FDC RFP-25-037 Addendum #002 - Q&A.pdf

Responses to Written Questions

FDC RFP-25-037

Workforce Education Curriculum on Virtual Reality Devices

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ADDENDUM #002

Solicitation Number: FDC RFP-25-037

Solicitation Title: Workforce Education Curriculum on Virtual Reality Devices

Proposals due by: May 28, 2025, at 2:00 p.m.

Addendum Number: 002

Addendum Date: May 16, 2025

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A notice of protest must be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399; or by Fax: (850) 922-4355; or by Email: CO- GCAgencyClerk@fdc.myflorida.com.

Please be advised that the information contained in this Addendum is applicable to the original specifications of the above-referenced solicitation. Added new language to the RFP is highlighted in yellow, while deleted language has been stricken.

This Addendum includes the Department’s written answers to the written questions received.

Change No. 1:

A revision to Attachment I – Cost Proposal Sheet.

Change No. 2:

A revision to Attachment IV – Pass/Fail Requirement Certification and Non-Collusion Certification.

Change No. 3:

Section 2: Scope of Work, 2.6.6 Course Completion Rate is revised as follows:

2.6.6 Course Completion Rate

The Contractor shall maintain a quarterly completion rate of no less than 75% of enrolled students earning a Workforce Readiness/Employability Skills certificate per quarter. The quarterly completion rate shall be based on a rolling 12-month period. The rate shall be calculated as the number of Inmate Students per three

(3) month period, divided by the total number of Inmate student completions per quarter. The completion rate shall be calculated after each quarter as the number

Addendum #002 2 of 12 FDC RFP‐25‐037 of Inmate Student completions divided by the number of Inmate Students enrolled during that quarter.

a) The first three (3) months of Program services, at each Service Location, will not be included in these calculations.

b) Any month during which a Service Location has five (5) consecutive Business Days of Program inactivity, due to no fault of the Contractor, will be excluded from that Service Location’s calculation. The previous three

(3) months of continuous data will be used.

c) Progress towards the measure shall be reported monthly and included in the Monthly Reports, as described in Section 2.9.

The required completion rate will be reviewed quarterly by the Contract Manager.

[Remainder of Page Left Blank Intentionally]

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Question Number

Answer

Internet connectivity. I understand the need for restricting access to only approved websites. Does data need to be stored on-prem or can it be stored on servers in the USA?

Yes. Data can be stored on servers in the USA.

What is the scale of the project? There are a list of facilities where it will be used but approximately how many inmates will the solution be used with? And do you have an idea of the number of VR headsets you’d like at each facility?

This project will service up to 20,000 inmates at 80 locations, including public institutions, a road prison, and work camps, with at least five (5) devices at each location.

3 Are foreign entities (based in Europe) allowed to respond to the RFP?

Yes. Please follow all regulations outlined in the RFP.

Do bidders have the ability to submit redlines for terms and conditions? Specifically, can we request exceptions to section 4.4, "Intellectual Property", regarding the ownership of pre-existing intellectual property?

No. Section 4.4 does not remark on pre-existing intellectual property. If the Vendor believes its proposal may contain information subject to the protections outlined in Section 4.25, the Vendor should mark that information as specified in that section. Please also refer to Revised Attachment II, which incorporates licensing and leasing of pre-existing equipment.

5 What is the anticipated annual budget for Fiscal Year 24- 25 and 25-26 that would be allocated towards this RFP?

The annual budget is contingent on Contract award and annual appropriation by Legislature.

In several sections you mention “online classes” (reference Section 1.1.16 with Inmate Student defined as an inmate who attends online educational classes, and 1.3

(a) stating “online curriculum in Workforce Readiness/employability Skills,” as well as Section 2.5.1).

Can you clarify whether you mean classes that require an internet connection to be delivered or do you mean classes that are delivered electronically in a virtual reality headset that is offline?

Please refer to Section 2.5., Contractor Responsibilities, and Section 2.7., Contractor System Requirements. The Workforce Readiness/Employability Skills Curriculum shall be delivered using VR devices that require internet connectivity.

For the roll-out of the delivery of services, does the FL DOC require that all of the facilities listed in Attachment 1 begin implementation at the start of the contract, or would a phasing plan be considered?

The awarded Vendor shall present their Implementation Plan for Department approval.

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Number

Answer

Would FL DOC prefer that agency staff are trained with implementation or the operation and maintenance of the virtual reality devices?

The Department prefers that agency staff are trained on implementation, operation, and maintenance.

Are any FL DOC inmate teaching assistants available to help with implementation or operation and maintenance of the devices if adequate training is provided?

Yes. Inmate teaching assistants will be available to assist with implementation, operation, and maintenance.

