DOR RFP 23.24-53 Collections Services.pdf

FLORIDA DEPARTMENT OF REVENUE

REQUEST FOR PROPOSAL

RFP CONTRACTUAL SERVICES – Acknowledgement Form

Page 1 of 145 pages

SUBMIT RESPONSE TO: Florida Dept. of Revenue Purchasing Office, Building 2-1600 2450 Shumard Oak Boulevard Tallahassee, FL 32399-0109

AGENCY RELEASE DATE:

4/5/2024

SOLICITATION TITLE: SOLICITATION NO:

Collections Services DOR RFP 23/24-53 Replies WILL BE OPENED:

April 23, 2024 @ 3:00

PM

And shall remain binding until execution of a Contract with successful Vendor

VENDOR NAME:

If a fictitious name is used include registered entity name (i.e. XYZ., Inc. D/B/A ABC)

VENDOR MAILING ADDRESS:

CITY – STATE – ZIP:

*AUTHORIZED SIGNATURE (MANUAL)

PHONE

NUMBER:

T. FREE

NUMBER:

FAX NUMBER: *AUTHORIZED SIGNATURE (TYPED), TITLE

EMAIL

ADDRESS:

FEID NO.: *This individual must have the authority to bind the respondent.

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

I certify that this Response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Response for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this Response and certify that I am authorized to sign this Response for the Proposer and that the Proposer is in compliance with all requirements of the Invitation to Negotiate, including but not limited to, certification requirements. In submitting a Response to an agency for the State of Florida, the Proposer offers and agrees that if the Response is accepted, the Proposer will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the Proposer.

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.

PRIMARY CONTACT: SECONDARY CONTACT:

NAME, TITLE: NAME, TITLE:

ADDRESS: ADDRESS:

PHONE

NUMBER: PHONE

NUMBER:

FAX NUMBER: FAX NUMBER:

EMAIL

ADDRESS: EMAIL

ADDRESS:

