EOG-RFP-23-02.pdf

Executive Office of the Governor Request for Proposals

Legislative Appropriations System/Planning and Budgeting Subsystem (LAS/PBS) Data

Application Migration

EOG #EOG-RFP-23-02

Contact for Questions:

Katie Wagner, Procurement Agent Katie.wagner@eog.myflorida.com

Phone: 850-717-9210 400 S. Monroe Street, Suite LL05

Tallahassee, FL 32399

“Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.” § 120.57(3)(a), Fla. Stat.

“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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.” § 287.057(25), Fla. Stat.

Section 1 – Introductory Materials and Solicitation Overview

The State of Florida (State), Executive Office of the Governor (EOG or Agency) invites interested eligible, responsive and responsible vendors to submit sealed proposals in accordance with this solicitation document for Legislative Appropriations System/Planning and Budgeting Subsystem (LAS/PBS) data application migration.

1.1 Solicitation Timeline

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com (click on “Search Advertisements”) under this RFP number.

It is the responsibility of all potential Respondents to monitor this site for any changing information prior to submitting your proposal.

Date Time Action/Location

April 25, 2023 Solicitation issued - Florida Vendor Information Portal

May 9, 2023 10:00 AM Pre-Proposal Meeting The Knott Building Room 117 111 W St. Augustine Street Tallahassee, FL. 32399

May 16, 2023 5:00 PM Deadline for Technical Questions

June 6, 2023 3:00 PM Sealed Proposals due, on or before

(Technical and Price Proposal) Attn: Katie Wagner, Purchasing Director Location: 400 S. Monroe Street, Suite LL05 Tallahassee, FL 32399-0001

June 6, 2023 3:01 PM Public Opening / Meeting

Non-Mandatory for Respondents Conference Call Number: 888-585-9008 Conference Room Number: 899-804-970

June 27, 2023 Anticipated Posting of Award - Florida Vendor Information

Portal

1.2 Limitation on Contact with Government Personnel

As stated on the cover page above, 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 https://vendor.myfloridamarketplace.com/ 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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. See § 287.057(25).

1.3 Agency Procurement Officer

The Procurement Officer is the sole point of contact for this RFP. See Supra Section 1.2.

Katie Wagner, Purchasing Director

400 S. Monroe Street, Suite LL05

Katie.wagner@eog.myflorida.com

1.4 Chapter 120, Florida Statutes, Notification

As stated on the cover page above, failure to file a protest within the time prescribed in section 120.57(3), or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120. See infra Section 2 – Technical Specifications, Special Instructions and Conditions. Protests must be filed with the agency clerk:

Dawn Hanson

400 S. Monroe Street, Suite LL05

Dawn.hanson@eog.myflorida.com

1.5 Special Accommodations

Any person with a qualified disability requiring special accommodations at a public meeting, pre-proposal meeting or opening shall contact the contact person at the phone number, e-mail address on the title page at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD).

SECTION 2 – Technical Specifications, Special Instructions and Conditions

2.1 Definitions

See Instructions to Respondents (PUR1001), Section 4 – General Contract Conditions (PUR1000) and chapter 287, Florida Statutes, for additional definitions pertinent to this solicitation.

A. For the purposes of this solicitation document, “Agency” and “EOG” may be used interchangeably and mean the Executive Office of the Governor as established in chapter 14, Florida Statutes, excluding the Division of Emergency Management. § 14.2016.

B. “Contractor” and “Successful Respondent” mean the entity entering into the Contract with the EOG and are used interchangeably in this document. The Contractor must be a legal entity.

C. “State” means the State of Florida and its agencies.

2.2 Term

The initial term of the Contract resulting from this solicitation will be for the period indicated in Attachment F, Draft Contract.

2.3 Renewal Term

This Contract is not subject to renewal.

2.4 Purpose and Objectives

A. Purpose: The purpose of this solicitation is to migrate the current LAS/PBS application to more current technologies.

B. Objectives: The objective of this solicitation is to procure and contract with a successful respondent to provide contractual services for the migration of this application.