As described in the RFP, sections 2.6.6 and 2.11.1, services not available for any 5 day period in each facility, not caused by FL DOC, result in a fine to the contractor. Does this mean that the program access and support must be continuously in operation at every facility listed in Attachment 1 from 7:00AM to 5:00PM, or can the facility and program accessibility operations be adjusted to meet the RFP program objective for 75% completion of one certificate per student per quarter for up to 20,000 students per year?

Program access and support must be continually in operation from 7:00 a.m. to 5:00 p.m. at each facility using the program.

The facility and program accessibility operations will not be adjusted.

Would a high school diploma count as a “Workforce Readiness” certificate or should it be delivered under "value added services?”

A high school diploma shall only be offered as a Value-Added Service.

Under 2.6.6 the quarterly completion rate is calculated as “the number of Inmate Students per three (3) month period, divided by the total number of Inmate student completions per quarter. Should this be calculated the other way around with the total number of Inmate student completions per quarter divided by the number of Inmate Students per three (3) month period?

Yes. Please refer to Change No. 3.

Section 2.6.6 (a) states that the first three months will not be included in the calculations. Can this be at the contractor’s discretion?

No. The calculations will be made at the Department’s discretion.

May a Contractor offer educational modules designed to prepare individuals for navigating healthcare systems including healthcare literacy?

Yes. Vendors may offer additional educational modules as Value-Added Services; however, use of proposed additional modules will be at the Department’s discretion.

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As a value-added service, may the Contractor support or facilitate Inmate Student pre-release planning and access to transitional services such as services with state, county, or local agencies that provide health screenings and vocational rehabilitation services?

Yes. The Contractor may add support or facilitation for pre-release planning and access to transitional services as a Value- Added Service.

16 Service Delivery Location: Will these services be required at all facilities listed in Attachment I?

Please see the Department’s Answer to Question Number 2.

Are we required to deliver any services on-site beyond the installation and setup of VR equipment (e.g., for support or training)?

Yes. Please refer to Section 2.6., Program Services.

Ongoing Support: Will the Contractor be expected to provide ongoing on-site support throughout the contract term, or can support be delivered remotely?

Ongoing support from the Contractor can be provided remotely or in person; however, the Contractor is required to attend a minimum of one (1) annual in-person training, and the Department reserves the right to require additional face-to-face training and meetings with Department staff.

19 Submission Format: Are we permitted to submit proposals via email?

No. All Proposals must be submitted in accordance with Section 3.3., Instructions for Proposal Submittal.

Existing Infrastructure: Can the Department confirm what existing hardware, secured learning devices, or VR platforms (if any) are currently available at the Institutions?

The Department currently utilizes Inmate Tablets, VR Headsets, Chromebooks, and various other programs.

Program Focus Areas: Can the Department specify which trades or workforce areas the curriculum should focus on?

Please refer to Section 1.3, Statement of Purpose, and Section 2.6., Program Services.

Course Duration: What is the expected or preferred duration for each course or training module within the VR program? Can a length, or word count be provided?

Vendors should include information related to course length in the Proposal.

Curriculum Development: Will the Department be providing a curriculum to be adapted for VR delivery, or is the Contractor responsible for developing it from scratch?

Vendors should provide available services in the Proposal. Final curriculum decisions will be determined between the Department and the awarded Vendor. Please refer to Section 2.6., Program Services.

Subject Matter Experts (SMEs): Will the Department provide access to subject matter experts (SMEs) to support the curriculum development process, or should we plan to source our own?

Vendors will source Subject Matter Experts as needed.

25 Eligibility: Are Canadian firms eligible to bid? Please see the Department’s Answer to Question Number 3.

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Hardware Cost Clarification: How should vendors structure pricing for VR hardware, software licenses, and support infrastructure when these items serve multiple users or are shared across cohorts? Similarly, how should vendors respond to the request for “per unit” pricing for the curriculum when there are multiple, interdependent components such as hardware (which can be reused/shared), software licenses (user-based), and services (one-time setup vs. ongoing)?

Please refer to Change No. 1, which includes a revision to Attachment II – Cost Proposal Sheet.

27 Device Utilization Model: Is the Department expecting a 1:1 ratio of inmate to VR device, or will devices be shared?

The devices will be shared between Inmate Students.

Credentialing Standards: Is there a preferred list of industry-recognized workforce readiness credentials that the curriculum must align with?

The Department does not have a preferred list. Vendors should provide offered credentials in the Proposal.

Grade-Level Readiness Cutoff: How should vendors approach learners below the 5th-grade reading level who may otherwise benefit from the VR curriculum?

Please refer to Section 2.5.3., under Contract Responsibilities, and Section 2.6.8., Remediation Services.

On-Site Support Scope: Is the vendor expected to provide on-site technical support at each institution, or will remote support be acceptable with initial setup assistance?