Contents RFP CONTRACTUAL SERVICES – Acknowledgement Form

Section 1: DEFINITIONS

Section 2: INTRODUCTION

2.1 PROCUREMENT OFFICER

2.2 PURPOSE OF RFP

2.3 RESTRICTION ON COMMUNICATIONS

2.4 PROCUREMENT OVERVIEW

2.5 DEFINITION OF REQUIREMENTS

2.6 VENDOR ADMONISHMENTS

2.7 RESERVED RIGHTS

Section 3: PROCUREMENT PROCESS, SCHEDULE AND CONSTRAINTS

3.1 PROCUREMENT PROCESS

3.2 PROCUREMENT SCHEDULE

3.3 PROCUREMENT CONSTRAINTS

Section 4: STANDARD RESPONSE INFORMATION

4.1 SUBMISSION OF REPLIES

4.2 VENDOR CERTIFICATIONS

4.3 DISCLOSURE OF REPLIES

4.4 AUTHORIZED SIGNATURE

4.5 PROPOSAL DURATION

4.6 VENDOR EXPENSES

4.7 WORK LOCATION & SITE

4.8 CONFIDENTIALITY OF INFORMATION AND BACKGROUND CHECKS

4.9 SECURITY REQUIREMENTS

4.10 SUBCONTRACTS & JOINT VENTURES

4.11 GENERAL CONTRACT PROVISIONS

Section 5: STANDARD CONTRACT INFORMATION

5.1 TYPE OF CONTRACT

5.2 CONTRACTOR

5.3 CONTRACT APPROVAL AND TERM

5.4 RENEWALS

5.5 CONTRACT FUNDING

5.6 PROPOSED PAYMENT PROCEDURES

5.7 DELIVERABLE REVIEW AND ACCEPTANCE

5.8 RESPONSE AS PART OF THE CONTRACT

5.9 CONTRACT PERSONNEL

5.10 UNAUTHORIZED EMPLOYMENT OF ALIEN WORKERS

5.11 ASSIGNMENT

5.12 LAWS AND PERMITS

5.13 STANDARD CONTRACT PROVISIONS

5.14 SEVERABILITY

5.15 INSURANCE REQUIREMENTS

5.16 BOND REQUIREMENTS

Section 6: SCOPE OF WORK/SERVICES

6.1 General Information

6.2 Work Requirements

6.3 Security and Supporting Information

6.4 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

Section 7: SUBMISSION OF REPLIES

7.1 GENERAL INSTRUCTIONS TO RESPONDENTS

7.2 DELIVERY

7.3 REPLY VERSIONS

7.4 GENERAL FORMATTING INSTRUCTIONS

7.5 FORMAT, CONTENT, QUANTITY AND MEDIA

Section 8: Proposal Evaluation

8.1 Evaluation Process

8.2 Select Mandatory Compliance Items Review

8.3 Technical Evaluation

8.4 Technical Evaluation Criteria

8.5 Cost Evaluation

Section 9: Attachments and Submittals

Attachment A: Certification of Drug Free Workplace

ATTACHMENT B: VENDOR SCRUTINIZED COMPANIES LISTS ATTESTATION

Attachment C Notice of No Conflict of Interest

Attachment D Statement of No Involvement

Attachment E: ORGANIZATIONAL CONFLICTS OF INTEREST CERTIFICATION

ATTACHMENT F: VENDOR RESPONSIBILITY DISCLOSURE

Attachment G Agreement to Maintain the Security of Confidential Information

ATTACHMENT J - SUB-CONTRACTOR FORM

Attachment K: Cost Sheet

EXHIBIT 1 Sample Contract

EXHIBIT 2 PUR 1000

EXHIBIT 3: PUR 1001

EXHIBIT 4 Evaluator’s Score Sheet

EXHIBIT 5: FILE LAYOUTS

EXHIBIT 6: OCR Line Detail

EXHIBIT 7: Taxes And Fees Administered By GTA

EXHIBIT 8: Sample Delinquency Notice

Section 1: DEFINITIONS

Term Definition

Account/Taxpayer An individual, partnership, corporation or any other legal entity obligated to file tax returns and/or pay taxes and/or fees administered by the Florida Department of Revenue.

Best Value The best overall value to the State based on objective factors that include, but are not limited to, price, quality, design, and workmanship.

Breach of Contract

The condition of the relationship between the Department and the Contractor that exists when the Contractor fails to perform under the terms and conditions of the Contract that may result from this Request for Proposal.

Business Days A day that is not a Saturday, Sunday, or federal or State of Florida holiday.

Business Partner Number (BPN or BP#)

A unique identification number assigned by the Department to an individual, partnership, corporation, or any other legal entity (taxpayer) that is obligated to file tax returns and/or pay taxes and/or fees administered by the Department.

Call Center

Work unit located in Tallahassee that handles inbound calls and correspondence for initial billing and delinquency notices and conducts outbound collection calls prior to enforcement activities.

Receivables Management (RM) Tech Team

Unit that assists the contractor in administrating the Contract.

Contract The agreement that may result from this Request for Proposal between the selected vendor and the Department.

Contractor

The organization or individual providing commodities and/or services to the Department in accordance with the terms and conditions of the Contract that may result from this Request for Proposal. The term “Contractor” shall include all employees, agents, volunteers, and anyone acting on behalf of, in the interest of, or for, the Contractor.

CMBE Certified Minority Business Enterprise.

Compromise The reduction of tax, penalty, interest, or fees based on the statutory authority referenced in s.

213.21, F.S.

Correction The adjustment of the tax, penalty, or interest based on information provided by a taxpayer or to correct Department processing errors. A correction is not a compromise.

Day Unless specified otherwise, “day” shall be interpreted to mean calendar day, not working day.

Department Florida Department of Revenue, referred to in this RFP as “Department” or “FDOR.”

DFS Florida Department of Financial Services.

DMS Florida Department of Management Services.

EFT Electronic Funds Transfer.

FEIN Federal Employer Identification Number.

FFP Firm Fixed Price.

Field Collections/Operations The Department’s offices located in various cities within the state of Florida responsible for collection and enforcement activities.

GTA General Tax Administration Program of the Florida Department of Revenue.

IRS Internal Revenue Service.

IT Information technology.

MBE Minority Business Enterprise.

Minor Irregularity

Variations from the Request for Proposal terms and conditions that do not affect the price of the Proposal or give the vendor an advantage or benefit not enjoyed by the other vendors or do not adversely impact the interests of the State.

Module or Debt

A dollar amount and/or tax return/report owed for a specific tax for a specific reporting period. Any individual taxpayer account may consist of one or more modules for one or more tax types. Modules are categorized as follows:

Bill (Notice of Amount Due – NOAD): A bill, also known as a deficiency (module), is generated from the actual figures that are provided on a taxpayer’s tax return/report. A NOAD is issued by the Department whenever a tax return is filed late, contains mathematical errors, or is otherwise incorrect or incomplete. In some cases, the NOAD may result in a collection, compromise, or correction whereby no liability is due.

Delinquency (DEL or DLQ): A module that is created when the taxpayer has not filed their tax return/report for a particular tax period for which they are obligated. A delinquent module can be assigned an estimated dollar value based upon the average dollar value of tax returns/reports previously filed; or the delinquent module’s value can be based upon estimated figures for the taxpayer’s particular type of business. In some cases, no tax will be due, but the taxpayer is still required to file a zero (“0”) tax return/report. In cases where no tax is due, the taxpayer may or may not be subject to a late filing penalty. This penalty can vary in amount based on the type of tax. In some cases, delinquencies and returns are not due if the business is no longer in operation.

Warrant/Lien (WNT): A warrant (WNT), also known as a tax lien, is filed with local clerks of the court where the taxpayer may have assets. In addition, a judgment lien is filed with the Florida Department of State. These liens are filed when a taxpayer fails to resolve their outstanding bill(s) (NOAD) and/or delinquencies (DEL). The WNT is assigned a unique warrant number. This number will identify which individual modules are included in a particular warrant. A warrant can consist of one or many modules and may include bills and/or delinquencies. Tax liens resulting in no liability due are withdrawn from the local clerks of court and the Department of State.

