F826202896_DOH21006_Final.pdf

TITLE PAGE

FLORIDA DEPARTMENT OF HEALTH

DOH21-006

2.2018

REQUEST FOR PROPOSAL (RFP)

FOR

COVID Health Equity Media Services

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.

Request for Proposal COVID Health Equity Media Services Page | 2

TABLE OF CONTENTS

SECTION 1.0: Introduction Materials

SECTION 2.0: Procurement Rules and Information

SECTION 3.0: Instructions for Proposal Submittal

SECTION 4.0: Special Conditions

SECTION 5.0: Proposal Evaluation Process and Criteria…………………………………….18

ATTACHMENT A: Scope of Services

ATTACHMENT B: Cost Proposal

ATTACHMENT C: Prior Experience Form

ATTACHMENT D: Statement of Non-Collusion

ATTACHMENT E: Respondent Certification Regarding Scrutinized Companies List…….28

ATTACHMENT F: Identical Tie Certification…………………………………………………..29

ATTACHMENT G: Evaluation Criteria…………………………………………………………..31

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SECTION 1.0 INTRODUCTORY MATERIALS

1.1 Statement of Purpose

The Department of Health (the Department) is requesting proposals for marketing, advertising, production and media buying services which will be utilized to create a community-wide awareness media campaign to address the effects of COVID-19 in the community and address health equity for communities that have been adversely impacted by COVID-19.

1.2 Legal Authority

Chapter 287, Section 20.43 and Section 381.0011, Florida Statutes. Also, this project is offered by the Department through funding appropriated by the Centers for Disease Control and Prevention (CDC), pursuant to Section 317(k)(2) of the Public Health Service Act [42 USC 247b(k)(2), as amended] and the Consolidated Appropriations Act, 2021 (P.L. 116- 260), which contained the Coronavirus Response and Relief Supplemental Appropriations Act, 2021 (P.L. 116-260, Section 2, Division M, Title III).

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.

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 Provider under this RFP, unless indicated otherwise.

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

DOH-Miami-Dade: Florida Department of Health in Miami-Dade County.

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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 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.

Where there is a conflict between a definition in this solicitation, Section 1.4, above, and the definition in Scope of Services (Attachment A), the definition in this solicitation will prevail when the term is used in this solicitation. The definition in the Scope of Services (Attachment A), will prevail when the term is used in the Scope of Services (Attachment A).

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: Nicole Overstreet.

Florida Department of Health Attention: Nicole Overstreet 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 Email: nicole.overstreet@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 from the resulting Contract execution date. The Contract resulting from this RFP is contingent upon availability of funds.

mailto:nicole.overstreet@flhealth.gov

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2.4 Timeline

EVENT DUE DATE LOCATION

RFP Advertised / Released January 25, 2022 Posted to the Vendor Proposal System at:

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

Questions Submitted in

Writing

Must be received

PRIOR TO:

February 2, 2022 by 5:00 p.m.

Eastern Time

Submit to: Florida Department of Health Central Purchasing Office

Attention: Nicole Overstreet Suite 310 4052 Bald Cypress Way, Bin B07 Tallahassee, FL 32399-1749 E-mail: nicole.overstreet@flhealth.gov

Answers to Questions

(Anticipated Date) February 8, 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:

February 17, 2022 at 2:30 p.m., Eastern Time

PUBLIC OPENING

Submit to: Florida Department of Health

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

Evaluation of Proposals

(Anticipated Date) February 22, 2022 Evaluation Team Members to begin evaluations individually.

Posting of Intent to Award

(Anticipated Date) March 8, 2022 Posted to the Vendor Proposal System at:

http://vbs.dms.state.fl.us/vbs/main_menu mailto:nicole.overstreet@flhealth.gov

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2.5 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.

2.6 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 2.4. Verbal questions or those submitted after the period specified in Section 2.4 will not be addressed.

Answers to questions submitted in accordance with Section 2.4 will be posted on the

VBS.

2.7 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.