Please see the Department’s Answer to Question Number 18.

Equipment Replacement Responsibility: Will the Department cover hardware replacement due to inmate misuse or loss, or should vendors factor this risk into their proposal pricing?

Vendors should factor hardware maintenance and ongoing support into the proposal. Please refer to Change No. 1.

ADA Compliance Details: What accessibility accommodations are mandated beyond closed captioning (e.g., screen readers, haptic feedback, alternative assessments for visually or hearing-impaired learners)?

Please refer to Section 4.30., Americans with Disabilities Act.

Are online educational classes conducted synchronously or asynchronously? If synchronously: Can the online educational classes conducted by the contractor for the inmate students be combined with the contractor’s other online students or must the online classes be exclusive to the inmate students?

No. The Curriculum Courses shall only be offered synchronously with non-inmate students.

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Can the days and times of the online educational classes be scheduled by the contractor or will the schedules be dictated by the department?

Schedules are dictated by the Department.

Will the Secured Learning Devices as defined in RFP

1.1.24 be provided by the department or by the contractor?

The Learning Devices will be provided by the Contractor. Please refer to Change No. 1.

36 Will the virtual reality (VR) devices be provided by the department or by the contractor?

Please refer to the Department’s Answer to Question Number 35.

Section 2.1 states that secured, limited internet access is available for online instruction and assessments. So, what is the need for section 2.7.1 q) and r) which talk about the contractor’s network connections and equipment?

If applicable, Vendors will discuss information related to Section

2.7.1 in the Proposal.

Will the contractor have an opportunity to evaluate the inmates to be included in the program or is the decision on who will participate be solely up to the department?

Please see Section 2.4.1., under Department Responsibilities.

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REVISED

Attachment II

Cost Proposal Sheet

FDC RFP-25-037

The Vendor shall submit a Unit Cost Per Item below, then propagate a total for the item based upon the Estimated Annual Quantity of commodities to be purchased.

Online Curriculum and Credentials

(A) Proposed Fixed Rate

(B) Estimated

Annual Quantity

(c) Extended

Annual Cost (AxB=C)

Rate per each online Curriculum

20,000

Rate per each Credential issued

20,000

Rate per each leased Virtual Reality (VR) device. Fixed rate includes hardware, maintenance, software licenses, and ongoing support.

Grand Total Price (Sum of Column C)

NAME OF VENDOR’S ORGANIZATION

SIGNATURE OF AUTHORIZED

REPRESENTATIVE

NAME OF AUTHORIZED

REPRESENTATIVE

FEIN

DATE

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REVISED

ATTACHMENT IV

PASS/FAIL REQUIREMENT CERTIFICATION

AND NON-COLLUSION CERTIFICATION

1. Business/Corporate Experience

The Vendor certifies it has at least three (3) years’ of business/ corporate experience, within the last five (5) years, in providing services relevant to the provision of services of similar size and scope of this solicitation.

To ensure the Vendor is qualified to serve Inmate populations, the Vendor(s), whether responding independently, as a partnership, as a joint venture, or with a response that proposes utilization of Subcontractor(s), must collectively have at least three (3) years of business/corporate experience, within the last five (5) years, providing services of similar size and scope as described in this RFP.

2. Prime Vendor

The Vendor certifies it will act as the prime Vendor to the Department for all services provided under the Contract.

3. Proposal Bond

The Vendor certifies it has included in its Reply a bond or check in the amount of $1.5 million. The bond insures against the Vendor’s withdrawal from the competitive solicitation process subsequent to its submission of a Proposal.

4. Performance Guarantee/Bond

The Vendor certifies that it can demonstrate their ability to meet the performance guarantee/bond requirements. Within 10 Business Days of Contract execution, the Vendor shall furnish the Department a performance bond or irrevocable letter of credit in amount of $5 million or the average annual price of the Contract (averaged from the initial term of the Contract). The bond or letter of credit will be used to guarantee at least satisfactory performance by the Vendor throughout the term of the Contract (including renewal years).

5. Meets Legal Requirements

The Vendor certifies that its proposed offering/solution, and all services to be provided under the Contract shall be compliant with all laws, rules, and other authority applicable to providing the services including, but not limited to, Florida’s Open Government laws (Article I, Section 24, Florida Constitution, Chapter 119, F.S.).

6. Financial Stability

The Vendor attests to its positive financial standing and that its current Dun & Bradstreet (D&B) Financial Stress Score has a Financial Stress Class of 1, 2, 3 or 4.

7. Statement of No Inducement

The Vendor certifies that it has made no attempt and will make to attempt to induce any other person or firm to submit or not to submit a Proposal. Further, the Vendor certifies its Proposal contained herein is submitted in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-competitive Proposal.

