FWC 22.23-108 - Final RFP.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVENUE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 22/23-108

FWC CULTURE, RELEVANCY, IDENTITY AND BRANDING PROJECT

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for a study to explore internal and external stakeholder beliefs and perspectives regarding FWC’s identity, culture, and purpose , per the specifications contained herein. Only responsive and responsible Respondents will be considered for award of this RFP.

Responsive: To be responsive, a response must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of this RFP. Material terms are those that could affect the price, quantity, quality, or delivery.

Also included as material terms are those which are clearly identified in this RFP and which, for reasons of policy, must be complied with at risk of response rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this RFP in any way, does not contain all the properly signed forms, supplements or deviates from the RFP requirements or has an incomplete Cost Sheet may be considered nonresponsive at the discretion of Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the Respondent. The Commission reserves the right to use any information, whether supplied through the Respondent’s submission or otherwise obtained, in determining responsibility.

Rejection of Reponses: The Commission reserves the right to reject any and all responses and to waive any minor irregularity in the submissions received in response to this RFP. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject responses accordingly.

Name of Business: ______________________________________________________________________________________________

Contact Person Name: ___________________________________________________________________________________________

Business Address: _______________________________________________________________________________________________

City: __________________________ State: ____________________________ Zip code: ____________________________________

Phone: __________________________ Fax: _____________________________ Email: ____________________________________

Federal Employer Identification Number: _________________________________

I certify that this RFP response is submitted without prior understanding, agreement, or connection with any corporation, fir m, or person submitting a response for the same professional services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this RFP and certify that I am authorized to si gn thi s acknowledgement fo r the Respondent.

Authorized Signature (Manual): ___________________________________________________________________________________

Authorized Signature Name (Typed) and Title: ______________________________________________________________________

Date: _______________________________________

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 2 of 59

CALENDAR OF EVENTS

FWC 22/23-108

SCHEDULE DUE DATE METHOD

RFP Advertised July 21, 2023 Posted on the Vendor Information Porta l

(VIP)

Deadline for Questions

Must be received PRIOR to:

July 31, 2023

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to Written Questions

August 4, 2023 Posted on the Vendor Information Portal (VIP)

SEALED RESPONSE DUE

(REMEMBER: RFP number should be clearly marked on envelope)

Must be received

PRIOR to:

August 17, 2023

@ 2:00 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Response Opening August 17, 2023

@ 2:00 PM ET

Public Opening Location:

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference- Conference call phone number:

1.888.585.9008

Conference room number: 218-721-199

Evaluation Period

From

August 24, 2023 to

September 22, 2023

Florida Fish & Wildlife Conservation Commission

Anticipated Date of Intended Award

October 2, 2023 Posted on the Vendor Information Porta l

(VIP)

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 3 of 59

GENERAL CONDITIONS

FWC 22/23-108

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Respondent submitting a response shall be registered in the MyFloridaMarketPlace (MFMP) system and, where required, the Sunbiz system prior to the RFP opening. Business entities which must be on file with

Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited Liability Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships

(LLLP), and organizations doing business under a fictitious name (DBA). A Respondent may not be considered for an award if not registered in the MFMP and Sunbiz system. The Respondent’s registration address and federal employer identification (FEID) number should match the Respondent’s address and

FEID number listed on the Respondent Acknowledgment form (page 1) .

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Diversity, are encouraged by the Commission to participate in the bidding process.

Response from Respondent shall include all necessary equipment to complete the job. The Respondent is required to supply all specified documentation when submitting a response for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Respondent or Contractor, including any appearing in documents attached as part of a Respondent’s response. In signing and submitting its response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 4 of 59

PROCUREMENT MANAGER

Ruth Heggen ruth.heggen@myfwc.com

TERM

The contract will be effective for nine (9) months from issuance of the Purchase Order.

If circumstances constituting Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor may request in writing an extension of Completion Date. The Project Manager and

Contract Manager will review the extension request and if they determine it is justified, will forward to the

Bid Request Inbox (bidrequest@myfwc.com) for procurement review and approval/disapproval.

