DOH23-017 Local Early Steps Programs-FINAL.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH23-017

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Local Early Steps Programs

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

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

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

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

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

Signature of Authorized Representative:

Printed (Typed) Name and Title:

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

Request for Proposal Local Early Steps Programs 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: Prior Experience Form

ATTACHMENT C: Statement of Non-Collusion

ATTACHMENT D: Respondent Certification Regarding Scrutinized Companies List……

ATTACHMENT E: Identical Tie Certification Form

ATTACHMENT F: Evaluation Criteria

ATTACHMENT G: HIPAA Business Associate Agreement …………………………………

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

ATTACHMENT I: Background Screening Attestation

ATTACHMENT J: Response Submission Checklist

ATTACHMENT K: Commitment to Utilize the Early Steps Data System (ESDS)

ATTACHMENT L: Vendor Certification (PUR 7801)

ATTACHMENT M: Forced Labor Certifications (PUR 2024)

ATTACHMENT N: Foreign Countries of Concern Attestation (PUR 1355)

EXHIBIT A: Regional Service Area(s) Selection and Narrative Form

EXHIBIT B: Proposed Regional Area Budget Form and Instructions

EXHIBIT C: Program Detail

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EXHIBIT D: Regional Service Area Map

EXHIBIT E: Regional Service Area by Zip Code

EXHIBIT F: Regional Service Area Budget Allocations

EXHIBIT G: Referred and Enrolled Children by Regional Service Area

EXHIBIT H: Required Documentation Detail

EXHIBIT I: Required Documentation Submission Schedule – Contract

EXHIBIT J: Staffing Qualifications and Responsibilities

EXHIBIT K: Subcontract Language Checklist

EXHIBIT L: Device and Software Requirements

EXHIBIT M: Sample Monthly Invoice

EXHIBIT N: Quarterly Expense Report Template

EXHIBIT O: State of Florida Travel Authorization Form DFS-AA-13

EXHIBIT P: State of Florida Travel Reimbursement Form, DFS-AA-15

EXHIBIT Q: DOH Financial and Audit Compliance

Local Early Steps Programs Page | 4

SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Florida Department of Health (Department), Division of Children’s Medical Services (CMS), Bureau of Early Steps and Newborn Screening, Early Steps Program (Program) is requesting proposals for the provision of establishment, implementation, and effective management of local programs throughout Florida for the Department’s Early Steps Program. The Local Early Steps (LES) Programs will implement the Federal Individuals with Disabilities Education Act (IDEA) Part C early intervention system of care for infants and toddlers, birth to 36 months, with a developmental disability, determined to have a developmental delay or who are at risk of developmental delay based on a physical, medical or mental condition, by providing developmental evaluation and early intervention services in the child’s natural environment.

1.2 Legal Authority

Chapter 287 and sections 391.301, 391.308, and 393.064, Florida Statutes (F.S.), and 34 CFR Part 303, under which the Program operates and is administered.

1.3 Scope of Services

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

1.4 Incorporation by Reference

The PUR 1001, General Instructions to Respondents (PUR 1001), and PUR 1000, General Contract Requirements (PUR 1000), are hereby incorporated by reference to the terms of this solicitation. Refer to Sections 3.1 and 4.1 of this RFP for further detail.

1.5 Solicitation Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and 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(s) 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

Local Early Steps Programs Page | 5

Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

Proposal: The complete written technical response of the Respondent to the RFP , 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 definitions 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:

Florida Department of Health Attention: Voncelia Meeks 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: voncelia.meeks@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(s) resulting from this RFP will begin on July 1, 2025, or the Contract execution date, whichever is later, and will end on June 30, 2028. The Contract(s) resulting from this RFP are subject to renewal as per Section 2.4 are contingent upon availability of funds.

2.4 Renewal

The Contract(s) 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.

2.5 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released December 18, 2024 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com mailto:voncelia.meeks@flhealth.gov

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Questions Submitted in

Writing

Must be received

PRIOR TO:

January 15, 2025 at 10:00 A.M.