Notice of Final Assessment

(NOFA)

A document notifying a taxpayer of impending collection activities with respect to a debt due to the State and establishing protest and appeal rights and their deadlines.

P-Card The State of Florida’s purchasing card program, using the Visa platform.

.pdf Portable Document Format.

Proposal A competitive sealed response to this RFP.

RFP Request for Proposal

Responsive Proposal A Proposal submitted by a responsive vendor that conforms in all material respects to the solicitation.

SOW Statement of Work.

Stipulated Payment Agreement

Payment agreement between the Department and a taxpayer to resolve outstanding liabilities.

Subcontractor Any person other than an employee of the Contractor who performs any of the services listed in this RFP for compensation.

SUNTAX

System for Unified Taxation – the Department’s integrated system for taxes and fees administered by the General Tax Administration.

Vendor

Any firm, entity, or person who submits a Proposal to the Department in response to this RFP. The entity identified as the vendor in the Proposal will be the entity contracted with, should the entity become the successful vendor.

Warrant

A document that is recorded with the clerk of the court (for real property) or with the Department of State (for tangible personal property) and represents a civil demand for money. A warrant is considered the same as a court judgment. It formally documents and makes public that a particular taxpayer has an outstanding obligation to the State. The warrant recordation date is recognized by sheriff’s offices, title companies, and in court proceedings.

Winning or Successful Vendor

The business or entity awarded the Contract under this RFP.

END OF SECTION

Section 2: INTRODUCTION

2.1 PROCUREMENT OFFICER

The Procurement Officer assigned to this solicitation is:

Ed Valla, Purchasing Analyst Florida Department of Revenue Capital Circle Office Center (CCOC) 2450 Shumard Oak Blvd., Bldg. 2-1600 Tallahassee, Florida 32399-0100 Work Phone: (850) 717-7567 E-mail: Edwin.Valla@Floridarevenue.com

2.2 PURPOSE OF REQUEST FOR PROPOSAL

The State of Florida, Department of Revenue (FDOR), General Tax Administration Program, is soliciting Proposals for comprehensive collection services to collect delinquent Florida taxes and/or fees, from business taxpayers as provided for in section 213.27, Florida Statutes (F.S.). In addition to delinquent taxes and/or fees, the contractor will also collect delinquent tax returns and reports. The services to be provided will cover all 67 counties in Florida and locations throughout the United States.

Background

The FDOR is the principal tax collecting agency for the State of Florida. The Department administers and collects a variety of state and local taxes and/or fees. THE STATE OF FLORIDA DOES NOT

HAVE A PERSONAL INCOME TAX.

FDOR employees are located in the central collection office in Tallahassee and various field offices throughout the state, performing a variety of collection activities.

This Request for Proposal does not obligate the Department to complete this solicitation. The Department reserves the right to cancel this solicitation or limit the number of deliverables if such action is considered to be in its best interest.

2.3 RESTRICTION ON COMMUNICATIONS

Vendors responding to this solicitation or person acting on their behalf may not contact, between the release of this solicitation and the end of the seventy-two (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 named above. Violation of this provision may be grounds for rejecting a proposal.

2.4 PROCUREMENT OVERVIEW

This procurement is released as a “Request for Proposals” (RFP). The procurement process is described in Section 3. Solicitation related documentation will be available on the Florida Department of Management Services’ (DMS) Vendor Information Portal (VIP), and vendors are responsible for monitoring the site for new or updated information. Information available on the VIP includes but is not mailto:Edwin.Valla@Floridarevenue.com limited to the Request for Proposals, amendments, and questions/answers. Accessing the VIP is described in Section 3.1.1.

Proposals are to be submitted to the FDOR as specified in Section 7. FDOR will review and score the technical proposals, score the cost proposals submitted by vendors, score all qualified proposals, then make selections based on the highest cumulative technical and cost points. Award and continuation of the contract is contingent upon the availability of funds. In order to be awarded a contract, a vendor must be registered with DMS via MyFloridaMarketPlace, and if required, the Florida Department of State (DOS), Division of Corporations.

Vendors are required to carefully examine this RFP and be thoroughly informed regarding the requirements.

2.5 DEFINITION OF REQUIREMENTS

Within this RFP the use of “shall” or “must” indicates a mandatory requirement or mandatory action.

FDOR may consider failure to meet a mandatory requirement to be a material deficiency, in which case FDOR may reject the Response and not consider it further, or FDOR may have the option to score that requirement with a zero (0).

The use of “should” or “may” indicates a desired requirement. FDOR will not reject a Response just because it fails to meet a desired requirement and may result in a lower score for that requirement.

However, FDOR may score a Response higher if it demonstrates the Vendor’s intent and ability to meet a desired requirement.

2.6 VENDOR ADMONISHMENTS

To submit a successful Response to this RFP, the Vendor must carefully follow all directions in this

RFP.

Vendors are responsible for monitoring the VIP website for new or updated information related to this RFP. The location of the VIP is described in Section 3.1.1.