SUBCONTRACTS

Subcontracting IS NOT permitted pursuant to the Terms and Conditions of the Purchase Order.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Respondents can visit the Office of Supplier Diversity website for information on certified business enterprises that may be considered for subcontracting opportunities.

VERBAL INSTRUCTION PROCEDURE

Respondents may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Respondent as a result of any discussion with any Commission employee. Only those communications from the Commission that are in writing may be considered as a duly authorized expression on behalf of the Commission.

SOLICITATION QUESTIONS

Any questions from Respondents that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the Respondent to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal.

mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 5 of 59

LIMITATION ON RESPONDENT CONTACT DURING SOLICITATION PERIOD

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, (note the 72-hour posting period excludes 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 Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

RESPONDENT SPECIFICATION INQUIRIES

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Respondent questions during the solicitation period, an addendum shall be posted on the Vendor Information Portal website. Each Respondent is responsible for monitoring the Vendor

Information Portal for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a Respondent’s failure to obtain the information made available through the Vendor Information Portal.

SPECIFICATIONS FOR RESPONSE PRESENTATION

Each response shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent’s capabilities to satisfy the requirements of this RFP. Elaborate binding, colored displays, and promotional materials are not required. However, examples of services provided may be included as attachments to the response. Emphasis in each response must be on completeness and clarity of content.

To expedite the evaluation of responses, it is essential that Respondents follow the format and instructions contained herein. All costs associated with preparing a response to this RFP is the sole responsibility of the

Respondent.

RESPONDENT ACKNOWLEDGMENT

For this response to be considered responsive, the Respondent Acknowledgement Form (page 1) must be completed in its entirety, signed by the Respondent and returned as part of the response. Otherwise, the response will be deemed non-responsive. By affixing your signature to the Respondent Acknowledgement Form, the Respondent hereby states that the Respondent has read all response specifications and conditions and agrees to all terms, conditions, provisions, specifications, and is currently licensed to do business within the State of Florida, if required by State or Federal Law, for the services or commodities the Respondent will provide the Commission under these response specifications.

MANDATORY RESPONSIVENESS REQUIREMENTS FOR RESPONSE SUBMISSION

Response submission should be organized as follows:

TAB A. Respondent Acknowledgment Form (Mandatory)

The Respondent shall complete and submit the Respondent Acknowledgment Form (page 1) in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive.

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TAB B. References (Mandatory) — Attachment B

The Respondent shall complete and submit the References form enclosed herein, to provide a minimum of three (3) references for similar projects completed. Current contact names, phone numbers and email addresses shall be given. This information shall be provided on the Reference Form, enclosed herein, and submitted with the response. The References form shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

TAB C. Experience (Mandatory) — Attachment C

The Respondent shall complete and submit the Experience form, enclosed herein, which should include a chronological list of the Respondent’s experience. The Experience form shall be completed in its entirety, and returned, as part of the RFP response or the response shall be deemed non-responsive.

The Experience form should provide sufficient information to demonstrate the following:

1. Respondent’s experience (a minimum of 2 projects) in scheduling and facilitating focus groups using social science techniques to engage stakeholders, including a description of the services provided for each project, and the duration of each project.

2. Demonstrated experience identifying public perception of an entity among diverse internal and external audiences.

3. Respondent experience with social science project themes focused on any of the following:

culture, relevancy, identity and branding.

4. Demonstrated experience with governmental entities relating to public service in natural resources.

TAB D. Personnel Resources (Mandatory)

The Respondent shall submit a list of the personnel proposed to be used for this project and provide a current curricula vitae or resume with relevant education and experience for all personnel listed. The list of personnel and resumes must be returned as part of the RFP response or the response shall be deemed non-responsive. Personnel changes proposed after contract award must be approved in advance by FWC.