Submit to: Florida Department of Health Central Purchasing Office

Attention: Voncelia Meeks Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: voncelia.meeks@flhealth.gov

Answers to Questions

(Anticipated Date)

February 3, 2025 Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Proposals Due and Opened

Must be received PRIOR to:

February 19, 2025 at

3:00 P.M.

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date)

February 26, 2025 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award (Anticipated

Date)

April 1, 2025 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

2.6 Addenda

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

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

2.7 Questions

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

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

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

VIP.

mailto:voncelia.meeks@flhealth.gov

Page | 8

2.8 Basis of Award

Multiple contract awards may be made to the responsive, responsible Respondent(s) offering the most advantageous Proposals through the evaluation of proposals in accordance with Section 5.2. The Department intends to select a single Respondent for each of the 15 regional service areas (Exhibits D and E). If multiple Respondents submit proposals for the same regional service area, the Respondent with the highest total points will be selected. The Department reserves the right not to 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 Form, Attachment E, to 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 the Identical Tie Certification Form, Attachment E, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VIP.

2.10 Modifications and Withdrawal

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

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

2.11 Clarification Process

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

Page | 9

2.12 Federal Excluded Parties List

In order to comply with Federal grant requirements, and determining Provider responsibility in accordance with sections 287.057(1), (2) and (3), Florida Statutes, and Florida Administrative Code, Rule 60A-1.006(1), a Respondent or its subcontractor(s) that, at the time of submitting a Proposal for a new Contract or renewal of an existing Contract is on the Federal Excluded Parties List, is ineligible for, may not submit a Proposal for, enter into, or renew a Contract with an agency for goods or services, if any federal funds are being utilized.

2.13 Contract Formation

The Department will enter into a Contract with the awarded Provider(s) pursuant to Section 2.8, Basis of Award. The Contract will incorporate the terms of the Scope of Services, Attachment A, and the Department’s Standard Contract, and will be based on an annual allocation of funding determined by the Department and as appropriated by the Legislature.

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

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

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

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

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

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3.3.1.5. Prior Experience Form, Attachment B, must be completed as specified.

3.3.1.6. Statement of Non-Collusion, Attachment C, must be completed as specified.

3.3.1.7. Respondent Certification Regarding Scrutinized Companies Lists, Attachment D, must be completed as specified.

3.3.1.8. Background Screening Attestation, Attachment I, must be completed.

3.3.1.9. HIPAA Business Associate Agreement, Attachment G, must be completed.

3.3.1.10. Commitment to Utilize the Early Steps Data System (ESDS) Attestation, Attachment K, must be completed as specified on the form.

3.3.1.11. Vendor Certification (PUR 7801), Attachment H, must be completed as specified.

3.3.1.12. Forced Labor Certifications (PUR 2024), Attachment I, must be completed as specified.

3.3.1.13. Foreign Countries of Concern Attestation (PUR 1355), Attachment J, must be completed as specified.

3.3.1.14. Respondent must be enrolled as a Florida Medicaid provider prior to providing services. As such, Respondent must demonstrate in their response that they are an approved Florida Medicaid provider, or that an application to be enrolled as an approved Medicaid provider in Florida has been submitted and is pending, or that the Respondent is an approved Medicaid provider in another state and is working to become an approved provider in Florida but an application has not yet been submitted. Documentation must be submitted to support Medicaid provider status such as a copy of an approval/status letter or website printout from Florida’s Agency for Health Care Administration (AHCA) or similar from another state. Note: If the pending Florida application fails to be approved after contract award, the Department reserves the right to withdraw any contract award.

3.3.2. TAB 2 – Technical Proposal

The Respondent must include the forms, documentation and responses as requested below, labeled as indicated. Respondents should be thorough and detailed in their responses and are encouraged to include any additional relevant information, examples or samples that would assist in the evaluation of their Proposal. In all responses, clarity is necessary. Evaluators are not expected to decipher vague, ambiguous, overly complex, or otherwise difficult to understand

Local Early Steps Programs Page | 12 responses. Proposals not clearly presented in terms of its narrative description may impact the Respondent’s overall score.

