DOH24-011_Addendum 1.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 1 Questions and Answers

RFP DOH24-011

Multi-Modal Communication Platform

DATE: May 2, 2025

TO: Prospective Vendors

FROM: Chris Lowery, Procurement Officer Florida Department of Health Central Purchasing Office

SUBJECT: Addendum 1

The purpose of this addendum is to modify the Request for Proposal (RFP), and to answer questions received in accordance with Section 2.7, Questions, of the RFP. 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 modification is made to the RFP:

1. RFP DOH24-011 has been deleted and replaced in its entirety and attached with Addendum 1.

B. 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 RFP, below:

Questions and Answers

RFP DOH24-011

Multi-Modal Communication Platform

# Question Answer 1 Would the Department consider amending the evaluation criteria to allow for partial functionality if the proposed solution offers a significantly lower total cost? We believe this flexibility would encourage innovative, cost-effective offerings that still meet the core objectives of the solicitation.

No.

2 Which specific EMS and hospital ePCR systems are currently used or preferred for integration?

ESO and ImageTrend are most preferred. A complete list of the EMSTARS ePCR Software Vendors is available in the file vendorstatus.xlsx or through the "Quick Links" section on our website:

www.floridaemstars.com

3 Could you specify the current Health Facility Reporting System (HFRS) in use by the Department?

The Department of Health does not have a Health Facility Reporting System.

The requirement for facilities to report is with the Agency for Health Care Administration per section 408.821(4) Florida Statutes and they manage HFRS.

4 Which telehealth platforms are currently utilized? The incumbent solution has a built-in HIPAA compliant video communications platform.

5 What are the Department’s expectations regarding integration with existing telehealth platforms versus the development of standalone communication features?

The Department is open to solutions which integrate multiple telehealth platforms but does not specify which platforms those are.

6 Which specific ECG and vital sign monitoring devices are currently deployed across EMS and hospitals?

The incumbent solution supports direct integration with ZOLL and Phillips System cardiac monitors.

7 Could you clarify which CT/PACS imaging systems are in use or preferred for integration?

The Department is open to different solutions. Currently all imaging is stored through the incumbent’s platform and ePCR records.

8 Which federated authentication (SSO, SAML) providers are currently implemented by the Department?

Microsoft is currently implemented. The prospective solution must be in compliance with the Department’s Data Security and Confidentiality provisions outlined in Task 5.1.24.

9 What are the specific data formats or standards required for analytics and raw data exports?

The analytics reports are expected to be submitted in XML and CSV file types.

10 Could you detail specific continuity of operations requirements during different emergency scenarios?

The Department’s requirement is that this system is operational 24 hours per day, 365 days per year (24/365), regardless of environmental or emergency circumstances.

11 What are your specific requirements for technical support, including expected service hours, response times, and SLA criteria?

Please see Attachment A, Task 5.1.4 and 5.1.6 for technical requirements for the platform. Task 5.1.16 has been added to the Revised RFP to specify response times.

12 Can the Department provide a list of expected user types or roles (e.g., EMS personnel, ER staff, hospital admins, public health officers, incident command staff)?

Expected user types include EMS personnel, EMS Medical Direction, ER staff, hospital specialty care providers (i.e. surgeons, neurologists), emergency management personnel, and State public health professionals, and others as specified.

13 What are their key responsibilities or interactions with the platform?

This is a patient care communication platform. The intended use is to replace or supplement the use of radio, phone, or verbal communications in coordination of patient care. In addition, this platform is also intended to assist in reunification efforts in a mass casualty scenario.

14 Will the Department offer interface documentation, test environments, or API credentials for integration validation during development?

The Department is expecting the proposed provider to work directly with ePCR providers to facilitate obtaining any API or other information needed during development.

15 Does the Department require the platform to be hosted on a specific cloud provider (e.g., AWS, Azure, GCP), or is vendor flexibility allowed?

No. The Department has no preference on cloud provider.

16 Does the Department operate any pre-existing state-managed cloud environments that vendors should consider when proposing hosting architecture?

No.

17 What are the Department's expectations regarding onboarding timelines, training delivery methods (in-person, virtual), and support materials?

The Department’s incumbent vendor has onboarded 142 hospitals and 103 EMS providers statewide. The Department’s expectation is that the selected vendor be able to commit services without downtime to the current system. All training, onboarding, software vetting and data use agreements shall be 100% executed before going live throughout the State. The anticipated start date would be 7/1/2025.