TAB E. Samples of Previous Project Reports (Mandatory)

The Respondent shall submit up to, but not to exceed, two (2) examples of final project reports or deliverables that demonstrate the Respondent’s experience in social science focus group design, mediation and analysis. Submission of final project reports or deliverables shall include a cover page identifying name of the Respondent and listing titles of each document submitted for evaluation.

Samples of previous project reports must be returned as part of the RFP response or the response shall be deemed non-responsive.

TAB F. Project Plan (Mandatory)

The Respondent shall complete and submit the components of the Project Plan as outlined below. The

Project Plan shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

1. Demonstration of Understanding

Respondents shall submit a response detailing how the tasks identified in this RFP will be accomplished and explain why the Respondent is most qualified to provide these services.

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 7 of 59

The response shall include an overview of the proposed approach and demonstrate an understanding of FWC’s goals and objectives regarding agency identity and culture.

Responses should include innovative ideas for accomplishing the tasks in the Scope of Work.

Example of the proposed plan, focus group session formats and detailed methods of session analyses should be included. The Respondent shall also include the following:

a. Knowledge of Pertinent Stakeholders: The Respondent shall demonstrate his/her knowledge of and familiarity with key stakeholders within the state of Florida who may have clear, defined ideas of the FWC identity and culture.

2. Proposed Plan to Complete the Scope of Work:

List proposed plan elements, organization, and content (include examples and/or templates).

Elements should include, but are not limited to, those listed below in the Scope of Work, with specific plans for the data collection and analysis. The Respondent may propose alternate methodologies with sufficient justification if such methodologies are shown to be effective to achieve the identified objectives and deliverables within the Scope of Work in the desired timeframe.

a. The Respondent shall outline models/methods for identifying consistencies and inconsistencies within the data collected pertaining to internal and external perception of FWC identity and culture, which will be used to inform the branding phase of the project (not in the scope of this RFP).

b. Outline of Process Steps: The Respondent shall clearly outline in the proposal all steps and support necessary to complete all tasks. This is also an opportunity for the

Respondent to articulate steps/support that may be needed for this project not outlined in this Scope of Work.

c. Logistic Support: The Re s po n de n t shall provide an itemized description of what level of logistic support they are able to provide for the project.

3. Approach for Providing Deliverables:

The Respondent shall propose a format for the progress reports to include tracking of event planning, event execution, and data collection from all events. The Respondent shall include progress timelines for data analysis of the results. The approach to complete these deliverables should demonstrate an understanding of the project and its objectives.

4. Implementation Schedule:

The Respondent shall present their proposed implementation schedule, based on the date of purchase order issuance. The schedule shall address steps identified above necessary to complete each task identified in the Scope of Work and shall depict a schedule for all steps providing adequate FWC review time, revision time, if needed, and additional subsequent review time.

The Implementation Schedule from the selected respondent shall be included in the purchase order resulting from this solicitation. A sample format is provided:

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 8 of 59

ID Milestones Start Finish Duration

1 Purchase Order Issuance Day 1

TAB G. Cost Sheet (Mandatory) — Attachment D

The Respondent shall provide a price for each item listed on the Cost Sheet. The Cost Sheet shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

TAB H. Addendum (if applicable)

CONFIDENTIALITY/PUBLIC RECORDS LAW

Respondents are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records (e.g., section 119.07, F.S.). If a Respondent considers any portion of the documents, data or records submitted in their Response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida

Constitution or other authority, the Respondent must mark the document as “Confidential.” The Respondent shall also provide the Commission with a separate PDF redacted copy of its Response and briefly describe in writing the grounds and specific legal citations for claiming exemption from public records law. This redacted copy shall contain the Commission’s solicitation name, number and the

Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims is confidential, proprietary, trade secret or otherwise not subject to public disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority. If after the notice of intended decision or thirty (30) days after response opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide the Redacted Copy to the requestor. If the Respondent fails to properly indicate any material enclosed in their Response is confidential, the Commission is authorized to produce documents, data or records in their entirety as submitted to the Commission in answer to a public records request. The Commission will endeavor to provide notice to the Respondent of all public records requests received related to documents provided by the Respondent that were marked pursuant to this paragraph. In no event shall the Respondent hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of information submitted in response to this solicitation.

