FWC 22.23-56 RFP - Final.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 22/23-56

FWC ONLINE SHOOTING RANGE SAFETY COURSE

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for the development and hosting of an FWC Online Shooting Range Safety Course, 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 sign this acknowledgement for the Respondent.

Authorized Signature (Manual): ___________________________________________________________________________________

Authorized Signature Name (Typed) and Title: ______________________________________________________________________

Date: _______________________________________

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 2 of 56

CALENDAR OF EVENTS

FWC 22/23-56

SCHEDULE DUE DATE METHOD

RFP Advertised December 19, 2022 Posted on the Vendor Bid System (VBS):

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

Deadline for Questions

Must be received PRIOR to:

January 3, 2023

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to Written Questions

January 10, 2023 Posted on the Vendor Bid System (VBS):

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

SEALED RESPONSE DUE

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

Must be received

PRIOR to:

January 20, 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 January 20, 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 January 26, 2023 to February 13, 2023

Florida Fish & Wildlife Conservation

Commission

Anticipated Date of Intended

Award February 20, 2023

Posted on the Vendor Bid System (VBS):

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

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 3 of 56

GENERAL CONDITIONS

FWC 22/23-56

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 9.1.2022 FWC 22/23-56, Page 4 of 56

PROCUREMENT MANAGER

Ruth Heggen

Ruth.Heggen@myfwc.com

TERM

The contract will be effective for five (5) years 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.

RENEWAL

The Commission has the option to renew this Contract for one five-year period after the initial Contract period upon the same terms and conditions contained herein. Pursuant to Sections 287.057(1)(a)2., and

287.057(1)(a)3., Florida Statutes, each Contractor shall supply a price for each year that a contract may be renewed. Evaluation of responses shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Contractor.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor, if it desires to exercise this renewal option, will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

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

DEADLINE FOR QUESTIONS

Any questions from Respondents that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager identified below. 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 Bid System (VBS)

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

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.

mailto:bidrequest@myfwc.com?subject=Extension%20Request http://www.myflorida.com/apps/vbs/vbs_www.main_menu

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 5 of 56

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.

RESPONDENT SPECIFICATION INQUIRIES

If the specifications of this Request for Proposal (RFP) could restrict potential Respondent competition, the Respondent has 72 hours within which to request to the Commission that the specification(s) be changed.

The Procurement Manager must receive the written request within 72 hours after the posting date of the

RFP.

Requested changes to the Commission’s specifications shall include the Respondent’s concerns regarding restricting competition, provide detailed justification, and provide recommended changes to the specification(s). A Respondent’s failure to request changes by the prescribed date and time shall be considered to constitute the Respondent’s acceptance of the Commission’s specifications.

The Commission shall determine what change(s) to the RFP is acceptable to the Commission. If accepted, the Commission shall issue an addendum reflecting the change(s) to the RFP, which shall be posted to the

Vendor Bid Advertisement System (http://vbs.dms.state.fl.us/vbs/main_menu).

It is up to the Respondent to ensure that everything is included as required by the Commission’s Purchasing

Office. It is not the Commission’s responsibility to mail or fax any forms to a potential Contractor. Response packet information may also be requested from the Commission’s Purchasing Section by calling (850) 488-

6551. Please have solicitation number and Respondent information available when requesting any information.

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 Bid System website. Each Respondent is responsible for monitoring the Vendor Bid System website (http://vbs.dms.state.fl.us/vbs/main_menu) 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 Bid System.

ECONOMY OF 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

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 6 of 56

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.

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. Executive Summary/Proposed Solution (Mandatory)

The Respondent shall present a high-level summary of the proposed solution, including the reasoning behind the proposed approach to the implementing the solution. The Executive Summary shall be submitted as part of the RFP response or the response shall be deemed non-responsive.

TAB D. Respondent Background and Experience (Mandatory)

The Respondent shall present a summary of experience, including the experience with similar projects

(i.e., developing and delivering online course solutions). Specific experience to be addressed in this section includes:

1. a brief history of the Respondent company; and,

2. experience implementing and providing online safety courses for similar state and research organizations.

TAB E. Project Organization (Mandatory)

The Respondent shall present qualifications and experience of proposed personnel as well as the proposed Project Team structure. Specific topics to be discussed include:

1. qualifications, experience, and education of proposed personnel, including the intended

Project Manager;

2. structure of the proposed project team during initial course development and after implementation.