The Technical Response content in TABs 2a – 2g will be scored in accordance with the evaluation criteria found in Section 5.2 and with Evaluation Criteria, Attachment F. Inclusion of technical proposal content in TAB 2h, Additional Services is optional and will not be scored or considered in the evaluation process.

3.3.2.1. TAB 2a: Response Submission Checklist: Attachment J

Respondent must complete the Checklist as specified in the Checklist instructions and include it in the Reply within TAB 2a.

3.3.2.2. TAB 2b: Company Profile

3.3.2.2.1. Respondent must include an Executive Overview signed and dated by an authorized representative of the Respondent, limited to 5 pages, which at a minimum, addresses the following:

3.3.2.2.1.1. A brief history of the business including age, stability, financial viability, etc. and what uniquely qualifies it for this engagement.

3.3.2.2.1.2. Experience offering early intervention

services; current number of staff (direct hire or contracted) who provide early intervention services.

3.3.2.2.1.3. Experience establishing community

partnerships and collaborations that would contribute to the facilitation of Program activities; experience establishing an effective public awareness and outreach program.

3.3.2.2.1.4. Approach to communication with parent

company, the Department and staff.

3.3.2.2.1.5. Ability to achieve required quality and

performance metrics.

3.3.2.2.1.6. Performance history relative to early

intervention services within the last five years (i.e. Success stories, implemented process improvements, required performance improvement or corrective action plans, prior imposition of financial or other sanctions for failure to perform, or any

Local Early Steps Programs Page | 13 litigation in the last five years related to early intervention services.)

3.3.2.2.1.7. A description of any contracts where

services performed by the Respondent were terminated, within the last five years, for breach or default.

3.3.2.2.1.8. Size of operating budget including all

revenue sources for the most recent, completed fiscal year; experience managing and maintaining a multimillion-dollar budget.

3.3.2.2.1.9. Proposed organizational structure to include

proposed delivery approach (single or multiple office sites, office with remote staffing, etc.).

3.3.2.2.2. Respondents must also provide in TAB 2a, a reference letter from each of the entities listed on the Prior Experience Form, Attachment B, submitted in TAB 1 which describes the services provided, dates, budget size, performance history, successes, corrective action history, sanction history, complaint and resolution history, representative contact information and any comments the entity wishes to share regarding performance quality.

3.3.2.2.2.1. Personal references will not be accepted.

3.3.2.2.2.2. References from any Early Steps State

Office (ESSO) employee will not be accepted.

3.3.2.2.2.3. The Department reserves the right to

contact any and all entities in the course of this solicitation in order to verify experience and performance.

3.3.2.3. TAB 2c: Proposed Key Personnel and Staffing

Respondent must include the following in TAB 2c:

3.3.2.3.1. An organizational chart showing reporting relationships between the Parent company (if applicable) and the Local Early Steps Program office administration (key staff) and between key staff and service personnel.

3.3.2.3.2. A position description addressing functions and

responsibilities and a brief resume for each known or potential proposed key administration staff.

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3.3.2.3.2.1. Respondent must require a minimum of five

years of experience for each key staff administrative position. Resumes for known or potential administration staff must demonstrate the required experience.

3.3.2.3.2.2. Respondent must include the approximate

percent of time to be devoted exclusively to this engagement and a brief summary of any other assigned responsibilities.

3.3.2.3.3. A table listing proposed staff positions, direct hire and subcontracted, using the following format:

Example:

Local Position Title RFP Role Title Description of Duties

Related to Early Steps # Direct

Hire # Sub-

Contracted

Physical Therapist II Service Provider Provides physical therapy services to eligible children

5 45

Family Care Coordinator Service Coordinator 15 0 Data Supervisor Data Manager 1 0

TOTAL STAFF 21 45

3.3.2.4. TAB 2d: Approach to Tasks

Respondent must include in TAB 2d a written narrative explaining the approach, capabilities, and methods proposed to accomplish the tasks identified in Scope of Work, Attachment A. Responses must be concise, but detailed enough to demonstrate understanding, capacity, and capability

3.3.2.4.1. Program Management, Scope of Services, Attachment

A, Task B.1.a.1) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.1.1. Office set-up (local office(s), remote staff, etc.), office hour availability and flexibility to meet the needs of local families.