MAILING INSTRUCTIONS

The Contractor shall submit one (1) original and one (1) electronic copy (on a flash drive) of their response in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission Attn: Purchasing

1875 Orange Avenue East

Tallahassee, Florida 32301

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 9 of 59

The envelope shall be plainly marked on the outside with: SOLICITATION NUMBER, DATE AND TIME

OF THE RESPONSE OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED .

PLEASE NOTE : The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES .

SOLICIATION PUBLIC OPENING

The public opening of this RFP will be conducted at the date, time and method specified in the Calendar of

Events (Page 2) . RESPONSES RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE

REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any response documents or the attendance at any related meeting or response opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

SELECTION AND EVALUATION OF RESPONSES

An evaluation committee consisting of three (3) Commission representatives with collective knowledge and experience related to the solicitation’s program area will independently evaluate and score each

Respondent’s response. The Evaluation Criteria Scoring Sheet (Attachment E) will be used by the evaluation committee to assign scores to all evaluated responses designated as responsive.

Scores will be averaged for all evaluation committee members and ranked by the highest to lowest average score.

GENERAL EVALUATION CRITERIA

General evaluation criteria include the following :

1. The Commission reserves the right to accept or reject any or all responses received and reserves the right to make an award without further discussion of the responses submitted. Therefore, responses should be initially submitted as outlined in the Mandatory Responsiveness Requirements for

Response Submission and Economy of Presentation sections.

2. Non-responsive responses shall include, but are not limited to, those that:

a. are irregular or are not in conformance with the requirements and instructions contained herein;

b. fail to utilize or complete prescribed forms; or

c. have improper or undated signatures.

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 10 of 59

3. The Commission may waive minor irregularities in the responses received that are merely a matter of form and not substance, and the corrections of which are not prejudicial to other respondents.

A NON-RESPONSIVE RESPONSE WILL NOT BE CONSIDERED.

EVALUATION SCORING FACTORS

Scoring criteria include:

The following is a summary of evaluation factors with point value assigned to each. These, along with the general requirements, will be used in the evaluation of Respondent responses.

EVALUATION FACTOR MAXIMUM POINTS AVAILABLE

Presentation and Quality of Response to RFP 5

Demonstration of Understanding 15

Plan to Complete the Scope of Work & Implementation Schedule 25

Approach to Deliverables 25

Personnel Experience and Ability 15

Cost 15

TOTAL: 100

Points will be awarded on the basis of the following evaluation factors:

1. Presentation and Quality of Response to RFP (5 points)

Quality and completeness of responses will be evaluated based upon the requirements .

2. Demonstration of Understanding (15 points)

Evaluation of the proposed approach and the degree of understanding that approach demonstrates toward the FWC’s goals and objectives regarding agency internal and external identity and culture.

3. Plan to Complete the Scope of Work (25 points) Plan will be evaluated based on organization, including outline of steps to complete all tasks and content describing social science-based tools used for human dimensions study.

4. Approach to Deliverables & Implementation Schedule (25 points) Responses will be evaluated based on the Respondent’s proposal for tracking the timeline of events and the progress of data collection and analysis via scheduled reports .

5. Personnel Experience and Ability (15 points) Points for staff qualifications and experience will be awarded based upon an evaluation of staff member curricula vitae and experience demonstrated through descriptions of past social science-related projects that include working with diverse stakeholder audiences, collection and organization of data and resulting analysis.

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6. Cost (15 points)

The evaluation of each Respondent’s cost proposal will be conducted based on the cost formula below.

The Respondent submitting the lowest cost will receive the maximum points for the cost element of the evaluation. The other respondent's scores will be based on a relative percentage of the dollar amount higher than the lowest cost or price submitted by the lowest priced Respondent.

