F792504770_DOH21001Final.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH21-001

REQUEST FOR PROPOSAL (RFP)

FOR

Florida SHOTS Promotional, Educational Material and Technical Assistance

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Phone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

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

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

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

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

Signature of Authorized Representative:

Printed (Typed) Name and Title:

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

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TABLE OF CONTENTS

SECTION 1.0: Introductory Materials

SECTION 2.0: Procurement Process, Schedule, & Constraints

SECTION 3.0: Instructions for Proposal Submittal

SECTION 4.0: Special Conditions

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

ATTACHMENT A: Scope of Services

ATTACHMENT B: Price Page

ATTACHMENT C: Prior Experience Reporting Form

ATTACHMENT D: Statement of Non-Collusion

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List……

ATTACHMENT F: Identical Tie Certification…………………………………………

ATTACHMENT G: Application, Data Security, and Confidentiality……………………….

ATTACHMENT H: Evaluation Criteria

ATTACHMENT I: HIPAA Business Associate Agreement …………………………………

ATTACHMENT J: Subcontractors List Form …………………………………………………

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SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The Florida Department of Health, through its Division of Disease Control and Health Protection, Bureau of Epidemiology, Immunization section (the Department) is requesting proposals to promote the use of Florida SHOTS by medical practices and other users in the state of Florida through product promotion, public relations campaigns, education, and online training. The contract also provides for the technical support and maintenance for FLShotusers.com

1.2. Legal Authority

Chapter 287, and section 381.003, Florida Statutes and Florida Administrative Code, Rule 64D-3.046.

1.3 Scope of Services

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

1.4 Incorporation by Reference

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

Pursuant to Rule 60A-1.002, Florida Administrative Code, the terms of this solicitation, which includes the Department’s Standard Contract, control in the event of a conflict between either the PUR1000 or the PUR1001, unless such conflicting term is required by Florida law.

1.5 Definitions

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

Business Days: Monday through Friday, excluding state holidays.

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

Calendar Days: All days, including weekends and holidays.

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

Department: The Department of Health; may be used interchangeably with DOH.

Minor Irregularity: As used in the context of this solicitation, indicates a variation from the RFP terms and conditions which does not affect the price of the Proposal, or give the

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Respondent an advantage or benefit not enjoyed by other Respondents, or does not adversely impact the interests of the Department.

Proposal: The complete written response of the Respondent to the RFP (technical and cost proposals), including properly completed forms, supporting documents, and attachments.

Respondent: The business entity that submits a proposal.

Provider: The successful Respondent awarded a contract by the Department in accordance with the terms of this RFP.

State: State of Florida.

Vendor Bid System (VBS): Refers to the State of Florida’s internet-based vendor information system, which is available at:

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

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

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SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE, & CONSTRAINTS

2.1 Procurement Officer

The Procurement Officer assigned to this solicitation is:

Florida Department of Health Attention: Sonja German 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: sonja.german@flhealth.gov

******ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE

SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL*************

2.2 Restrictions on Communications

Pursuant to section 287.057(23), Florida Statutes, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer listed in Section 2.1., above. Violation of this provision may be grounds for rejecting a Proposal.

2.3 Term

It is anticipated that the Contract resulting from this RFP will be for one-year period beginning April 1, 2022, or the Contract execution date whichever is later, subject to renewal as identified in Section 2.4. The Contract resulting from this RFP is contingent upon availability of funds.

2.4 Renewal

The Contract resulting from this solicitation may be renewed. Renewals may be made for no more than three years beyond the initial contract, or for the term of the original contract, whichever is longer. Renewals must be in writing, subject to the same terms and conditions set forth in the initial Contract and any written amendments signed by the parties. Renewals are contingent upon satisfactory fiscal and programmatic performance evaluations as determined by the Department and are subject to the availability of funds.