18 Will the Department provide SMEs or regional points of contact for training coordination across counties and hospitals?

The Department will provide points of contact. However, training must be completed by the selected vendor as approved by the Department, detailed in Tasks 5.1.21. and 5.1.22.

19 Are there specific Florida state-level data privacy regulations or cybersecurity policies (e.g., Florida Cybersecurity Standards) that must be followed in addition to HIPAA and FIPA?

The prospective solution shall be in compliance with the Department’s Data Security and Confidentiality provisions outlined in Task 5.1.24 and Attachment K, Application, Data Security, and Confidentiality form.

20 Will the Department conduct a security audit or third-party review before go-live?

No. The Department’s expectation is that the selected vendor will be responsible for adhering to all data security provisions outlined in Task

5.1.24 and Attachment K, Application, Data Security, and Confidentiality form. In addition, the selected vendor is responsible for accommodating security requirements of third-party end users. Non-compliance with these requirements may result in termination of the resulting contract.

21 Are there any other third-party systems the platform should anticipate integrating with in Phase 2 or 3 (e.g., insurance claims systems, public alerting platforms, Smart911, GIS systems)?

Not at this time.

22 What are the Department’s requirements around data retention schedules, archival standards, and secure data destruction?

See section 4.16, Order and section 4.19, Records and Documentation, of the RFP.

23 Will the system be expected to support multiple languages (e.g., Spanish, Haitian Creole)?

No.

24 Are there any WCAG accessibility requirements for the web or mobile interfaces?

Accessibility requirements are detailed in Attachment A, Task 5.1.4 of the RFP.

25 Is there a preferred licensing model (per user, per site, per transaction)?

The Department’s preference will be the solution that is most accessible and convenient to the end-user. The expectation is that all 339 EMS providers statewide be provided an unrestricted license for maximum functionality. In addition, all hospitals shall be provided a license that, at minimum, allows them to communicate with EMS providers for the purposes of receiving and transferring patients.

26 Will the awarded vendor be expected to manage hardware/software licensing for third-party dependencies?

Yes. The minimum accepted performance expectations are outlined in Attachment A, Tasks 5.1.4. – 5.1.15, of the RFP.

27 Are there defined SLAs or KPIs for platform uptime, system responsiveness, or transaction processing times?

Please see the answer to Question 11.

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.

Version 8/2024

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

REVISED DOH24-011

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

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 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.

DOH24-011

Request for Proposal Multi-Modal Communication Platform 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 Work ……………………………

ATTACHMENT B: Cost Proposal

ATTACHMENT C: Evaluation Criteria

ATTACHMENT D: Prior Experience Form

ATTACHMENT E: Statement of Non-Collusion

ATTACHMENT F: Respondent Certification Regarding Scrutinized Companies List……

ATTACHMENT G: Identical Tie Certification…………………………………….……………

ATTACHMENT H: Vendor Certification (PUR 7801) ………………………………………..

ATTACHMENT I: Forced Labor Certifications (PUR 2024) ……………….……..……..….

ATTACHMENT J: Foreign Countries of Concern Attestation (PUR 1355) ……………….

ATTACHMENT K: Application, Data Security, and Confidentiality……………….……..…

ATTACHMENT L: HIPAA Business Associate Agreement…………………………….…...

ATTACHMENT M: Subcontractors List……………………………………………………..…

Multi-Modal Communication Platform Page | 3

SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Department of Health (Department) is requesting proposals for design and implementation of a cloud-based communication and logistics solution to support the Florida Department of Health, through its Bureau of Emergency Medical Oversight (Department), as a statewide agency and to streamline communication and coordination among public safety personnel, healthcare teams, public health, and government agencies to assist in emergency response coordination among hospitals, providers, and clinicians to reduce transit time to treatment and improve patient outcomes.

1.2 Legal Authority

Chapter 287, Florida Statutes and 401 F.S.

