F1786197992_DCFITN2122005WorkforceDevelopment.pdf

DCF ITN 2122 005 1 of 58 (PMT-06-2021) Effective 6/24/2021

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

OFFICE OF SUBSTANCE ABUSE AND MENTAL HEALTH

OFFICE OF CHILD WELFARE

INVITATION TO NEGOTIATE

WORKFORCE DEVELOPMENT

DCF ITN 2122 005

Commodity Codes: 93141500, 80111504, 86000000, 86132000, 86132100, 86132101, 86132102, 86132201, 86141703

DCF ITN 2122 005 2 of 58

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

1.2 Term of the Agreement

1.3 Contact Person and Procurement Officer

1.4 Official Notices

1.5 Protests

SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

2.2 Limitations on Contacting Department Personnel and Others

2.3 Limitations During Negotiations

2.4 Timeline

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation

2.6 Written Questions and Department Answers

2.7 Receipt of Replies

2.8 Form PUR 1001

2.9 Department’s Discretion

SECTION 3. SPECIFICATIONS

3.1 Definitions

3.2 Minimum Programmatic Specifications

3.3 Minimum Financial Specifications

3.4 Composition of the Contract

3.5 Order of Precedence

3.6 Supporting Documentation

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.2 Contents of the Programmatic Reply

4.3 Content of the Financial Reply

4.4 Public Records and Trade Secrets

SECTION 5. THE SELECTION METHODOLOGY

5.1 Selection Criteria

5.2 Evaluation Phase Methodology

5.3 Notice of Intent to Award

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APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

APPENDIX II: VENDOR’S CERTIFICATIONS

APPENDIX III: QUESTION SUBMITTAL FORM

APPENDIX IV: SUBCONTRACTOR LIST

APPENDIX V: BUDGET SUMMARY AND DETAIL INSTRUCTIONS

APPENDIX VI: PROJECT BUDGET SUMMARY

APPENDIX VII: PROPOSED COST ALLOCATION PLAN

APPENDIX VIII: STANDARD CONTRACT PART 1

APPENDIX IX: STANDARD CONTRACT PART 2

APPENDIX X: FEDERAL GRANT COMPLIANCE INTRODUCTION

APPENDIX XI: SAMH COURSES AND WEBINARS

APPENDIX XII: OCW COURSES AND WEBINARS

APPENDIX XIII: EXECUTIVE COMPENSATION ANNUAL REPORT

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

The Department of Children and Families (Department), Office of Substance Abuse and Mental Health (SAMH) and Office of Child Welfare (OCW), are seeking a vendor capable of developing and maintaining a publicly available web-based Learning Management System (LMS) supporting multiple Department programs and developing course curricula relevant to behavioral health, child welfare, or other issues identified by the Department. These services aim to strengthen and develop a qualified workforce of social service professionals and Department staff throughout the state of Florida. Any person interested in participating must comply with the terms of this solicitation.

1.2 Term of the Agreement

The anticipated start date of the resulting contract is October 1, 2022. The anticipated duration of the contract is five years. Renewal, if any, shall comply with s. 287.057(13), F.S.

1.3 Contact Person and Procurement Officer

The sole contact point for communication (which will only be accepted in writing) regarding this solicitation is:

Michele Staffieri, Procurement Officer 2415 N. Monroe Street Suite 400, B-109 Tallahassee, FL 32303 The preferred means of contact is by Email: Michele.staffieri@myflfamilies.com

1.4 Official Notices

All notices, decisions, intended decisions, addenda (including Notices of Intent to Award), and other matters relating to this solicitation will be posted on the Department of Management Services (DMS) Vendor Bid System (VBS) located at: http://www.myflorida.com/apps/vbs/vbs_www.main_menu It is the responsibility of vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this solicitation. Posting on the VBS is the only official notice for determinations of timeliness of protests (see 1.5).

1.5 Protests

Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2), F.S., and Ch. 28-110, Florida Administrative Code (F.A.C.).

Failure to file a protest within the time prescribed in s. 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 Ch. 120, F.S.

Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

mailto:Michele.staffieri@myflfamilies.com http://www.myflorida.com/apps/vbs/vbs_www.main_menu mailto:Agency.Clerk@myflfamilies.com

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SECTION 2. SOLICITATION PROCESS

2.1 General Overview of the Process

The ITN process is divided into two phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department’s initial evaluation of replies. During the Evaluation Phase, replies from responsible and responsive vendors are eligible for evaluation. The Department will then select one or more vendors within the competitive range to participate in negotiations.

During the Negotiation Phase, the Department may request revised replies and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of its intended decision. If a contract is awarded, the notice will identify the vendor(s) selected.