2.5 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released 3/3/2022 Posted to the Vendor Proposal System at:

http://vbs.dms.state.fl.us/vbs/main_menu mailto:sonja.german@flhealth.gov http://vbs.dms.state.fl.us/vbs/main_menu

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Questions Submitted in

Writing

Must be received

PRIOR TO:

3/10/2022 @ 4:30pm

Submit to: Florida Department of Health Central Purchasing Office

Attention: Sonja German Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: sonja.german@flhealth.gov

Answers to Questions

(Anticipated Date) 3/16/2022 Posted to Vendor Proposal System at:

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

Sealed Proposals Due and Opened

Must be received

PRIOR to:

3/29/2022

2:30pm

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date) 4/6/2022 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date) 4/18/2022 Posted to the Vendor Proposal System at:

2.6 Addenda

If the Department finds it necessary to supplement, modify, or interpret any portion of the solicitation during the procurement process, a written addendum will be posted on the VBS. It is the responsibility of the Respondent to be aware of any addenda that might affect this RFP or their Proposal.

2.7 Questions

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

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

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

VBS.

mailto:sonja.german@flhealth.gov

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2.8 Basis of Award

A single award will be made to the responsive, responsible Respondent offering the most advantageous Proposal through the evaluation of proposals in accordance with Section

5.2. The Department reserves the right to not make an award under this RFP, as determined to be in the best interest of the State.

2.9 Identical Tie Proposals

In the event the Department’s evaluation results in identical scoring outcomes between two or more Respondents, the Department will provide the Identical Tie Certification, Attachment F, form for the affected Respondents to complete. If one or more Respondents are entitled to the certified veteran business enterprise preference specified in section 295.187, Florida Statutes, and one or more business entitled to this preference or another preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services which are equal with respect to all relevant considerations, including price, quality, and service, the Department will award the procurement or contract to the business having the smallest net worth. If one or more Respondents has the certified veteran preference, it and any other vendor entitled to another preference provided by law will be requested by the Department to submit Respondents net worth.

In the event the Department is unable to select a Respondent using the Tie Breaker Criteria specified in Attachment F, and the net worth criteria above, or if the net worth criteria above does not apply, then, the affected Respondent(s) name will be placed in a container for the Department’s Procurement Officer to randomly select the awardee of this solicitation. The date, time, and location will be posted on VBS.

2.10 Modifications and Withdrawal

A Respondent may modify or withdraw its Proposal at any time prior to the submittal deadline, as specified in Section 2.5, by submitting a request to the Procurement Officer.

Requests for modification or withdrawal of a submitted Proposal must be in writing and signed by an authorized signatory of the Respondent. Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Respondent and will not be considered unless resubmitted by the Proposal due date and time.

2.11 Clarification Process

The Department may request clarification from the Respondent to resolve ambiguities or questioning information (i.e. minor irregularities) presented in its Proposal. Clarifications may be requested throughout this procurement process. The Respondent’s answers to requested clarifications must be in writing and must address only the information requested. The Respondent’s answers to requested clarifications must be submitted to the Department within the time specified by the Department.

2.12 Federal Excluded Parties List

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

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

2.13 Contract Formation

The Department will enter into a Contract with the awarded Provider pursuant to Section 2.10, Basis of Award. The Contract will incorporate the terms of the Scope of Services (Attachment A), the Department’s Standard Contract, and the awarded Provider’s Cost Proposal (Attachment B).

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SECTION 3.0 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.1 General Instructions to Respondents (PUR 1001)

The General Instructions to Respondents (PUR 1001) is incorporated by reference in this solicitation. This document should not be returned with the Proposal. The PUR 1001 is located at http://dms.myflorida.com/content/download/2934/11780.

The terms of this solicitation control over any conflicting terms of the PUR 1001.

3.2 Proposal Contents

It is a mandatory requirement of this RFP that the Proposal contain the specified documents and address all items listed below. Proposals to the RFP should be prepared using simple terms and minimal technical or industrial specific language. The Respondent must organize its Proposal submittal contents as follows:

3.2.1 TAB 1 – Mandatory Requirements

Respondents must complete and submit the following mandatory information or documentation as part of their Proposal by the time specified in Section 2.5. Any Proposal which does not contain the information below will be deemed non-responsive to the RFP.