Vendors are strongly advised to carefully read the entire RFP to fully understand the program and RFP requirements before writing and submitting a proposal.

Vendors must follow the procurement process described in Section 3.

Vendors should propose to perform all of the required activities described in Section 6. Vendors may propose an alternative approach that is low risk (technical, cost, and schedule).

Vendors should submit a Response that fully complies with the required organization, format, and contents specified in Section 7. A Proposal should be organized exactly as specified. All mandatory items must be addressed, if not, Vendors risk having their Response rejected OR zero (0) points assigned.

Vendors must carefully review the attached Sample Contract (Exhibit 1). No alteration of Contract will be permitted without prior written approval from FDOR. Be advised that many of the provisions of FDOR’s standard contract are required pursuant to Florida Statutes (F.S.), provisions of the Florida Administrative Code or judicial opinions; therefore, most requested changes may have to be denied.

Vendors must submit a Proposal to the required location by the required date and time, as described in Section 7: Proposal Submission. Be aware that the Capital Circle Office Complex (CCOC) buildings, where Replies are submitted, are secured facilities. Be sure to allow sufficient time to sign https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace in and be escorted when submitting a Proposal. Submitting a Proposal at the last moment risks contending with other Vendors trying to do the same. A Proposal submitted late for any reason will be rejected.

Vendors are required to ensure that cost-related data is presented separately from the technical Proposal. The cost must be separately packaged and clearly labeled. Proposals that include cost information in the technical Proposal will be rejected.

Carefully review the RFP instructions to ensure that all required information is provided as specified in this RFP.

Contractors, subcontractors and their employees having access to confidential information will be required to execute Attachment G: Agreement to Maintain the Security of Confidential Information, as specified in Section 6.3.

Confidential, proprietary, trade secret or other protected information submitted in Vendor Replies shall be properly and clearly identified and labeled as specified in Section 7.32 of this RFP.

2.7 RESERVED RIGHTS

FDOR at its sole discretion reserves the right to:

• Amend this RFP;

• Conduct a Response Qualification Process to cure deficiencies not directly related to Technical Specifications of the RFP;

• Waive minor irregularities in submitted Proposals;

• Reject any or all Proposals received in response to this RFP, if FDOR determines such action is in the best interests of the State or due to unavailability of funds;

• Request clarifications from Vendors;

• Request additional information to assess the Vendor’s capabilities;

• Contact any past or current customers of the Vendor for references;

• Require any or all Vendor(s) to address services, prices, or conditions offered by any other Vendor;

• Use any idea proposed unless otherwise protected by Florida Statute;

• Pursue a Contract with one or more vendor(s) for the services encompassed by this solicitation, any addenda thereto;

• Pursue the division of Contracts between vendor(s) by type of service or geographic area, or both;

• Arrive at an agreement with any Vendor, and finalize principal contract terms with such Vendor;

• Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this RFP; and

• Exercise all, or part, or none of the renewal options.

Section 3: PROCUREMENT PROCESS, SCHEDULE AND CONSTRAINTS

3.1 PROCUREMENT PROCESS

3.1.1 RFP Release

This Request for Proposals (RFP) is posted on the Vendor Information Portal (VIP) web site:

https://vendor.myfloridamarketplace.com/ . To find the RFP or other related information, enter Agency “Department of Revenue” and click on “initiate Search” at the bottom of the web page. If unable to download the document(s), contact FDOR Procurement Officer identified in Section 2.1.

Section 120.57(3)(b), F.S. requires that a notice of protest of the solicitation documents shall be made within seventy-two (72) hours after the posting of the solicitation. Section 120.57(3)(a), F.S., requires the following statement to be included in the solicitation: “Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.”

3.1.2 Addenda

FDOR reserves the right to amend this RFP. All addenda will be in writing and will be posted electronically on the VIP web site referenced in Section 3.1.1. If unable to download an RFP addendum, contact the Procurement Officer identified in Section 2.1.

It is the responsibility of the Vendors to monitor the VIP web site, as additional notification may not be provided.

3.1.3 Questions

Questions relevant to this RFP are invited and must be submitted in written form via email to the Procurement Officer. Questions must be received by FDOR Procurement Officer on or before the date and time identified in the Procurement Schedule (Section 3.2). FDOR recommends that Vendors confirm receipt of questions submitted.

Responses to all questions will be posted on the VIP web site in accordance with the Procurement Schedule. The written response posted on the web site is the ONLY official response. Verbal responses are not official nor binding, and those that differ from the written responses must be considered incorrect.

Public record requests submitted as part of the Question period identified above, as well as, identified/marked public record requests will be answered as promptly as possible in the ordinary course of business, but may not be answered as part of the Question and Response process.

Responses to public record requests may be furnished to the requesting Vendor only.

Vendors are cautioned that questions submitted should not contain cost information. The inclusion of cost information with questions submitted may result in the Vendor’s disqualification.

It is the responsibility of the Vendor to monitor the VIP web site, as no additional notification will be provided when responses to questions are posted.