2.8 Identical Tie Proposals

The Department will provide the Identical Tie Certification Form, Attachment F, to the affected Respondents in the event the Department’s evaluation results in identical outcomes between two or more Respondents. This form must be completed in its entirety and submitted to the Department as specified for review. The purpose of this form is for the affected Respondents to certify their statutory qualifications for a preference to break the tie.

2.9 Modifications and Withdrawal

A Respondent may modify or withdraw its Proposal at any time prior to the submittal deadline, as specified in Section 2.4, 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.

2.10 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

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2.11 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 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.

2.12 Contract Formation

The Department will enter into a Contract with the awarded Provider pursuant to Section 2.7, 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 Format

This section describes the format in which Proposals are to be submitted. The Department discourages lengthy Proposals. Additional information deemed appropriate by the Respondent may be included but should be placed within the relevant section. Additional tabs beyond those designated in Section 3.3 will not be evaluated.

Proposals should be limited to a page size of 8.5” x 11” inches. Font size and style are at the Respondent’s discretion but must be at least 11 point. All pages must be sequentially numbered, and one-inch margins should be used.

All Proposals must contain the sections outlined below. Those sections are called “Tabs.” A “Tab”, as used herein, is a section separator, offset and labeled, so each Department Evaluator can easily turn to “Tabbed” sections during the evaluation process.

3.3 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 this RFP should be prepared using simple terms and minimal technical or industry specific language. The Respondent must organize its Proposal submittal contents as follows:

3.3.1. 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 Reply which does not contain the information below will be deemed non-responsive to this RFP:

3.3.1.1 Minimum Experience and Qualifications: Respondents must provide with their Proposal a resume or written summary that demonstrates the following:

3.3.1.1.1 The Respondent must have a minimum of three (3) years of social marketing experience, specifically in public health, as well as experience in media buying, production, web/interactive and public relations.

3.3.1.1.2 The Respondent must have a strong knowledge of Florida’s population and demographics.

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Page | 10

3.3.1.1.3 The Respondent must have demonstrable skill in

maximizing funds throughout the contract term.

3.3.1.2 Proposals must be received by the time specified in the Timeline, Section 2.4.

3.3.1.3 Proposals must be received in the format specified in Section 3.2.

3.3.1.4 Copies of the Proposals must be received as specified in Section 3.4.

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

3.3.1.6 Cost Proposal, (Attachment B), must be completed as specified in

Section 3.4.

3.3.1.7 Prior Experience Form (Attachment C) must be completed as specified.

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

3.3.1.9 Respondent Certification Regarding Scrutinized Companies Lists

(Attachment E) must be completed as specified.

3.3.2 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:

3.3.2.1 Executive Overview: Ensure the overview includes the following:

3.3.2.1.1 Describe the Respondent’s understanding of the scope of the work included in this RFP.

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

3.3.2.1.3 Evidence that the Respondent is qualified to provide services.

3.3.2.1.4 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 had been met under prior contracts.

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

3.3.3 TAB 3 – Cost Proposal (Sealed Separately)

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

3.4 Copies of Proposals

Respondents must submit the following copies:

3.4.1 Technical Proposal

One original and four paper copies of the Technical Proposal must be submitted no later than the date and time set forth in Section 2.4the 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.

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 3.3.1.6).

3.4.2 Cost Proposal

One original copy of the Cost Proposal (Mandatory Requirement, refer to Section 3.3.1.6) must be submitted using Attachment B: Cost Proposal, no later than the date and time set forth in the timeline.

The Cost Proposal (Attachment B) must be enclosed in a separate sealed envelope and must be identified in accordance with Section 3.5.2. No additional documentation should be included in the Cost Proposal envelope.