3.2.1.1 Minimum Experience and Qualifications: Provide a resume that demonstrates the Respondent having a minimum of three years of experience providing educational, promotional material and technical assistance.

3.2.1.2 Proposals must be received by the time specified in the Timeline, Section 2.5.

3.2.1.3 Proposal must be received in the format specified in Section 3.2.

3.2.1.4 Copies of the Proposals must be received as specified in Section 3.3.

3.2.1.5 The Title Page of this RFP must be completed, signed and returned with the Technical Proposal.

3.2.1.6 Cost Proposal (Attachment B), must be completed as specified in Section 3.4.

3.2.1.7 Prior Experience Reporting Form (Attachment C), must be completed as specified in Section 3.9.

3.2.1.8 Statement of Non-Collusion (Attachment D) must be completed as specified.

3.2.1.9 Respondent Certification Regarding Scrutinized Companies Lists (Attachment E) must be completed as specified.

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

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3.2.2 TAB 2 – Technical Proposal

The Respondent must provide a narrative of the information listed below.

Respondents should be thorough and detailed in their responses and are encouraged to include any additional relevant information that would assist in the evaluation of their Proposal. The Respondent must include:

3.2.2.1 Executive Overview: Ensure the overview includes the following:

3.2.2.1.1. Description of the Respondent’s experience and ability to provide promotional material and technical assistance services.

3.2.2.1.2. Detail the Respondent’s ability to meet the qualifications to provide the required services.

3.2.2.1.3. Include a summary of the Respondent’s ability to meet the overall requirements in the timeframes established by the Department and provide examples where requested timeframes have been met under prior contracts.

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

3.2.3 TAB 3 – Cost Proposal (Sealed Separately)

The Respondent must separate the Cost Proposal (Attachment B) as described in Section 3.4.2.

3.3 Copies of Proposals

Respondents must submit the following copies:

3.3.1 Technical Proposal

One original and two paper copies of the Technical Proposal must be submitted no later than the date and time set forth in Section 2.5, Timeline. In addition, one original copy on a single USB storage device viewable in Adobe Acrobat Reader (PDF) must be submitted. The electronic copy submitted must contain the entire Technical Proposal as the submitted original copy, including all supporting and signed documents.

The PDF electronic copy of the “original” Technical Proposal will be considered the control if there are any differences between the paper and electronic copies.

Refer to Section 3.8 for information on redacting confidential information, if applicable.

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Respondents must not disclose cost information in the body of the Technical Proposal. Including cost information will cause the Proposal to be disqualified (Mandatory Requirement, refer to Section 3.3.1).

3.3.2 Cost Proposal

One original copy of the Cost Proposal (Mandatory Requirement, refer to Section 3.3.1) must be submitted using Attachment B: Cost Proposal, no later than the date and time set forth in timeline.

The Cost Proposal (Attachment B) must be enclosed in a separate sealed envelope and must be identified in accordance with Section 3.5. No additional documentation should be included in the Cost Proposal envelope.

3.4 Proposal Labeling

3.4.1. Technical Proposal

The Technical Proposal should be sealed and identified as follows:

DOH21-001

Request for Proposal for Immunization Reporting Due:

Respondent’s Name

TECHNICAL PROPOSAL

3.4.2. Cost Proposal

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

DOH21-001

Request for Proposal for Immunization Reporting Due:

Respondent’s Name

COST PROPOSAL

3.4.3. All proposals must be sent or delivered to the Department of Health, Central Purchasing Office, 4052 Bald Cypress Way, Bin B07, Tallahassee, Florida 32399.

3.5 Instructions for Submittal

3.5.1. Respondents must complete, sign, and return the “Title Page” with the Proposal submittal.

3.5.2. Respondents must complete, sign, and return the Cost Proposal (Attachment B) in a separate sealed envelope with the Proposal submittal.

3.5.3. Respondents must submit all technical and cost data in the formats specified in the RFP.

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3.5.4. Proposals must be sent via mail, courier, or hand delivered to the location indicated in Section 2.5., the Timeline.

