DOH23-045_ Addendum 2.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 2

ITB DOH23-045

In-Person Soft Skills Training Seminars

DATE: May 13, 2024

TO: Prospective Vendors

FROM: Destiny Proctor, Procurement Officer

Central Purchasing Office

SUBJECT: Addendum 2

The purpose of this addendum is to modify Section 2.5, Timeline, Attachment A, Scope of Work, and to answer questions received in accordance with Section 2.7, 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:

1. Modify Section 2.5 Timeline

2. Delete Attachment A, Scope of Work in its entirety and replace with the attached

Revised Attachment A, Scope of Work.

B. Modifications: The following modification is made to Section 2.5 Timeline, of the ITB:

2.5 Timeline

EVENT DUE DATE LOCATION

ITB Advertised / Released 4/22/2024 Posted to the Vendor Information Portal https://vendor.myfloridamarketplace.com https://vendor.myfloridamarketplace.com/

Questions Submitted in

Writing

Must be received

PRIOR TO:

4/29/2024

4:00p.m

Submit to: Florida Department of Health Central Purchasing Office

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

Answers to Questions

(Anticipated Date)

5/1/2024 5/8/2024

5/13/2024

Posted to Vendor Information Portal at:

Sealed Bids Due and Opened

Must be received

PRIOR to:

5/14/2024 5/20/2024 5/24/2024

2:30p.m

PUBLIC OPENING

Submit to: Florida Department of Health

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

Anticipated Posting of Intent to Award

5/17/2024 5/21/2024 5/28/2024

Posted to the Vendor Information Portal at:

C. Responses to Questions received pursuant to Section 2.7, Questions: Please see the Department’s response to questions received by the due date outlined in Section 2.5. Timeline, of the ITB, below:

mailto:Destiny.Proctor@flhealth.gov

REVISED ATTACHMENT A

SCOPE OF WORK

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

1. PURPOSE:

This scope of work is for presenting in-person training sessions covering soft skill topics that include time management, problem solving, leadership, supervising, communication, and personal development. 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):

Lee County Health Department Pondella Rd. Clinic

83 Pondella Rd.

N. Fort Myers, FL 33903

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

The Contractor must possess the following minimum qualifications and experience:

4.1. A minimum of ten (10) years of experience in preparing and providing in-person training seminars and courses covering soft skill topics that include, but are not limited to, time management, problem solving, leadership, supervising, communication, and personal development.

5. CONTRACTOR RESPONSIBILITIES:

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

5.1.1. Prepare and present twenty (20) one-day training sessions between July 1, 2024 and June 30, 2025, ensuring a minimum of one training session is presented per month.

5.1.1.1. Each session must allow for a range of 15-30 Department staff members from all levels of the workforce.

5.1.1.2. Each session will be held between 8:30 a.m. and 4:30 p.m. and scheduled during the business week, Monday – Friday.

5.1.1.3. Each session will have a one-hour break for lunch and two fifteen-minute breaks, one in the morning and one in the afternoon.

5.1.1.4. Each session will have between six (6) and six and one-half (6 ½) hours of delivered content.

5.1.1.5. Each session must cover one of the following soft skill topics and, at a minimum, the itemized sub-topics:

Communication

• Effective communication

• Respectful communication

• Listening skills

• Writing techniques for business communication

• Telephone etiquette

Problem Solving

• Identifying problems

• Understanding outcomes

• Analyzing business processes

• Implementing changes

• Using the PDCA method

Time Management

• Goal setting

• Prioritizing

• Time blocking

• Using the Eisenhower Matrix

Leadership

• Mentoring and coaching

• Encouraging collaboration

• Developing emotional intelligence

• Prioritizing staff development

Supervising

• Delegating

• Providing constructive feedback

• Conflict resolution

• Organizational skills

• Transitioning to a supervisory role

• Discipline: Performance improvement plans

Personal Development

• Maintaining professional relationships

• Dealing with difficult people

• Overcoming workplace negativity

5.1.2. Conduct one meeting with the Department within ten (10) business days from the issuance of the purchase order to determine logistical information and schedules for providing training services.

5.1.3. Provide digital copies of any session material or handouts to the Department no less than ten (10) business days prior to each session. Session materials and handouts are subject to the Department’s approval.

5.1.4. E-mail a digital certificate of completion in PDF format to the Contract Manager for each attendee no later than ten (10) business days after each session.

5.2. DELIVERABLES:

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

5.2.1. Schedule, prepare and present training sessions in the time and manner specified in Task

5.1.1. Upon Completion: Provision of (20) one-day training sessions in the time and manner specified in Task 5.1.1 through 5.1.4.

5.2.2. Conduct one meeting with the Department in the time and manner specified in Task 5.1.2.

5.2.3. Provide session materials in the time and manner specified in Task 5.1.3.

5.2.4. Provide certificates of completion in the time and manner specified in Task 5.1.4.

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 unit rate.

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 monthly 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 20 percent of the total monthly invoiced amount.

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 10 percent of the total monthly invoiced amount.

7.3. Failure to complete and submit Deliverable 5.2.3 in the time and manner specified will result in a payment reduction equal to 10 percent of the total monthly invoiced amount.

7.4. Failure to complete and submit Deliverable 5.2.4 in the time and manner specified will result in a payment reduction equal to 10 percent of the total monthly invoiced amount.

