DOH22-049 HIV Prevention Minority Media.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH22-049

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

HIV Prevention Minority Media Campaign

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 Department Terms and Conditions.

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 HIV Prevention Minority Media Campaign 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

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SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Department of Health (Department) is requesting proposals for design, development, and implementation of a statewide HIV prevention minority media campaign (Media Campaign). This Media Campaign should prioritize HIV prevention but also include messaging across syndemics, to address prevention of hepatitis, STDs, and other diseases or conditions affecting populations at risk of contracting HIV, as directed by the Department.

1.2 Legal Authority

Chapter 287, and section 381.0046, Florida Statutes

1.3 Scope of Services

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

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this ITB for further detail. Pursuant to Rule 60A-1.002(7), Florida Administrative Code, the terms of this solicitation, which includes the Department’s Order Terms and Conditions, control in the event of a conflict between either the PUR1000 or the PUR1001, unless such conflicting term is required by Florida law.

1.5 Solicitation Definitions

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

Business Days: Monday through Friday, excluding state holidays.

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

Calendar Days: All days, including weekends and holidays.

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

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

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

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Order: As used in the context of this solicitation, refers to a Purchase Order.

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

Respondent: The business entity that submits a proposal.

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

State: State of Florida.

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

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

https://vendor.myfloridamarketplace.com/

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SECTION 2.0 PROCUREMENT RULES AND INFORMATION

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is: Bill Zimmerman

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

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

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

2.2 Restrictions on Communications

Pursuant to section 287.057(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 a three-year term from an anticipated Contract start date of September 1, 2023 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 on for no more than three years beyond the initial contract, or for the term of the original contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and are subject to the availability of funds.

2.5 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released 7/12/2023 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

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Questions Submitted in

Writing

Must be received

PRIOR TO:

7/19/2023

3:00 PM EST

Submit to: Florida Department of Health Central Purchasing Office

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

Answers to Questions

(Anticipated Date) 7/26/2023

Posted to Vendor Information Portal at:

Sealed Proposals Due and Opened

Must be received

PRIOR to:

8/2/2023

3:00 PM EST

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date) 8/7/2023 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date) 8/21/2023 Posted to the Vendor Information Portal at:

2.6 Addenda

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

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

2.7 Questions

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

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

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

VIP.

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2.8 Basis of Award

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

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

2.9 Identical Tie Proposals

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

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

2.10 Modifications and Withdrawal

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

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

2.11 Clarification Process

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

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2.12 Contract Formation

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

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SECTION 3.0 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

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

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

3.2 Proposal Format

This section describes the format in which Proposals are to be submitted. The Department discourages lengthy Proposals. Additional information deemed appropriate by the Respondent may be included but should be placed within the relevant 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 At least 5 years of experience in public health marketing and advertising.

3.3.1.1.2 At least 5 years of experience developing and implementing marketing and media plans.

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

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3.3.1.1.3 At least 5 years of experience managing multi-media campaigns.

3.3.1.1.4 At least 5 years of experience with social marketing and media strategies and approaches.

3.3.1.1.5 At least 5 years of experience with web development and social media.

3.3.1.1.6 At least 5 years’ experience developing and disseminating HIV prevention messaging.

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.

3.3.2 TAB 2 – Technical Proposal

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

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

3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Describe the Respondent’s history developing, implementing, and evaluating public health media campaigns. Detail the Respondent’s administrative structure, and provide a table of the Respondent’s organization.

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3.3.2.1.2. Describe experience in developing tailored messaging and creative concepts for designated market areas with communication strategies that are culturally and linguistically appropriate to Florida's multicultural population.

3.3.2.2 Respondent must fully describe in its Proposal its plan for carrying out each requirement identified in the Scope of Services (Attachment A).

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

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

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

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

3.4.2. Cost Proposal

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

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

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The Technical Proposal should be sealed and identified as follows:

DOH22-049

Request for Proposal for HIV Minority Media Campaign Due: 8/2/2023 at 3:00 PM EST Respondent’s Name

TECHNICAL PROPOSAL

3.5.2. Cost Proposal

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

DOH 22-049

Request for Proposal for HIV Minority Media Campaign Due: 8/2/2023 at 3:00 PM EST 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.

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.

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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.

