ITN-GTL-Final.pdf

4050 Esplanade Way Tallahassee, FL 32399-0950

Ron DeSantis, Governor Pedro Allende, Secretary

INVITATION TO NEGOTIATE (ITN)

FOR

GROUP TERM LIFE INSURANCE

ITN NO: DMS-24/25-232

THE STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

Refer ALL inquiries to:

Procurement Officer:

Alisha Morgan Departmental Purchasing

State of Florida, Department of Management Services 4050 Esplanade Way, Suite 260

Tallahassee, FL 32399-0950 Email: DMS.Purchasing@dms.fl.gov

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.) (as altered by section 110.123(3)(d)4, F.S.), or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Any protest concerning this agency decision or intended decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or regular mail at: Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, Florida 32399-0950. Protests may also be filed by fax at 850-922-6312, or by email at agencyclerk@dms.myflorida.com. It is the filing party's responsibility to meet all f iling deadlines.

NOTICE PURSUANT TO SUBSECTION 287.057(25), F.S.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

mailto:DMS.Purchasing@dms.fl.gov mailto:agencyclerk@dms.myflorida.com

ITN No.: DMS-24/25-232

Group Term Life Insurance Page 2 of 34

TABLE OF CONTENTS

Section 1: INTRODUCTION

1.1 Solicitation Overview

1.2 Definitions

1.1 Background

1.3 Term

1.4 Questions Being Explored and Goals of the ITN

1.5 Special Accommodations

1.6 Procurement Officer

1.7 Timeline of Events

1.8 Order of Precedence for Solicitation

Section 2: SOLICITATION PROCESS

2.1 General Description of ITN Process

2.2 Questions and Answers

2.3 Addenda to the Solicitation

2.4 Deadline to Submit Reply

2.5 Public Opening

2.6 Firm Offer

2.7 Respondents Mandatory Responsiveness Requirements

2.8 Contract Formation

2.9 Modification or Withdrawal of Reply

2.10 Supplier Development

Section 3: GENERAL INSTRUCTIONS

3.1 General Instructions

3.2 Special Instructions

3.3 MFMP Registration and Florida Substitute Form W-9 Process

3.4 How to Submit a Reply

3.5 Contents of Reply

3.6 Rejection of Replies

3.7 Public Records, Respondent’s Confidential Information, and Redacted Replies

3.8 Subcontracting

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Section 4: SELECTION METHODOLOGY

4.1 Determination of Replies Responsiveness for Evaluation

4.2 Evaluation Process – General Overview

4.3 Evaluation of the Reply

4.4 Negotiations

4.5 Final Selection and Notice of Intent to Award

Section 5: FINAL SELECTION AND NOTICE OF INTENT TO AWARD CONTRACT

5.1 Rights for Award

5.2 Agency Decision

5.3 Other Reserved Rights

5.4 No Contract until Execution

Contact Information

Notice of Conflict of Interest

Statement of No Prior Disqualifying Involvement

Subcontracting

Mandatory Responsiveness Requirements

PUR1355 – Foreign Country of Concern Attestation

Attachments:

ATTACHMENT A – ADMINISTRATIVE REQUIREMENTS

ATTACHMENT B – PERFORMANCE GUARANTEES

ATTACHMENT C – TECHNICAL REPLY

ATTACHMENT D – COST REPLY

ATTACHMENT E – INTERFACE FILES

ATTACHMENT F – CENSUS FILE

ATTACHMENT G – ADDITIONAL INFORMATION

ATTACHMENT H – PUR7801, VENDOR CERTIFICATION FORM

ATTACHMENT I – DRAFT CONTRACT

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Section 1: INTRODUCTION

1.1 Solicitation Overview

The State of Florida (State), Department of Management Services (Department), Division of State Group Insurance (DSGI), seeks to establish through this Invitation to Negotiate (ITN) a contract with one (1) Respondent for Group Term Life Insurance, as further described in Attachment A, Administrative Requirements. The Department anticipates an Implementation Date of January 1, 2026.

This solicitation will be administered through the Business Network within MyFloridaMarketPlace (MFMP) and the Vendor Information Portal (VIP). Vendors interested in submitting a Reply must register for a Business Network account and comply with all solicitation terms and conditions .

1.2 Definitions

Capitalized terms used in this ITN and its attachments have the meaning ascribed in this section

1.2. Defined terms in Attachment I, Draft Contract, PUR 1000, PUR 1001, and section 287.012, F.S., are incorporated herein by reference. In addition to those terms, the following terms have the meanings ascribed below.