By submitting a reply, the vendor agrees to each of the certifications listed in this solicitation, unless otherwise indicated. The Department may request vendor presentations.

2.2 Limitations on Contacting Department Personnel and Others Vendors 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 approved 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 reply.

2.3 Limitations During Negotiations

During the Negotiation Phase of this ITN, communication between the members of the prospective vendor’s negotiations team and the Department’s negotiation team is permissible, but only during recorded negotiation sessions.

2.4 Timeline

Activity Date Time Address Section Reference

Solicitation advertised and released on VBS: 3/11/22 N/A VBS Electronic Posting site:

http://myflorida.com/apps/vbs/vbs_www.main_menu 1.4

Written questions must be received by: 4/5/22 3:00 pm See Section 1.3 2.6

Department’s response to questions:

4/14/22 N/A VBS Electronic Posting site:

http://myflorida.com/apps/vbs/vbs_www.main_menu 2.6

Sealed reply must be received by the Department:

5/5/22 3:00 pm See Section 1.3 2.7.1

*Reply opening: 5/5/22 3:30 pm

Please join meeting from your computer, tablet or smartphone.

https://www.gotomeet.me/SolicitationAdministration

You can also dial in using your phone.

United States (Toll Free): 1 866 899 4679 United States: +1 (571) 317-3116

Access Code: 687-621-357

2.7.3 http://myflorida.com/apps/vbs/vbs_www.main_menu http://myflorida.com/apps/vbs/vbs_www.main_menu https://www.gotomeet.me/SolicitationAdministration tel:+18668994679,,687621357 tel:+15713173116,,687621357

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Activity Date Time Address Section Reference

Anticipated Posting of intended contract award:

8/30/22 N/A VBS Electronic Posting site:

http://myflorida.com/apps/vbs/vbs_www.main_menu 5.4.4

Anticipated Effective date of contract: October 1, 2022 N/A N/A 1.2

*All meetings noted with an asterisk (*) are public meetings.

2.5 Woman--, Veteran--, and Minority-owned Small Businesses Participation Woman--, Veteran--, and Minority-owned Small Businesses are encouraged to participate in any scheduled conferences, conference calls, or pre-solicitation meetings. All vendors shall be accorded fair and equal treatment.

For questions about registering to identify your Small Business as a Woman--, Veteran--, or Minority-owned Small Businesses visit: https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

2.6 Written Questions and Department Answers

Vendor questions for which binding Department answers are desired must be addressed as permitted in Section 1.3, using the template provided in APPENDIX III, and received by the Procurement Officer on or before the dates and time specified in Section 2.4.

2.7 Receipt of Replies

2.7.1 Reply Deadline

Replies must be received by the Procurement Officer no later than the date and time and at the address provided in Section 2.4. Vendors are exclusively responsible for timely delivery of replies to the Procurement Officer. At the sole discretion of the Department, any replies that are not received by the specified date and time, may be not be evaluated. The transmittal to the Department’s contact person remains the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the prospective vendor. See Section 4.1 for detailed instructions for submission.

2.7.2 Reply Withdrawal and Amendment

Vendors may withdraw, or withdraw and replace, previously submitted sealed replies on or before the date and time specified for sealed replies to be received by the Department.

2.7.3 Binding Reply

Vendors are bound by their replies until the latter of 60 calendar days after the reply opening or the closing of all opportunities for protest or appeal.

2.7.4 Cost of Preparation of Reply

The Department will not pay any costs incurred in responding to this solicitation.

2.8 Form PUR 1001

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf.

http://myflorida.com/apps/vbs/vbs_www.main_menu https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

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2.9 Department’s Discretion

The Department may:

2.9.1 Determine whether a vendor is responsible, as defined in s. 287.012, F.S.

2.9.2 Waive minor irregularities when doing so would be in the best interest of the State of Florida.

2.9.3 Withdraw the solicitation or reject all replies at any time.

2.9.4 Select more than one vendor for the commodities and contractual services encompassed by this solicitation.

2.9.5 Withdraw or amend its Notice of Award.

2.9.6 Award contract(s) for a reduced scope of the commodities and contractual services encompassed by this solicitation.

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SECTION 3. SPECIFICATIONS

3.1 Definitions

3.1.1 Behavioral Health

As defined by s. 394.9082(2)(a), F.S.

3.1.2 Continuing Education Credit

A training activity that meets the requirements of a licensure or certification authority for ongoing professional education required for renewal of a credential. This term includes the profession-specific designations of Continuing Education Unit, Contact Hour and Clock Hour.

3.1.3 Learning Management System (LMS)

A software application or web-based technology used to host, deliver, archive, track and assess online learning.