3.5 Proposal Labeling

3.5.1 Technical Proposal

The Technical Proposal should be sealed and identified as follows:

DOH21-006

Request for Proposal for COVID Health Equity Media Services Due:

Respondent’s Name

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TECHNICAL PROPOSAL

3.5.2 Cost Proposal

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

DOH21-006

Request for Proposal for: COVID Health Equity Media Services Due:

Respondent’s Name

COST PROPOSAL

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

3.6 Instructions for Submittal

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

3.6.2 Respondents must complete, sign, and return the “Cost Proposal” in a separate sealed envelope with the Proposal submittal.

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

3.6.4 Proposals must be sent via mail, courier, or hand delivered to the location indicated in Section 2.4, the Timeline.

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

3.6.6 The Department is not responsible for improperly marked proposals.

3.6.7 It is the respondent’s responsibility to submit its response at the proper place and time indicated in Section 2.4, the Timeline.

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

3.6.9 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.

3.7 Cost of Preparation

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

3.8 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

COVID Health Equity Media Services Page | 13 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.

3.9 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.

3.10 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).

3.11 Late Proposals

The Procurement Officer must receive Proposals pursuant to this RFP no later than the date and time specified in Section 2.4. 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.

Paragraph 31 of PUR 1000 does NOT apply to this RFP or any resulting Contract.

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.

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

The Department will not authorize the use of subcontractors in the Contract resulting from this solicitation.

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.

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

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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-the-department-of-health/about-us/administrative-functions/purchasing/_documents/DOH- Standard-Contract.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 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 http://www.floridahealth.gov/about-the-department-of-health/about-us/administrative-functions/purchasing/_documents/DOH-Standard-Contract.pdf http://www.floridahealth.gov/about-the-department-of-health/about-us/administrative-functions/purchasing/_documents/DOH-Standard-Contract.pdf http://www.floridahealth.gov/about-the-department-of-health/about-us/administrative-functions/purchasing/_documents/DOH-Standard-Contract.pdf

COVID Health Equity Media Services Page | 17 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.

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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 G. 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 3.3.3 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.

The following table identifies the evaluation criteria and maximum points possible for each criterion.

RFP Scoring Components Maximum Points

Technical Proposal – Section 3.3.2, TAB 2 100

Cost Proposal – Attachment B 50

MAXIMUM POINTS POSSIBLE 150

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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 2.4, 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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Request for Proposal

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A. Services to be provided:

1. General Description:

a. General Statement: This Contract is for the provision of work for a community wide awareness media campaign to address the effects of COVID-19 in the community. The campaign will encompass information related to educating the residents and visitors about the ways to reduce COVID transmission as well as to address misinformation related to COVID-19 and the COVID-19 vaccination. The campaign will provide needed information to the community about where to access testing, vaccinations, and information related to COVID-19. Developed materials will be culturally and linguistically appropriate to meet the needs of the community for which campaign materials will be placed. Under this community awareness campaign, educational information related to the above will use direct mail and electronically use radio or digital media.

The goal of this awareness campaign is to address the needs of the community by educating on COVID-19. Provider will provide these services to the Florida Department of Health in Miami-Dade County.

2. Definition of Terms:

a. CDC: Centers for Disease Control and Prevention.

B. Manner of Service Provision

1. Scope of Work: Provider will create new marketing materials for the DOH-Miami-

Dade as well as incorporate some of the existing materials to create a comprehensive media campaign. The campaign that will take place under this RFP will need to be multi-lingual to address the diverse needs of the county and its residents.

a. Task List: Provider will perform the following tasks in the time and manner specified no later than May 31, 2023.

1) Attend monthly Consortium for a Healthier Miami-Dade Marketing and Membership Committee Meetings and provide proof of attendance during the service period such as sign-in sheets, minutes, handouts, agendas.

2) Participate by attending monthly CDC media calls and media webinars if scheduled by the CDC during the service period and provide evidence of attendance such as sign-in sheets, minutes, handouts, agendas.

3) Create and submit one comprehensive media plan for media distribution including media buys to the DOH-Miami-Dade Office of Community Health and Planning by the 1st of each month.

