DOH25-026 RFP Final.pdf

Version 8/2024

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH25-026

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

Network Support Services for Florida Comprehensive HIV/AIDS Planning

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

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

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

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

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

Signature of Authorized Representative:

Printed (Typed) Name and Title:

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

Request for Proposal Network Support Services for Florida Comprehensive HIV/AIDS Planning Page | 2

TABLE OF CONTENTS

SECTION 1.0: Introduction

SECTION 2.0: Procurement Rules and Information

SECTION 3.0: Instructions for Proposal Submittal

SECTION 4.0: Special Conditions

SECTION 5.0: Proposal Evaluation Process and Criteria…………………………………….

ATTACHMENT A: Scope of Services

ATTACHMENT B: 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: Application, Data Security, and Confidentiality

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

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SECTION 1.0 INTRODUCTION

1.1 Statement of Purpose

The Department of Health (the Department) is requesting proposals for the provision of administrative support and coordination of activities and meetings of the Florida Comprehensive Planning Network (FCPN), the Florida Viral Hepatitis Network (FVHN), and Statewide Advisor Groups.

1.2 Legal Authority

Chapter 287, Florida Statutes and section 381.003, Florida Statutes.

1.3 Scope of Services

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

1.4 Incorporation by Reference

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

1.5 Solicitation Definitions

In addition to the definitions in the PUR 1000 and PUR 1001, and the Scope of Services (Attachment A), the following definitions also apply to this RFP:

Business Days: Monday through Friday, excluding state holidays.

Business Hours: 8:00 a.m. to 5:00 p.m., Eastern Time on all business days.

Calendar Days: All days, including weekends and holidays.

Contract: The formal agreement that will be awarded to the successful Provider under this RFP, unless indicated otherwise.

Contract Manager: An individual designated by the Department to be responsible for the monitoring and management of the resulting Contract.

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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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 a contract by the Department in accordance with the terms of this RFP.

State: State of Florida.

Vendor Information Portal (VIP): Refers to the State of Florida’s internet-based vendor information system, which is available at: https://vendor.myfloridamarketplace.com.

Where there is a conflict between a definition in this solicitation, Section 1.5, above, and the definition in Scope of Services (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Services (Attachment A), will prevail when the term is used in the Scope of Services (Attachment A).

https://vendor.myfloridamarketplace.com/

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SECTION 2.0 PROCUREMENT RULES AND INFORMATION

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Summer Lindsley 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: summer.lindsley@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 three-year period from August 1, 2026 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 03/20/2026 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com mailto:summer.lindsley@flhealth.gov

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Questions Submitted in

Writing

Must be received

PRIOR TO:

03/27/2026

4:00PM

Submit to: Florida Department of Health Central Purchasing Office

Attention: Summer Lindsley Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: summer.lindsley@flhealth.gov

Answers to Questions

(Anticipated Date) 04/03/2026

Posted to Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

Sealed Proposals Due and Opened

Must be received

PRIOR to:

04/16/2026

2:30 PM

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date) 04/17/2026 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date) 05/04/2026 Posted to the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com

2.6 Addenda

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

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

2.7 Questions

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

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

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

VIP.

mailto:summer.lindsley@flhealth.gov

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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 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 Federal Excluded Parties List

In order to comply with Federal grant requirements, and determining Provider responsibility in accordance with sections 287.057(1), (2) and (3), Florida Statutes, and

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Florida Administrative Code, Rule 60A-1.006(1), a Respondent or its subcontractor(s) that, at the time of submitting a Proposal for a new Contract or renewal of an existing Contract is on the Federal Excluded Parties List, is ineligible for, may not submit a Proposal for, enter into, or renew a Contract with an agency for goods or services, if any federal funds are being utilized.

2.13 Contract Formation

The Department will enter into a Contract with the awarded Provider pursuant to Section 2.8, Basis of Award. The Contract will incorporate the terms of the Scope of Services (Attachment A), the Department’s Standard Contract, 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 Must have a minimum of five years of experience in

planning and facilitating HIV/AIDS prevention and care planning group activities.