3.1.4 Uptime

The time during which the LMS is operational and able to provide functionality for all system users, excluding scheduled system maintenance and downtime.

3.2 Minimum Programmatic Specifications

The selected vendor shall perform the tasks outlined in the Department’s Standard Contract Part 1 And Part 2 (APPENDIX VIII and APPENDIX IX) in accordance with all terms therein.

3.3 Minimum Financial Specifications

3.3.1 Funding Sources

Funding for these services is provided by the Substance Abuse Prevention and Treatment Block Grant and Title IV-E.

3.3.2 Allowable Costs

All proposed costs must be in accordance with the Department of Financial Services Reference Guide for State Expenditures, which may be located at:

www.myfloridacfo.com/Division/AA/Manuals/documents/ReferenceGuideforStateExpenditures.pdf

3.3.3 No Cost-of-Living Increases

The Department does not fund cost-of-living increases.

3.3.4 Expenditure Report

The successful vendor will be required to submit a quarterly detailed report documenting the actual expenditure of funds provided by the Department, using form CF-MH 1037, Actual Expenses and Revenues Schedule (available in Section 3.6). The expenditure report may be used to negotiate payment in any contract renewal, or to amend contract rates. If the expenditure report identifies unearned income at the end of the third quarter of any state fiscal year, a justification and explanation with assurance of reconciliation with the final invoice must be submitted to the Department for approval. If the Department does not approve the justification and explanation, the funds must be returned to the Department forthwith.

3.3.5 Administrative Costs

Administrative Costs, including any indirect costs that are administrative in nature, must not exceed ten percent (10%) of the total operating costs of the proposed program budget.

http://www.myfloridacfo.com/Division/AA/Manuals/documents/ReferenceGuideforStateExpenditures.pdf

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3.3.6 Financial Consequences

In addition to the terms and conditions stated in the Department’s Standard Contract Part 1 (APPENDIX VIII) and pursuant to s. 215.971, F.S., the Department’s financial consequences shall apply for failure to perform the minimum level of service required.

3.4 Composition of the Contract

The contract awarded as a result of this solicitation will be composed of:

3.4.1 Department’s Standard Contract

The Department’s Standard Contract Part 1 (APPENDIX VIII) contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s Standard Contract Part 2 (APPENDIX IX) contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 Form PUR 1000

Form PUR 1000 is incorporated by reference into the Department’s Standard Contract. In the event of any conflict between Form PUR 1000 and this solicitation, the terms of this solicitation shall take precedence over Form PUR 1000, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1000 shall take precedence. Form PUR 1000 is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purch asing_pur_forms

3.4.3 Other Attachments or Exhibits

All other attachments and exhibits to the contract referenced in this solicitation shall also be part of the resulting contract, if any.

3.4.4 Vendor Reply

The vendor’s reply and any additional submittals, if incorporated into or attached to the contract.

3.5 Order of Precedence

In the event of conflict within any two or more documents within the contract documents listed in Section 3.4, the earlier listed document shall control (e.g., 3.4.2. will control over 3.4.3).

3.6 Supporting Documentation

This table lists the supporting documentation and the associated link to download the supporting documentation.

Subject Description Link

Security of Data and Information Technology Resources CFOP 50-2 https://www.myflfamilies.com/admin/publications/cfops/CFOP%2005 0-xx%20Systems%20Management/CFOP%2050- 02,%20Security%20of%20Data%20and%20Information%20Technol ogy%20Resources.pdf

Actual Expenses and Revenues Schedule CF-MH 1037 https://eds.myflfamilies.com/DCFFormsInternet/Search/DCFFormSe arch.aspx https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

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SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.1.1 Electronic Submission

All replies must be submitted by electronic means. Electronic submission of the reply (including all required documents) must be in PDF format as an attachment to an email sent to the Procurement Officer’s email address provided in Section 1.3. The software used to produce the electronic file must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the proposal utilizing Adobe Acrobat.

If the vendor considers any part of the document to be trade secret, the submission must include a separate electronic file in accordance with Section 4.4.

In the event the electronic file attachment is too large to be submitted in a single email, the vendor may utilize multiple emails so long as all required documents are delivered to the Procurement Officer by or before the date and time specified in Section 2.4. The Department can allow up to 100 MB for incoming attachments. The vendor email system must also allow for a 100 MB attachment. Zipping attachments will reduce file sizes.

4.1.2 Reply Format

Proposals must be single-spaced on 8 1/2” x 11” format. Pages must be numbered in a logical, consistent fashion. Figures, charts, and tables should be numbered and referenced by number in the text. The proposal must be submitted in accordance with Section 4.2 and Section 4.3.