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

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

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

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

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

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

4.2 Scrutinized Companies

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

Refer to Respondent Certification Regarding Scrutinized Companies Lists (Attachment E) Form, Section 3.3.1.9

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

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

4.8 Indemnification

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

4.9 Performance Measures

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

4.10 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services

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4.11 Standard Contract

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

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

https://www.floridahealth.gov/about/administrative-functions/purchasing/StandardContractVersion52021.pdf

4.12 Conflict of Law and Controlling Provisions

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

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

4.13 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

4.14 Records and Documentation

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

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this RFP must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word

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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.

4.15 Attorney’s Fees

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

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SECTION 5.0 PROPOSAL EVALUATION PROCESS AND CRITERIA

5.1 Introduction

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

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

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

5.2 Evaluation Criteria

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

Cost Proposals will be scored by the Procurement Officer based upon the respondent’s proposed cost, as prescribed in Section 5.2 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 2 200

Cost Proposal – Attachment B 20

TOTAL MAXIMUM POINTS POSSIBLE 220

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, by E-Filing, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

All filings must be made ONLY with the Agency Clerk and are 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.

The protest must be submitted by using one of the following delivery methods:

By Mail:

Agency Clerk, Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005;

By hand delivery:

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

Tallahassee, Florida 32399;

By facsimile: 850-413-8743; or

By E-Filing: https://agency_clerk fdh.mycusthelp.com/WEBAPP/_rs/supporthome.aspx?&lp=3

ATTACHMENT A

HIV Minority Media Campaign

Scope of Services

DOH22-049

Request for Proposal HIV Prevention Minority Media Campaign Page | 21

A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the design, development, and implementation of a statewide HIV prevention minority media campaign (Media Campaign).

b. Authority: Section 381.0046, Florida Statutes.

2. Definition of Terms:

a. Click-through Rate: A standard measure used in advertising to evaluate the impact an online advertising campaign has on a website. Click-through Rate is the ratio of users who click on a specific link to the number of total users who viewed it.

b. Creative Executions: Materials developed by Provider that communicates the delivery of an advertising strategy to the Target Markets. This may include, but is not limited to, scripts, images, storyboards, talent or character profiles, data, and other relevant materials that present the advertising strategy.

c. EYES ON Impressions (EOI): A standard measure in advertising used to calculate the number of users who are likely to notice an Out-of-Home Advertising.

d. Gross Rating Points (GRP): A standard measure in advertising used to evaluate the impact of specific broadcast advertisement. GRP is calculated by multiplying the percent of the Target Market reached by the exposure frequency.

e. Impression: A measure of the number of times an advertisement is seen online by a user whether it is clicked or not.

f. Out-of-Home Advertising: Advertising that reaches consumers in public spaces, which may include the following formats: billboards, signage, street furniture, and transit.

g. Quarter: A three-month period of the contract that begins from the date of contract execution.

h. Priority Population: A population(s) identified by the Department.

i. Target Market: Includes the geographic area(s) in Florida and Priority Population(s) for which the Media Campaign is targeted.

B. Manner of Service Provision

Scope of Services

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1. Scope of Work: Provider will provide a Media Campaign designed to promote HIV/AIDS prevention among the Priority Population within Florida throughout the contract term.

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

1) Throughout the contract term, have an account executive available in Tallahassee, Florida to manage the Media Campaign and meet with the Department as needed. Document the name and contact information of the account executive in the Monthly Progress Report.

2) Plan and develop a Media Campaign for placement across industry-standard platforms as follows:

a) Hold an Annual Discovery and Planning Meeting with the

Department each contract year as follows. Document the date of each meeting in the Monthly Progress Report.

(1) For the first contract year, hold an Annual

Discovery and Planning Meeting within 15 calendar days from the date of contract execution.

(2) For each subsequent contract year, hold an annual discovery and planning meeting at least a year from the previous year’s Annual Discovery and Planning Meeting.

(3) Coordinate the date, time, and location of each

Annual Discovery and Planning Meeting with the Department.

(4) Discussion topics for each Annual Discovery and

Planning Meeting includes, but are not limited to:

(a) Identifying Target Markets.

(b) Identifying a Spanish dialect that will be used for the Media Campaign.

(c) The scope of the Media Campaign, which will prioritize HIV prevention and include messaging regarding the prevention of other diseases or conditions (i.e., hepatitis, sexually transmitted diseases (STDs), etc.), affecting populations at risk of contracting HIV, as directed by the Department.