3.5.5. Proposals submitted via electronic mail (email) or facsimile will not be considered.

3.5.6. The Department is not responsible for improperly marked proposals.

3.5.7. It is the respondent’s responsibility to submit its response at the proper place and time indicated in Section 2.5., the Timeline.

3.5.8. The Department’s clocks will provide the official time for Proposal receipt.

3.5.9. Materials submitted will become the property of the State of Florida and accordingly, the state reserves the right to use any concepts or ideas contained in the response.

3.6 Cost of Preparation

Neither the Department nor the State is liable for any costs incurred by a Respondent in responding to this solicitation.

3.7 Public Records and Trade Secrets

Notwithstanding any provisions to the contrary, public records must be made available pursuant to the provisions of the Public Records Act. If Respondent considers any portion of their Proposal to this solicitation to be confidential, exempt, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or any other authority, Respondent must segregate and clearly mark the document(s) as “CONFIDENTIAL”.

Simultaneously, Respondent will provide the Department with a separate redacted paper and electronic copy of their Proposal and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy must contain the solicitation name, number, and the name of Respondent on the cover, and must be clearly titled “REDACTED COPY”.

The redacted copy must be provided to the Department at the same time Respondent submits its Proposal and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. Respondent will be responsible for defending its determination that the redacted portions of their Proposal are confidential, trade secret, or otherwise not subject to disclosure. Further, Respondent must protect, defend, and indemnify the Department for all claims arising from or relating to the determination that the redacted portions of their Proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy with their Proposal, the Department is authorized to produce the entire documents, data, or records submitted by Respondent in answer to a public records request for these records.

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3.8 Prior Experience Form

Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.

Respondents must use Attachment C, Prior Experience Form of this RFP to provide the required information. The Department reserves the right to contact any and all entities in the course of this solicitation in order to verify experience. Refer to section 3.2.1.1 for Minimum Experience and Qualifications requirements.

3.9 Special Accommodations

Persons with disability requiring special accommodations should call the Department’s Purchasing office at least five business days, prior to any pre-proposal conference, Proposal opening, or meeting at (850) 245-4199. If hearing or speech impaired, please contact the Department’s Purchasing office through the Florida Relay Service, at 1-800-

955-8771 (TTY).

3.10 Late Proposals

The Procurement Officer must receive Proposals pursuant to this RFP no later than the date and time specified in Section 2.5. Proposals that are not received by the date and time specified will not be considered.

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SECTION 4.0 SPECIAL CONDITIONS

4.1 PUR 1000, General Contract Conditions

The PUR 1000 is incorporated by reference in this RFP and contains general Contract terms and conditions that will apply to any Contract resulting from this RFP, to the extent they are not otherwise modified. This document should not be returned with the Proposal.

The PUR 1000 is located at http://dms.myflorida.com/content/download/2933/11777.

The terms of this solicitation control over any conflicting terms of the PUR 1000.

4.2 Scrutinized Companies

All Respondents seeking to do business with the Department must be in compliance with section 287.135, Florida Statutes. The Department may, at its option, terminate a contract if Respondent is found to have submitted a false certification as provided under section 287.135(5), Florida Statutes, been placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or have been engaged in business operations in Cuba or Syria.

Refer to Respondent Certification Regarding Scrutinized Companies Lists (Attachment E) Form, Section 3.6.4

4.3 Conflict of Interest

Section 287.057(17)(c), Florida Statutes, provides “A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.”

The Department considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation.

4.4 Certificate of Authority

All limited liability companies, corporations, corporations not for profit, and partnerships seeking to do business with the State must be registered with the Florida Department of State in accordance with the provisions of Chapters 605, 607, 617, and 620, Florida Statutes, respectively, prior to Contract execution. The Department retains the right to ask for verification of compliance before Contract execution. Failure of the successful Provider to have appropriate registration may result in withdrawal of Contract award.

http://dms.myflorida.com/content/download/2933/11777

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4.5 Provider Registration

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

Registration may be completed at:

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

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

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

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

4.7 Subcontractors

Respondent may enter into written subcontracts for performance of services under the Contract resulting from this solicitation. Anticipated subcontract agreements known at the time of Proposal submission and the amount of the subcontract must be identified in the Proposal. If a subcontract has been identified at the time of Proposal submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that Respondent enters into with respect to performance under the Contract will in any way relieve Respondent of any responsibility for performance of its Contract responsibilities with the Department. The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request and reject any subcontractor proposed by the Respondent in its Proposal.