4.2 Contents of the Programmatic Reply

4.2.1 Title Page

The first page of the programmatic reply shall be a Title Page that contains the following information:

4.2.1.1 Title of reply.

4.2.1.2 Solicitation number.

4.2.1.3 Vendor’s name and federal tax identification number.

4.2.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the reply.

4.2.2 TAB 1: TABLE OF CONTENTS

The reply must contain a table clearly demonstrating the order of the material and associated page number(s).

4.2.3 TAB 2: SPECIFICATIONS

Specifications for this solicitation:

4.2.3.1 Signature Authority

Include a signed Certificate of Signature Authority (APPENDIX I), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the reply, and its statements and certifications, is authorized to make such representations and to bind the vendor.

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4.2.3.2 Vendor Certifications

Include the Vendor Certifications form (APPENDIX II) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and with “true” checked next to each of the Certifications (a) through (f).

4.2.4 TAB 3: EXECUTIVE OVERVIEW (Limited to 3 pages)

Provide a brief executive overview demonstrating an understanding of the solicitation purpose and the needs specified in this solicitation. The Executive Overview includes a brief description of the vendor’s organization, leadership credentials, approach for Scope of Work services, management of Performance Specifications, and means of completing Deliverables.

4.2.4.1 Vendor Corporate Information

4.2.4.1.1 Describe the vendor’s approach and philosophy, including mission statement, core values, and vision.

4.2.4.1.2 Describe the vendor’s organization and governance structure, depicting clear lines of authority including corporate affiliations, how the structure represents a lean, efficient, and effective administrative model, the experience and achievements in developing a governance model is designed to avoid conflicts of interest.

4.2.4.1.3 Provide the requested information below which will demonstrate the vendor’s and subcontractor(s)' ability to successfully complete the work described in this solicitation and its appendices, attachments, exhibits, and referenced supporting documentation. The vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

4.2.4.2 Subcontractor Information

Describe all proposed subcontracts, or the plan and approach to identify, recruit and retain subcontractors, and what services they will provide and submit a completed Subcontractor List (APPENDIX IV) for each proposed subcontractor.

4.2.5 TAB 4: CORE TEAM QUALIFICATIONS (Limited to 5 pages)

4.2.5.1 Describe the qualifications and credentials of the vendor’s leadership team with an explanation of why the team is qualified to lead the organization in meeting the needs of this ITN.

The reply may include résumés for key leadership personnel as supporting documentation, in accordance with Section 4.2.7, describing their work experience, education, and training as it relates to the requirements of this ITN and the Department’s Standard Contract Part 1 (APPENDIX VIII) and Part 2 (APPENDIX IX).

4.2.5.2 Describe the vendor’s operational approach to the recruitment, training, supervision, and retention of qualified personnel as described in the Department’s Standard Contract Part 1 (APPENDIX VIII) and Part 2 (APPENDIX IX). The reply should address all applicable personnel grievance and conflict resolution practices. Explain how the vendor’s organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly. Describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

4.2.6 TAB 5: SERVICES APPROACH AND SOLUTION (Limited to 25 pages) Describe the vendor’s capacity and approach to providing a web-based system meeting the minimum specifications outlined in Section 3.2. To facilitate the evaluation process, the reply should address and be formatted in a way that is clearly delineated for each of the specifications outlined in Section 3.2, as follows:

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4.2.6.1 Learning Management System (LMS) Specifications

Provide an overview of the system’s current or proposed specifications, capacity and capabilities, and describe how the system will be customized to meet or exceed the minimum specifications outlined in Standard Contract Part 2 (APPENDIX IX), Section C-1.1. Provide a timeline detailing the steps necessary for customization and proposed completion dates. Describe and demonstrate why the proposed system represents the best option for the Department.

The vendor may include any value-added innovations related to the approach and services beyond those outlined in Standard Contract Part 2 (APPENDIX IX), Section C-1.1 that may offer additional benefits to the Department. Although the Department has provided minimum specifications in Standard Contract Part 2 (APPENDIX IX), Section C-1.1, these are not intended to limit the vendor’s innovations or creativity. Innovative ideas, improved service offerings, new concepts and partnership arrangements other than those presented in this ITN will be considered.

For example, these might include special services, offer costs or shared savings, discounts or terms and conditions specific to each vendor. Additional costs or shared savings associated with value added services or innovative ideas may be referenced in the reply, and any financial details should be included in the Financial Reply.