Formula for Cost Factor:

𝐴 ÷ 𝑁× (𝐵) = 𝐶

A = Lowest total proposed cost (including renewals)

N = Proposed cost for Respondent under review

B = Number of maximum points awarded for lowest response

C = Score awarded to next lowest cost

NOTE: Each evaluator independently chooses the score based on their own judgment. Failure of the

Respondent to provide any of the information required in their RFP response should result in a score of zero (0) for that element of the evaluation.

POSTING OF RESPONSE TABULATION

Response Tabulation, with recommended award, will be posted electronically as Agency Decisions on the Department of Management Services Vendor Information Portal as a Public Notice. The Agency Decision may be viewed on the Vendor Information Portal, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Awarded Respondents are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission.

A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed responses, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and Section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the responses, proposals, or final replies, whichever is earlier.

CONTRACT

The successful Respondent’s response and the Purchase Order shall form the contract between the parties.

In the event there is any disagreement between the documents, the parties shall refer first to the Request for Proposal then to Contractor’s response. The Commission reserves the right to revise the Purchase Order as necessary to meet the requirements of this RFP.

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful Contractor thirty (30) days in advance of any Commission required changes to the technical specifications and/or scope of service that affect the successful Contractor’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 12 of 59

FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

review, verify, and approve receipt of services/deliverables from the Contractor;

• Submit requests for change orders/amendments/renewals, if applicable;

• Review, verify, and approve invoices from the Contractor; and, if applicable, complete the Certificate of Contract Completion form; and

• Maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file (e.g., renewal letters, vendor name change letter).

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

NOTICE TO PROCEED

The awarded Respondent shall not initiate work under this contract until it has received an official written

Notice to Proceed (Attachment F) from the Contract Manager.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this RFP is specifically limited to the Contractor’s response price accepted by the Commission, and to the specific procedure for payment established in this RFP and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the response price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this RFP, including but not limited to equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this RFP including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a response, be on file with the Department of State in accordance with provisions of Chapter 607, Florida Statutes; similarly, partnerships seeking to do business with the State shall, at the time of submitting such response, have complied with the applicable provisions of Chapter 620, Florida Statutes. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, F.A.C., and Section 287.042(16) F.S., other State of Florida agencies may purchase from the resulting contract of this RFP, provided that the Department of Management http://www.sunbiz.org/ http://dos.myflorida.com/

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 13 of 59

Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this RFP contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The Respondent is required to examine carefully the conditions and specifications of this RFP and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

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SCOPE OF WORK

FWC 22/23-108

FWC CULTURE, RELEVANCY, IDENTITY AND BRANDING PROJECT

PURPOSE

The FWC Culture, Relevancy, Identity and Branding Team is invested in an internal and external renewal of engagement and support based on clarifying the agency-wide identity and culture, which reflects the perpetual change of FWC roles and objectives with the intent to remain relevant to broader audiences.

Collectively, the agency wants to embrace cultural and social shifts, while still reflecting familiarity and consistency in our mission, vision and core values.

The objective of this study is to explore internal and external stakeholder beliefs and perspectives regarding FWC’s identity, culture, and purpose. Using methodologies common to human dimensions study, the awarded Respondent (Contractor) will identify recurring language and themes to promote better understanding about internal and external perceptions of identity and culture of the FWC and provide a foundation for answers to the following questions: Who are we (FWC)? What is our story? What does the FWC do for the benefit of Florida’s ecology and the public? What does the FWC stand for? What are the

FWC values, beliefs and practices which guide agency interactions with the public?

The results will guide the Culture, Relevancy, Identity and Branding Team to move forward with plans to synthesize the FWC identity and culture to be inclusive of and appeal to broader constituencies, which include the future creation of an agency brand and guidebook beyond the scope of this RFP.