The Respondent must complete Attachment K, Subcontractors List Form, in its entirety and submit it with the Proposal.

4.8 Indemnification

Respondent must save and hold harmless and indemnify the Department against any and all liability, claims, judgments, or costs of whatsoever kind or nature for injury to, or death of any person or persons and for loss or damage to any property resulting from the use, service operation, or performance of work under the terms of the Contract, resulting in whole or in part from the negligent acts or omissions by Respondent, their subcontractor, or any of the employees, agents, or representatives of Respondent or subcontractor.

https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e2s1

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4.9 Performance Measures

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain performance measures which specify the required minimum level of acceptable service to be performed. The performance measures are detailed in the Scope of Services (Attachment A).

4.10 Financial Consequences

Pursuant to section 287.058, Florida Statutes, the resulting Contract must contain financial consequences that will apply if Respondent fails to perform in accordance with the Contract terms. The financial consequences are detailed in the Scope of Services (Attachment A).

4.11 Standard Contract

Respondents must become familiar with the Department’s Standard Contract which contains administrative, financial, and non-programmatic terms and conditions mandated by federal laws, state statutes, administrative code rules, and directive of the Chief Financial Officer.

Use of the Standard Contract is mandatory for Departmental contracts and the terms and conditions contained in the Standard Contract are non-negotiable. The Standard Contract terms and conditions are located at:

http://www.floridahealth.gov/about/administrative-functions/purchasing/StandardContractVersion52021.pdf

4.12 Conflict of Law and Controlling Provisions

Any Contract resulting from this RFP, and any conflict of law issue, will be governed by the laws of Florida. Venue must be in Leon County, Florida, to the exclusion of all other jurisdictions.

Respondents acknowledge that this solicitation (including but not limited to the resulting Contract, exhibits, attachments, or amendments) is not a rule nor subject to rulemaking under Chapter 120 (or its successor) of the Florida Statutes and is not subject to challenge as a rule or non-rule policy under any provision of Chapter 120, Florida Statutes.

4.13 Agency Inspectors General

It is the duty of every state officer, employee, agency, special district, board, commission, contractor, and subcontractor to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, Florida Statutes.

4.14 Records and Documentation

To the extent that information is used in the performance of the resulting Contract or generated as a result of it, and to the extent that information meets the definition of “public record” as defined in section 119.011(12), Florida Statutes, said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, Respondent must http://www.floridahealth.gov/about/administrative-functions/purchasing/StandardContractVersion52021.pdf http://www.floridahealth.gov/about/administrative-functions/purchasing/StandardContractVersion52021.pdf

Florida SHOTS Promotional, Educational Material and Technical Assistance Page | 18 make the public records available for inspection or copying upon request of the Department’s custodian of public records in accordance with Chapter 119, Florida Statutes. Respondent’s refusal to comply with Chapter 119, Florida Statutes, will constitute an immediate breach of the Contract resulting from this RFP and entitles the Department to unilaterally terminate the Contract.

Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this RFP must be retained by Respondent for a period of six years after the termination of the resulting Contract or longer as may be required by any renewal or extension of the Contract. During the records retention period, Respondent agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the Department’s standard word processing format. If this standard should change, it will be at no cost incurred to the Department. Data files will be provided in a format readable by the Department.

Respondent must maintain all records required to be maintained pursuant to the resulting Contract in such manner as to be accessible by the Department upon demand. Where permitted under applicable law, access by the public must be permitted without delay.

4.15 Attorney’s Fees

In the event of a dispute prior to or post award, each party responding to this solicitation is responsible for its own attorneys’ fees, except as otherwise provided by law.