3.3.2.4.1.2. Compliance with Early Steps Policy in the

provision of required services.

3.3.2.4.1.3. Management of the LES including office

operations, parent organization involvement, staff management with a table of organization, physical facilities management and administrative oversight.

3.3.2.4.1.4. Approach to development, implementation

and maintenance of a Continuity of

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Operations Plan for the Early Steps Program.

3.3.2.4.1.5. Approach to development and maintenance

of a Funding Resource Plan.

3.3.2.4.1.6. Approach to participation in conference

calls, workgroups, and meetings as directed by the Department.

3.3.2.4.2. Child Find and Public Awareness Activities, Scope of Services, Attachment A, Task B.1.a.2) – At a minimum, the Response must include the following:

3.3.2.4.2.1. Approach to locating and identifying children

eligible for Early Steps services.

3.3.2.4.2.2. Approach to increasing awareness and

access to services.

3.3.2.4.2.3. A sample of a public awareness brochure, poster, script, etc. (may be for other than an early intervention program) they might use in a public awareness campaign.

3.3.2.4.3. Referrals, Scope of Services, Attachment A, Task

B.1.a.3) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.3.1. Process for receiving, accepting and

reviewing all referrals.

3.3.2.4.3.2. Process for using Early Steps Data System

(ESDS) portal or the Early Steps Program’s standard referral form on the website.

3.3.2.4.4. Initial and First Contacts, Scope of Services, Attachment A, Task B.1.a.4) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.4.1. Initial contact in no less than 5 days

3.3.2.4.4.2. First Contacts in no less than 44 days.

3.3.2.4.4.3. Use of ESDS to document activities.

3.3.2.4.4.4. Use of Department referral and intake forms.

3.3.2.4.4.5. Service coordinator assignment.

3.3.2.4.4.6. Parental concerns, signatures, and

consents.

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3.3.2.4.4.7. Convenient appointment scheduling.

3.3.2.4.5. Eligibility Determination, Scope of Services, Attachment A, Task B.1.a.5) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.5.1. Understanding and application of eligibility

criteria.

3.3.2.4.5.2. Screening and evaluations.

3.3.2.4.5.3. Child and family assessments.

3.3.2.4.5.4. Diagnostic methods.

3.3.2.4.5.5. Use of informed clinical opinion.

3.3.2.4.5.6. Documenting eligibility determination

activities.

3.3.2.4.6. Individual Family Support Plan (IFSP), Scope of Services, Attachment A, Task B.1.a.6) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.6.1. Application of Individual Family Support

Plan development, use and maintenance Policy.

3.3.2.4.6.2. Completion of IFSP no later than 45

calendar days.

3.3.2.4.6.3. Consents and providing documentation to

parents and team members no later than 15 calendar days.

3.3.2.4.6.4. Use of IFSP form.

3.3.2.4.6.5. Annual and periodic six-month reviews.

3.3.2.4.6.6. Completing the entry Child Outcome

Summary.

3.3.2.4.7. Procedural Safeguards, Scope of Services, Attachment A, Task B.1.a.7) - Response must address Provider’s

Local Early Steps Programs Page | 17 approach to ensuring the rights of the parent(s) or guardian and child in accordance with Policy.

3.3.2.4.8. Service Coordination, Scope of Services, Attachment A, Task B.1.a.8) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.8.1. Maintaining sufficient staff to keep

caseloads equal to or less than 85 children.

3.3.2.4.8.2. Caseload management and flexibility to

meet the needs of the children.

3.3.2.4.8.3. Qualified and timely trained service

coordinators.

3.3.2.4.9. Early Intervention Services, Scope of Services, Attachment A, Task B.1.a.9) – Response must address Provider’s approach to performing Early Intervention Services for eligible children using a team-based, primary service provider approach in accordance with Policy. At a minimum, the approach must address the following:

3.3.2.4.9.1. Timeliness, beginning authorized services

no later than 30 days from the date of the signed IFSP.

3.3.2.4.9.2. Services assigned are based on the child’s

needs.