1.2.1 Access: To review, inspect, approach, instruct, communicate with, store data in, retrieve data from, or otherwise make use of any data, regardless of type, form, or nature of storage. Access to a computer system or network includes local and remote access.

1.2.2 Business Day: Any day of the week excluding weekends and holidays observed by State agencies pursuant to subsection 110.117(1)(a)-(i), Florida Statutes (F.S.).

1.2.3 Calendar Day: Any day in a month, including weekends and holidays.

1.2.4 Confidential Information: Information in the possession or under control of the State or Vendor that is exempt from public disclosure pursuant to section 24, Article I of the Constitution of the State; the Public Records Law, Chapter 119, Florida Statutes; or to any other Florida law or federal law or regulation that serves to exempt information from public disclosure.

1.2.5 Contract: The binding agreement that results from this ITN, if any, between the Department and a Respondent.

1.2.6 Contractor, Service Provider or Vendor: The business entity that is awarded this ITN and subsequently enters into a contract with the Department.

1.2.7 Data or State of Florida Data: Representation of information, knowledge, facts, concepts, computer software, computer programs or instructions, whether it is exempt, confidential, Protected Health Information that are protected under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), 45 C.F.R. §§ 160 and 164, the Health Information Technology for Economic and Clinical Health Act of 2009 (the “HITECH Act”), and the regulations promulgated thereunder; or section 110.123(9), Florida Statutes that is collected by, transmitted from, created for, or provided by the Department or that is received by or created by the Contractor in the performance of the Services under the Contract. Data may be in any form, including but not limited to, storage media, computer memory, in transit, presented on a display device, or in

Group Term Life Insurance Page 5 of 34 physical media such as paper, film, microfilm, or microfiche. Data includes the original form of the Data and all metadata associated with the Data.

1.2.8 Deliverables: Those services, items, and/or materials that the Vendor is obligated to provide under the Contract.

1.2.9 Department: The Florida Department of Management Services.

1.2.10 Division: The Department’s Division of State Group Insurance.

1.2.11 Enrollee: Those persons as defined in section 110.123(2)(c), F.S.

1.2.12 Implementation Date: January 1, 2026, at 12:00 A.M., Eastern Time (ET), the anticipated first date Services are provided to Members.

1.2.13 Invoice: The billing statement provided by the Contractor to the Department for reimbursement of Services.

1.2.14 ITN: Invitation to Negotiate No. DMS-24/25-232, Group Term Life Insurance.

1.2.15 Member: An Enrollee subscribed to the Plan and his or her enrolled dependents.

1.2.16 MyFloridaMarketPlace (MFMP): The State’s eProcurement system. MFMP is accessible using the following URL:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamark etplace.

1.2.17 Participant: An Enrollee subscribed to the Plan and his or her enrolled dependents.

1.2.18 Plan: The Life insurance coverages offered through the Department, as authorized in section 110.123, F. S.

1.2.19 Plan Year: The calendar year from January 1st to December 31st.

1.2.20 Portfolio: The Respondent’s written Technical Reply in response to Attachment C.

1.2.21 PUR 1000 – The standard “General Contract Conditions” Form PUR1000 (07/24), as incorporated by reference in Rule 60A-1.002(7), F.A.C., and can be accessed at:

https://www.dms.myflorida.com/content/download/2933/file/PUR%201000%20%28Ge neral%20Contract%20Conditions%29.pdf .

1.2.22 PUR 1001 -- The standard “General Instructions to Respondents” Form PUR 1001 (10/06), as incorporated by reference in Rule 60A-1.002(7), F.A.C., and can be accessed at:

https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instru ctions%20to%20Respondensts.pdf .

1.2.23 Program: The State Group Insurance Program defined in sections 110.123(3) and 110.12315, Florida Statutes.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/content/download/2933/file/PUR%201000%20%28General%20Contract%20Conditions%29.pdf https://www.dms.myflorida.com/content/download/2933/file/PUR%201000%20%28General%20Contract%20Conditions%29.pdf https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondensts.pdf https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondensts.pdf https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondensts.pdf

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1.2.24 Reply: The documents submitted by the Respondent in response to this ITN.

1.2.25 Respondent: A vendor who submits a Reply to this ITN.

1.2.26 Services: The services to be provided by the Vendor under the Contract.

1.2.27 State: The State of Florida.

1.2.28 Subcontractor: The Vendor’s subcontractors and agents that deliver the Services required by the Contract. The term “Subcontractor” does not include healthcare providers.