2.5 Scope of Services

Details of the services, information, and items to be furnished by the Contractor are described in Attachment A, Scope of Services.

2.6 Questions and Answers

Respondents must address all questions regarding this solicitation in writing or by email to the Procurement Officer. Questions must be received no later than the time and date identified in the Solicitation Timeline, Section 1- Introductory Materials and Solicitation Overview. The Agency requests emails with questions have the solicitation number “EOG-RFP-23-02” in the subject line.

The EOG will post answers to the properly submitted questions on the State of Florida Vendor Information Portal (https://vendor.myfloridamarketplace.com) under the posted solicitation number.

Each Respondent is responsible for monitoring the Vendor Information Portal for new or changing information. Respondents shall not contact any other employee of the EOG or the State of Florida for information with respect to this solicitation. The EOG shall not be bound by any verbal or written information not contained within the solicitation document(s) or formally noticed and issued by the Procurement Officer through the Vendor Information Portal. Questions to the Procurement Officer or any other EOG or State of Florida employee shall not constitute formal protest of the specifications or of the solicitation, a process that is addressed in (PUR1001), Number 20, Protests.

2.7 Amendments/Addendums to the Solicitation Documents

The EOG shall post amendments or addenda, if any, to the solicitation documents on the Vendor Information Portal referenced above under the posted solicitation number. Each Respondent is responsible for monitoring the Vendor Information Portal for new or changing information.

https://vendor.myfloridamarketplace.com/

2.8 Proposal Format

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s proposal. Excessive information may operate to a Respondent’s disadvantage. Pages must be numbered, in a logical, consistent fashion, consecutively from page one to the last page of the response including appendices or attachments. Additional informational materials, brochures, etc. must be expressly incorporated into the proposal. The physical proposal should not exceed standard letter size, bound with a durable cover and consisting of the sections as listed in 2.9 Proposal Structure and Content.

2.9 Proposal Structure and Content

To be determined responsive, the proposal must contain the documents specified and meet the minimum requirements of this solicitation document. Each Respondent must review and account for the required terms and conditions contained in the solicitation document(s). Any proposal determined to be non-responsive will be disqualified. Each Respondent may only submit one proposal. The EOG reserves the right to reject any and all proposals if the EOG determines such action is in the best interest of the State.

Each Respondent must limit its proposal to no more than the page limits specified below. If a response exceeds the specified page limits, pages up to and including the maximum number of pages will be considered for evaluation but subsequent pages will not be evaluated.

A. Technical Proposal

Tab A - Respondent Submittal and Certification Form; any additional documentation: Failure to include the requirements of this section may disqualify a proposal from consideration as non-responsive.

1. Respondent Submittal and Certification Form: An original Attachment C, Respondent Submittal and Certification Form, must be completed and submitted with the original signature of a named employee having the authority to bind the Respondent to the terms and conditions of the solicitation.

The signing authority and an alternate shall be available to be contacted by telephone and attend meetings regarding the solicitation, if necessary. Documentation of the named individual having the authority to bind the Respondent shall be included in this Tab. Failure to include the original Respondent Submittal and Certification Form or submitting an incomplete form may result in the proposal being determined non-responsive.

2. The following additional information must be provided in Tab A:

a. MyFlorida Marketplace (MFMP) current registration: All vendors not registered with the State of Florida, shall go to http:// myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration. The EOG will contract only with vendors properly registered in MFMP.

b. State of Florida Substitute IRS Form W-9: The EOG will contract only with vendors fully compliant with the Florida Chief Financial Officer requirements. The MFMP registration record may be used to document this requirement.