4.16 Health Insurance Portability and Accountability Act of 1996 (HIPAA) Business Associate Agreement

Provider must execute a HIPAA Business Associate Agreement (Attachment I) and comply with all provisions of state and federal law regarding confidentiality of patient information. See Attachment I, Business Associate Agreement, for further details.

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SECTION 5.0 PROPOSAL EVALUATION PROCESS AND CRITERIA

5.1 Introduction

The Department will evaluate and score proposals to determine the most advantageous Proposal. The ability of the Department to evaluate a respondent’s Proposal is dependent upon the completeness of the Proposal.

Failure of a Respondent to provide information requested by this RFP may result in reduction in scoring during the evaluation.

The Department may accept or reject any and all proposals, and waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State’s best interests.

5.2 Evaluation Criteria

Technical proposals will be scored by the evaluation team based on the evaluation criteria specified in Attachment H. The total raw scores provided by each team member will be averaged together. These average scores will be used to determine each Respondent’s Technical Proposal score.

Cost Proposals will be scored by the Procurement Officer based upon the respondent’s proposed cost, as prescribed in Section 3.4.2 of this RFP. The proposed cost will be scored in accordance with the below formula:

Maximum Cost Proposal Points x (Lowest Proposal Cost/Respondent’s Proposal Cost) = COST SCORE

Each respondent’s overall score will consist of the average technical proposal score plus the cost proposal score.

RFP Scoring Components Maximum Points

Technical Proposal – Section 3.2.2., Tab 2 800

Cost Proposal – Attachment B 200

TOTAL MAXIMUM POINTS POSSIBLE

1,000

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5.3 Notice of Agency Decision

At the conclusion of evaluation of the proposals the Department will announce its intended decision. Notice will be posted on the state’s Vendor Bid System. The Department will award to the responsible, responsive Respondent determined to be the most advantageous to the state, taking into consideration technical and cost proposals.

Notice of Award does not guarantee issuance of a contract.

The Department reserves the right to award more than one Contract as a result of this

RFP.

5.4 Protests

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

Only documents delivered by the United States Postal Service, a private delivery service, in person, or by facsimile during business hours will be accepted. Documents received after business hours will be filed the following business day.

No filings may be made by email or any other electronic means. All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines.

Do not send Proposals to the Agency Clerk’s Office. Send all Proposals to the Procurement Officer and address listed in Section 2.5., Timeline.

The Agency Clerk’s mailing address is:

Agency Clerk, Florida Department of Health

4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida 32399-1703 Telephone No. (850) 245-4005

The Agency Clerk’s physical address for hand deliveries:

Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd.

Tallahassee, Florida 32399 Fax No. (850) 413-8743

ATTACHMENT A

SCOPE OF SERVICES

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A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the Provider to promote the use of Florida SHOTS by medical practices and other Florida SHOTS users in the state of Florida through education and online training. Provider will also provide technical support and maintenance for FLShotusers.com

b. Authority: Florida Administrative Code Rule 64D-3.046, and section

381.003, Florida Statutes.

2. Definition of Terms:

a. Florida State Health Online Tracking System (Florida SHOTS): A free statewide registry of immunizations that assists health care providers and schools with keeping track of immunization records.

b. FLshotsusers.com: The Florida SHOTS website that provides resources to individuals interested in Florida SHOTS and allows health care providers, schools, and pharmacies to register with Florida SHOTS.

c. Florida SHOTS users: Individuals who have been granted access to Florida SHOTS.

d. General Assistance Support Services: General instruction given from the Provider to individuals who have expressed interest in Florida SHOTS or answers general questions regarding the use or function of Florida SHOTS, which includes but is not limited to email correspondence, phone call interactions, etc.

e. Implementation Support Services: Services given to new Florida SHOTS users to assist them with onboarding into Florida SHOTS.

f. Post-Implementation Services: Services given to Florida SHOTS users who have questions regarding specific methods of data upload to Florida SHOTS, software issues with Florida SHOTS, or who have been identified as incorrectly uploading data to Florida SHOTS after signing up for the system initially.

g. Software Interface Support Service: Services provided to Florida SHOTS users attempting to integrate new or existing software with the Florida

SHOTS.

h. Webinar: An online educational session that can be either pre-recorded or live.

i. Informational document: Any document that provides information about immunizations, the Florida SHOTS registry, or the use of the registry for consumption by medical practices, schools, pharmacies, or the general public.