1.2.29 Vendor Information Portal (VIP): The State’s bidding system developed in accordance with section 287.042(3)(b)2, F.S. Access VIP using the following URL:

https://vendor.myfloridamarketplace.com.

In the event of a conflict between the terms incorporated from Florida Statutes and those contained within these documents, the definitions in these documents control.

1.1 Background

Pursuant to section 110.123, Florida Statutes, the Department’s Division of State Group Insurance (Division) administers the State Group Insurance Program (Program). The Program is comprised of a package of insurance benefits, including health insurance options, flexible spending and health savings accounts, life insurance, dental insurance, and other supplemental insurance products for State of Florida employees and retirees, including university employees and college employees, COBRA participants, and covered spouses and/or children. Each employee, retiree or COBRA participant that is the primary insured is an Enrollee. Covered spouses and/or children are dependents.

For the 2023 plan year, the State Group Health Insurance Program provided health insurance coverage for an average of 345,037 members, including 168,871 Enrollees.

Effective January 1, 2025, Florida College System employees joined the State Group Insurance Program, bringing approximately 38,000 new participants. This transition expanded the program’s coverage, integrating college system employees into the state’s benefits structure.

Group Term Life Insurance

Those eligible for group term life insurance encompass salaried employees, Other Personnel Services (OPS)/Variable hour employees working an average of thirty (30) hours or more per week, vested legislators, and retired employees.

Currently, there are six (6) group term life insurance options:

i. group term life for Eligible Employees (basic life)

ii. group term life for Vested Legislators

iii. group term life for Spouses

iv. group term life for Dependent Children

v. group term life for Retired Employees, and

vi. optional term life for Eligible Employees https://vendor.myfloridamarketplace.com/

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For salaried employees, group term life insurance is covered by the employer, while OPS/variable hour employees contribute to their coverage. The basic life insurance benefit is set at $25,000.

Vested legislators contribute to the payment of group term life insurance. The life insurance benefit for vested legislators is $150,000.

Employees enrolled in basic group term life insurance and vested legislators enrolled in group term life insurance have the option to elect and pay for spouses coverage. Spouses life offers a choice between a $15,000 or $20,000 benefit. Additionally, those enrolled in basic group term life insurance and vested legislators in group term life insurance may opt for and pay for dependent child coverage, with a benefit of $10,000. Currently the monthly premium for dependent child coverage is $0.85 per eligible child, and coverage is guaranteed issue.

Retirees currently have the option to choose between a $2,500 benefit and a $10,000 benefit. To remain eligible, retirees must maintain continuous coverage.

Optional Term Life

Optional term life insurance is exclusively available to salaried employees. They have the flexibility to choose coverage ranging from 1 to 7 times their annual earnings, capped at $1 million. During the initial eligibility period, salaried employees may select coverage from 1 to 5 times their annual earnings, up to $500,000, without the requirement for evidence of insurability. Subsequent to the initial eligibility phase, salaried employees can increase their coverage level by one level, up to 5 times their earnings or $500,000, whichever is less, during open enrollment without providing evidence of insurability.

Should salaried employees wish to enroll or elevate their coverage levels by more than one level or above $500,000 during open enrollment, evidence of insurability is mandatory. Additional information, including five years of life insurance enrollment, f ive years of active basic life claims experience, and a recent invoice, is provided as Attachment G, Additional Information.

1.3 Term

It is anticipated that the term of the Contract will be four (4) years with up to four (4) optional one

(1) year or multi-year renewals. The Contract may only be renewed in accordance with section 287.057(14), F.S.

1.4 Questions Being Explored and Goals of the ITN

The Department would like to explore the following questions:

• How can the Department ensure pricing remains competitive throughout the entire term of the Contract?

• What additional value propositions can vendors offer that are in the best interest of the State?

• What technology enhancements can vendors offer to promote ease of administration (designating beneficiaries, completing medical underwriting and processing claims) for Members?

• What communication tools will the vendor use to promote understanding of group life insurance options and enhance participation?

The Department has identif ied the following goals of this ITN:

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• To ensure competitive pricing throughout the initial term and any renewal years of the Contract.

• To identify and establish technology enhancements that promote ease of administration for Members.

• To establish a Contract that uses marketing and communications strategies that engage potential Members, enhance participation, and promote understanding of group life insurance options.

