DOH23-032 ITB Addendum 4 Final.pdf

Mission:

To protect, promote and improve the health of all people in Florida through integrated state, county and community efforts.

Ron DeSantis Governor

Joseph A. Ladapo, MD, PhD

State Surgeon General

Vision: To be the Healthiest State in the Nation

Florida Department of Health Division of Administration • Bureau of General Services 4052 Bald Cypress Way, Bin B-07 • Tallahassee, FL 32399

PHONE: 850-245-4199

FloridaHealth.gov

Accredited Health Department Public Health Accreditation Board

Addendum 4 Questions and Answers

ITB DOH23-032

Population Health Research

DATE: 06/11/2024

TO: Prospective Vendors

FROM: Summer Lindsley, Procurement Officer

Central Purchasing Office

SUBJECT: Addendum 4

The purpose of this addendum is to modify Attachment A, Scope of Work and Attachment B, Price Page, and to answer questions received in accordance with Section 2.6, Questions, of the ITB. This addendum serves as notice of the following change(s):

Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated by highlighting.

A. Modifications: The following modication is made to Attachment A, Scope of Work and

Attachment B, Price Page, of the ITB:

1. Delete Attachment A, Scope of Work, in its entirety and replace with attached Revised

Attachment A, Scope of Work.

2. Delete Attachment B, Price Page, in its entirety and replace with attached Revised

Attachment B, Price Page.

REVISED ATTACHMENT A

SCOPE OF WORK

1. PURPOSE:

This scope of work is for research to assist the Florida Department of Health in Marion County in determining locations for additional health department facilities. Contractor will provide these services to the Florida Department of Health (Department).

2. TERM:

This scope of work will begin on 7/1/2024 or the date on with the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2025. The State of Florida’s performance and obligation to pay under this purchase order and any subsequent renewal is contingent upon annual appropriation by the Legislature and satisfactory performance of the Contractor.

3. LOCATION OF WORK:

The worksite for this scope of work is the following location(s):

Marion County

1801 SE 32nd Avenue Ocala, Florida 34471

Contractor Location TBD

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

The Contractor must possess the following minimum qualifications and experience:

4.1 At least five years of experience acquiring data for GIS projects.

4.2 At least five years of experience acquiring census tract data on population and health data.

4.3 At least five years of experience developing mapping products for displaying population and health data.

5. CONTRACTOR RESPONSIBILITIES:

5.1 SERVICE TASKS: Contractor will perform the following tasks in the time and manner specified:

5.1.1 Facilitate initial core project planning meeting with DOH-Marion leadership within 30 days of PO issuance. Meeting to be held via video teleconference.

5.1.1.1 Submit research plan to DOH-Marion leadership for approval within

30 days of core project planning meeting.

5.1.2 Research the following using data from the U.S. Census Bureau, Health Resources and Services Administration (HRSA), Centers for Medicare and Medicaid Services (CMS), local and regional hospitals, FloridaHealthCHARTS, and other data sources as needed:

5.1.2.1 Locations in Marion County where high concentrations of pregnant women and families with infants reside where Women, Infants, and Children (WIC) and Healthy Start services could be located.

5.1.2.2 Locations in Marion County with high concentrations of people who are high utilizers of communicable disease screening and treatment services.

5.1.2.3 Locations in Marion County where high concentrations drug overdoses are occurring.

5.1.2.4 Locations in Marion County where high concentrations of people who are uninsured or underinsured reside.

5.1.2.5 Provide the Final Report with the health data findings to the Department by June 30, 2025. Report must be submitted electronically in Microsoft Office or Portable Document Format files, or other electronic product accessible to DOH-Marion. Final report must include:

5.1.2.5.1 Aggregate-level data in tables and charts.

5.1.2.5.2 Mapping products at the neighborhood level to visualize locations of high concentrations of the identified populations described in 5.1.3 and locations of potential buildings or sites for a DOH facility.