4) Complete and remit CDC required documentation for media including communication worksheets when they become available to the FDOH-

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Request for Proposal COVID Health Equity Media Services Page | 21

Miami-Dade Office of Community Health and Planning by the 1st of each month.

5) Develop the campaign’s creative brief outlining the baseline strategies for content and placement as requested by the Department. Submit the brief to the Florida Department of Health in Miami Dade County Office of Community Health and Planning by the 1st of each month.

6) Complete media buys in the area of Television/Cinema, radio, outdoor media, online advertising, print media, social media or website development (healthymiamidade.org). Materials to be placed can be the incorporation of new or existing media previously developed by DOH- Miami-Dade, which will be provided in the form of commercials, radio spots, billboard layouts, printed material such as flyers and placards in accordance with the DOH-Miami-Dade approved creative brief. Media buys should occur monthly with documentation of placement submitted monthly to the DOH-Miami-Dade Office of Community Health and Planning by the 1st of each month.

7) Monthly design, develop, and submit the campaign’s creative messages and treatments that align with the promotion of the addressing health disparities among populations at high risk as requested by the DOH-Miami- Dade.

a. Develop and submit a copy of the campaign’s media placement plan monthly which should include detailed information on the types of media buys, cost, run time, impressions, reach and target audience.

b. Develop public media relations initiatives and community outreach engagements and submit to the DOH-Miami-Dade Office of Community Health and Planning by the 1st of each month.

8) Submit a line-item budget, listing the amount allocated to each item in the budget. This line-item budget shall show how funding will be expended and must be approved by the Department before the resulting Contract is fully executed.

9) Create and provide at least four (4) success stories as it relates to media and effectively delivering the media campaign that details the success of sharing healthy messages and the impact that this has had on a community or individuals. This should be a minimum of 500 words in written format.

Remit the success stories to the Department by the end of the resulting Contract period.

10) Prepare and provide to the DOH-Miami-Dade unlocked and non-copyright materials for all media items developed. DOH will maintain ownership of all media and materials created under this RFP. Submit these materials to the Department by the end of the resulting Contract period.

b. Deliverables: Respondent must complete and submit the following deliverables to the Department in the time and manner specified:

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Request for Proposal

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1) Upon Completion: COVID-19 Vaccination media campaign and consulting services in the time and manner specified in Tasks B.1.a.1) - B.1.a.10).

c. Performance Measures: Pursuant to section 4.9, Performance Measures, of this RFP, each performance measure will be based on the Attachment A, Scope of Services, and the Provider’s Proposal.

2. Financial Consequences: Pursuant to section 4.10, Financial Consequences, of this RFP, Failure of the Provider to complete or submit a deliverable in the time and manner specified will result in a reduction in payment for that deliverable. The financial consequence amounts will be based on the Provider's’ Proposal and the Attachment A, Scope of Services, but will not exceed five percent per task.

3. Service Location and Times:

a. Location: Provider’s location.

b. Changes in Location: Notify the Department’s Contract Manager in writing within seven (7) business days of any location change that will affect the Respondent’s ability to complete the deliverables under this contract.

c. Service Times: Services under this Contract must be provided Monday through Friday from 8:00 a.m. to 5:00 p.m., Eastern standard time, excluding state holidays.

4. Staffing Requirement:

a. Staffing Level: Provider must maintain an adequate administrative organizational structure and support staff sufficient to complete the deliverables under this contract.

b. Subcontractors: The Department will not allow subcontractors for the provision of services under this contract.

C. Method of Payment:

1. Payment: This is a Fixed Price contract. The Department will pay the Respondent upon completion of the deliverables as specified in Section B.1.b., in accordance with the terms and conditions of this Contract, and the Provider’s price sheet, which is hereby incorporated by reference.

2. Unit of Service: A unit of service will consist of the completion of the required deliverable as specified in Section B.1.b.