4.2.6.2 Administration

Describe the vendor’s experience and approach to managing the administrative tasks specified in Section 3.2.3, including:

4.2.6.2.1 Resource Materials and Curriculum Development

Describe the vendor’s experience and approach to developing resource materials and curricula similar to those specified in Standard Contract Part 2 (APPENDIX IX), Section C-1.3. Include a description of how the vendor proposes to identify and obtain the services of subject matter experts. Anticipated costs may be referenced in this section but must be detailed in the vendor’s Financial Reply.

4.2.6.2.2 Continuing Education Units (CEU)

Describe the vendor’s experience managing the CEU process, including a description of how the vendor will ensure courses qualify for issuance of CEUs, verify course completion and timeline for issuing CEU certificates.

4.2.6.2.3 Technical Assistance

Describe the vendor’s approach to providing technical assistance to users and the Department, including the manner in which users may contact the vendor, response time for issue resolution, an overview of the vendor’s proposed process for tracking and documenting all technical assistance activities provided, and a satisfaction survey to determine system user satisfaction and effectiveness of the support provided.

4.2.6.2.4 System Maintenance, Modifications and Enhancements

Describe the vendor’s approach to ensuring the usability and reliability of the LMS by performing regular system updates to enhance the quality of the system or otherwise improve the usability or accessibility of the system, as specified in Standard Contract Part 2 (APPENDIX IX), Section C-1.6. Provide a detailed description of how the vendor will ensure these functions are provided in a timely manner, at no additional cost to the Department.

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4.2.6.2.5 Data Analysis

Describe the vendor’s capacity and approach to provide a comprehensive analysis of completed surveys, evaluations and quizzes and how the vendor will utilize the results to make recommendations for improvements to enhance user experience and knowledge, as specified in Standard Contract Part 2 (APPENDIX IX), Section C-1.5.

4.2.6.2.6 Performance Measures

Describe the vendor’s capacity to achieve the minimum performance measures specified in Standard Contract Part 2 (APPENDIX IX), Exhibit E. The reply must include justification for any proposed variation to the minimum percentages specified in Standard Contract Part 2 (APPENDIX IX), Exhibit E.

4.2.6.2.7 Reporting

Describe the vendor’s approach to development and submission of the various reports specified in Standard Contract Part 2 (APPENDIX IX), Section C-2.5, including recurring and ad hoc reports.

4.2.7 TAB 6: SUPPORTING DOCUMENTATION

Provide attachments, exhibits or any other supporting documentation referenced in the proposal, labeled and tabbed accordingly.

4.3 Content of the Financial Reply

4.3.1 Financial Reply Title Page

The first page of the financial reply shall be a Title Page that contains the following information:

4.3.1.1 Title of reply.

4.3.1.2 Solicitation number.

4.3.1.3 Vendor’s name and federal tax identification number.

4.3.1.4 Name, title, telephone number and address of person who can respond to inquiries regarding the reply.

4.3.2 TAB 1: TABLE OF CONTENTS

The reply must contain a table clearly demonstrating the order of the material and associated page number(s).

4.3.3 TAB 2: FINANCIAL INFORMATION

4.3.3.1 Financial Management

Describe the vendor’s current financial management and accounting systems, sufficient to demonstrate the vendor’s capability to track and report the expenditure of funds associated with the provision of services under the proposed contract.

4.3.3.2 Proposed Service Efficiencies and Re-investment

Provide information on how the vendor plans to develop efficiencies in the services being provided.

From this plan, the vendor shall show how the cost reduction or added services that are realized from these efficiencies will be re-invested into the required services.

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4.3.3.3 Ongoing Approach to Reduce Administrative Costs and Expand Services Describe the vendor’s ongoing approach to reduce administrative cost, without affecting the quality of the services.

4.3.4 TAB 3: BUDGET SUMMARY

Provide a line-item budget summary using the Project Budget Summary (APPENDIX VI) to demonstrate a summary of all proposed project costs for the entire proposed contract period and any potential renewal years (five-year contract plus five-year potential renewal). The budget totals should be based on the available funding projection and specifications in Section 3.3, and if different, the vendor must explain the differences.

4.3.5 TAB 4: BUDGET NARRATIVE

Provide a detailed list of all proposed project costs for the entire proposed contract period and any potential renewal years using the Budget Summary and Detail Instructions (APPENDIX V). The budget narrative must include the methodology used to calculate the total line-item cost, including the quantity of items to be funded, price per item and description of use.

4.3.6 TAB 5: SUPPORTING DOCUMENTATION

Provide attachments, exhibits or any other supporting documentation referenced in the proposal, labeled and tabbed accordingly.