c. Authorization to Do Business in Florida: All Florida entities must be registered with Florida Department of State, Division of Corporations, http://sunbiz.org. In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, Florida Statutes, out-of state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do http://sunbiz.org/ business in the State of Florida. The appropriate authorization should be obtained by the proposal due date and time, but in any case, must be obtained and a Certificate of Status provided to the Agency prior to finalizing any contract resulting from this solicitation. (Florida Agency of State, Division of Corporations, http://sunbiz.org)

d. Professional Licensing: If the good or service being provided requires that individuals be licensed, such license(s) must be obtained and documentation provided to the Agency prior to finalizing any contract resulting from this solicitation.

e. Vendor Preference(s): If the Respondent qualifies under Florida law for preferential consideration under defined circumstances, documentation must be included in Tab A and provided to the Agency. For example, see infra Section 2.14 Tie Proposals.

f. Performance Bond: The Respondent must include current letter from a surety company or bonding agent authorized to do business in the state of Florida and written on company letterhead, to document the Respondent’s present ability to obtain a Performance Bond in the full amount of the proposal. Failure by the Respondent to provide this letter with its proposal will constitute a non-responsive determination for its proposal. Proposals found to be non-responsive will not be considered.

g. Attachment D - Certification of Drug-Free Workplace

h. Attachment J – Vendor Certification Form

Tab B – Executive Summary, Experience & References (maximum length of 10 pages):

The Respondent must include evidence of its capability to meet the specifications for this solicitation by describing its organizational background and experience. The proposal content must include, at a minimum:

a. Executive Summary The Executive Summary must be written in nontechnical language to summarize the Respondent’s overall capabilities and approaches for accomplishing the services specified herein.

b. References Using Attachment I, Work References Form, Respondents must provide at least three separate and verifiable references of other organizations, public or private, demonstrating successful implementation of similar projects in size and technology. Compare the project completed for the reference organization to the specifications of this solicitation document including, but not limited to, the extent and timeline, successful project implementations, successful data migration projects, etc. Provide the identity of the clients with the name, telephone number, and email address of the principal contact. Cite any important similarities or differences between the projects completed for the references and the requirements sought by this solicitation. The EOG reserves the right to determine in its sole discretion whether the Procurement Officer directly contacts any provided reference.

http://sunbiz.org/

c. Subcontractors Identify by name any proposed subcontractor and describe in detail its specific role. State the overall percentage of the services described in this solicitation to be performed by subcontractors. Proposed subcontractors must also be identified on Attachment E, Subcontracting Form. All Respondents must supply written proof of subcontractor commitments for this solicitation. The subcontractor commitment must be on the subcontractor’s letterhead, stating the entity’s agreement to provide the specified services to the Respondent’s organization. In addition, subcontractor qualifications must be provided.

Tab C – Respondent’s Management Plan (maximum length of 40 pages):

The Respondent must provide a management plan which should describe administration, management and key personnel.

a. Administration and Management The Respondent must include a description of the organizational structure and management style established and the methodology to be used to control costs, ensure services reliability and maintain schedules; as well as the means of coordination and communication between the organization and the Agency.

b. Identification and Qualifications of Key Personnel The Respondent must provide the names and qualifications of key personnel on the Respondent's team, as well as a resume for each individual proposed and a description of the functions and responsibilities of each key person relative to the task to be performed. The approximate percent of time to be devoted exclusively for this project and to the assigned tasks should also be indicated.

Tab D – Respondent’s Technical Plan (maximum length of 40 pages):

The Respondent must provide a technical plan which should explain their technical approach, , and prior relevant experience.

a. Technical Approach The Respondent must explain the approach, capabilities, and means to be used in accomplishing the tasks in Attachment A, Scope of Services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed.

b. Prior Relevant Experience The Respondent must provide a summary, with description, date, and location of the prior relevant experience they have acquired in providing/performing this work.

c. Deliverables and Milestones The Respondent must provide proposed deliverables/milestones and a proposed timeline associated with those deliverables and milestones. The proposed deliverables and milestones must incorporate the Agency’s deliverables listed in Attachment A, Scope of Services.

d. Scope of Services Requirements The Respondent must comply with the requirements listed in Section 3.0, Proposals, of Attachment A, Scope of Services in their technical plan.

e. Service Level Agreement The Respondent must provide a SLA with the requirements listed within Attachment A, Scope of Services.