(d) Strategies, preliminary creative concepts, and the development of an Annual Media Plan for the Media Campaign

Scope of Services

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(e) Proposed public outreach events.

(f) A platform for the Department to review posting schedule and content on an ongoing basis as specified in Task 9).

b) Each contract year, develop the Annual Media Plan and submit it within 30 calendar days after the Annual Discovery and Planning meeting to the Contract Manager for Department to review and approve. Include, at minimum, the following in the Annual Media Plan:

(1) A summary of market research conducted by

Provider.

(2) A 12-month Media Campaign budget with projected timelines.

(3) A 12-month media buy projection.

(4) Drafts of preproduction materials associated with the Media Campaign (e.g., creative concepts, themes, timelines, etc.).

(5) A detailed outline of all projected Media Campaign activities, media placements, and media buys.

(6) The Target Market(s).

(7) The Spanish dialect that will be used for any

Spanish Media Campaign materials.

(8) The social media accounts that will be used for social media activities as specified in Task 10).

(9) The platform that will be used for the Department to review posting schedule and content on an ongoing basis as specified in Task 9).

(10) The scope of the Media Campaign.

(11) Ensure the Media Campaign prioritizes HIV prevention.

(12) Ensure the Media Campaign includes messaging across syndemics regarding the prevention of other diseases or conditions (i.e., hepatitis, sexually

Scope of Services

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(13) Ensure the Media Campaign provides information on the risk of HIV and AIDS infection and strategies to follow for prevention, early detection, and treatment in accordance with section 381.0046(1), Florida Statutes.

c) Update the Annual Media Plan as needed or as directed by the Department. Submit the updated Annual Media Plan as directed by the Department to the Contract Manager for the Department to review and approve.

Ensure the Department approves any changes to the Annual Media Plan prior to implementing those changes.

3) Develop creative concepts in accordance with the approved

Annual Media Plan as follows:

a) Develop a minimum of three creative concepts with HIV prevention messaging for the Media Campaign and submit them within 30 calendar days from the date of the Annual Discovery and Planning Meeting to the Contract Manager for the Department to review.

b) Allow two rounds of revision by the Department to provide feedback and suggestions.

c) Ensure each creative concept is unique, accurate, specific to Florida and, where applicable, individual Target Markets.

d) Ensure each creative concept uses culturally and linguistically appropriate language and design for the Priority Population as directed by the Department.

4) Each contract year, implement the approved Annual Media Plan by developing materials for the Media Campaign and placing media as follows:

a) Develop and air video public service announcements

(PSAs) as follows:

(1) Produce a minimum of three video PSAs each contract year by creating a script or transcript for each PSA.

(2) Ensure each video PSA is a minimum of 30 seconds and a maximum of 60 seconds long.

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(3) Provide a copy of each script and transcript in accordance with the approved Annual Media Plan to the Contract Manager for the Department to review.

(4) Allow two rounds of revisions by the Department for each video PSA to provide feedback and suggestions.

(5) Use each approved script to develop a video for each PSA. Submit the completed video PSAs in accordance with the approved Annual Media Plan to the Contract Manager for the Department to approve. Ensure the Department approves the video prior to airing that video.

(6) Air each approved video in accordance with the approved Annual Media Plan. Document the GRP generated by each video in the Monthly Progress Report.

b) Develop and air radio PSAs as follows:

(1) Produce a minimum of four radio PSAs by creating a script for each PSA.

(2) Ensure each radio PSA is a minimum of 15 seconds and a maximum of 60 seconds long.

(3) Provide a copy of each script in accordance with the approved Annual Media Plan to the Contract Manager for the Department to review and approve.

(4) Allow two rounds of revisions by the Department to provide feedback and suggestions.

(5) Record each approved script and submit the completed recorded PSAs in accordance with the approved Annual Media Plan to the Contract Manager for the Department to approve. Ensure the Department approves the recoded PSA prior to airing that recorded PSA.

(6) Air the approved PSAs in accordance with the approved Annual Media Plan. Document the GRP generated by each PSA in the Monthly Progress

c) Provide Out-of-Home Advertising as follows:

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(1) Create six Creative Executions for Out-of-Home

Advertising each contract year.

(2) Provide the initial copy of each Creative Execution in accordance with the approved Annual Media Plan to the Contract Manager for the Department to review and approve.