4.4 Public Records and Trade Secrets

4.4.1 How to Claim Trade Secret Protection

If the vendor considers any portion of the documents, data or records submitted in its reply to be trade secret, as defined in s. 812.081(1)(c), F.S., and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the vendor must submit all such information in a separately bound document clearly labeled "Attachment to Reply, ITN No. – Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file and hardcopy documents must explain why the information in the document is a trade secret. This submission must be made no later than the reply submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the reply, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material. If the vendor considers any portion of a submission made after its reply to be trade secret the vendor must clearly label the submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).

4.4.2 Vendor’s Duty to Respond to Public Records Requests

In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound part of the vendor’s reply or other submissions labeled as “trade secret,” the vendor shall expeditiously provide the Department, or the public pursuant to ss.

119.0701(2), F.S., with a redacted version of the document(s) and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the vendor shall provide information correlating the nature of the claims to the redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the vendor fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.

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4.4.3 Department not Obligated to Defend Vendor Claims

The Department is not obligated to agree with or defend any vendor claim of exemption from inspection and copying under Florida’s Public Records Law. The vendor is responsible for defending such claims. Further, the vendor shall protect, defend, and indemnify, including attorney’s fees and costs, the Department for actions (including litigation initiated by the Department) arising from or relating to such claims.

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SECTION 5. THE SELECTION METHODOLOGY

The Department intends to award the contract to the responsible and responsive vendor(s) whose reply is determined, in writing, to be the best value to the state. The Department will award the contract based on a consideration of the relative importance of price and other evaluation criteria set forth in the solicitation. The Department may also make a determination as to whether to deem one or more vendors ineligible for award due to non-responsibility or non-responsiveness. The Department will electronically post the intent to award in accordance with s. 120.57(3)(a), F.S., and Rule 60A-1.021, F.A.C.

5.1 Selection Criteria

The following Selection Criteria shall apply for this ITN:

Criteria

• The vendor’s company structure, subcontractors, and experience and capability to deliver its proposed solution including the vendor performance providing services similar to the one specified in this solicitation.

• The skills and experience of the vendor’s leadership team, staff, and resources the vendor will use in implementing its solution.

• The vendor’s articulation of its solution and the ability of the solution to meet the requirements of this solicitation and provide additional value.

• The vendor’s financial management approach, proposed budget and related financial information.

The Department may consider any information that reflects upon a vendor’s capability to fully perform the contract requirements and demonstrates the level of integrity and reliability required to assure performance of the contract.

5.2 Evaluation Phase Methodology

All replies determined to be responsive will be evaluated using the process outlined below.

5.2.1 Programmatic Reply Scoring

The Department’s Evaluators will independently evaluate each Programmatic Reply in accordance with the following criteria:

Criteria Relative Value

Possible Points

1. Company Qualifications and Experience The vendor’s company structure, subcontractors and experience and capability to deliver its proposed solution including the vendor track record providing services similar to the ones specified in this solicitation.

12% 150

2. Core Team Qualifications The skills and prior relevant experience of the vendor’s leadership team, staff and resources the vendor will use in implementing its solution.

4% 50

3. Services Approach and Solution- Learning Management System The vendor’s articulation of its solution and the ability of the solution to meet the requirements of this solicitation and provide additional value regarding a Learning Management System, accessible to the public at no charge, via a Department-approved website.

44% 550

4. Services Approach and Solution- Administration The vendor’s articulation of its solution and the ability of the solution to meet the requirements of this solicitation and provide additional value regarding the administrative tasks specified Standard Contract Part 2 (APPENDIX IX), Section C-2.

TOTAL 100% 1,300

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5.2.2 Financial Reply Scoring

The Department’s Financial Evaluators will independently evaluate each Financial Reply in accordance with the following criteria:

Criteria Relative Value

Possible Points

The vendor’s financial management approach, including proposed service efficiencies and re-investment and ongoing approach to reduce administrative costs and expand services.

50% 100

The vendor’s proposed budget. 50% 100

TOTAL 100% 200

5.2.3 Total Score of Replies

The Procurement Officer will average the total programmatic point scores and the total financial point scores. The Procurement Officer will then add the programmatic reply points score to the financial reply points scores to obtain a total score. The Procurement Officer will use the total points to rank vendors. For example:

Vendor Raw Points Received Rank Company A 900 2 Company B 1000 1 Company C 800 3* Company D 750 5 Company E 800 3*

*In the event that multiple vendors have the same raw point score, the rank positions needed to cover those vendors are the same. Each vendor receives a rank of 3.

This ranking will serve as the recommended ranking of the Department’s Evaluators.

5.2.4 Report of the Procurement Officer

The Procurement Officer will report those replies deemed responsive and vendors deemed responsible. The report will include the ranking of vendor(s) recommended for negotiations.

5.2.5 Negotiation Phase Methodology

The Department may negotiate concurrently with any or all of the vendors it deems to be within the competitive range.

5.2.6 Supplemental Replies

The Department reserves the right to require vendors to submit a supplemental reply or other submission prior to conducting negotiations. Notice of such requirement will be posted on the VBS:

http://www.myflorida.com/apps/vbs/vbs_www.main_menu

5.2.7 Goal of Negotiations

The negotiation process is intended to enable the Department to determine which vendor presents the best value, whether and with whom it will contract, and to establish the principal terms and conditions of such contract.

http://www.myflorida.com/apps/vbs/vbs_www.main_menu

DCF ITN 2122 005 18 of 58

5.2.8 Other Department Rights During Negotiations

At any time during the negotiation process, the Department’s reserved rights include but are not limited to:

5.2.8.1 Schedule additional negotiating sessions with any or all vendor(s).

5.2.8.2 Require any or all vendor(s) to provide additional or revised replies and detailed written replies addressing specified topics.

5.2.8.3 Require any or all vendor(s) to provide a written best and final offer.

5.2.8.4 Require any or all vendor(s) to address services, prices, or conditions offered by any other vendor.

5.2.8.5 Pursue a contract with one or more vendor(s) for the services encompassed by this solicitation, any addenda thereto, and any request for additional or revised detailed written replies or request for best and final offers.

5.2.8.6 Pursue the division of contracts between vendor(s) by type of service or geographic area, or both.

5.2.8.7 Arrive at an agreement with any vendor, finalize principal contract terms with such vendor, and terminate negotiations with any or all other vendors, regardless of the status of or scheduled negotiations with such other vendor(s).

5.2.8.8 Discontinue further negotiations with any vendor.

5.2.8.9 Reopen negotiations with any vendor.

5.2.8.10 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 ITN.

5.2.9 Negotiation Meetings

5.2.9.1 Negotiations and negotiation strategy meetings are temporarily exempt public meetings pursuant to s. 286.0113(2), F.S.

5.2.9.2 The Department will record all meetings of the Department’s negotiation team.

5.3 Notice of Intent to Award

5.3.1 Negotiation Team Recommendation

The Department’s Negotiation Team will develop a recommendation as to the award that will provide the best value to the state based on the selection criteria set forth in Section 5.1. The Negotiation Team will conduct a public meeting to announce their recommendation before forwarding the recommendation to the Secretary, or the Secretary’s designee, for review.

5.3.2 Selection of Vendor(s)

The Secretary, or the Secretary’s designee, will then decide to whom the contract should be awarded under this ITN.

5.3.3 Reserved Rights

The Department reserves the right to:

5.3.3.1 Select one or more vendors for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written replies or request for best and final offers.

DCF ITN 2122 005 19 of 58

5.3.3.2 Divide the work among vendors by type of service or geographic area, or both.

5.3.3.3 Award contracts for less than the entire service area or less than all services encompassed by this solicitation, or both.

5.3.3.4 Cancel or withdraw the solicitation.

5.3.3.5 Reject all replies with or without the intent to resolicit.

5.3.4 Selection of Vendor(s), Decision to Reject All, or Cancel The Department will make a determination to award to the vendor(s), reject all replies, or cancel this procurement. The Department will notice, in writing, it’s decision on the VBS:

http://vbs.dms.state.fl.us/vbs/main_menu.

http://vbs.dms.state.fl.us/vbs/main_menu

DCF ITN 2122 005 20 of 58

APPENDIX I: CERTIFICATE OF SIGNATURE AUTHORITY

Check below and complete Section A or Section B Vendor is not a sole proprietorship (Complete Section A) Vendor is a sole proprietorship (Complete Section B)

Section A

I, ____________________ ____________ (name), hold the office or position of ____________________________________ (title) with__________________ (legal name of vendor) and have authority to make official representations by said vendor regarding its official records and hereby state that my examination of the vendor’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the vendor and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named vendor in response to DCF ITN 2122 005, and, in so doing, to bind the named vendor to the statements made therein.

Dated:

Signature:

Printed Name:

Title:

NOTE: In lieu of the above, the vendor may submit a corporate resolution or other duly executed certification issued in the vendor’s normal course of business to prove signature authority of the named Authorized Representative.

Section B

I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of vendor) and will be personally bound by the reply submitted in response to DCF ITN 2122 005.

Dated:

Signature:

Printed Name:

DCF ITN 2122 005 21 of 58

APPENDIX II: VENDOR’S CERTIFICATIONS

CERTIFICATIONS

MASTER CERTIFICATION

As the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of DCF ITN 2122 005 (the ITN), the facts regarding the reply submitted by the vendor in response to the ITN and the truth of each statement contained in Certifications (a) through (f) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated.

Check the applicable box next to the title to each certification:

True False

a. Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document

b. Statement of No Prohibited Involvement

c. Statement Non-Collusion

d. Certification Regarding Subcontractors

e. Certification Regarding Prior Contractual Obligations

f. Certification of Representations Per sections 287.133, and 287.134, F.S.

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

a. Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document By checking the “True” box in the Master Certification and signing the same, I hereby certify that the vendor’s reply submitted in response to the Department of Children and Families ITN is binding on the vendor in accordance with the terms of the ITN. If awarded any contract as a result of the ITN, the vendor will comply with the specifications, terms, and conditions stated in the ITN and the contract document.

b. Statement of No Prohibited Involvement By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract as described in ss. 287.057(17)(c), F.S., to perform a feasibility study of the potential implementation of a subsequent contract to support this project, participated in drafting of a solicitation for this specific project, or developed a program for future implementation of this project.

c. Statement of Non-Collusion By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the ITN as principals are named therein, that the reply is made without collusion with any other vendor.

d. Certification Regarding Subcontractors By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor’s agreement that by submitting a reply to this ITN, the vendor waives any exclusivity provision in its subcontractor agreements.

e. Certification Regarding Prior Contractual Obligations By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor has not:

(1) Failed to correct any unsatisfactory performance in a previous contract to the satisfaction of any Agency or eligible user;

(2) Had a contract terminated by any Agency or eligible user for cause; or

(3) Failed to sign a contract awarded by any Agency.

f. Certification of Representations Per Sections 287.042, 287.133 and 287.134, Florida Statutes By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor is not listed on the Suspended Vendors List maintained pursuant to Rule 60A-1.006, F.A.C., Convicted Vendors List created and maintained pursuant to s. 287.133, F.S., or on the Discriminatory Vendors List created and maintained pursuant to s. 287.134, F.S, and for Federal funds, not be listed on the governmentwide exclusions in the System for Award Management (SAM).

DCF ITN 2122 005 22 of 58

TIE BREAKING CERTIFICATIONS

Statutory Preferences When Awarding Contracts Various provisions of Chapters 287 and 295, F.S., provide qualifying vendors the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a vendor who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference. Completion of the certification is optional for qualifying vendors; however, a vendor waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply.

MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS

As the Authorized Representative of the vendor, ________________________________________ (legal name of vendor), I confirm that I have fully informed myself of all terms and conditions of DCF ITN 2122 005 (the ITN), the facts regarding the reply submitted by the vendor in response to the ITN and the truth of each statement contained in Certifications (g) through (k) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true.

Check the box next to the title to each certification that is true:

g. Certification of a Certified Minority Business Enterprise

h. Certification of a Certified Veteran Business Enterprise

i. Certification of a Florida Business

j. Certification of a Foreign Manufacturer with a Factory in Florida

k. Certification of a Drug Free Workplace The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.”

Signature of Authorized Representative:

Date:

g. Certification of a Certified Minority Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with s. 287.0943, F.S.

h. Certification of a Florida Certified Veteran Business Enterprise By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Veteran Business Enterprise in accordance with s. 295.187, F.S.

i. Certification of a Florida Business By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with s. 287.084, F.S.

j. Certification of a Foreign Manufacturer with a Factory in Florida By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with s. 287.092, F.S.

k. Certification of a Drug Free Workplace By checking the “True” box in the Master Certification and signing the same, I hereby certify the vendor currently maintains a drug-free workplace environment in accordance with s. 287.087, F.S., and will continue to promote this policy through implementation of that section.

CF Standard Integrated Contract 2019 23 Contract No. _____

APPENDIX III: QUESTION SUBMITTAL FORM

Each vendor may complete the form provided based on its questions relating to this ITN. The completed form shall be submitted in accordance with the instructions provided in Section 2.6 of the ITN. This form may be expanded as needed to facilitate response to this requirement.

Vendor Name: _______________________________

Question Number

ITN Section Number Question

Integrated Contract 2019 24 Contract No. _____

APPENDIX IV: SUBCONTRACTOR LIST

Submit the following information for each subcontractor who will perform work under any contract resulting from this solicitation. The vendor shall have determined, to its own complete satisfaction, that an identified subcontractor has been successfully engaged in the related subcontracted service(s) and is qualified to provide such service(s).

For each proposed subcontractor, provide the following information:

A. Subcontractor full legal name B. Business type C. Principal place of business D. Street Address, City, State, Zip Code E. Phone # F. FEIN # or Social Security Number if a FEIN is not required G. Country and state of incorporation H.