B. Cost Sheet (see also 2.10 Proposal Submittal)

The State of Florida requires pricing to be for identifiable and measurable milestones.

To that end, each milestone is required and must be submitted using Attachment B, Cost Sheet.

Respondents who do not submit pricing for each milestone will be found non-responsive. Payment will be made pursuant to the terms contained in the Agreement.

2.10 Proposal Submittal

Proposals must be submitted in sealed packaging by the date and time identified in Section 1 - Introductory Materials and Solicitation Overview. Each response must be packaged in two separate parts: a. Technical Proposal and, b. Cost Sheet. Each Respondent’s Technical Proposal sealed package must be clearly marked on the outside with “EOG-RFP-23-02 Technical Proposal”. Each Respondent’s Cost Sheet must be packaged separate from the Technical Proposal, contain only the cost information and be clearly marked on the outside as “EOG-RFP-23-02 Cost Sheet”.

A. Each Respondent must submit:

Each item below can be sent in the same box. Please clearly label each item.

1. one original (paper) sealed Proposal with ten (10) paper copies keeping the Technical Proposal and Cost Sheet clearly identified and separate.

2. one flash (thumb) drive containing only the following:

a. one (1) scanned copy of the entire original Technical Proposal saved as a PDF (Adobe Acrobat) with a clearly identifiable file title or document name;

b. one (1) scanned copy of the entire original Cost Sheet saved as a PDF (Adobe Acrobat) with a clearly identifiable file title or document name;

c. if applicable, one (1) redacted scanned copy of the original Technical Proposal saved as a PDF (Adobe Acrobat) with the same clearly identifiable file or document name with REDACTED inserted; and

d. if applicable, one (1) redacted scanned copy of the original Cost Sheet saved as a PDF (Adobe Acrobat) with the same clearly identifiable file or document name with REDACTED inserted.

B. Each respondent is responsible for ensuring that all proposal documents are timely received and delivered in the proper place. To be considered, SEALED RESPONSES MUST BE RECEIVED NO LATER THAN THE DATE AND TIME AND AT THE SPECIFIED LOCATION listed in Section 1 - Introductory Materials and Solicitation Overview. The EOG shall not consider responses submitted only by electronic means or after the stated deadline irrespective of location.

C. No conditions may be applied to any aspect of the RFP by the Respondent. Any conditions placed on any aspect of the proposal documents by the Respondent may result in the proposal being rejected as a conditional proposal (see “Determination of Responsiveness”). The Respondent objects to and should not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a Respondent’s response. In submitting its response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written Addenda issued by the Agency.

2.11 Public Records

The following supplements Instructions to Respondents (PUR 1001), number 19. Public Records.

If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to chapter 119, F.S., the Florida Constitution or other authority, the Respondent must mark the document as “Confidential” and simultaneously provide the agency with a separate redacted copy of its response 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 shall contain the agency’s solicitation name, number, and the Respondent’s name on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims is confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to chapter 119, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the agency will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the agency will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119, or other applicable law. If the agency becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the agency shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a proposal, the Respondent agrees to protect, defend, and indemnify the agency for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the agency is authorized to produce the entire documents, data, or records submitted to the agency in answer to a public records request for these records.

2.12 Scrutinized Companies and Business Operations

Any contract resulting from this solicitation will be subject to termination, civil penalties and civil action if the Agency determines the Successful Respondent submitted a false certification, of its compliance with section 287.135, Florida Statutes, as applicable to the specific contract:

A. Any dollar amount: for a contract of any amount at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the Respondent certifies it is not on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Isr B. One million dollars or more: for a contract of one million dollars or more at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the Respondent certifies it is not 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, Florida Statutes; or is engaged in business operations in Cuba or Syria.