3.1.4 Errors in RFP

If a Vendor discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the Vendor shall immediately notify FDOR in writing of the error. FDOR will resolve major problems with an addendum. Minor problems will be addressed as a Question and Response, if applicable, or as an addendum, posted on the VIP.

https://vendor.myfloridamarketplace.com/

If the RFP contains an error known to the Vendor or an error that reasonably should have been known, the Vendor shall respond at its own risk. If the Vendor fails to notify FDOR of the error prior to Response submission and is awarded a Contract, the Vendor shall not be entitled to additional compensation or time by reason of the error or its later correction.

3.1.5 Proposal Opening

Proposals will be publicly opened at the time and date specified in the Procurement Schedule (Section 3.2). The names of the responding Vendors will be read aloud. The name(s) of Vendors submitting Proposals will be made available to interested parties at the Proposal opening or upon written request to the Procurement Officer listed in Section 2.1.

The contents of proposal submissions are not immediately public records subject to provisions of section 119.07(1), F.S. Per 119.071(1)(b)2, F.S, submissions are exempted until the Agency posts a Notice of Intended Agency Decision, or thirty (30) days after opening the final competitive sealed Proposals, whichever is earlier, and therefore will not be available for immediate review by the public.

3.1.6 Responsiveness Review

The table below outlines the conditions or requirements that must be met in order to have a responsive proposal to this Request for Proposals. FDOR’s Purchasing Officer will perform a review on every Proposal received to validate compliance with the items listed below. This review does not assign any scores but is simply a pass/fail review. Replies that fail one or more of the items listed in the table may be rejected and not considered further.

Item # Mandatory Item Yes/No 1 Did Proposal arrive sealed, on the correct date and time?

2 Confirm that the Vendor is not on the Suspended Vendor List.

3 Confirm that the Vendor is not on the Convicted Vendor List.

4 Confirm that the Vendor is not on the Discriminatory Vendor List.

5 Confirm that the Vendor is not on the Federal Excluded Parties List.

6 Confirm that the Vendor is not on the List of Prohibited Investments

(Scrutinized Companies).

7 Confirm that the Vendor Transmittal Letter was submitted, signed and contains affirming statements for all required items per Section 7.5.1.1.

8 Confirm the required Procurement Forms (attachments) listed in Section 9 have been submitted and signed if required.

9 Letter of commitment for a fidelity bond as described in Section 5.16.

10 Confirm that the Vendor has no outstanding Florida tax violations.

The Responsiveness Review Process will enable FDOR to determine a Vendor’s compliance with the requirements of the RFP not directly related to the Technical Specifications and Cost Data. Certain deficiencies in the response items may be cured as part of the Responsiveness Review Process, at the discretion of FDOR.

Failure of a Vendor to timely respond to follow-up requests from FDOR may result in a determination of non-responsiveness and removal of the Vendor from further consideration.

FDOR reserves the right to determine whether a response meets the responsive requirements of the

RFP.

If a Proposal passes all items being reviewed in the table above, FDOR will continue the evaluation as described in the next section(s).

3.1.7 Technical Evaluation

FDOR will evaluate and score the Technical Volume II using a team of at least three (3) persons who collectively have experience and knowledge in the program areas and service requirements called for by the RFP.

The team is herein referred to as the Evaluation Committee. The Evaluation Committee will evaluate and score the Technical Volume II in accordance with the evaluation criteria as described in Section 8 of this RFP.

3.1.8 Clarification Requests (CR)

Throughout the solicitation process, FDOR may request clarification(s) of uncertainties, or to eliminate confusion concerning the contents of a Proposal, ambiguous or inconsistent information in submitted Proposals, using the following process.

1. If FDOR detects an ambiguity or inconsistency within a Proposal, FDOR Procurement Officer or their designee will request clarification utilizing a CR describing the ambiguity or inconsistency.

Vendors are cautioned FDOR will not generate a CR for an omission, even of a mandatory topic or mandatory requirement. FDOR may reject a Proposal that omits a mandatory topic or requirement or may score with zero (0) points.

2. FDOR Procurement Officer or their designee will coordinate with Vendors a time for all CR to be submitted.

Within twenty-four (24) hours, unless another timeframe is authorized by FDOR Procurement Officer or their designee, of the conclusion of the conference call, meeting or written request, the Vendor shall send to FDOR Procurement Officer or their designee (by e-mail) the written Clarification Request Responses (CRR) with a letter binding the company to the contents of the CRR and signed by an individual authorized to bind the company. The Vendor should confirm receipt. FDOR will ignore verbal discussions, and any written material that does not respond directly to a CR.

3. FDOR will use the written CRR to update the Vendor’s Response. An unresolved CR may result in an Evaluator scoring a Vendor’s Response lower.

FDOR will not generate a Clarification Request for Response omissions; THEREFORE, DO NOT

RELY ON CLARIFICATION REQUESTS TO IDENTIFY DEFICIENCIES.

Clarification Request Responses are restricted to information that responds directly to a Clarification Request; therefore, Vendors may not submit information that does not respond directly to a CR in the written CRR. If a Vendor does submit new information that does not directly respond to the CR, FDOR will not evaluate it. Clarifications may not result in a material or substantive change to the Vendor’s Proposal.