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B. Manner of Service Provision

1. Scope of Work: Provider will provide online training, education, and technical support services for Florida SHOTS users. Provider will prepare and distribute promotional and informational materials, update FLShotsusers.com, and provide technical and maintenance support for FLShotsusers.com throughout the contract term.

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

1) Host FLshotsusers.com on a secure server or cloud solution immediately upon contract execution. Ensure the following requirements are met:

a) Ensure that flshotsusers.com is accessible 24 hours a day, 7 days a week. In the event that flshotsusers.com is unavailable, ensure that the website is back online and accessible to users within 6 hours of identified outage.

b) Optimize website performance and fault tolerance

c) Ensure multi-browser compatibility

d) Perform regular security and maintenance updates;

e) Perform short- and long-term backup maintenance; monitor and reply to user feedback;

f) Perform periodic feature updates using development and staging servers;

g) maintain provider lookup query;

h) provide Google analytics reports to the Department;

i) maintain newsletter and blog subscriptions on the site.

2) Provide general assistance support services to a minimum of 400 Florida SHOTS users each month. Prepare a general assistance services log that contains, at a minimum, the identity of each entity provided with a service and the date of the service and submit it to the Contract Manager within 15 days following the end of each month.

3) Provide a minimum of two training webinars each month for Florida SHOTS users. Ensure each webinar includes the following:

a) Instruct Florida SHOTS users on the resources available on FLShotsusers.com and the proper methods to enter information into Florida SHOTS.

b) Available in English and Spanish, including any visual aids (such as a PowerPoint presentation), and narrated in each language explaining the content of the visual aids being used during the webinar.

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c) Coordinate the date and time of the scheduled webinar with the Department.

d) Notify all Florida SHOTS users of the date and time of each live webinar one week before the scheduled event is to take place.

e) Require Florida SHOTS users to sign-in prior to viewing the webinar. Submit a list of the Florida SHOTS users who sign into each webinar to the Department Contract Manager within 15 days following the end of each month.

4) Offer software interface support services as needed to Florida SHOTS users that have developed software to interface with Florida SHOTS or want to automate their data upload system.

Prepare a software interface support services log which contains at a minimum the identity of each entity provided with software interface support services and the date and submit it to the Contract Manager within 15 days following the end of each month.

5) Provide a minimum of 900 implementation support services each month to new Florida SHOTS users. Prepare an implementation support services log which contains, at a minimum, the identity of each entity provided with support services and the date of the support service and submit it to the Contract Manager within 15 days following the end of each month.

6) Each month, assess the data submitted by Florida SHOTS users and identify individuals that are uploading information incorrectly or have requested support with data upload. Perform the following services to the identified Florida SHOTS users:

a) Provide a minimum of 300 post-implementation services each month to the identified Florida SHOTS users.

b) Prepare a post-implementation service log which contains, at a minimum, the identity of each entity provided with post-implementation services and the date of the service and submit it to the Contract Manager within 15 days following the end of each month.

7) Ensure that Florida SHOTS users and other individuals seeking general assistance support services, software interface support services, implementation support services, and post-implementation support services, can reach the Provider as follows:

a) Operate a telephone line from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding state holidays, throughout the contract term.

b) Have an email account and check it periodically for new service requests at least once each day, Monday through Friday, excluding state holidays.

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c) Post the Provider’s telephone number and email address on FLShotusers.com.

8) Prepare a draft email message for new Florida SHOTS users that provides instruction on FLShotsusers.com features and includes links to training resources and submit it to the Contract Manager for approval no later than June 30 of each contract year. The email message must be approved by the Department prior to disseminating it. Send out the approved email to the Florida SHOTS users identified by the Department within one week of receiving approval from the Contract Manager.