This section shall also address the Respondent’s physical location and ability to meet the Location

Requirement specified in the Scope of Work.

TAB F. Project Plan (Mandatory)

This section shall present the Respondent’s plan for the completing the tasks identified in the scope of

Work, including:

1. methodologies to be used for course development, data management, quality assurance and implementation;

2. methodologies for modifications after initial development;

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 7 of 56

3. testing of the implemented system (Contractor Testing and User Acceptance Testing); and

4. training.

This section shall also address the following:

1. The location of the hosting environment for the solution;

2. Which cloud based computing platform will be used;

3. Who holds security keys;

4. Describe process and frequency of backing up how the solution; and,

5. Identify any Service Level Agreements (SLAs) involved with or required for implementation and maintenance of the solution.

TAB G. Implementation Schedule (Mandatory)

The Respondent shall present their proposed implementation schedule, based on the date of purchase order issuance. The schedule shall address activities required to accomplish the implementation of the system that meets the requirements identified in the Specifications 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:

ID Milestones Start Finish Duration

1 Contract Award Day 1

2 Course Development

3 Data Import

4 User Acceptance Testing

5 Training

6 Go-Live Date

TAB H. Security (Mandatory)

The Respondent shall present a summary of its ability to meet all Security requirements outlined in the

Scope of Services, as well as:

1. Data protection,

2. State and Federal security standards, and

3. Agency Technology Blueprint & Security policies.

TAB I. Cost Sheet (Mandatory) — Attachment D

The Respondent shall provide prices, for the initial term of the project as well as the potential renewal period, for each item specified in Attachment D.

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 8 of 56

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 J. 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

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 A NY 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 .

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 9 of 56

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 four (4) 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.

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.

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 10 of 56

EVALUATION FACTOR MAXIMUM POINTS AVAILABLE

Executive Summary/Proposed Solution 15

Respondent Background and Experience 15

Project Organization 15

Project Plan 20

Implementation Schedule 15

Security 10

Cost 10

TOTAL: 100

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

1. Executive Summary/Proposed Solution (15 points)

High‐level synopsis of the response will be evaluated based on clarity and ability for solution to meet

FWC needs.

2. Respondent Background and Experience (15 points)

Background and Experience will be evaluated based on experience with developing and implementing online course solutions as presented in the response.

3. Project Organization (15 points)

Project Organization will be evaluated based on the Respondent’s proposed organization structure’s ability to successfully complete this project.

4. Project Plan (20 points)

Project Plan will be evaluated based upon the Respondent’s proposed plan for developing and implementing a proposed solution that meets FWC’s needs.

5. Implementation Schedule (15 points)

Implementation Schedule will be evaluated based on timeline provided and the thoroughness of the approach to system implementation.

6. Security (10 points)

Security will be evaluated based upon the Respondent’s ability to meet the required Security requirements.

7. Cost (10 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

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 11 of 56

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 Bid System as a Public Notice. The Agency Decision may be viewed at http://vbs.dms.state.fl.us/vbs/main_menu, 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.

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 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 9.1.2022 FWC 22/23-56, Page 12 of 56

• 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.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $50.00 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to 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 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 http://www.sunbiz.org/ http://dos.myflorida.com/

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 13 of 56 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.

REMAINDER OF PAGE INTNTIONALLY LEFT BLANK

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 14 of 56

SCOPE OF WORK

FWC 22/23-56

FWC ONLINE SHOOTING RANGE SAFETY COURSE

INTRODUCTION

The Florida Fish and Wildlife Conservation Commission (FWC) desires to hire a contractor to develop and host an FWC Online Shooting Range Safety Course. Successfully completing this course will be mandatory for all shooters desiring access to any FWC managed shooting range.

Currently there are ten (10) FWC managed shooting ranges. Four of these facilities are operated by FWC staff and have the option for customers to take the course on-site. Three of these facilities are operated by county staff, or FWC staff at a facility that does not currently have the option for customers to take the course on-site. There are also three facilities located in National Forests where the only option to take the course will be on their personal computer or mobile device.

These ten facilities have approximately 25,000 user visits each year for an estimated total of 250,000 annual user visits. Many user visits are repeat customers. It is our desire to have all users of these facilities show proof of completion of this course.

Upon successful completion of the course, the course completion information shall be uploaded into FWC’s point of sale (POS) system – NCR Counterpoint – providing each customer with a unique user number in barcode or other format that can be read by the POS scanner. NCR Counterpoint is a cloud operated system giving all FWC managed shooting ranges immediate access to customer information; hence customers completing the course can be verified by one of three methods:

1) by reading or scanning the barcode on the electronic student completion card, sent to them from the course provider, at any of the FWC managed shooting ranges;

2) by searching for the customer’s name from the information uploaded in FWC’s NCR

Counterpoint software system, or

3) by searching the course completion information retained and provided by the Contractor

(awarded Respondent). The third option will need to be cloud based and accessible by FWC law enforcement officers verifying completion cards for users of the ranges located in the National

Forest.

1. OVERVIEW OF SOLUTION

The following is a high-level overview of the solution. The Contractor shall verify business and functional requirements for the solution with Commission staff.

1.1. Shooting Range Safety Course Development

Provides for the creation and publication of the online course.

1.1.1. The Contractor must create and maintain a design document. This document will accurately translate and integrate Commission business needs and requirements into the FWC-Managed

Shooting Ranges Online Shooting Range Safety Course solution. The document will be reviewed by the Commission and is subject to approval by the Commission.

1.1.2. The course shall be designed so the end user can complete the course using a computer

(desktop/laptop) or mobile device (smartphone/tablet) that is less than 5 years old.

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 15 of 56

1.1.3. The course will gather basic user information (see example Range Safety Orientation form

(Exhibit 1) and sample Minor Child Release of Claims and Permission Slip (Exhibit 2) and assign a unique user number for each participant. This information shall be immediately uploaded into

FWC’s POS system. Coordination of this scope of work will be between the Contractor and FWC’s

POS system (NCR Counterpoint) provider Advannova Inc.

1.1.4. All contact information provided by each user will be the sole property of the FWC.

1.1.5. The course shall consist of the information contained in the video titled “Range Safety Course

V4” (https://myfwc.com/hunting/safety-education/shooting-ranges/safety-rules/), consist of approximately 62 slides, photos or short videos and a 10-question test.

a. All photos, narration and any video necessary to develop the course will be supplied by FWC.

1.1.6. The course shall have a 10-question test at the end requiring an 80% pass rate. If a student misses 1 to 2 questions, the correct answer to the question(s) missed shall be presented to the student before being awarded an electronic completion card. If more than two questions are missed, the student will be required to re-take the course until they have a successful passing score.

a. Upon completion, the Contractor shall immediately supply an electronic copy of a course completion card to the student, upload the information into FWC’s POS system, and store the student in an electronic database that is accessible by FWC staff and law enforcement officers. There are no hard copies of cards or certificates associated with this course.

1.1.7. The course shall be compliant with all equal opportunity and non-dissimilatory policies, computer use policies, academic accommodations for students with disabilities, discrimination, harassment and retaliatory compliance established by state and Federal regulating authorities.

1.2. Pre-Operational Services

Prior to full implementation of the FWC-Managed Shooting Ranges Online Range Safety Course solution, the Contractor shall perform any services integral to the development, implementation and operation of the solution. These activities may include but are not limited to:

1.2.1. Testing – The Contractor shall conduct functional, unit, load/performance and/or stability tests, as applicable, as part of their quality assurance plan. The amount and type of testing shall be mutually agreed upon by the Contractor and the Commission.

1.2.2. User Acceptance Testing (UAT) – The Commission will perform acceptance testing of the solution after successful completion of Contractor testing. The Contractor shall prepare a User

Acceptance Test (UAT) plan and test scenarios/scripts for users to follow during the initial structured portion of the UAT (following structured testing the users are encouraged to conduct their own free-form testing). The Contractor shall assist the Commission during the preparation and execution of the acceptance test by maintaining the test environment. The Contractor shall provide the draft version of all documentation, including a Requirements Traceability Matrix

(RTM), which shall be delivered with the solution at the time of the initiation of the UAT period.

The RTM shall clearly link the requirements to where and how they have been implemented in the solution. The Contractor shall correct any errors identified by the User Acceptance Test team.

The Contractor shall document the results of the testing in the Test Report. Upon receipt of the https://myfwc.com/hunting/safety-education/shooting-ranges/safety-rules/

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 16 of 56 report, the Commission will examine the test results and determine the readiness of the FWC-

Managed Shooting Ranges Online Range Safety Course solution.

1.3. Course Modification and Revisions

1.3.1. After development of the course is completed and published, the FWC anticipates the need for edits and changes. There are approximately 62 slides in the course

1.4. Course Hosting/Data Storage

1.4.1. The Contractor shall use a cloud-based computing and storage devices to host the course material and any customer transactions. These devices must deliver performance that allows transactions to be conducted efficiently, timely and within the confines of the business rules contained herein

1.4.2. The Contractor can submit quarterly invoices for the number of users based on the annual use rate. If there are variances in the projected number of users billed on any quarterly invoices, the final annual billing shall be adjusted to actual number of users per fiscal year.

1.4.3. Annual pricing for usage of the course and storage of the data shall be based on increments of

5,000 students. It should be noted that the first two years will see larger numbers of course participants and the last few years an increase in data storage.

1.4.4. In addition to providing technical maintenance and support necessary to keep services optimally functional and secure, the Contractor shall provide technical support as needed to Commission staff, shooting range staff and customers during the contract period.

a. Contractors shall notify FWC immediately of all security concerns (e.g., data breaches within the hosted environment).

1.4.5. Services to implement modifications resulting from system enhancements, upgrades, programmatic, regulatory, or legislative requirements and changes, and provides for quality assurance/control and testing of implemented modifications shall be provide by the Contractor.

1.5. Project Management

The Contractor shall provide a Project Manager from the Purchase Order issuance throughout the term of the contract. Travel and related expenses for the Project Manager to attend in person meetings will be at the expense of the Contractor.

1.5.1. Within a week of Purchase Order issuance, the Contractor will provide to the Commission a final version of the Project Plan and Schedule. Upon approval by the Commission, this Project Plan and Schedule will begin to be executed.

1.5.2. All Any of the following proposed Contractor functions will be performed at a Tallahassee, Florida based facility, unless otherwise authorized by the Commission:

a. Design, configuration and review sessions.

b. Testing.

c. Training.

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 17 of 56

1.6. Administrative Interface – The administrative interface serves as the control panel by which the

Commission manages user accounts and roles, accesses data, manages customer counts and uses any other functionality necessary to successfully manage all aspects of the solution. This interface should be user friendly and be created with responsive design for mobile devices.

1.6.1. Audit tracking for all administrative functions and events in the solution.

1.7. Security – A primary requirement of the solution is to provide security to the data housed within it.

To responsibly protect citizen data, the Contractor’ solution shall adhere to, and adapt as necessary to, the following required State and Federal security standards:

1.7.1. Secure Socket Layer (SSL) Connections.

1.7.2. At least 256 encryption protocols (in transit and at rest).

1.7.3. Management of Role Based Access.

1.7.4. Secure Login including Single Sign-On (SSO) with Microsoft Azure.

1.7.5. Data extraction in common file structure.

1.7.6. Accountability and auditing for all events/changes.

1.7.7. Use of USA based data centers only.

1.7.8. Lightweight directory access protocol (LDAP) connectivity.

1.7.9. Federal Information Processing Standards (FIPS) compliance.

1.8. Training – The Contractor must provide user training for Commission staff in the use of the solution.

User training should include a variety of tools and techniques, including but not limited to a training manual.

1.9. Communication – The solution shall provide options for delivering various automated and custom notifications and messages to be sent on behalf of the Commission to customers.

1.9.1. Communications include but are not limited to welcome notices for new customers, notifications of changes impacting shooting ranges, promotions to support the agency’s recruitment, retention, and reactivation of anglers and hunters. Examples of promotions include but are not limited to digital marketing, enhanced communication, cross-sell and upsell opportunities, etc.

2. LOCATION REQUIREMENT

2.1. The Contractor must be based in the United States and all services and functions relating to this solicitation will be performed within the physical boundaries of the United States.

3. COSTS AND PRICING

All costs and prices for following services provided by the Contractor must be provided on the Cost

Sheet (Attachment C):

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 18 of 56

3.1. Course Development

3.1.1. Price for developing and publishing the FWC-Managed Shooting Ranges Online Range Safety

Course.

3.2. Course Modification and Revisions

3.2.1. Price for editing one page of the course.

3.2.2. Price per hour for additional changes/upgrades.

3.3. Course Hosting (prices for providing the course to the following amounts of customers):

3.3.1. 10-15K users per year

3.3.2. 15-20K users per year

3.3.3. 20-25K users per year

3.3.4. 25-30K users per year

3.3.5. 30-35K users per year

3.3.6. 35-40K users per year

3.3.7. 40-45K users per year

3.3.8. 45-50K users per year

3.3.9. 50-55K users per year

3.3.10. 55-60K users per year

3.3.11. 60-65K users per year

3.3.12. 65-70K users per year

3.3.13. 70-75K users per year

3.3.14. 75-80K users per year

3.3.15. 80-85K users per year

3.3.16. 85-90K users per year

3.3.17. 90-95K users per year

3.3.18. 95-100K users per year

Request for Proposal – Revised 9.1.2022 FWC 22/23-56, Page 19 of 56

3.4. Course Content and Data Storage - Annual cost for hosting and maintaining course content and customer data

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Exhibit 1

FWC Managed Shooting Range Minor Chil� Release of Claims and ·Permission Slip Date _ __._¥-----

� Florida Fish and Wildlife .

I . Conservation .Commissl�n �11CN o0� MyFWC.com

Parent/Guardian Name: Last _ ___,"---------- First ____ ____., __ ......,... ____ -=--_ M/ _. _ Malling Addi-ess _________ -.--��--............ ------'--="'--_,__ _ __._....__,_._____,:;_�- Clty ____,�-"--�- -------=-..__ ____ . State ___ Zip __ ....._ __ Daytime Phone (_ _ _) _ ____::.,_-__ _ This form contains a release and waiver of claims which, when signed, contractuallywaives any claims against the Florida Fish and Wildlife Conseivation Commission (FWC) its partne,s, staff, agents and volunteers that may arise In connection with your minor child/ward's participation iQ activities at any FWC managed shooting range. Please read ft carefully beforesJgnJng.

It Is recommended that pregnant women and children under age seven follow their physician's guidance conoemlng their presence on shooting ranges. Physicians may have concems about exposure to �irbome particulate lead and other factors.

In considerat ion of the opportunity afforded to my mlnorchlld/ward.to participate In actiVlties at the FWC managed shooting range, I, the undersigned, on behalf my child/ward named herein do freely subscribe to the following contractual obligation:

I, on behalf of my child/ward named.below, fully understand.the risks associated with participation In shooting sports at any FWC managed sho�ting ranli(e, and do herebyformy mlnorchlld/ward'sheiis, executors, and assigns knowingly, freely, ·and voluntarily assume all risk and llaqlllty for any damage or Injury to person or propertytl!at may occur as a (es ult ofmy child/ward's participation In activities at any FWC man�ged publio shoo!lng range, and do hereby release, discharge, and covenant notto sue the FWC Its partners, staff, agents and volunteers and do hereby waive ar.d discharge all claims for damages that my minor. child/ward or I might have against the FWC Its partneis, staff, agents and volunteers for any reason, Including FWC's negligence, and agree to Indemnify and hold harmless the FWC its partners, staff, agents and volunteers from and against any and all claims, damages, and judgments, ot whatever nature, including :

attorney fees, that may be asserted or.entered against any of them in connection with my minor child/ward's in any activity at any FWC managed shooting range. ·

NOTICETO lHE MINOR CHILD'S NATURAL GUARDIAN.

READ THIS FORM C OMPLETELY-AND CAREFULLY. YOU ARE AGREEING TO LET YOUR MINOR

CHILD ENGAGE IN A ,POTENTIALLY DANGEROUS ACTIVITY. YOU ARE AGREEING THAT, EVEN IF

THE FLORIDA FISH AND WIDLIFE.CONSERVATJON COMMISSION (FWC) ITS PARTNERS, STAFF,

AGENTS AND VQLUNTEERS USE REASONABLE CARE IN PROVIDING THIS ACTIVITY, THERE IS A

CHANCE YOUR CHILD MAY BE SERIOUSLY INJURED dR KILLED av PARTICIPATING IN THIS

·.ACTIVITYBECAUSETHEREARE C ERTAIN DANGERS INHERENTINTHEACTIVITYWHICH CANNOT

BE AVOIDED OR ELIMINATED. BY SIGNl!'JG THIS FORM YOU ARE…