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:

Lee County Health Department

2295 Victoria Ave., Ste. 206

Fort Myers, FL 33901

Contract Manager Training Database

10. CONTROLLING TERMS AND CONDITIONS:

10.1. Agency Invitation to Bid (DOHDOH23-045);

10.2. Department Purchase Order Terms and Conditions;

10.3. Contractor’s Response to the Department’s Request for Quote, and

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

# Question Answer

How many different (unique) courses is the vendor expected to provide?

Six.

Are we expected to provide one course each for communication, problem solving, time management, leadership, supervising and personal development?

Yes.

ITB-08715 references 20 1-day training sessions between July 1, 2024, and June 30, 2025. Can multiple sessions be offered back-to-back to fulfill this requirement? For example. could a business offer a training from 8:30 to 4:30 on Tuesday and Wednesday of the same week?

No.

What is the total number of personnel expected to be trained throughout the program?

Approximately 240.

Are there facilitating items such as white boards, easels/pads, overhead screens available for presentations? Or are these expected to be provided by the contractor and brought on site?

A large screen monitor and a projection screen will be available if needed. The awarded Vendor will be expected to provide any other items needed to provide the trainings. Guest Wi-Fi will also be available.

Can you provide more details on the extent of customization allowed for the training topics listed?

Specifically, how much flexibility do we have in integrating DOH-specific scenarios or current challenges faced by the department into the training sessions?

Training content should be general in nature. It should be applicable to any employee regardless of their position in the organization. For example, time management techniques can be utilized by a registration clerk, as well as a nurse.

Could you describe the expected profile of the seminar participants in terms of their professional roles and experience levels? This information will help in tailoring the content to the audience’s specific needs.

Attendees will come from all areas of the organization, and will include clerical staff, field inspectors, clinical staff, supervisors, program managers, and leadership team members.

How many participants are expected to attend each training session?

Please see section 5.1.1.1

Are the dates and times for the initial meeting and subsequent training sessions already set, or are they to be determined based on availability?

The Department has a preliminary schedule, but the dates and times will be finalized in collaboration with the awarded Vendor per Attachment A, Scope of Work, Section 5.1.2.

Are there preferred days of the week or times of day for the training sessions?

Please see Answer to Question 9. Fridays are preferred. However, there may by instances where a mid-week date is preferred.

How far in advance will the training dates be finalized?

Please see Answer to Question 9.

What criteria will the Department use to approve session materials and handouts?

There’s not set criteria.

What is the approval process for these materials and who will be involved in the review?

The Department will review and provide approval of all material.

What is the typical turnaround time for feedback on submitted training materials?

The Department estimates about three business days per topic.

What are the available facilities and technological resources at the training location?

A large conference room that seats thirty (30) attendees. Please see Answer to Question 5 as well.

Are there specific formats or platforms preferred for the training materials and presentations?

Training material should be either printed or, if provided in advance, PDF format. Presentation platform can be PowerPoint.

Could you specify the expected format and content of the monthly invoice detailing deliverables?

The format should be in PDF. The content should include the invoice date, invoice number, the purchase order number, date of service, description of service, and total amount due.

How should the digital certificates of completion be named or formatted?

Please refer to Attachment A, Scope of Work, Section 5.1.4. The filename should contain the attendee’s first and last name.

Can you clarify what constitutes a "unit" in the unit rate payment method?

Unit rate equates to each (one-day) training seminar. See section 5.1.1

What specific metrics or outcomes is the Department aiming to achieve through these training sessions?

To improve service provision outcomes by teaching staff techniques for effective communication with clients and each other. To reduce stress experienced by staff in their work environment by introducing them to time management techniques which will allow them to better organize their workloads. To improve the ability of staff to identify inefficiencies in processes and propose viable solutions. To improve the retention rate of current staff by teaching supervisors how to positively interact with their direct reports and build structured and respectful relationships.

Are there particular performance indicators you would like the training to impact directly?

There are internal surveys that will be used to measure improvements.

How will the Department measure the satisfaction of training sessions?

Internal surveys.

Is there a feedback form or survey that participants will fill out?

Yes. Refer to Answer to Question 22.

Could the Department share insights or feedback from previous training initiatives similar to this one? What were the key learnings or areas identified for improvement?

No. The topics covered in this ITB have not been part of a previous initiative.

Beyond the initial contract term, what opportunities might exist for extending collaboration on training programs?

Future training services may be procured by the Department as needs are identified.

Are there other departments or areas within the Florida Department of Health that could benefit from similar training?

This information is unknown.

Are there any ongoing responsibilities for the contractor after the completion of the training sessions?

Will the Department provide any support staff or materials for the training sessions?

The Department will only have staff available during the trainings to ensure that the venue is operational.

Since travel expenses are not reimbursed, can training sessions be scheduled in a way that minimizes travel needs for the contractor?

Sessions will be scheduled no less than one week apart but a minimum of one per month.

Will these workshops be planned on our schedule in partnership with the Department of Health's, or will there be predetermined dates in mind?

Please see Answer to Question 9. .

Will we be responsible for feeding participants or paying for anything other than the supplies for the sessions?

Will the unit price be based on an hourly rate?

No. Please see Answer to Question 19.

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.