5.1.2.5.3 Key takeaways and location recommendations.

5.1.2.5.4 Detailed index of sources for data used to create report.

5.2 DELIVERABLES:

Contractor will complete and submit the following deliverables to the Department in the time and manner specified:

5.2.1 Upon Completion: Submission of approved research plan from of initial core project planning meeting in the time and manner specified in Task 5.1.1.

5.2.2 Upon Completion: Research of data and submission of the final report in the time and manner specified in Task 5.1.2.

6. METHOD OF PAYMENT:

6.1 A purchase order will be issued to the Contractor.

6.2 The method of payment for this purchase order is fixed price.

6.3 The Contractor will not receive payment in advance for goods or services described in this scope of work.

6.4 The Contractor must submit an invoice upon completion of all deliverables that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested.

6.5 The Contractor is responsible for the performance of all tasks and deliverables contained in this scope of work.

7. PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES:

All deliverables and related tasks must be completed 100% as specified. Failure to satisfactorily complete or submit a deliverable in the time and manner specified will result in a financial consequence as indicated below:

7.1 Failure to complete and submit Deliverable 5.2.1 in the time and manner specified will result in a payment reduction equal to 2 percent of the total invoiced amount for each task not completed or submitted in the time and manner specified.

7.2 Failure to complete and submit Deliverable 5.2.2 in the time and manner specified will result in a payment reduction equal to 2 percent of the total invoiced amount for each task not completed or submitted in the time and manner specified.

8. CONTRACTOR TRAVEL REIMBURSEMENT:

The Contractor will not be reimbursed for any travel expenses under this agreement.

9. DEPARTMENT CONTRACT MANAGER:

The Department Contract Manager for this scope of work is:

TBD TBD

Contract Manager Training Database

10. CONTROLLING TERMS AND CONDITIONS:

10.1 Agency Invitation to Bid (DOH23-032);

10.2 Department Purchase Order Terms and Conditions;

10.3 Contractor’s Response to the Department’s Invitation to Bid;

10.4 Department Scope of Work.

https://floridahealth.sharepoint.com/:x:/r/sites/Contracts/_layouts/15/WopiFrame.aspx?sourcedoc=%7B5D23C27B-FDEC-42D6-B2C8-B00B7E1EA1D2%7D&file=Training%20Database.xlsx&action=default

REVISED ATTACHMENT B

PRICE PAGE

A single award solicitation will be made to the responsive, responsible Respondent offering the lowest grand total for the commodities/services requested in this ITB, including delivery, FOB destination.

Unit price will control in the case of mathematical error(s).

The below prices submitted by the Respondent are all inclusive. There must be no additional costs charged to the Department for work performed under this Bid.

No changes should be made to the format of this price page. Any changes made to the price page may deem the Respondent’s Bid non-responsive and could be rejected.

INITIAL TERM

Description Total Price

Initial Meeting and Research Plan $___________________

Research of Population Health Data and Final Report $___________________

Grand Total: $___________________

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 BID TITLE PAGE, I HEREBY STATE THAT I HAVE READ THE ENTIRE ITB 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 abide to all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting Purchase Order including those contained in the Department’s Purchase Order 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 this Bid. Documentation establishing delegated authority must be included with the Bid if signed by someone other than the authorized representative.

Mission:

To protect, promote and improve the health of all people in Florida through integrated state, county and community efforts.

Ron DeSantis Governor

Joseph A. Ladapo, MD, PhD

State Surgeon General

Vision: To be the Healthiest State in the Nation

B. Responses to Questions received pursuant to Section 2.6, Questions: Please see the

Department’s response to questions received by the due date outlined in Section 2.4. Timeline, of the ITB, below:

Questions and Answers

# Question Answer

Can the Department please elaborate on the types of health department facilities under consideration and the services they will provide?

Yes. The facility will primarily serve WIC clients, while also offering immunizations, family planning, and STD services. Other services could potentially be added depending on the demand. No dental services are planned.

Is the County considering building a new facility, looking for existing vacant facilities only, or open to either?