1.3 Scope of Work

A detailed scope of work for this solicitation is provided as Scope of Work (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 the Scope of Work (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 Order 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 an order 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 Work (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Work (Attachment A), will prevail when the term is used in the Scope of Work (Attachment A).

https://vendor.myfloridamarketplace.com/

Multi-Modal Communication Platform Page | 5

SECTION 2.0 PROCUREMENT RULES AND INFORMATION

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is: Chris Lowery

Florida Department of Health Attention: Chris Lowery 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: christina.lowery@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 five-year period from July 1, 2025, 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 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 4/10/2025 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

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Questions Submitted in Writing

Must be received

PRIOR TO:

4/17/2025 by 5:00 pm

Submit to: Florida Department of Health Central Purchasing Office

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

Answers to Questions (Anticipated Date) 5/1/2025

Posted to Vendor Information Portal at:

Sealed Proposals Due and Opened

Must be received

PRIOR to:

5/13/2025 at 2:00 pm

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals (Anticipated Date) 5/16/2025 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award (Anticipated Date) 6/2/2025 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.

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 mailto:Christina.Lowery@flhealth.gov

Multi-Modal Communication Platform Page | 7

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 G) 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 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.

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 Work (Attachment A), the Department’s Order, 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 Provider staff assigned to this agreement must possess, at minimum, the following qualifications and experience:

3.3.1.1.1.1. A minimum of five years of experience

performing project management for information technology (IT) system customization projects.

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

Multi-Modal Communication Platform Page | 9

3.3.1.1.1.2. A minimum of five years of experience in the

design, implementation, and deployment of healthcare communication systems.

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 3.3.

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 3.4.2.

3.3.1.7 Prior Experience Form (Attachment D) as specified in Section 3.9.

3.3.1.8 Statement of Non-Collusion (Attachment E), as specified in

Section 4.3.

3.3.1.9 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment F), as specified in Section 4.2.

3.3.1.10 Identical Tie Certification form (Attachment G), as specified in Section 2.9.

3.3.1.11 Vendor Certification (PUR 7801) (Attachment H) must be completed and submit with the Proposal.

3.3.1.12 Forced Labor Certifications (PUR 2024) (Attachment I) as specified in Section 4.7.

3.3.1.13 Foreign Countries of Concern Attestation (PUR 1355)

(Attachment J) as specified in Section 4.8.

3.3.1.14 Application, Data Security, and Confidentiality (Attachment K) as specified in Section 4.9.

3.3.1.15 Subcontractor Form (Attachment M), as specified in Section 4.10.

3.3.1.16 HIPAA Business Associate Agreement (Attachment L), as specified in Section 4.13.

3.3.1.17 Pre-Recorded Video as specified in Section 3.3.2.1.2.

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3.3.1.18 Implementation Plan must be submitted as specified in Section 3.3.2.2.

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 The functionality and technical specifications that meet the requirements of the Department.

3.3.2.1.2 The ability for the proposed solution to meet real-world operability demands by the EMS Agencies: Hospital and State and Local Emergency Management. This ability will be demonstrated by providing a Pre-Recorded Video that presents the required functionalities outlined in Scope of Work (Attachment A) Task 5.1.6, using a specific cardiac arrest event known as “ST Elevation Myocardial Infarction (STEMI)”. The video should be submitted in using a MP4 file type.

3.3.2.1.3 Continuity of operations to the EMS Agencies: Hospital and State and Local Emergency Management.

3.3.2.1.4 The ability of the proposed solution to provide dedicated technical support to EMS Agencies: Hospital and State and Local Emergency Management.

3.3.2.2 Respondent must provide an Implementation Plan. The Implementation Plan must include, but is not limited to, the following information:

3.3.2.2.1 Must detail the tasks required to complete a seamless continuation of the States current solution to include all end users, current and future. This shall include, but are not limited to:

3.3.2.2.1.1 Initial and follow-up training process.

3.3.2.2.1.2 Provision, installation of required

equipment, and IT setup support.

3.3.2.2.1.3 End-user vetting of software.

3.3.2.2.1.4 Execution of Data Use Agreements (DUAs)

and other two-party agreements necessary for legal use of the proposed solution.

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

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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 and one 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

The Technical Proposal should be sealed and identified as follows:

DOH24-011

Request for Proposal for Multi-Modal Communication Platform Due:

Respondent’s Name

TECHNICAL PROPOSAL

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3.5.2. Cost Proposal

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

DOH24-011

Request for Proposal for Multi-Modal Communication Platform Due:

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.

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

Multi-Modal Communication Platform Page | 13 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 the Prior Experience Form (Attachment D) 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-Proposal conference, Proposal 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

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 the Respondent Certification Regarding Scrutinized Companies Lists (Attachment F) in its entirety and submit with its Proposal.