2.13 Scoring and Evaluation

The EOG reserves the right to reject any or all proposals received, or cancel this solicitation, if determined by the EOG to be in the best interest of the State of Florida. The EOG shall evaluate proposals deemed to be responsive. There is a total of 10 points available: 9 maximum points for the Technical Proposal and 1 maximum points for Cost. The Technical Proposal will be reviewed and scored by at least three independent evaluators following the points assigned to each component below and the evaluation described in Attachment G – Technical Proposal Instructions and Evaluation Criteria.

The Cost Sheet will be separately evaluated by the Procurement Officer as described below. The Procurement Officer will compile the points assigned by each evaluator for each Technical Proposal and calculate the average score for each Technical Proposal. Each Respondents’ Cost points will be added to the Technical Proposal average score for a total combined score. The EOG anticipates awarding the RFP, if any award is made, to the Respondent with the total highest combined score.

A. Determination of Responsiveness (no points): Proposals submitted for this solicitation will be initially reviewed to determine responsiveness. The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Respondents whose Proposals, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as not responsible. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible. The Agency reserves the right to make a responsiveness determination at any time during the solicitation process, including, but not limited to, during the evaluation phase.

In this solicitation, the words “should” or “may” indicate desirable attributes or conditions but are permissive in nature. Where language indicates that the attribute or condition is mandatory, the Agency still reserves the right to waive any minor irregularity if the Agency determines that it is in the best interest of the State to do so.

https://www.flsenate.gov/Laws/Statutes/2022/215.4725 https://www.flsenate.gov/Laws/Statutes/2022/215.473

A deviation from a requirement or condition is material if, in the Agency’s discretion, it provides a substantial advantage to one Respondent over another or has a potentially significant effect on the quality of the Proposal or on the cost to the State.

All proposals must be typed or printed in ink. ALL determinations of responsiveness will be the responsibility of the EOG Procurement Office.

1. Proposals failing to comply with the following minimum requirements will be disqualified as non-responsive and not eligible for award.

a. The submitted proposal is not received in the specific receipt location on or before the date and time stated in Solicitation Timeline, Section 1 – Introductory Materials and Solicitation Overview.

2. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures.

3. Proposals may be rejected if more than one proposal is received from a Respondent. Such duplicate interest may cause the rejection of all proposals in which such Respondent has participated. Subcontractors may appear in more than one proposal.

4. Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Respondents, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the Discriminatory Vendor List, Suspended Vendor List, or Antitrust Violator Vendor List.

Respondents whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non-responsible. The Agency reserves the right to determine which proposals meet the requirements of this solicitation, and which Respondents are responsive and responsible. If the Agency decides to reject all Responses at any time during the solicitation, the Agency will post a notice to that effect on the VIP.

B. Technical Proposal (Maximum of 9 points): The content of the responsive Technical Proposals will be scored by each independent evaluator based on the documentation submitted to identify and explain the Respondent’s proposed system and the capability to meet the requirements of the Technical Specifications. Such considerations may include, but aren’t limited to, the clarity of the proposal in reader friendly text and/or diagrams; the depth of explanation and demonstrated understanding of the Agency’s responsibilities and the identified requirements; and the length of time the Respondent has successfully operated and updated a similar proposed system of other organizations, public or private.

Tab B – Executive Summary, Experience and References (1 total point) Tab C – Respondent’s Management Plan (3 total points) Tab D – Respondent’s Technical Plan (5 total points)

Respondents will be scored 1-5 on the criteria outlined in Attachment G, Technical Proposal Instructions and Evaluation Criteria. A score between 1-5 will be assigned to each criteria listed in the scorecard.

The average score from each tab will be multiplied by their weight and then doubled. The Procurement Officer will average these scores together and determine the Respondent’s total score for each tab.