3.3.2.4.9.3. Services provided are in the natural

environment where and when possible.

3.3.2.4.9.4. Family centered and accessible, to meet with

families in the service area.

3.3.2.4.9.5. Services offered, approach to services

difficult to cover.

3.3.2.4.9.6. End of services.

3.3.2.4.9.7. Payment of Natural Environment Support

Fees (NESF) to service providers.

3.3.2.4.9.8. Payment of FL-EPIC fees to service

providers.

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3.3.2.4.10. Transition, Scope of Services, Attachment A, Task B.1.a.10) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.10.1. Planning.

3.3.2.4.10.2. Timeliness.

3.3.2.4.10.3. Consents, notifications.

3.3.2.4.10.4. Community options and referrals.

3.3.2.4.10.5. Transition conference.

3.3.2.4.10.6. Community coordination.

3.3.2.4.10.7. Needs of child and family.

3.3.2.4.11. Family Involvement Tasks, Scope of Services, Attachment A, Task B.1.a.11) - Response must address Provider’s approach to the development, implementation and maintenance of a System of Family Involvement infrastructure to enhance direct family-to-family support and training, in accordance with Policy. At a minimum, the approach must address:

3.3.2.4.11.1. Staffing to include the Family Resource

Specialist.

3.3.2.4.11.2. Family participation, training, services and

supports.

3.3.2.4.11.3. Program and infrastructure goals, strategies, measures.

3.3.2.4.11.4. Participation in policy development, ESSO

activities, community workgroups, and meetings.

3.3.2.4.11.5. Collaborations and partnerships; community

resource development.

3.3.2.4.11.6. Approach to the development, maintenance

and update of an annual System of Family Involvement Plan and Report.

3.3.2.4.12. Administrative Staffing, Scope of Services, Attachment A, Task B.1.a.12) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.12.1. Background screening.

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3.3.2.4.12.2. Identifying and selecting key administrative

staff.

3.3.2.4.12.3. Maintaining sufficient and appropriate staff.

3.3.2.4.12.4. Recruitment and retention.

3.3.2.4.13. Services Staffing, Scope of Services, Attachment A, Task B.1.a.13) - Response must address Provider’s approach to the following, at a minimum:

3.3.2.4.13.1. Background screening.

3.3.2.4.13.2. Identifying and selecting required staff

(service coordinators, child find coordinator, family resource specialists, professional development and credentialing coordinator, coaches, and data manager).

3.3.2.4.13.3. Maintaining sufficient and appropriate staff.

3.3.2.4.13.4. Ensuring appropriate staff are enrolled as

Medicaid providers.

3.3.2.4.13.5. Qualification, credentialing verification.

3.3.2.4.13.6. Recruitment and retention.

3.3.2.4.14. Service Provider Network, Scope of Services, Attachment A, Task B.1.a.14) - Response must include a completed Subcontractors List Form, Attachment H and at a minimum, address Provider’s approach to the following:

3.3.2.4.14.1. Securing a qualified, diversified service

provider network via direct hire and subcontracts.

3.3.2.4.14.2. Ensuring all background screening, documentation and training is completed.

3.3.2.4.14.3. Recruitment and retention.

3.3.2.4.14.4. Subcontract approvals and subcontractor

monitoring.

3.3.2.4.14.5. Meeting state and Program standards and

qualifications.

3.3.2.4.15. Claims Processing, Scope of Services, Attachment A, Task B.1.a.15) – Response must address the Provider’s approach to the following, at a minimum:

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3.3.2.4.15.1. Claims management.

3.3.2.4.15.2. Ensuring Part C is Payor of Last Resort.

3.3.2.4.15.3. Documenting parental consent or denial for

billing.

3.3.2.4.15.4. Timeliness, processing claims no later than

30 days of receipt.

3.3.2.4.15.5. Timeliness, reimbursing community service

providers no later than 30 days after payment approval.

3.3.2.4.15.6. Documentation in ESDS.

3.3.2.4.16. Professional Development, Scope of Services, Attachment A, Task B.1.a.16) - Response must address Provider’s approach to providing professional development and training as required or as approved by the Department for all appropriate staff. At a minimum, the approach must address the following:

3.3.2.4.16.1. Professional development planning and local

training.