4.3 Conflict of Interest and Statement of Non-Collusion

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.

The Respondent must complete the Statement of Non-Collusion Form (Attachment E) with its Proposal.

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

Multi-Modal Communication Platform Page | 15 ask for verification of compliance before Contract execution. Failure of the successful Provider to have appropriate registration may result in withdrawal of Contract award.

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 Forced Labor Certifications (PUR 2024)

In accordance with section 787.06(13), Florida Statutes and section 287.1346(4)(b), Florida Statutes, Respondents must complete and submit the Forced Labor Certifications (PUR 2024) (Attachment H) with its Proposal.

4.8 Foreign Countries of Concern (PUR 1355)

In accordance with section 287.138, Florida Statutes, the Department may not accept a bid, proposal, or reply for a contract which would grant Respondent access to Personal Identifying Information unless the Respondent provides the Department with an attestation signed by an officer or representative of the Respondent on Form PUR 1355, “Foreign Country of Concern Attestation” Form.

All Respondents must complete and submit the Foreign Countries of Concern Attestation (PUR 1355) (Attachment J) with its Proposal.

4.9 Application, Data Security and Confidentiality

The Contractor, its employees, subcontractors, and agents must comply at all times with all Department data security procedures and policies during the performance of the resulting agreement as specified in this solicitation.

All Respondents must complete and submit the Application, Data Security, and Confidentiality (Attachment K) with its Proposal.

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4.10 Subcontractors

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Anticipated subcontract agreements known at the time of Proposal submission and the amount of the subcontract must be identified in the Proposal. If a subcontract has been identified at the time of Proposal submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any 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.

The Respondent must complete the Subcontractors List Form (Attachment M) in its entirety and submit it with the Proposal.

4.11 Commercial General Liability Insurance (Only include if desired)

4.11.1. Respondent must secure and maintain, at its sole expense and for the duration of the Contract, term insurance policies to protect, any subcontractor(s), and the State as follows:

4.11.1.1. Workers’ Compensation in accordance with applicable state laws and regulations.

4.11.1.2. General Liability Insurance covering all operations and services under the Contract in amounts sufficient to protect the Department.

4.11.1.3. Commercial Automobile Liability Insurance in amounts sufficient to protect the Department.

4.11.2. Certificates of insurance coverage described above must be furnished by Respondent on request of the Department.

4.11.3. No insurance will be acceptable unless written by a company licensed by the State of Florida, Department of Financial Services, Division of Insurance Agent and Agency Services to do business in Florida, where the work is to be performed at the time the policy is issued.

4.12 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.

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4.13 Health Insurance Portability and Accountability Act of 1996 (HIPAA) Business Associate Agreement

Upon Contract award, the Provider must execute a HIPAA Business Associate Agreement and comply with all provisions of state and federal law regarding confidentiality of patient information. See the Business Associate Agreement (Attachment L) for further details.

4.14 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 Work (Attachment A).

4.15 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 Work (Attachment A).

4.16 Order

Respondents must become familiar with the Department’s Order 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 Order is mandatory for Department Purchase Orders issued in MyFloridaMarketPlace as they contain the basic clauses required by law. The terms and conditions contained in the Order Terms and Conditions are non-negotiable. The State of Florida, Department of Health, Order Terms and Conditions are located at:

https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf

4.17 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.

https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf https://www.floridahealth.gov/about/administrative-functions/purchasing/DOHTermsandConditions09022022.pdf

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4.18 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.

4.19 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 processing format. If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department.

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.

4.20 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.

4.21 Advance Payment

Advance payments may be made by the Department of Financial Services (DFS) in accordance with sections 216.181 and 215.422, Florida Statutes, and Rule 69I-40.120, Florida Administrative Code. All advance payment requests and approval are subject to the policies and procedures established by DFS. All determinations made by DFS or the Department when evaluating an advance payment request are final. If the Respondent wants to include an advance payment request in its Proposal, it must identify the applicable statutory reference (section 216.181 or 215.422, Florida Statutes) and what portion of the services (i.e., deliverables) listed in the Cost Proposal the advance payment request would apply to if approved.

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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 C. 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 3.4.2 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 2 800

Cost Proposal – Attachment B 200

TOTAL MAXIMUM POINTS POSSIBLE 1,000

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.