C. Cost (Maximum of 1 point): Cost (submitted separately) will be assigned a maximum of 1 point by the Procurement Officer. The Respondent with the lowest price will receive 1 point. The number of points assigned to each additional Respondent will be calculated using the following formula:

Lowest Price (divided by) Proposal Price (multiplied by) 1 point = Cost Points

D. Total Score: The Procurement Officer will tabulate and rank the scores based on the total combined score of the Technical Proposal and Cost.

2.14 Tie Proposals

Florida Statutes provide preferences for certain businesses when an agency is considering two or more bids, proposals, or replies for the procurement of commodities or contractual services determined to be equal with respect to all relevant considerations, including price, quality, and service. In those instances, the Agency must award such procurement or contract as follows:

A. in accordance with section 287.057(12), if two equal responses to a solicitation are received and one of the Respondents is a certified minority business enterprise, the agency must award to the certified minority business enterprise;

B. in accordance with section 295.187(4)(a), where two or more proposals are equal with respect to all relevant considerations, including price, quality, and service, and at least one is from a certified veteran business enterprise, the agency must award to the certified veteran business;

C. in accordance with section 295.187(4)(b), “if a veteran business enterprise entitled to the vendor preference under this section [295.187] and one or more businesses entitled to this preference or another vendor 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 state agency shall award the procurement or contract to the business having the smallest net worth;” and

D. in accordance with section 287.087, “whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference” (Respondent’s must complete and submit Attachment D, Certification of Drug-Free Workplace, to be considered for such preference).

2.15 Proposal Contents

All documentation produced as part of a response to this solicitation will become the exclusive property of the EOG and may not be removed by the Respondent or its agents. All submitted proposals and materials shall become the property of the EOG and shall not be returned to the Respondent.

2.16 Cooperation with Inspector General

The following supplements Section 4 – General Contract Conditions.

Pursuant to section 20.055(5), Florida Statues, the Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing.

2.17 Diversity in Contracting

The State of Florida is dedicated to fostering the continued development and economic growth of minority-, veteran- and women-owned businesses. Participation of a diverse group of Respondents seeking to doing business with the State of Florida is central to the agency’s effort. To this end, minority-, veteran- and women-owned businesses are encouraged to participate in the State’s competitive procurement process. To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Agency of Management Services at (850) 487-0915, or access their MBE directory on the Internet at:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd.

2.18 Terms and Conditions

A. General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1000 form where the two are in conflict.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

B. General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1001 form where the two are in conflict.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001 https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

2.19 Order of Precedence

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, will have the following order of precedence listed:

This Solicitation Scope of Services (including it’s Exhibit A and B)

Cost Sheet Draft Contract

Technical Proposal Instructions and Evaluation Criteria (including the Evaluator Scorecard) Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introductory Materials and Solicitation Overview Section All other RFP attachments

2.20 Performance Bond

The Successful Respondent must provide the Agency with a Performance Bond in the full amount of the proposal. The Performance Bond must be provided by a surety company authorized to do business in the State of Florida. The Performance Bond must be executed and furnished to the Agency prior to contract execution and no later than ten (10) days after the date the notice of intent to award is posted.

Failure to provide the required Performance Bond to the Agency within the aforementioned timeframe may void the Intended Award’s Proposal and the Agency may proceed in contracting with the next responsive and responsible Respondent.

The Respondent must submit, with its proposal, a current letter from a surety company or bonding agent authorized to do business in the state of Florida and written on company letterhead, to document the Respondent’s present ability to obtain a Performance Bond in the full amount of the proposal. Failure by the Respondent to provide this letter with its proposal will constitute a non-responsive determination for its proposal. Proposals found to be non-responsive will not be considered.

2.21 Costs Incurred in Responding

This Request for Proposal does not commit the EOG or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

2.22 Reservation of Right to Award

The Agency reserves the right to award a Contract to the next responsible and responsive Respondent that submits the Proposal with the next highest total final score that is determined to be the most advantageous to the State if the Agency cannot execute a Contract with a Respondent previously awarded a Contract.

