DOH24-011 FINAL.pdf

Version 8/2024

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH24-011

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Multi-Modal Communication Platform

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.

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……………………………………………………..…

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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/

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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

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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

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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. Documents received after business hours will be filed the following business day.

Do not send Proposals to the Agency Clerk’s Office. Send all Proposals to the Procurement Officer and address listed in Section 2.5, Timeline.

No filings may be made by email. All filings must be made ONLY with the Agency Clerk and are considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

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

By Mail:

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

By hand delivery:

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

Tallahassee, Florida 32399;

By facsimile: 850-413-8743; or

By E-Filing:

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

ATTACHMENT A

SCOPE OF WORK

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1. PURPOSE:

This scope of work is for the design and implementation of a cloud-based communication and logistics solution to support the 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 throughout the contract term. Contractor will provide these services to the Florida Department of Health (Department).

2. TERM:

This scope of work will begin on 7/1/2025 or the date on with the purchase order is issued, whichever is later. It will end at midnight, Eastern Time on 6/30/2030. 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):

TBD TBD

4. CONTRACTOR QUALIFICATIONS AND EXPERIENCE:

Provider staff assigned to this agreement must possess, at minimum, the following qualifications and experience:

4.1. A minimum of five years of experience performing project management for information technology (IT) system customization projects; and

4.2. A minimum of five years of experience in the design, implementation, and deployment of healthcare communication systems.

5. CONTRACTOR RESPONSIBILITIES:

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

5.1.1. Meet with the Department within 30 calendar days after contract award to begin project initiation. Initial project kick-off meeting must be documented through meeting minutes. Meeting minutes must be submitted to the Department Contract Manager within three business days following the meeting. The meeting minutes must document the following:

5.1.1.1. Date of meeting;

5.1.1.2. List of attendees;

5.1.1.3. Summary of information discussed during the meeting; and

5.1.1.4. Proposed tasks with due dates.

5.1.2. Conduct initial project development meeting within 45 calendar days of issuance of the PO to collect and document the Department’s needs and requirements for the communication and logistics solution. Create and submit the meeting minutes within three business days following the

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Request for Proposal Multi-Modal Communication Platform Page | 22 meeting to the Department Contract Manager. The meeting minutes must document the following:

5.1.2.1. Date of meeting;

5.1.2.2. List of attendees;

5.1.2.3. Summary of information discussed during the meeting; and

5.1.2.4. Proposed tasks with due dates.

5.1.3. Develop and submit a draft baseline Project Management Plan (Plan).

Upon review by the Department, the Respondent will make the requested changes within five business days of issuance of purchase order. Submit the final plan to the Department’s Contract Manager no later than 45 calendar days upon issuance of the purchase order. The baseline Project Management Plan must document the following:

5.1.3.1. All project tasks;

5.1.3.2. Duration estimation to include start and end dates for each task;

5.1.3.3. Resource assignments;

5.1.3.4. Communication Plan; and

5.1.3.5. Risk Plan.

5.1.4. Provide a turn-key cloud-based communication and patient logistics solution in accordance with the Implementation Plan to address routine daily operations, time-sensitive emergencies, pandemic response, mass casualty incidents, mass gatherings and special events, and natural disasters. The solution must be scalable to accommodate an increase or decrease in usage. Additionally, the cloud-based solution must contain, at the minimum, the following functionality:

5.1.4.1. Access provided to Department specified entities to include, but not limited to: Emergency Medical Services (EMS), all hospitals licensed pursuant to Chapter 395, Florida Statutes, that have a 24-hour emergency room, state, and local emergency management (and their contracted agents), Healthcare Coalitions, and County Health Departments;

5.1.4.2. State, regional, and local administrative dashboards for case management;

5.1.4.3. Mobile communication application to include the most current iOS and Android browsers;

5.1.4.4. Patient encounter management system functionality; and

5.1.4.5. Dedicated provider to patient communication channels.

5.1.5. Provide a minimum of four Application Programming Interfaces (API) integrations to include but not limited to:

5.1.5.1. Common EMS Electronic Patient Care Reporting (ePCR)

systems;

5.1.5.2. Hospital ePCR systems; and

5.1.5.3. State emergency status, planning, and operation system Health

Facility Reporting System (HFRS).

5.1.6. Provide an event-based communication and logistics solution to the

Department that enables EMS agencies and hospitals to communicate in an ad hoc manner to manage time sensitive patient care. Additionally, the solution must contain at a minimum, the following functionality:

5.1.6.1. Provide mobile integrated health and community paramedicine as well as incorporate medical control to create remote team-based care models to transport patients to alternative destinations;

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5.1.6.2. Communicate directly with Emergency Departments (ED);

5.1.6.3. Consult or transfer patients to a receiving organization and an alternate destination other than an ED;

5.1.6.4. Communicate with patients pre and post care;

5.1.6.5. Ability to track individual persons and communicate with multiple partners during mass casualty or multiple patient events;

5.1.6.6. Scan bar codes, quick-response (QR), or driver licenses to obtain demographic information;

5.1.6.7. View hospital unit and resource availability;

5.1.6.8. Video consult with medical control between two or more parties;

5.1.6.9. Record audio and video calls between two or more parties;

5.1.6.10. Provide a method for federated authentication between the communication platform and telehealth platforms and ePCR systems; and

5.1.6.11. Provide integration between communication platforms and medical devices for electrocardiograph (ECG), vital signs monitoring, and ePCR systems.

5.1.6.12. Provide a compatible application program interface (API) or other means for integration with one or more ePCR systems utilized in the state of Florida.

5.1.7. Provide a communication and logistics platform for hospitals or other specified entities to receive patients from EMS agencies, consult with providers from other organizations, transfer patients to other healthcare facilities, and fully manage internal hospital teams. Additionally, the solution must contain at a minimum the following functionality:

5.1.7.1. Provide a communications and logistics platform for hospitals to:

5.1.7.1.1.1. Communicate with EMS agencies;

5.1.7.1.1.2. Start an inpatient case;

5.1.7.1.1.3. Consult with and transfer patients to other

receiving facilities;

5.1.7.1.1.4. Communicate with patients; and

5.1.7.1.1.5. Be a platform for hospitals or other specified

entities to receive patients and indicate ED availability.

5.1.8. Provide a platform that has a live video, video calling, and group video conferencing that integrates with the following user groups: hospitals, EMS, and Emergency Management.

5.1.9. Provide a platform that has a method for federated authentication between the hospital communication platform and telehealth platforms and ePCR systems.

5.1.10. Provide a platform that updates and manages hospital unit availability status.

5.1.11. Provide a platform that provides functionality for hospitals to record audio and video calls between two or more parties.

5.1.12. Have a platform that provides hospital integration with on-call calendar and schedules.

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5.1.13. Have a platform that provides an Application Programming Interface (API) integration with Computerized Tomography (CT) imaging and ePCR platforms.

5.1.14. Provide a configurable communications and coordination system designed to coordinate patient response, care,…