1.5 Special Accommodations

Any person requiring a special accommodation due to a disability should contact the Department’s Americans with Disabilities Act (ADA) Coordinator at (850) 922-7535, or ADA.Coordinator@dms.fl.gov. Requests for accommodation for meetings must be made at least five (5) Business Days prior to the meeting. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) 955-8771 (TDD).

1.6 Procurement Officer

The Procurement Officer is the sole point of contact for this procurement. Direct all contact with the Department to the Procurement Officer in writing by email.

Alisha Morgan Departmental Purchasing Florida Department of Management Services 4050 Esplanade Way, Suite 260 Tallahassee, FL 32399-0950 Email: DMS.Purchasing@dms.fl.gov

***PLACE THE ITN NUMBER IN THE SUBJECT LINE OF ALL EMAILS TO THE

PROCUREMENT OFFICER***

If a Respondent claims that any portion of an email is trade secret under section 812.081, F.S., or otherwise confidential under Florida or Federal Law, the Respondent is to place the word “Confidential” in the subject line. (See also subsection 3.9 of this ITN for more information on confidential information.)

Any such contact by an affiliate, a person with a relevant business relationship with a Respondent, or an existing or prospective subcontractor to a Respondent is assumed to be on behalf of a Respondent unless shown otherwise.

1.7 Timeline of Events

The table below contains the anticipated Timeline of Events for this ITN. The dates and times within the Timeline of Events are subject to change. It is the Respondent’s responsibility to check the Vendor Information Portal (VIP) for any changes. The Respondent is responsible for ensuring the Department receives all required documentation by the dates and times (Eastern Time) specified below (or as revised by addenda).

mailto:ADA.Coordinator@dms.fl.gov mailto:DMS.Purchasing@dms.fl.gov

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TIMELINE OF EVENTS

Event

Time (ET) Event Date

ITN posted on the VIP - March 4, 2025

Deadline to submit questions to the Procurement Officer 5:00 PM March 17, 2025

Department’s anticipated posting of answers to Respondent questions on VIP

- March 24, 2025

Deadline to submit Reply and all mandatory responsiveness requirements in MFMP 2:00 PM April 14, 2025

Public Opening

-In Person-

Conference Room 101

4050 Esplanade Way

Tallahassee, Florida 32399-0950

-Teleconference-

Conference call phone number: 1.888.585.9008

Conference room number: 380-031-285

3:00 PM April 14, 2025

Anticipated Evaluation Phase -

April 21, 2025 to

May 12, 2025

Anticipated Negotiations Phase -

May 19, 2025 to

July 21, 2025

Anticipated Negotiation Team Public Meeting to

Recommend Award.

Conference Room 101

4050 Esplanade Way

Tallahassee, FL 32399

10:00 AM July 23, 2025

Anticipated date to post Notice of Intent to Award on VIP - July 28, 2025

Anticipated Contract Implementation Date - January 1, 2026

1.8 Order of Precedence for Solicitation

In the event of a conflict between the documents comprising this ITN, the conflict will be resolved in the following order of priority (highest to lowest):

https://vendor.myfloridamarketplace.com/

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a) Addenda to ITN, if issued (in reverse order of issuance)

b) Attachment D, Cost Reply

c) This ITN document

d) Attachment I, Draft Contract (which includes all documents referenced in section 1 of the

Draft Contract)

e) Other ITN attachments

Section 2: SOLICITATION PROCESS

2.1 General Description of ITN Process

The ITN is a method of competitively soliciting contractual services under Chapter 287, F.S. This ITN will be administered through the Business Network and VIP. Interested Respondents are to comply with all terms and conditions described herein. Vendors can submit formal questions in writing to the Procurement Officer by the deadline listed in Section 1.7, Timeline of Events. Replies must be submitted by the deadline listed in Section 1.7, Timeline of Events. The Department will hold a public opening of the Replies at the date, time, and location provided in Section 1.7, Timeline of Events.

The ITN process is divided into two (2) phases: the evaluation phase and the negotiation phase.

The evaluation phase involves the evaluation team’s evaluation of Replies in accordance with this ITN. During this phase, the Department’s evaluation team will independently evaluate and score each responsive Respondent’s submitted Attachment C, Technical Reply. Scores will be calculated in accordance with Section 4, Selection Methodology to establish a competitive range of Replies reasonably susceptible of award. The Department then selects one (1) or more Respondents within that competitive range with which to commence negotiations.