3.3.2.4.16.2. Fidelity in the Early Steps Professional

Development approach to service delivery.

3.3.2.4.16.3. Developing, implementing and maintaining a

Quality and Performance Achievement Plan and Report.

3.3.2.4.17. Community and Local Agency Agreements, Scope of

Services, Attachment A, Task B.1.a.17) - Response shall include local agency agreement templates and other documents used to reflect agreements with the community.

Respondent shall also include a list of anticipated agreements such as with the community, local agencies, Medicaid Managed Care Organizations, private insurance providers and schools.

At a minimum, the Response must address Provider’s approach to:

3.3.2.4.17.1. Identifying community and local agencies.

3.3.2.4.17.2. Establishing communication, addressing

dispute resolution processes.

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3.3.2.4.17.3. Establishing a support system for children

receiving or potentially eligible to receive, Early Steps services.

3.3.2.4.18. Early Steps Data Systems (ESDS), Scope of Services, Attachment A, Task B.1.a.18) - Response must address Provider’s approach to using the ESDS to document Early Steps program data. At a minimum, the following must be included:

3.3.2.4.18.1. Parent company system requirements;

manual entry of data, payment for data entry when two systems are necessary.

3.3.2.4.18.2. Direct entry of case record information; use

of portable devices.

3.3.2.4.18.3. Use of Legacy ESDS, converting to the

ESDS, training.

3.3.2.4.18.4. Timeliness of data entry, exporting data into

ESDS if appropriate.

3.3.2.4.18.5. Ensuring confidentiality and security.

3.3.2.4.18.6. Ensuring accurate and complete data entry.

3.3.2.4.18.7. Obtaining and storing signed user

agreements (Legacy).

3.3.2.4.18.8. Data manager responsibilities.

3.3.2.4.19. Performance, Scope of Services, Attachment A, Task B.1.a.19) At a minimum, the Response must address Provider’s approach to the following:

3.3.2.4.19.1. Meeting annual performance standards and

expectations set by federal and state laws and Policy. Reference Program Details, Exhibit C for information pertaining to state and federal performance expectations.

3.3.2.5. TAB 2e: Implementation Plan

This section of the Response must include Respondent’s detailed plan for a successful and timely implementation of their Local Early Steps Office by the contract start date which is anticipated to be July 1, 2025.

Provider must detail specific timeframes, tasks, responsibilities, and key milestones leading up to contract start. (Reference Required Documentation Detail, Exhibit H, for required content and format.)

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At a minimum, the Implementation Plan must address the following:

3.3.2.5.1. Establishing a home base, satellite offices and/or remote based operations.

3.3.2.5.2. Administration and staffing, proposed organizational chart, position descriptions, recruitment, hiring, training.

3.3.2.5.3. Plans to recruit, subcontract with and train service providers.

3.3.2.5.4. Initial establishment of relationships with local community organizations, potential referral sources.

3.3.2.5.5. Information technology and security, connection with ESDS, transmission of data as necessary.

3.3.2.5.6. Management of financial aspects to include management of revenue and internal expenses, processing and payment of claims and subcontractors, and accounting of awarded funds.

3.3.2.6. TAB 2f: Contract Plans and Reports.

The Scope of Work, Attachment A, details requirements for Provider to develop, implement and maintain a minimum of five (5) operational plans with annual reports, to be submitted to the Department for review and approval prior to implementation, annually. While TAB 2d of the Response requires Respondent to describe their approach to development, implementation and maintenance of these Plans, Respondents are to include in TAB 2f, a high-level description, in narrative, outline or other form, describing anticipated Plan and Report content and format. (Reference Scope of Work, Attachment A, Required Documentation Detail, Exhibit H, and Required Document Submission Schedule, Exhibit I for required content and format.)

3.3.2.6.1. At a minimum, TAB 2f must address the following Plans and Reports:

3.3.2.6.1.1. Continuity of Operations Plan.

3.3.2.6.1.2. Funding Resources Plan and Report.

3.3.2.6.1.3. System of Family Involvement Plan and

Report.