The Contractor shall complete the following tasks upon receipt of a Notice to Proceed from FWC:

1. DETERMINE INTERNAL PERCEPTION OF FWC IDENTITY AND CULTURE VIA BOTH

QUALITATIVE AND QUANTITATIVE MEANS

1.1. In coordination with the FWC Project Manager, FWC human dimensions and public information staff, and other FWC project staff, the Contractor shall develop and implement a plan to assess internal staff knowledge, attitudes, and perspectives regarding the FWC identity and culture using sound social science methodologies via focus groups. The FWC Project Manager and FWC human dimensions staff will have final discretion over plan content. The Project Plan will be implemented by the Contractor under the direction of the FWC Project Manager and FWC human dimensions staff.

1.2. In coordination with the FWC Project Manager, FWC human dimensions staff and other FWC project staff, the Contractor shall develop and implement a planning process to accomplish the following:

a. Elicit beliefs and perspectives regarding FWC’s identity and culture, to include identifying any consistencies and inconsistencies in perspectives among FWC staff.

b. Identify and recruit participants for the focus groups that include a broad range of FWC staff across levels within the agency, locations in Florida, and FWC’s Divisions and Offices.

c. Determine appropriate processes, approaches, techniques and methodologies that will successfully achieve or accomplish the specific goal, objectives, and deliverables for the project within a timeframe for completion of no later than six months after issuance of the Notice to Proceed.

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 15 of 59

e. Identify specific issues and sideboards that may affect desired outcomes for data collection and analysis and develop strategies to successfully address those issues.

f. Coordinate the data collection and analysis of the results.

g. Identify specific deliverables, outputs and outcomes for each focus group.

1.3. Schedule, mediate, and facilitate a sufficient number (5-10 anticipated) of focus groups across the state (locations to be determined) and to begin no later than 60 days after issuance of the Notice-to-

Proceed and conclude no later than 120 days after notice to proceed. The number of meetings held must be sufficient to fully represent the demographics identified above.

1.4. In coordination with the FWC Project Manager, FWC human dimensions and public information staff, and other FWC project staff, the Contractor shall provide the FWC Project Manager with information on the full range of ideas, beliefs, and concerns expressed by all staff and stakeholders involved in this Process.

2. DETERMINE EXTERNAL STAKEHOLDER PERCEPTION OF FWC IDENTITY AND CULTURE

VIA BOTH QUALITATIVE AND QUANTITATIVE MEANS

2.1. In coordination with the FWC Project Manager, FWC human dimensions and public information staff, and other FWC project staff, the Contractor shall develop and implement a plan to assess external knowledge, attitudes, and perspectives regarding the FWC identity and culture using sound social science methodologies via focus groups. The FWC Project Manager and FWC human dimensions staff will have final discretion over plan content. The Project Plan will be implemented by the Contractor under the direction of the FWC Project Manager and FWC human dimensions staff.

2.2. In coordination with the FWC Project Manager, FWC human dimensions staff and other FWC project staff, the Contractor shall develop and implement a planning process to accomplish the following:

a. Elicit beliefs and perspectives regarding FWC’s identity and culture, to include identifying any consistencies and inconsistencies in perspectives among diverse external audiences.

b. Identify and recruit participants for the focus groups that include a broad range of external audiences across the entire state that reflect the demographics of the state and are inclusive of potentially underserved audiences.

c. Determine appropriate processes, approaches, techniques and methodologies that will successfully achieve or accomplish the specific goal, objectives, and deliverables for the project within a timeframe for completion of no later than six months after issuance of the Notice to Proceed.

e. Identify specific issues and sideboards that may affect desired outcomes for data collection and analysis and develop strategies to successfully address those issues.

f. Coordinate the data collection and analysis of the results.

g. Identify specific deliverables, outputs and outcomes for each focus group.

2.3. In coordination with the FWC Project Manager, FWC human dimensions and public information staff, and other FWC project staff, the Contractor shall provide the FWC Project Manager with information on the full range of ideas, beliefs, and concerns expressed by all staff and stakeholders involved in this Process.

Request for Proposal – Revised 3.23.2023 FWC 22/23-108, Page 16 of 59

2.4. In coordination with the FWC Project Manager, FWC human dimensions and public information staff, and other FWC project staff, the Contractor shall be responsible for any public communication services about events, including, but not limited, newspapers of local and regional distribution, local blogs, FWC website media, mailings to residents, etc., secure focus group session locations in coordination with and at the discretion of the FWC Project Manager and provide pre-session planning, room setup, recording and note taking, written documentation of session notes (provided no later than seven [7] calendar days post-meeting) as needed for each event.

2.5. Schedule, mediate, and facilitate a sufficient number of focus groups (5-10 anticipated) across the state (locations to be determined and to begin no later than sixty (60) days after issuance of the project Notice to Proceed and conclude no later than one hundred twenty (120) days after issuance of the Notice to Proceed) to identify beliefs and perspectives regrading FWC’s identity and culture and any consistencies and inconsistencies in language, messaging and perception of the FWC identity and culture among broad external audiences varying in both geographic location and demographics. In coordination with FWC Project Manager and staff, the Contractor shall develop a schedule of proposed focus groups. Night and/or weekend meetings/events/engagement opportunities may be required. Note: Once focus group locations have been set, FWC will reserve/pay for the facility directly.

3. FINAL SYNTHESIS REPORT

Incorporate internal and external focus group analyses (and any additional means applied to collect and analyze data during the project timeframe) into a synthesis report that identifies common themes and language which describe consistencies and inconsistencies in perspectives among all audiences from the project. The Contractor should highlight positive and negative feedback, outline potential conflicts and resolutions, and provide recommendations for successful future development of the FWC engagement and branding process. Ten (10) hard copies and one (1) electronic copy of the final report shall be submitted to FWC. FWC shall own the data in the final report and be able to share it at its discretion.

ATTACHMENT A

FWC 22/23-120

Standard Purchase Order Terms & Conditions Florida Fish & Wildlife Conservation Commission

May 9, 2023

Section 1. Purchase Order A. Composition and Priority

The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract Conditions, PUR

1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term

Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the Purchase

Order end date.

Section 2. Performance A. Performance Standards

The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency

If the Commission determines that the performance of the Contractor is unsatisfactory, the Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non ‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the

Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents. The retainage will be applied to the invoice for the then‐current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the Contractor may invoice the

Commission for the retained amount during the next billing period. If the Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

C. Contractor Responsibilities

The Contractor agrees that all Contractor employees, subcontractors, or agents performing work under the Purchase Order shall be properly trained technicians who meet or exceed any specified training

LAST REVISED: 5.9.2023

qualifications. Upon request, the Contractor shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the Purchase Order must comply with all security and administrative requirements of the Commission. The Commission may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The Commission may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with the Commission’s security or other requirements. Such refusal shall not relieve the Contractor of its obligation to perform all work in compliance with the Purchase Order. The Commission may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents.

D. Assignment

The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the

Purchase Order without the prior written consent of the Commission. In the event of any assignment, the Contractor remains secondarily liable for performance of the Purchase Order, unless the

Commission expressly waives such secondary liability. The Commission may assign the Purchase Order with prior written notice to the Contractor.

E. Damages to State Property

Any damages to state property (e.g., structures, roads, culverts, fences, trees, or other natural resources) caused by the Contractor while working on this project shall be the responsibility of the Contractor to remedy, as determined by the Commission. The Contractor shall be responsible for the conduct of all

Contractor personnel at all times while on the job site.

Should any historical or cultural artifacts be uncovered, the Contractor shall immediately halt work and notify the Commission’s Contract Manager. Please note: The State Archaeologist has the power to halt work if they has reason to believe artifacts are being disturbed.

F. Independent Contractor

The Contractor shall perform as an independent contractor and not as an agent, representative, or employee of the Commission. The Contractor covenants that it presently has no interest and shall not acquire any interest that would conflict in any manner or degree with the performance of services required.