(3) Allow a minimum of two rounds of revisions by the

Department to provide feedback and suggestions on Provider’s submitted Creative Executions.

(4) Place each approved Creative Execution in designated media markets in accordance with the approved Annual Media Plan. Provide confirmation of each Creative Execution placed (i.e.

photographs, etc.) and submit the confirmation with the Monthly Progress Report. Document the location of each Creative Execution placed and how long the Creative Execution remains in place in the Monthly Progress Report.

d) Provide print advertisements as follows:

(1) Create six Creative Executions in accordance with the Approved Media Plan. Ensure at least two of the Creative Executions are in English, and at least two of the Creative Executions are in Spanish.

(2) Provide the initial copy of each Creative Execution in accordance with the Approved Media Plan to the Contract Manager for the Department to review and

(3) Allow a minimum of two rounds of revisions by the

Department to provide feedback and suggestions on the submitted Creative Executions.

(4) Use the approved Creative Executions to create a minimum of 12 print advertisements for the Media Campaign each contract year.

(5) Ensure each print advertisement is at least half page print or at most a full-page print.

(6) Place each print advertisement in publications that target the Priority Population as directed by the

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(7) Place each print advertisement in accordance with the approved Annual Media Plan.

(8) Publish each print advertisement in a minimum of 30 unduplicated publications each contract year.

Submit a copy of each print advertisement published with the Monthly Progress Report.

Document the date the print advertisement is printed and the name of the publication that printed advertisement in the Monthly Progress Report.

e) Provide digital media advertising by placing approved

Creative Executions in mobile banners, digital banners, pre-roll advertisements, and paid social media in accordance with the Approved Media Plan. Take a screenshot of each placed digital media advertisement and submit the screenshot(s) with the Monthly Progress Report. Document location of each digital media advertisement placed and the length each digital media advertisement was posted in the Monthly Progress Report.

5) Develop, implement, maintain, and monitor a website for the

Media Campaign as follows:

a) Develop and implement a website for the Media Campaign within 120 calendar days after contract execution.

Maintain the website throughout the contract term.

Document the link to the website in the Monthly Progress Report. At a minimum, include the following components in the website:

(1) A user interface for the website available in

Spanish. Convert all English language components of the website to Spanish in accordance with the Annual Media Plan.

(2) An interactive HIV test site locator using a list of sites provided by the Department. Update the locator as directed by the Department.

(3) An interactive event calendar for HIV outreach events as directed by the Department.

(4) An interactive upload form for the event calendar as directed by the Department.

b) Develop a Search Engine Optimization (SEO) within 120 calendar days after contract execution for the website to maximize the number of visitors. Maintain the SEO throughout the contract term. Monitor the analytics of the

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SEO and its Click-through Rates. Document the analytics and Click-through Rates and maintain the documentation throughout the contract term. Present the documentation to the Department upon request. Update the SEO as needed to ensure strong SEO performance. Document the date the SEO is updated in the Monthly Progress Report.

c) Monitor the functionality of the website throughout the contract term. Document the functionality of the website, including the percentage of uptime, scheduled downtime, and unplanned downtime in the Monthly Progress Report.

6) Provide website content management system training for

Department staff as needed and as requested. Document the date and location of each training in the Monthly Progress Report.

7) Conduct outreach virtually or in-person as follows:

a) Create a list of public outreach events to participate in each contract year. Include the date and location of each public outreach event. Ensure each public outreach event targets the Priority Population as identified by the Department. Submit the list of public outreach events within 30 calendar days after the Annual Discovery and Planning to the Contract Manager for the Department to review and approve.

b) Update the list of the public outreach events as needed or as directed by the Department. Submit the updated list to the Contract Manager for the Department to review and

c) Participate in two public outreach events each quarter and participate in a total minimum of ten public outreach events each contract year in accordance with the approved list of events. Document the date and location of each public outreach event participated in, in the Monthly Progress

d) Distribute a minimum of 1,000 HIV promotional items or materials with Department-approved HIV prevention messaging at each event. Document the type of promotional items or materials distributed and the number of HIV promotional items or materials distributed at each public outreach event in the Monthly Progress Report.

e) For public outreach events attended in-person, set up a table at each public outreach event. Take a picture of each table set up and submit it with the Monthly Progress

Scope of Services

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Request for Proposal HIV Prevention Minority Media…