3.1.9 Divergent Score Review

At the conclusion of the Technical Evaluation phase of the solicitation process, a divergent review may take place, at the discretion of FDOR. A divergent review provides all evaluators with the opportunity to re-review any particular evaluation criterion(s) that resulted in a score that is inconsistent of the other scores for that criterion(s). Evaluators are only provided the opportunity to re-review scores; they are not required to change any assigned score.

If after a divergent review, the criterion continues to remain divergent, the solicitation process may continue forward without delay. However, if after the divergent review, the criterion becomes even further divergent, FDOR may, at its sole discretion, determine that a second divergent review is necessary, or continue forward with the solicitation process.

3.1.10 Identical Scoring of Replies

Whenever two or more bids which are equal with respect to price, quality, and service are received, FDOR shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with section 287.087, F.S.

Vendors may execute and return Attachment A, Certification of a Drug Free Workplace, to be considered in the event of identical scoring/exact tie.

3.1.11 Cost Data Volume Opening

Upon completion of the technical evaluation, Volume II:

On the date indicated in the Procurement Schedule (Section 3.2), Cost Data Volume III will be publicly opened. FDOR will publish any changes to the date and time via a Public Meeting Notice on the VIP.

Vendors are advised to monitor the VIP for a Public Meeting Notice for any changes to the exact date and time. This meeting will be for FDOR to open and read aloud the Vendor names.

The Cost Data tabulation sheet will be made available to interested parties at the Cost Data opening or upon written request to the Procurement Officer listed in Section 2.1.

The contents of Proposal submissions, including Cost Data Volumes are not public records subject to the provisions of section 119.07(1), F.S., until the Agency posts a Notice of Intended Agency Decision, or until thirty (30) days after opening the final competitive sealed Replies, whichever is earlier, and therefore will not be available for immediate review by the public.

3.1.12 Cost Data Volume III Review & Scoring

FDOR will check the arithmetic and score cost in accordance with Section 8.5 of this RFP. Each Vendor’s Cost Data points will be added to their Administrative/Technical score to obtain the Vendor’s Total Response score. The Vendor’s Total Response Score will be used to determine contract award.

3.1.13 Notice of Agency Decision

At the conclusion of scoring, FDOR will post a Notice of Intended Agency Decision, as determined to be in the best interest of the State. The Notice will be posted on the VIP for seventy-two (72) hours.

Posting of a Notice of Intended Agency Decision does not guarantee an award of a Contract. An award from this RFP does not guarantee execution of a Contract and execution of a Contract does not guarantee an order for commodities and services from the State.

It is the responsibility of Vendors to monitor the VIP web site, as no additional notifications will be provided.

FDOR reserves the right to reject any or all Replies received in response to the RFP, at its sole discretion, as determined to be in the best interest of FDOR or due to unavailability of funds.

3.1.14 Protest and Protest Filing

Any Vendor or person who desires to protest a solicitation, decision, intended decision, or recommended award must file the following documents with the Agency Clerk in FDOR’s Office of General Counsel, 2450 Shumard Oak Boulevard, Building 1, Suite 2400 Tallahassee, FL 32399-0109, and provide copies to the Procurement Officer listed in Section 2.1.

1. A written notice of intent to protest within seventy-two (72) hours (3 business days) after posting of the recommended award in the VIP.

2. A formal written protest by petition within ten (10) calendar days after the date on which the notice of protest is filed.

3. A protest bond within ten (10) calendar days after the date on which the notice of protest is filed.

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

Any person who files an action protesting a solicitation, decision, intended decision, or recommended award, pursuant to section 120.57(3), F.S., shall post with FDOR at the time of filing the formal written protest, a bond payable to FDOR in an amount equal to one percent (1%) of FDOR’s estimate of the total value of the Contract. In lieu of a bond, FDOR may accept a cashier’s check or money order in the amount of the bond.

The bond shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding.

3.1.15 Right to Inspect Place of Business

The State may conduct on-site visits to evaluate the Vendor’s capacity to perform the contract. A Vendor must agree, at risk of being found nonresponsive and having its proposal rejected, to provide the State reasonable access at reasonable times to relevant portions of its work sites related to the performance of the contract. Any site inspection will be made by individuals designated by the procurement office at the State’s expense.

3.2 PROCUREMENT SCHEDULE

Below is the procurement schedule that represents FDOR’s best estimate of the schedule that will be followed. If deviations from this schedule occur, FDOR will publish an addendum on the VIP. No liability to FDOR will result from such deviations. All required Vendor actions must be completed by the date and time in the schedule. All listed times are local time in Tallahassee, FL.

EVENT DATE AND TIME DUE

Release of the RFP (on or about) April 5, 2024

Vendor submits questions/inquires, no later than April 12, 2024 @ 3:00 PM

FDOR posts responses to questions/inquires on Vendor Information Portal (on or about)

April 17, 2024

Due date for Technical and Cost Proposals and opening time for technical proposals (no later than)

April 23, 2024 @ 3:00 PM

Mandatory Requirements Review April 24, 2024

Responsive Proposals to evaluation committee (on or about) April 29, 2024

Cost opening May 15, 2024, 3:00 PM

Post Intent to Award on Vendor Information Portal (estimated date) May 17, 2024

3.3 PROCUREMENT CONSTRAINTS

3.3.1 Americans with Disabilities Act (ADA)

Any person submitting a Response for providing commodities or contractual services may not exclude any person(s) from participating in, deny any person(s) the proceeds or benefits of, nor otherwise subject any person(s) or subcontractors to any form of discrimination based on the grounds of race, creed, color, national origin, age, sex, or disability. Any person, who is providing commodities or contractual services, or possible subcontract, must comply with the pertinent portion of the Americans with Disabilities Act of 1990, public Law 101-336.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any Response documents or the attendance at any related meeting or Response opening.

If accommodations are needed because of a disability, please contact the Procurement Officer identified in Section 2.1at least five (5) workdays prior to the opening.

3.3.2 Diversity

The State of Florida is committed to supporting its diverse business industry and population through ensuring participation by minority, service-disabled veteran, and women-owned business enterprises in the economic life of the state. Small, minority, service-disabled veteran, and women-owned business enterprises are strongly encouraged to participate in this solicitation as a Vendor or subcontractor.

The Contractor should submit monthly reports to FDOR detailing their expenditures with small, minority, service-disabled veteran, and women-owned businesses.

Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at:

http://osd.dms.state.fl.us/, or by calling the Office of Supplier Diversity at

(850) 487-0915.

3.3.3 Unauthorized Employment of Alien Workers

The employment of unauthorized aliens by any Contractor/Subcontractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the Contractor/Subcontractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the Contract resulting from this solicitation.

The Successful Vendor shall utilize the E-Verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of its employees and subcontractors.

3.3.4 Discriminatory Vendor List

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not:

• submit a bid, proposal, or Response on a contract to provide any goods or services to a public entity;

• submit a bid, proposal, or Response on a contract with a public entity for the construction or repair of a public building or public work;

• submit bids, proposals, or replies on leases of real property to a public entity;

be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

• and transact business with any public entity.

3.3.5 Convicted Vendor List

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not:

http://osd.dms.state.fl.us/

• submit a bid, proposal, or Response on a contract to provide any goods or services to a public entity;

• submit a bid, proposal, or Response on a contract with a public entity for the construction or repair of a public building or public work;

• submit bids, proposals, or replies on leases of real property to a public entity;

• be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; or

• transact business with any public entity in excess of the threshold amount provided in section

287.017, F.S., for Category Two for a period of thirty-six (36) months following the date of being placed on the convicted contractor list.

3.3.6 Suspended Vendor List

Pursuant to 60A-1.006, Florida Administrative Code, a person or affiliate who has been placed on the Suspended Vendor List for contractual default may be excluded from award of a contract unless the Vendor corrects its failure within the time frame provided by the agency, pays any additional cost incurred by the agency for re-procuring the services, or is legally excused by the agency from default.

3.3.7 Prohibition against contracting with Scrutinized Companies In accordance with the requirements of section 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a proposal or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of any amount if, at the time of bidding on, submitting a proposal or Response for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, F.S., or is engaged in a boycott of Israel.

Also, in accordance with the requirements of section 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a proposal or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of one million dollars or more if, at the time of bidding on, submitting a proposal or Response for, or entering into or renewing such contract, the company:

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, F.S.; or

2. Is engaged in business operations in Cuba or Syria.

In accordance with the requirements of section 287.135(5), F.S., at the time a company submits a bid or proposal or Response for a contract or before the company enters into or renews a contract with an agency or local governmental entity for goods or services of $1 million or more, the company must certify that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List and that it does not have business operations in Cuba or Syria. At the time a company submits a bid or proposal or Response for a contract or before the company enters into or renews a contract with an agency or local governmental entity for goods or services of any amount, the company must certify that the company is not participating in a boycott of Israel.

The State Board of Administration maintains the “Quarterly List of Scrutinized Companies that Boycott Israel” at the following link:

https://www.sbafla.com/fsb/Portals/FSB/Content/Performance/Quarterly/2023_01_17_Web_Update_P FIA_Prohibited_List.pdf?ver=2023-01-17-160949-307 https://www.sbafla.com/governance/global-governance-mandates/ https://www.sbafla.com/governance/global-governance-mandates/

Vendors must execute and submit Attachment B: Vendor Scrutinized Companies Lists Attestation with their Response certifying that they are not on the List of Prohibited Investments (Scrutinized Companies).

3.3.8 Federal Excluded Parties List

A Vendor or subcontractor(s) that, at the time of bidding or submitting a Response for a new contract or renewal of an existing contract is on the Federal Excluded Parties List, is ineligible for, and may not bid on, submit a Response for, or enter into or renew a contract with an agency for goods or services, if any federal funds are being utilized.

3.3.9 Registration with Florida Department of Management Services

(FDMS) – MYFLORIDAMARKETPLACE

The FDMS has instituted MyFloridaMarketPlace, a statewide eProcurement System ("System").