3.3.1.1.2 Must have a minimum of five years of experience in

meeting facilitation.

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

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3.3.1.1.3 Must have a minimum of three years of experience in change management of strategy implementation for effecting change, controlling change, and helping members to adapt to change through the planning process.

3.3.1.1.4 Must have a minimum of five years in data analysis of HIV and Hepatitis.

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.

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 Use of Coercion for Labor and Services (PUR 2024) (Attachment

I) as specified in Section 4.7.

3.3.1.13 Application, Data Security, and Confidentiality (Attachment J) as specified in Section 4.8.

3.3.1.14 Foreign Countries of Concern Attestation (PUR 1355)

(Attachment K) as specified in Section 4.9.

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

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3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Describe the Respondent’s organizational structure, organizational financial capacity to include:

a) Organizational history and mission statement;

b) Administrative structure;

c) Organization chart;

d) Number of full-time equivalent employees (FTEs);

e) Size of the organizational annual budget or billings over the last five years.

3.3.2.1.2 Description of the Respondent’s experience working with HIV/AIDS and viral hepatitis programs or related issues.

3.3.2.1.3 Detail of the Respondent’s plan for providing support and guidance for a collaborative community planning process, ensuring sufficient financial resources are allocated to support the FCPN, FVHN, and statewide advisory group activities.

3.3.2.1.4 Provide two examples of the Respondent’s previous

experience to include:

3.3.2.1.4.1 Approach to identifying and removing barriers to

advisory group participation;

3.3.2.1.4.2 Approach to ensuring advisory group activities

are coordinated to meet community planning guiding principles.

3.3.2.1.5 Provide details of the Respondent’s experience and

technical capacity to coordinate and facilitate conference calls, meetings and webinars.

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

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:

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3.4.1. Technical Proposal

One original 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:

DOH25-026

Request for Proposal for Network Support Services for Florida Comprehensive HIV/AIDS Planning Due:

Respondent’s Name

TECHNICAL PROPOSAL

3.5.2. Cost Proposal

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

DOH25-026

Request for Proposal for Network Support Services for Florida Comprehensive HIV/AIDS Planning Due:

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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 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”.

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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 General Contract Conditions (PUR 1000)

The General Contract Conditions (PUR 1000) is incorporated by reference in this solicitation and contains general Contract terms and conditions that will apply to any Contract resulting from this solicitation, 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 List (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) in its entirety and submit 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

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4.5 Provider Registration

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

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

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

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

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

4.7 Use of Coercion for Labor and Services (PUR 2024)

In accordance with section 787.06(13), F.S., Respondents must attest that it does not use coercion for labor or services as defined in section 787.06, F.S.

Respondents must complete and submit the Use of Coercion for Labor and Services (PUR 2024) (Attachment I) with its Proposal.

4.8 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 the Application, Data Security, and Confidentiality (Attachment J) in its entirety and submit with its Proposal.

4.9 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 the 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”.

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

4.10 Subcontractors

The Department will not authorize the use of subcontractors in the Contract resulting from this solicitation.

4.11 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.

4.12 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 Services (Attachment A).

4.13 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 Services (Attachment A).

4.14 Standard Contract

Respondents must become familiar with the Department’s Standard Contract 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 Standard Contract is mandatory for Departmental contracts and the terms and conditions contained in the Standard Contract are non-negotiable. The Standard Contract terms and conditions are located at:

https://www.floridahealth.gov/wp-content/uploads/2026/01/VENDOR-STANDARD- CONTRACT.pdf

4.15 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.

https://www.floridahealth.gov/wp-content/uploads/2026/01/VENDOR-STANDARD-CONTRACT.pdf https://www.floridahealth.gov/wp-content/uploads/2026/01/VENDOR-STANDARD-CONTRACT.pdf

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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.

4.16 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.

4.17 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.

4.18 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.