The negotiation phase involves negotiations by the negotiation team with the Respondent(s) determined to be within the competitive range and selected to participate in negotiations. During the negotiation phase, the Department may request revised Replies and/or Best and Final Offers (BAFOs), based on the negotiations.

Once negotiations have concluded and BAFO(s) have been received and reviewed, if requested, the Department will hold a Negotiation Team Public Meeting to recommend Contract award. The Department intends to then post a Notice of Intent to Award a Contract, identifying the Responsive and Responsible vendor that provides the best value to the State based on the selection criteria set forth in subsection 4.5 of this ITN.

Any reservation or listing of reservations of the Department’s rights provided in this ITN is not intended to be exhaustive and shall not be construed to limit the rights of the Department in conducting this procurement.

2.2 Questions and Answers

Vendors will submit all questions during the Questions and Answers period in writing to the Procurement Officer via email. Questions submitted by telephone, postal mail, hand delivery, or fax will not be accepted. The deadline for submission of questions is reflected in the Timeline of Events.

The Department requests that all questions have the ITN number in the subject line of the email.

Questions are requested to be submitted in the following format:

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Respondent Name Attachment Tab Question # Question

Questions and answers will not constitute a basis for formal protest of the specifications of the ITN.

The Department’s answers to written questions will be posted in MFMP and VIP. The Department will not be bound by, and Respondents shall not rely on any representations outside of this Questions and Answers process.

2.3 Addenda to the Solicitation

The Department reserves the right to modify this ITN by issuing one or more addenda posted on the VIP. It is the responsibility of the Respondent to check the VIP for information and updates.

2.4 Deadline to Submit Reply

The Respondent must submit their Reply electronically through the Business Network on or before the date listed in the Timeline of Events.

2.5 Public Opening

Replies will be opened on the date and at the location indicated in the Timeline of Events, of this ITN. No changes, modifications, or additions to the Replies will be allowed after the Replies have been opened. Respondents are not required to attend the public opening. The Department does not announce prices or release other materials at this public meeting, in accordance with section 119.071(1)(b), F.S.

2.6 Firm Offer

The Department may enter into a Contract within three hundred and sixty-five (365) Calendar Days after the date the Notice of Intent to Award is posted, during which period Replies shall remain firm and shall not be withdrawn. If a Contract is not executed within 365 Calendar Days, the Replies shall remain firm until either the Contract is executed, or the Department receives from a Respondent written notice that the Reply is withdrawn.

2.7 Respondents Mandatory Responsiveness Requirements

The Department will not review Replies from Respondents who do not meet the mandatory responsiveness requirements listed on the Mandatory Responsiveness Requirements Form, including the submission of additional documents therein and the signed form.

The Department reserves the right to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the State.

At any time during the ITN process, the Department may require the Respondent to submit documentation to demonstrate that it meets these mandatory responsiveness requirements. If the Respondent cannot produce sufficient documentation to demonstrate that it meets these mandatory responsiveness requirements, the Respondent will be deemed non-responsive.

The Department will perform an initial responsiveness check. Replies found to be non-responsive will not be considered for award. The Department reserves the right to act upon information discovered during and after the initial responsiveness check impacting the responsibility or responsiveness of the Respondent.

Group Term Life Insurance Page 12 of 34

The Department will only consider electronic Replies submitted through the Business Network. Vendors must ‘Join’ the MFMP event in VIP to be able to submit a Reply. Replies must be submitted by the date and time specified in Section 1.7, Timeline of Events.

2.8 Contract Formation

The Department may issue a “Notice of Intent to Award” to award Contract(s) to a successful Respondent. However, no contract shall be formed between the Respondent and the Department until both parties sign the Contract. The Department shall not be liable for any work performed before the Contract is effective.

The Department intends to enter into the Contract with a Respondent pursuant to section 4.5.1, Award Selection, of this ITN. No additional documents submitted by a Respondent shall be incorporated in the Contract unless they are specifically identif ied and approved by the Department.

A copy of the Draft Contract is attached as Attachment I.

2.9 Modification or Withdrawal of Reply

Respondents are responsible for the content and accuracy of their Replies. A Respondent may modify or withdraw its Reply in MFMP Sourcing at any time prior to the Reply due date and time set forth in the Timeline of Events of this ITN.

2.10 Supplier Development

Office of Supplier Development. The State of Florida supports its business community by creating opportunities for business enterprises to participate in procurements and contracts. The Department encourages supplier development through certain certif ications and provides advocacy, outreach, and networking through regional business events. For additional information, please contact the Office of Supplier Development (OSD) at OSDHelp@dms.fl.gov.