9) Provide the following maintenance and updates to FLShotsusers.com as requested by the Department:

a) Create new webpages or revise existing webpages with content approved by the Department. Design, code, test and launch no more than 10 new site pages per year and refine existing content as requested by the Department.

b) Ensure that all site pages under FLshotsusers.com are available in English and Spanish.

10) Format a minimum of two Florida SHOTS informational documents supplied by the Department each month so that they are accessible to individuals with disabilities in accordance with the most recent version of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. §794d). Submit copies of the formatted informational documents to the Contract Manager within 15 days following the end of each month.

11) Develop a web-based survey for Florida SHOTS users and submit it to the Contract Manager for approval by the end of February each contract year. Conduct the survey in the months of March, April and May of each contract year. Ensure the survey meets the following requirements:

a) Allows Florida SHOTS users the ability to rate their experience and satisfaction with the provided services.

b) Includes a comment section to provide recommendations for improvement.

c) Seek participation from Florida SHOTS users who have participated in Florida SHOTS training during the same contract year.

d) Collect the survey results and submit a copy of the raw data survey results to the Department Contract Manager by June 14 of each contract year.

12) Use the survey results collected in Task 11) to identify deficiencies in Florida SHOTS, FLShotsusers.com and offered support

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13) Update or create new Florida SHOTS promotional materials each contract year. Ensure materials either promote new Florida SHOTS functionality, ways to use Florida SHOTS or informs Florida SHOTS users of other Florida SHOTS initiatives. Submit copies of the promotional materials to the Contract Manager with the invoice.

14) Develop an electronic newsletter for distribution each quarter within the contract year that identify new system features, benefits, and services available through use of Florida SHOTS and submit them to the Contract Manager each quarter. Distribute the approved newsletter to a list of Florida SHOTS users supplied by the Department within one week of receiving approval.

15) Develop a postcard and submit them to the Contract Manager for approval each quarter. Each postcard must promote a key feature of Florida SHOTS and remind recipients to continue to actively participate in Florida SHOTS. Send a postcard to each of the Department’s approved Florida SHOTS users within one week of receiving approval.

16) Prepare a draft training email each quarter and submit them to the Contract Manager for approval. Each email must provide concise advice on the proper use of Florida SHOTS, information regarding new features, or a reminder to proactively use Florida SHOTS.

Distribute the approved email to the Department’s approved Florida SHOTS users within one week of receiving approval.

17) Prepare a data quality email each quarter and send it to the Contract Manager for approval. Send the approved email to Florida SHOTS users responsible for entering data into the Florida SHOTS system each quarter. Ensure each email provide Florida SHOTS users with information regarding best practices with data entry and instruct them on the proper use of the system to prevent the entry of incorrect or conflicting data into the system. Submit a summarized number of email recipients that successfully received the data quality email to the Contract Manager.

18) Send electronic blast communications to Florida SHOTS users as directed by the Department.

19) Develop a redesign concept for the flshotusers.com website and submit it to the Department for approval no later than six months after contract execution. Provide technical resources to develop the redesign within 90 days of approval.

20) Develop a minimum of 2 short training videos (5 minutes or less each) each month and submit them to the Contract Manager for

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21) Adhere to Attachment G, the Department’s Data Security and

Confidentiality throughout the contract term.

b. Deliverables: Provider must complete or submit the following deliverables in the time and manner specified:

1) Monthly: Provision of Florida SHOTS promotional, educational material and technical assistance with submission of supporting documentation as specified in Tasks B.1.a.1) through B.1.a.21).

c. Performance Measures: The Deliverables must be met at the following minimum level of service:

1) Deliverable B.1.b.1):

a) Website hosting and maintenance as specified.

b) A minimum of two live webinars as specified.

c) The sign-in list for each live webinar must be submitted as specified.

d) The software interface support log must be submitted

e) The implementation support log must be submitted within

f) The post-implementation support log must be submitted

g) Providers contact telephone number and email must be posted as specified.

h) A minimum of one email to new users must be sent out

i) All updates to FLShots.com and FLShotsuser.com must be performed as specified.

j) A minimum of three FLSHOTS informational documents must be formatted as specified.

k) Training emails must…