3. Invoice Requirements: Respondent must submit a properly completed invoice to the

Department’s Contract Manager within 20 days of completing each deliverable as specified. At a minimum, each invoice must be submitted on the Respondent’s letterhead, contain a description of all deliverables for the invoice period, number of

DOH21-006

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Request for Proposal COVID Health Equity Media Services Page | 23 units delivered per deliverable, total amount due per deliverable, total invoice amount, invoice number, invoice date, and period of services.

D. Special Provisions:

1. Priority: This contract, its exhibits and attachments, DOH21-006, COVID

Health Equity Media Services, and Respondent’s response to this RFP, contain all the terms and conditions agreed upon by the parties. In the event of any conflict among these documents, the order of precedence will be this contract, the RFP and then Respondent Response.

2. Media campaigns and advertisements content must be approved by the

Department in advance and prior to implementation.

ATTACHMENT B

COST PROPOSAL

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Request for Proposal COVID Health Equity Media Services Page | 24

The cost proposal is allotted 50 points and represents 33% of the overall RFP score. The Respondent providing the lowest total annual price will receive the maximum points allotted to the cost proposal.

Unit price will control in the case of mathematical error(s).

No changes should be made to the format of this price page.

Initial Term Price Proposal:

Description of Service Unit Price Quantity Total Annual Price

Media Services-

Deliverable B.1.b.1)

$______________/per month

X 12

Respondent Name:

Respondent Mailing Address:

City, State, Zip:

Telephone: Fax Number:

E-Mail Address:

Federal Employer Identification Number (FEID):

BY AFFIXING MY SIGNATURE ON THIS REPLY, I HEREBY STATE THAT I HAVE READ THE

ENTIRE ITN 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 abide 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 Proposal. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Proposal if signed by other than the authorized representative

ATTACHMENT C

PRIOR EXPERIENCE FORM

COVID Health Equity Media Services Page | 25

Respondent’s Name: __________________________________________________________

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 this experience form 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.

1.

Company or Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work (related to the scope of this solicitation):

Service Dates: Services Began:_______ Services Ended: _________

Approximate Contract Value: $___________________

2.

Company or Agency Name:

Address:

City, State, Zip:

Contact Name:

ATTACHMENT C

PRIOR EXPERIENCE FORM

COVID Health Equity Media Services Page | 26

Contact Phone:

Contact Email Address:

General Description of Work

Service Dates: Services Began:________ Services Ended: _________

Approximate Contract Value: $

3.

Company or Agency Name:

Address:

City, State, Zip:

Contact Name:

Contact Phone:

Contact Email Address:

General Description of Work

Service Dates: Services Began:________ Services Ended: _________

Approximate Contract Value: $

ATTACHMENT D

STATEMENT OF NON-COLLUSION

DOH21-006

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Request for Proposal

Page | 27

I hereby certify that my company, its employees, and its principals, had no involvement in performing a feasibility study of the implementation of the subject Contract, in the drafting of this solicitation document, or in developing the subject program. Further, my company, its employees, and principals, engaged in no collusion in the development of the instant Proposal, proposal or reply. This Proposal, proposal or reply is made in good faith and there has been no violation of the provisions of Chapter 287, Florida Statutes, the Florida Administrative Code Rules promulgated pursuant thereto, or any procurement policy of the Department. I certify I have full authority to legally bind Respondent to the provisions of this Proposal, proposal or reply.

Signature of Authorized Representative* Date

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

ATTACHMENT E

RESPONDENT CERTIFICATION REGARDING SCRUTINIZED COMPANIES LIST

COVID Health Equity Media Services Page | 28

Respondent Name: ______________________________________________________________

Respondent Mailing Address: _____________________________________________________

City-State-Zip: _______________________________________________________________

Telephone Number: ___________________________________________________________

Email Address: ______________________________________________________________

Federal Employer Identification Number (FEID): ___________________________________

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of the Respondent, I hereby certify that the company identified above in the section entitled “Respondent Name” is not listed on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

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. A document establishing delegated authority must be included with the Proposal if signed by other than the President, Chairman or owner.

ATTACHMENT F

Identical Tie Certification Form

COVID Health Equity Media…