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8. Statement of Non-Disclosure

The Vendor certifies that neither the price(s) contained in this Proposal, nor the approximate amount of this Proposal have been disclosed prior to award, directly or indirectly, to any other Vendor or to any competitor.

9. Statement of Non-Collusion

The Vendor certifies that the prices and amounts in its Proposal have been arrived at independently, without consultation, communications, or agreement with any other Vendor or with any entity for the purpose of restricting competition. Statement of Data Security

The Vendor attests that all data generated, used, or stored by the Vendor pursuant to the Contract will reside and remain in the United States and will not be transferred outside of the United States.

10. Scrutinized Company Certification

A. If the Vendor provides goods or services of any amount, the Vendor certifies:

The Vendor has completed the “Quarterly List of Scrutinized Companies” section of Form 7801.

B. If the Vendor provides goods or services that could be at or above $1 million, the Vendor also certifies:

The Vendor has completed the “Scrutinized List of Prohibited Companies” section of Form 7801.

C. The Vendor agrees that the Agency can immediately terminate any agreement for cause or disqualify the Vendor from further consideration of any purchases, if the following is discovered:

The Vendor is found to have submitted a false certification, after providing notice in accordance with 287.135(5)(a), F.S.;

The Vendor is placed on a list created pursuant to s. 215.473, F.S., relating to scrutinized active business operations in Iran; or

The Vendor is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.

D. The Vendor understands the following:

The Agency may, on a case-by-case basis, make exceptions to these requirements as permitted in s. 287.135(4), F.S.; and

An unsuccessful vendor has no right to protest the award of a Contract or renewal on the basis of a false certification, in accordance with s. 287.135(6), F.S.

11. E-Verify

Every public employer, Contractor, and Subcontractor shall register with and use the E-Verify system, https://www.e-verify.gov/employers, to verify the work authorization status of all newly hired employees.

A. The Vendor has completed the E-Verify section in PUR 7801.

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B. The Vendor understands that a public agency must require that any Contractor or Subcontractor registers with and uses the E-Verify system to verify the work authorization status of all new employees of the Contractor or Subcontractor in accordance with s. 448.095(5), F.S.

C. The Vendor understands that it shall be unlawful for any person knowingly to employ, hire, recruit, or refer, either for herself or himself or on behalf of another, for private or public employment within the state, an alien who is not duly authorized to work by the immigration laws or the Attorney General of the United States, in accordance with s. 448.09, F.S.

D. The Vendor has included proof of its E-Verify registration.

E. The primary Vendor understands that it must request and maintain an affidavit for all Subcontractors stating that the Subcontractor does not employ, contract with, or subcontract with an unauthorized alien.

The primary Vendor certifies that it will provide Subcontractor affidavit(s) to the Department at any time the Department requests.

12. Foreign Countries of Concern Attestation

A. The Vendor understands that, if awarded, it will have access to personal identifying information as “personal information” is defined in s. 501.171, F.S.

B. The Vendor has included a completed DMS Form PUR 1355.

13. Foreign Gifts, Interest and Contracts

In submitting this bid, Proposal or reply, the Vendor certifies the following:

A. The vendor has completed the s. 286.101 required disclosures section of PUR 7801.

B. If applicable, the Vendor has provided a list to the Department, prior to submission of its bid, Proposal or reply, of previous disclosures that were made subject to the requirements of s.

286.101(3), F.S.; and

C. The Vendor understands that it is a continuing requirement of this procurement process to make disclosures in accordance with s. 286.101, F.S.

14. The Vendor has completed the PUR 7801 section that relates to the following:

A. Convicted Vendor List

B. Discriminatory Vendor List

C. Antitrust Violator Vendor List

D. Suspended Vendor List

15. Forced Labor Vendor List:

Contractor has completed DMS FORM PUR 7801 and DMS Form PUR 2024; and understands that pursuant to Section 287.1346, F.S., a Vendor on the Forced Labor Vendor List:

A. May NOT be awarded a contract or perform work as a contractor, supplier, subcontractor, or consultant with an agency for the provision of commodities; or

B. May NOT transact business for the provision of commodities with any agency.

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C. May have a contract immediately terminated in accordance with Section 287.1346(4)(a)2., F.S., if the Contractor is placed on the Forced Labor Vendor List.

Vendor Name:

Authorized Signature:

Printed Name of Authorized Signor:

NOTARY AFFIRMATION: STATE OF , COUNTY OF

Pursuant to Section 117.05(13)(a), F.S., the signor, subscribed before me by means of physical presence or online notarization, this _______ (Day) of ___________(month), 20 , affirms the contents of this Attachment.

(Place Notary Seal Below) | Signature of Notary Public:

Name of Notary Typed, Printed, or Stamped: