DOS-RFP-26.27-035 Addendum No. 2 - FINAL.pdf

DOS-RFP-26/27-035 Addendum No. # 2 Page 1 of 7

Request For Proposal Addendum Acknowledgement Form

Department of State

R.A. Gray Building

500 South Bronough Street, Room 428

Tallahassee, Florida 32399-2150

SOLICITATION TITLE: SOLICITATION NO:

Consultant Services for a Five-Year Evaluation of the Library Services and Technology Act Grant Program

DOS-RFP-26/27-035

Proposals DUE:

July 7, 2026

10:00 A.M. (Eastern StandardTime) and may not be withdrawn within: 180 Days after such date and time.

ADDENDUM NO.2 DATE: 6/30/2026

This Addendum Acknowledgement Form shall be signed an authorized company representative, dated and returned with the proposal.

This Addendum now becomes a part of the original RFP. RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the

Respondent.

FEID NO.:

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

Date:

DOS-RFP-26/27-035 Addendum No. # 2 Page 2 of 7

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO. 2 TO THE FOLLOWING

REQUEST FOR PROPOSAL

CONSULTANT SERVICES FOR A FIVE-YEAR EVALUATION OF THE LIBRARY SERVICES

AND TECHNOLOGY ACT GRANT PROGRAM

SOLICITATION NO.: DOS-RFP-26/27-035

Date: June 30, 2026

To: Prospective Respondents to Solicitation No.: DOS-RFP-26/27-035

From: David Shufflebotham, Procurement Officer

Subject: Vendor Questions and Department Responses to Questions

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, 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.

This Addendum includes the following:

1. Written Responses to Written Questions

The questions are reproduced in the exact format in which they were submitted.

Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.3.Timeline of Events and Addendum to Solicitation.

DOS-RFP-26/27-035 Addendum No. # 2 Page 3 of 7

Questions and Responses:

Question

RFP

Section

RFP

Page #

Vendor Question Department Response

1 4.2 / 5.1 (T1.1) 17

The mandatory past-performance section requests prior work “evaluating library programs and services” and “five-year plans.”

Will the Department accept closely analogous program-evaluation experience (e.g., federal/state grant-program evaluations of comparable scope and methodology) where the subject was not specifically a library, or is library-domain past performance a strict requirement?

The Department will not accept a Respondent that does not meet both requirements described in the Overall Experience of the

Professional Experience. In other words, the Respondent must have experience evaluating library programs and services and evaluating long-range or five-year plans.

4.2 (T1.2) / 6.2

17, 26–

May the required evaluation-team experience be satisfied through a subcontractor/teaming partner whose resumes and project samples are submitted under the prime Respondent?

Will subcontractor references count toward the References & Samples (22 points) and Consulting Services (18 points) criteria?

Yes, the Respondent’s entire team experience will be considered when reviewing a submitted proposal.

3 Attachment B / IV 33–34

Is the work performed remotely, or are on-site activities in Florida (focus groups, interviews, Division meetings) required? If

A plan for the work and how it will be carried out is to be submitted by the

Respondent as part of Project Approach and Methodology.

DOS-RFP-26/27-035 Addendum No. # 2 Page 4 of 7 on-site, approximately how many trips or sessions are anticipated within the $75,000 cap?

Attachment B / IV

(Deliverable 1) 33–34

What data, records, and prior reports (e.g., the current LSTA Five- Year Plan, State Program Reports, IMLS SPR data, prior evaluations) will the Division provide to the Consultant, and in what format and timeframe after award?

Division staff will discuss the data, records and prior reports with the selected vendor immediately following the contract execution. As a note, all the items listed in the question as examples will be made available to the selected vendor.

Attachment B (Deliverable 2)

For the statewide needs assessment, will the Division provide contact lists or access to libraries and stakeholders for surveys, focus groups, and interviews, or is the Consultant responsible for sourcing all participants?

The selected vendor is not responsible for sourcing participant lists.

6 4.3 / 6.2 14, 26

Is there a page or formatting limit for the Technical Reply Proposal (maximum pages, font, margins), and do resumes and work samples count toward any such limit?

No.

7 6.2 26

Will the Department consider a proposal led by a sole independent evaluator as competitively as a firm, provided all mandatory requirements and

Yes.

DOS-RFP-26/27-035 Addendum No. # 2 Page 5 of 7 team-experience criteria are met?

8 Attachment C / 4.4 16

Should the Price Proposal be a single fixed total allocated across the four deliverables per the stated caps (30/30/30/10%), or itemized by labor category and hours?

Should travel and expenses be included within the $75,000 or priced separately?

Based on a not to exceed budget of $75,000 for this LSTA Evaluation

The price proposal can be developed as determined by the Respondent. The total budget cannot exceed $75,000. The total budget must be inclusive of travel and expenses.

2.3 Timeline /

Attachment B

7–8, 34

Deliverable 1 is due August 31, 2026, while award is anticipated on or about July 29, 2026.

Given contract execution time, is the Department open to adjusting Deliverable 1’s due date, or is August 31 firm regardless of the execution date?

DLIS note: We are open to moving this date to September 15, 2026, since the projected posting of an award is currently August 1st.

10 Forms 75

Form 3, on page 75, states that “On page 2 of this attachment, the Respondent shall provide the information for five (5) separate, client references.” It then states that “The Respondent shall provide at least three

(3) separate and verifiable references that meet the minimum

Respondents shall provide the number of references set forth in Form 3 which requires five client references at least three of which must “meet the minimum experience requirement in Section 4, Proposal Content of the RFP.”

DOS-RFP-26/27-035 Addendum No. # 2 Page 6 of 7 experience requirement set forth in Section 4, Proposal Content of the RFP.” Page 2 of the attachment includes three areas for the provision of three references. Can you clarify the number of references to be provided? Is it three, or five?

SECTION 4 –

Proposal Content

Tab 3: Work Samples, and Tab 4:

Professional Experience

On page 17 of the RFP, in section Tab 3:

Work Samples, the instructions state that “The Respondent will provide two (2) samples of similar projects completed within the past five (5) years.” Under the section, Tab 4:

Professional Experience, which immediately follows, the instructions state that “Each Respondent should provide details on three (3) similar contract [sic] executed in the last five (5) years that are of scope to the services sought in the RFP.” I understand that the information provided by the Respondent under Tab 4 is meant to be a narrative description of details for similar projects. I am seeking clarification on what documentation is being requested for Tab

3. Are copies of final reports for similar projects being sought as work samples? If yes, we may find it difficult to comply, as many of the reports we

Tab 3, Work Samples documentation includes samples of final reports, data analysis reports, or needs assessment reports. The documentation must be from the timeframe specified.

DOS-RFP-26/27-035 Addendum No. # 2 Page 7 of 7 produce for our clients are confidential, and we would only be able to provide one final report as a work sample. We could comply if we were able to submit an additional report that exceeds the five (5) year limit by two

(2) years. Would that be acceptable? If final reports from similar projects are not being sought for Tab 3: Work Samples, how does the information requested for Tab 3 differ from that being requested for Tab 4?

SECTION 4 –

Proposal Content

4.2 Administrative

Qualification Documents

In section 4.2, on page

16 of the RFP, Form 9

– Security and Acknowledgement, and Form 10 – Non- Disclosure Agreement, are listed among the documents that should be included in the response to the RFP. However, these two forms are not included with the other forms in the RFP. Can you please provide those forms, or direct us to where they can be found? If the forms are not required, please provide written confirmation to that effect.

Forms 9 and 10 are not required