2.23 Modification or Withdrawal of Reply

Respondents may modify submitted proposals at any time prior to the proposal due date. Requests for modification of a submitted proposal shall be in writing and must be signed by an authorized signatory of the proposer. Upon receipt and acceptance of such a request, the proposal will be maintained by the Agency and not considered unless resubmitted by the due date and time. Respondents may also send a change in a sealed envelope to be opened at the same time as the proposal. The RFP number, due date and time should appear on the envelope of the modified proposal.

2.24 Pre-Proposal Meeting

The Agency will convene a meeting to provide an open forum for the Agency to review the Scope of Services for this Request for Proposal (RFP) and respond to questions from potential proposers regarding the scope of services, RFP requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, affect the work to be performed. The Pre- Proposal Meeting will be held at the date, time and location in the Timeline. Any changes the Agency wishes to make to the RFP or its attachments resulting from the pre-proposal meeting will be posted on the Vendor Information Portal. Prospective Respondent(s) must be screened through security to attend the Prep-Proposal meeting. Prospective Respopndent(s) will enter through security at the Capitol (400 S Monroe Street, Tallahassee, FL. 32399). Entrance to the Capitol is located in the courtyard of the Capitol behind the Historic Capitol. Once Prospective Respondent(s) pass security, they will take the staircase located to the left of security. The staircase will lead to the Cabinet Meeting Room which is where the Agency and Prospective Respondent(s) will meet. Prospective Respondent(s) will then be escorted to the Knott Building. If you have any questions about location or directions, please contact Katie Wagner, katie.wagner@eog.myflorida.com, 850-717-9210.

Attachment List Attachment A, Scope of Services Exhibit A, Business Requirements Exhibit B, Technical Overview Attachment B, Cost Sheet Attachment C, Respondent Submittal and Certification Form Attachment D, Certification of Drug-Free Workplace Attachment E, Subcontracting Form Attachment F, Draft Contract Attachment G, Technical Proposal Instructions and Evaluation Criteria Attachment H, Data Security Requirements Attachment I, Work References Form Attachment J, Vendor Certification Form mailto:katie.wagner@eog.myflorida.com

RFP CHECKLIST

(DOES NOT NEED TO BE RETURNED WITH YOUR PROPOSAL)

This Checklist is provided as a guideline, only, to assist Proposers in the preparation of their RFP response.

Included are some important matters that the proposer should check. This checklist is just a guideline, and is not intended to include all matters required by the RFP. Proposers are responsible to read and comply with the RFP in its entirety.

Check off each the following:

____ 1. The Cost Sheet has been completed and enclosed separately from the Technical Proposal in the RFP response, as specified in Section 2.10.

____ 2. The Federal Employers Identification Number or Social Security Number has been entered in the space provided on the Cost Sheet.

____ 3. Attachment C, Respondent Submittal & Certification form has been read, signed, and enclosed in the RFP response.

____ 4. Attachment D, Drug-Free Workplace Program Certification form has been read, signed, and enclosed in the RFP response, if applicable.

____ 5. Attachment E, Subcontracting form has been read, signed, and enclosed in the RFP response, if applicable.

____ 5. Attachment I, Work References form has been read, signed, and enclosed in the RFP response, if applicable.

____ 5. Attachment J, Vendor Certification form has been read, signed, and enclosed in the RFP response, if applicable.

____ 6. Attachment A, Scope of Services, has been thoroughly reviewed for compliance..

____ 7. The Technical Proposal (one (1) original and the specified number of copies) has been completed, as specified, and enclosed in the RFP response.

____ 8. A letter from a surety company to document your ability to obtain the required

Performance Bond, as per Section 2.20, is included in the Technical Proposal .

____ 9. The https://vendor.myfloridamarketplace.com/ website has been checked and any

Addendums posted have been reviewed.

____ 10. The RFP response must be received, at the location specified, on or before the Opening

Date and Time designated in the RFP.

https://vendor.myfloridamarketplace.com/