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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 2 450

Cost Proposal – Attachment B 150

TOTAL MAXIMUM POINTS POSSIBLE 600

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 SERVICES

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A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the provision of administrative support and coordination of activities and meetings for the Florida Comprehensive Planning Network (FCPN), Statewide Advisory Group, Florida Viral Hepatitis Network (FVHN), committees, and statewide workgroups involved in planning initiatives that impact individuals living with HIV and HCV in Florida.

b. Authority: Section 381.003, Florida Statutes.

2. Definition of Terms:

a. Business Days: Monday through Friday, excluding state holidays.

b. Calendar Days: All days, including weekends and holidays.

c. Committee: A subgroup of FCPN members assembled to work on specific initiatives related to patient care and prevention activities.

d. Community HIV Advisory Group (CHAG): A group of HIV/AIDS service consumers that provide meaningful input into the development of Florida Department of Health (DOH) policies and programs that impact persons living with HIV.

e. Contract Year: A twelve-month period of the contract, from August 1 to July

31.

f. Department: Florida Department of Health, through its HIV/AIDS Section, Bureau of Communicable Diseases.

g. Department’s Designated Project Liaison: Designated person within the

Department’s HIV Section that works directly with Provider on community planning tasks to ensure Program level effectiveness.

h. Florida Comprehensive Planning Network (FCPN): An HIV prevention and patient care planning body that works in collaboration with the Department to develop a comprehensive statewide HIV prevention and care plan and advise the Department on strategies and initiatives for HIV prevention and care services statewide. The body is made up of a wide variety of stakeholder groups, community-based organizations, and persons living with HIV.

i. Florida Men’s Health Workgroup (FMHW): A group of men that provides input to the Department on prevention, linkage to care, and other issues affecting Florida’s priority populations.

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j. Florida Viral Hepatitis Network (FVHN): A viral hepatitis planning body which aims to encourage and promote the combined efforts of community advocates, dedicated public health workers, and expert clinicians to reduce the growing burden of viral hepatitis in Florida. The main purpose of this group is to create a viral hepatitis elimination plan for Florida.

k. HIV AIDS Program Coordinators (HAPCs): State supervisory staff that manage HIV/AIDS programs for the Department and carry out outreach initiatives at the local, county health department level.

l. HIV Section Medication Formulary Workgroup (HSMFW): Group of clinical, programmatic, and community stakeholders that serve in an advisory capacity related to development and maintenance of medication formularies for prevention and treatment of HIV.

m. Meeting Type: The different types of Meetings under this contract that include:

1) Face-to-face: An in-person meeting at a specific location, date and time that includes content presented during the meeting and personal interaction.

2) Virtual Meeting: A meeting at a specific web location, date, and time that allows participants to see and interact with conveners, speakers, presenters, trainers, and/or other participants along with content. This could include digital interaction between all active parties along with questions, answers, and breakout rooms.

3) Face-to-face digital: A meeting that can be at a specific web location, date, and time or pre-recorded and provided as a link to participate at any time. The participant can see conveners, speakers, presenters, trainers and content. Questions can be submitted online with live answers or emailed later.

4) Virtual: Most often used as a training or communication tool and may be live or pre-recorded to allow participants to hear conveners, speakers, presenters, trainers and content without interaction.

5) Audio: A meeting without a visual companion. Participants are connected by telephone or voice over IP (VoIP).

6) Symposium: A conference used to discuss a collection of topics related to HIV, STIs and other various health co-morbidities relevant to stakeholders and community members.

n. Post-Submittal Coordination, Monitoring, and Evaluation of Integrated HIV

Prevention and Care Plan (2027–2031): A plan to monitor, evaluate, and assess the successful implementation of the Integrated HIV Prevention and Care Plan and will assess successful implementation of the Integrated Plan. Measures will include completion of stated strategies and

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o. Quarter: A three-month period of the contract corresponding with the

Contract Year. The quarters for this contract are August through October (first quarter), November through January (second quarter), February through April (third quarter), and May through July (fourth quarter).

p. SMART Objectives: These objectives are specific, measurable, achievable, relevant, and time-bound. They specify what needs to be done with a timeline for completion, that focus on observable actions and outcomes.

q. Stakeholders: Those directly or indirectly involved in organizing or contributing to HIV prevention and care policies and initiatives.