Pursuant to section 287.057(22), F.S., and rule 60A-1.031 Florida Administrative Code, all payments shall be assessed a Transaction Fee. Pursuant to Section 287.057(24), F.S. the Transaction Fee is one percent (1.0%), or as may otherwise be established by law. Currently the fee is 0.7%, which the Contractor shall pay to the State of Florida (State).

For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Contractor. If automatic deduction is not possible, the Contractor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), Florida Administrative Code. By submission of these reports and corresponding payments, Contractor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee.

The Contractor shall receive a credit for any Transaction Fee paid by the Contractor for the purchase of any item(s) if such item(s) are returned to the Contractor through no fault, act, or omission of the Contractor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor's failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the Contractor in default and recovering re-procurement costs from the Contractor in addition to all outstanding fees.

Contractors delinquent in paying transaction fees shall be excluded from conducting future business with the State.

For more information regarding Transaction Fees, please contact MyFloridaMarketPlace Customer Service at (866) FLA-EPRO (866-352-3776), or via email at VendorHelp@MyFloridaMarketPlace.com.

Vendors should have completed registration with the Florida Department of Management Services (DMS) State Purchasing prior to submitting a Response. Vendors should submit evidence of their registration with DMS in their Response.

The successful Vendor must have completed registration with the Department of Management Services State Purchasing prior to Contract execution.

Vendors may register online, at:

MyFloridaMarket Place Vendor Information Portal

Vendors may receive additional information regarding registering to receive payments via direct deposit at the following website:

https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/vendors/direct-deposit-frequently-asked-questions.pdf?sfvrsn=32428c99_2 mailto:VendorHelp@MyFloridaMarketPlace.com https://vendor.myfloridamarketplace.com/register https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/vendors/direct-deposit-frequently-asked-questions.pdf?sfvrsn=32428c99_2 https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/vendors/direct-deposit-frequently-asked-questions.pdf?sfvrsn=32428c99_2

For additional information, please contact the Department of Financial Services at (850) 413-5517 or directdeposit@myfloridacfo.com.

3.3.10 Licensing by Department of State

All entities defined under Chapters 607, 608, 617, 620, 621 or 622 F.S., seeking to do business with FDOR shall be on file and in good standing with the Florida Department of State. Vendors should submit a copy of their license authorizing them to do business in the State of Florida or provide evidence of their application for a license in the Response.

3.3.11 Publicity

Vendors shall not release any publicity relating to this procurement prior to award of a Contract, unless the Vendor receives written approval from FDOR Procurement Office. Violation of this restriction will result in Vendor disqualification. Furthermore, Vendors shall not release any publicity relating to the Contract, if awarded, without receiving written approval from FDOR Procurement Officer.

3.3.12 Conflicts of Interest/No Prior Involvement

Vendors, contractors, subcontractors and individuals that have assisted in preparation of the RFP or with project management oversight are precluded from bidding or preparing a Response for this solicitation.

The Vendor and/or Contractor shall not compensate in any manner, directly or indirectly, any officer, agent or employee of FDOR for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Vendor and/or Contractor. No officer, agent, or employee of FDOR shall have any interest, directly or indirectly, in any Contract or purchase made, or authorized to be made, by anyone for, or on behalf of, FDOR or the State of Florida.

The Contractor shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract.

All Vendors submitting a Response to this RFP, their subcontractors, and each party identified in a joint venture Response should complete and execute Attachment C: Notice of Conflict of Interest and Attachment D: Statement of No Involvement and return with their Response submittal.

3.3.12.1 Organizational Conflicts of Interest

An Organizational Conflict of Interest exists when a Vendor, Contractor, or subcontractor has present or planned interests related to the work to be performed under this Contract that 1) may diminish its capacity to give impartial, technically sound, objective assistance and advice, or may otherwise result in a biased work product; or 2) may result in its being given an unfair competitive advantage.

Vendors should disclose information that may give rise to organizational conflicts of interest under the following circumstances:

1. The Vendor provides advice and recommendations to FDOR in the same technical area where it is also providing consulting assistance to any organization regulated by FDOR.

2. The Vendor provides advice to FDOR on the same or similar matter on which it is also providing assistance to any organization regulated by FDOR.

3. The award of a Contract would result in placing the Vendor in a conflicting role in which its judgment may be biased in relation to its work for FDOR or would result in an unfair competitive advantage for the Vendor.

mailto:directdeposit@myfloridacfo.com

4. The Vendor solicits or performs work at an applicant or licensee site while performing work in the same technical area for FDOR at the same site. Vendors, subcontractors, and each party identified in a joint venture Response should complete and submit Attachment E: Organizational Conflicts of Interest Certification, with their Response.

Contractor agrees that if, after award, it discovers organizational conflicts of interest with respect to the Contract, the Contractor shall make an immediate and full disclosure in writing to the Contract Manager. The statement shall include a description of the action(s) which the Contractor has taken or proposes to take to avoid or mitigate such conflicts.