3.3.2.6.1.4. Professional Development Plan and Report.

3.3.2.6.2. Draft forms, templates, materials, etc. planned for use in the Early Steps Program are encouraged.

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3.3.2.6.3. Existing Parent Company plans may not be submitted in lieu of plans intended for the Early Steps Program. Respondents may incorporate ideas, forms, examples, etc. developed by a Parent company into their local office Plans.

3.3.2.6.4. Respondents should not submit revised existing plans. Only selected Providers will be required to submit final plans after contract start.

3.3.2.7. TAB 2g: Proposed Regional Service Area(s) and Budget(s)

TAB 2g must include the Respondent’s regional service area choice(s) to establish a Local Early Steps Program(s) and associated proposed budget(s). TAB 2g must include:

3.3.2.7.1. A completed, signed, and dated by an authorized

representative, Regional Service Area(s) Selection and Narrative Form, Exhibit A, identifying the regional service area(s) chosen and explaining why the area(s) was chosen, what benefits and services Provider can offer, and any other detail which may assist evaluators in selecting Provider.

3.3.2.7.2. Proposed budget: A completed, signed, and dated by an authorized representative, Proposed Regional Area Budget Form and Instructions, Exhibit B, for each regional service area selected. The proposed budget for each regional service area is to be based on the amount for State Fiscal Year 2023-2024 found on Regional Service Area Budget Allocations, Exhibit F.

3.3.2.7.3. Budget Justification(s) - explanations for budget detail entries for each regional service area selected. For example, an explanation should be provided for how contract and third-party funding will be used to fund budget categories and explanations for expense line items and staffing.

3.3.2.8. TAB 2h: – Additional Services (Not Scored)

Any additional services proposed by a respondent and included in this section will not be evaluated or scored or included in the selection process. Including or not including additional services will not impact award.

This section may include any additional functionality, services or approaches not currently identified as part of Local Early Steps Program office set of requirements. Additional functionality, services or approaches, if any, shall be proposed without expectation of additional compensation.

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The Department is not under any obligation to accept the additional functionality, services or approaches offered by Provider. The Department reserves the right to incorporate any desired additional functionality, service, or approach deemed appropriate into the contract(s) resulting from this RFP without acknowledgement of the source.

3.4 Copies of Proposals

Respondents must submit the following copies:

One original hardcopy (paper) 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.

3.5 Proposal Labeling

The Technical Proposal must be sealed and identified as follows:

DOH23-017

Request for Proposal for Local Early Steps Programs Due:

Respondent Name:

TECHNICAL PROPOSAL

3.6 Instructions for Submittal

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

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

3.6.3. Respondents must submit all technical 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.

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

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

3.7 Cost of Preparation

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

3.8 Public Records and Trade Secrets

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

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

The redacted copy must be provided to the Department at the same time Respondent submits its Proposal and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Proposal are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Proposal, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

3.9 Prior Experience Form

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

Respondents must use Prior Experience Form, Attachment B, 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 a 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

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

(TTY).

3.11 Late Proposals

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

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

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

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

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

4.2 Scrutinized Companies

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

The Respondent must complete Respondent Certification Regarding Scrutinized Companies Lists, Attachment D, in its entirety and submit with their Reply.

4.3 Conflict of Interest

Section 287.057(17)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

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

4.4 Certificate of Authority

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

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

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4.5 Provider Registration

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

Registration may be completed at: https://vendor.myfloridamarketplace.com

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

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

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

4.7 Subcontractors

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Templates for subcontractor agreements prepared at the time of Proposal submission must be included with the Proposal.

Subcontractors known at the time of Proposal submission must be listed on Subcontractors List Form, Attachment H and submitted with the Proposal. Name and estimated value of the agreement must be included.

If a subcontractor has signed an agreement to provide services at the time of Proposal submission, a copy of the subcontract must be submitted to the Department.

No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Department.

The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Proposal. Refer to Scope of Work, Attachment A, Section B.1.a.13) for more information on subcontractors.

4.8…