Stakeholders include persons with HIV, key affected populations, the scientific community, funding agencies, public health and regulatory authorities, civil society leaders and media, whose support drives community-level efforts in reducing HIV incidence statewide.

r. Statewide HIV Managers: Individuals with leadership roles within the HIV programs of local county health departments. Including but not limited to HAPCs, Early Intervention Coordinators, Prevention Training Coordinators, and Community HIV Liaisons.

s. Statewide Workgroup: A collection of stakeholders that form the groups or committees under the FCPN and FVHN that provide strategic advice and meaningful input into the development of the Department’s policies and programs that impact persons living with HIV. Each workgroup will consist of 20 to 60 members. There are currently five Statewide Workgroups (CHAG, FMHW, FWHW, HSMFW, and CQM) and the Department may identify three additional Statewide Workgroups during the contract term.

B. Manner of Service Provision

1. Scope of Work: Provider will provide administrative support services to FCPN, FVHN, Committees, and Statewide Workgroups. Services include, but are not limited to: preparation, planning, and logistics for convening meetings; as well as related activities, conference calls, community training and education, communication, technical assistance, and records management. Provider will also develop and implement a monitoring and evaluation plan throughout the contract term.

a. Task List: Provider will perform the following tasks:

1) Work with the Department to schedule monthly coordination meetings via conference call for each Statewide Workgroup, FCPN Committee, and FVHN Committee throughout the contract term as applicable. Conduct the monthly calls in accordance with the schedule as follows:

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a) Use a web-based technology to support meetings with compatible audio lines to facilitate meetings.

b) Prepare email correspondence for distribution to notify attendees of scheduled meetings and provide a mechanism for registration within the email. Send reminder emails to registrants at least one week prior, and one day prior to each scheduled meeting. Include the Department’s Designated Project Liaison and Contract Manager in each email.

c) Prepare a meeting summary for each meeting. Submit the meeting summary within ten business days from the end of each meeting to the Department’s Designated Project Liaison for approval. Distribute the approved summary to each attendee within ten business days of the Department’s Designated Project Liaison approval of the summary.

Document the date the approved summary was distributed in the Quarterly Progress Report. Submit a copy of the approved summary with the Quarterly Progress Report.

2) Send emails that include materials provided by the Department to the Statewide Workgroups, FCPN, and FVHN as directed by the Department. All materials must be approved by the Department prior to dissemination. Include the Contract Manager on each email.

Materials to include but not limited to:

a) Presentations from monthly coordination calls;

b) Capacity building training announcements, and

c) Key updates provided by the Department.

3) Host Annual Meetings in Florida each Contract Year, in accordance with the Meeting Type as specified by the Department, for FVHN and each Statewide Workgroup as follows:

a) Explore meeting location options able to accommodate the

Statewide Workgroups, FVHN and FCPN members as appropriate. Ensure that adequate space is provided. Submit the potential locations to the Department’s Designated Project Liaison and Contract Manager for review and approval a minimum of 30 calendar days prior to the scheduled meeting unless otherwise directed by the Department. Document the list of the locations and the date the locations were approved by the Designated Project Liaison in the Quarterly Progress Report.

b) Coordinate the audiovisual needs for each Annual Meeting.

These items include microphones, recorders, charts and easels, LCD projectors, screens, laptop computers, portable printer, and other equipment as determined necessary by the Department. Arrange all audiovisual needs at least 15 calendar days prior to each Annual Meeting as appropriate.

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Create a list of the items obtained for each Annual Meeting and submit it with the Quarterly Progress Report.

c) Work with the Department to develop a meeting agenda for each Annual Meeting in collaboration with Statewide Workgroup, HAPCs, FVHN or FCPN leadership, if appropriate.

Submit a draft agenda to the Department’s Designated Project Liaison a minimum of 30 calendar days prior to each scheduled meeting for approval unless otherwise directed by the Department.