The Department will consider using an existing vacant facility or building a new facility.

Has the Department completed local need assessments, including gathering feedback and comments from local community organizations, and will the Contractor have access to such assessments/survey?

Yes, the Department will provide this information to the awarded Contractor.

In addition to where high concentrations of priority populations reside, is the Department interested in understanding where these individuals receive care?

Yes.

5.1.3: Does the Department have existing data sharing relationships with local/regional hospitals through which the Contractor can expect to access data?

No. The Contractor will need to work with local/regional hospitals directly to access data.

5.1.3: Is the Contractor expected to directly outreach to hospitals and providers for data, or will the data flow through the Department?

The Contractor will need to reach out directly to hospitals and providers to obtain the data.

5.1.3: Are there other provider types that report location-based data to the Department?

See the Answer to Question 6.

5.1.3: Should the Contractor expect to research data beyond the data in the four domains presented in the

RFP?

No.

5.2.3: What deliverable format should the research of data take? For example, should this be a report with aggregate-level data in tables and charts?

See the attached Revised Attachment A, Scope of Work.

5.2.5: Can the Department please provide more details on what is expected in the final report?

See Answer to Question 9.

Will the Contractor be expected to create any data visualizations, e.g., maps or dashboards?

Mapping products to visualize locations will be needed in the final report. A dashboard is not required. See the attached Revised Attachment A, Scope of Work.

Will the contractor be expected to develop any write-up (e.g., key takeaways)?

Yes, the Contractor should provide a write-up of key takeaways based on the research data. See the attached Revised Attachment A, Scope of Work.

Will the contractor be expected to issue recommendations?

Yes. The Contractor should issue recommendations on locations for establishing facilities. See the attached Revised Attachment A, Scope of Work.

6.4: What is the payment schedule? Payment will be made upon completion of each deliverable as specifed in section 5.2 Deliverables, Attachment A, Revised Scope of Work.

Is payment made in full one time after the period of performance (upon completion of all deliverables)? Or is there a structure for regular interim payments?

See Answer to Question 14.

In addition to its complete proposal, is it acceptable for a bidder to submit a redacted version of their proposal from which confidential information (as defined by the State of Florida Freedom of Information Law) has been stricken?

Yes. Please see section 3.4 Public Records and Trade Secrets of the

ITB.

Will you conduct in-person oral evaluation of any finalists? No.

What level of support will we have for the FloridaHealthCHARTS and local and regional hospital data?

Yes. The FLHealthCHARTS team should beavailable for data clarification questions.

Will we have points of contact to ask additional questions about the data?

The Department may offer assistance with general contact information. However, the Contractor will need to reach out directly to hospitals and providers to obtain the data and clarifications about the data.

Please share samples (during the ITB Question & Answer period) of the data that the contractor would receive as part of this project.

This information is not available. .

Will the contractor receive HIPAA protected data as part of this project?

No.

How granular would “locations in Marion County” need to be (e.g., zip code level, neighborhood level, latitude and longitude)?

The location detail should be at the neighborhood level. See the attached Revised Attachment A, Scope of Work

Are “other data sources” going to be provided by the client? Is the expectation to rely on additional data?

See response to Question 5.

We acknowledge travel is not reimbursable per the ITB, what amount of time do you anticipate the vendor will need to work onsite?

There are no required onsite work or expectations. However, Contractors are expected to estimate the amount of time necessary to meet the requirements specified in this ITB and submit prices in accordance with Attachment B, Price Page.

Can you provide the list of pre-qualified vendors for this

RFP?

No. There is no list of pre-qualified vendors.

Would there be opportunities for the contractor to interview county leaders, program directors, epidemiologist or others to better understand the needs of the county?

Yes. The Department can ensure that local health department program managers are available for interviews.

The period of performance is 12 months. Are there constraints that would preclude the contractor from completing the work in fewer than 12 months?

Not that the Department is aware

What are your expectations for onsite travel? See Answer to Question 24.

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