Reporting Certified Business Enterprises. Upon request, the Contractor will report to the Department its spend with business enterprises certified by the OSD. These reports must include the time period covered, the name and vendor identif ication information of each business enterprise utilized during the period, commodities and contractual services provided by the business enterprise, and the amount paid to the business enterprise.

Section 3: GENERAL INSTRUCTIONS

3.1 General Instructions

In accordance with Rule 60A-1.002(7), F.A.C., Form PUR 1001, General Instructions to Respondents, is incorporated by reference into this ITN and can be accessed at: State of Florida (ccplatform.net).

3.2 Special Instructions

The following special instructions modify the general instructions provided in the incorporated PUR 1001. The terms of this ITN control over any conflicting terms of the PUR 1001.

Paragraphs eight (8), seventeen (17), and eighteen (18) of PUR 1001 are inapplicable in their entirety.

Paragraph thirteen (13) and paragraph nineteen (19) of the PUR 1001 are replaced in subsections

5.2 and 3.7 respectively below. Paragraphs three (3), f ive (5), seven (7), nine (9), fourteen (14), f ifteen (15), and twenty (20) of PUR 1001 are inapplicable and are replaced as follows:

mailto:OSDHelp@dms.fl.gov https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf https://dms-media.ccplatform.net/content/download/2934/file/PUR%201001%20General%20Instructions%20to%20Respondents.pdf

Group Term Life Insurance Page 13 of 34

Section 3. Electronic Submission of Offers Replies shall be submitted in accordance with section 3.4, How to Submit a Reply, of this ITN.

Section 5. Questions Questions shall be submitted in accordance with section 2.2, Questions and Answers, of this ITN.

Section 7. Convicted Vendor, Discriminatory Vendor, and Antitrust Violator Vendor Lists.

a. Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, Replies, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for CATEGORY TWO for a period of 36 months following the date of being placed on the Convicted Vendor List.

b. Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, Replies, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c. Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity;

and may not transact new business with a public entity.

d. Forced Labor Vendor List Pursuant to section 287.1346, F.S., a company placed on the Forced Labor Vendor List may not submit a bid, proposal, or reply on a contract to provide commodities to an agency; be awarded a contract or perform work as a contractor, supplier, subcontractor, or consultant with an agency for the provision of commodities; or transact business for the provision of commodities with an agency. Additionally, an agency may not accept a bid, proposal, or reply from; award a contract to; or transact business pertaining to the provision of commodities with a company on the forced labor vendor list, or an entity under the control of such company, for a period of 365 days after the date the company was placed on the list unless the company is removed from the list pursuant to section 287.1346(5)(d), F.S.

Group Term Life Insurance Page 14 of 34

Section 9. Respondent’s Representation and Authorization.

In submitting a Reply, each Respondent understands, represents, and acknowledges the following:

• The Respondent is not currently under suspension or debarment by the State or any other governmental authority.

• The Respondent currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other contract.

• The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Reply.

• Unless requested by the Department, the Reply, prices, and amounts submitted by a Respondent at any time during the ITN process have been arrived at independently and without consultation, communication, or agreement with any other Respondent or potential Respondent; the contents of a Reply, the prices and the amounts, actual or approximate, have not been disclosed to any other Respondent or potential Respondent, and they will not be disclosed before the ITN opening.

• The Respondent has fully informed the Department in writing of all convictions of the firm, its affiliates (as defined in section 287.133(1)(a), F.S.), and all directors, officers, and employees of the firm and its affiliates for violation of state or federal antitrust laws with respect to a public contract for violation of any state or federal law involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect to a public contract. This includes disclosure of the names of current employees who were convicted of contract crimes while in the employ of another company.

• Neither the Respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or position involving the administration of federal funds:

• Is presently indicted or, within the preceding three years, has been convicted or found guilty of, or found civilly liable for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsif ication or destruction of records, making false statements, or receiving stolen property; or

• Has within a three-year period preceding this certification had one or more federal, state, or local government contracts terminated for cause or default.

• The Respondent has read and understands the Contract terms and conditions, and the submission is made in conformance with those terms and conditions.

• If an award is made to the Respondent, the Respondent agrees that it intends to be legally bound to the Contract that is negotiated during the ITN process.

• The Respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the Reply, and has been advised by each of them that he

Group Term Life Insurance Page 15 of 34 or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with any of the statements and representations made in the Reply.

• The Respondent shall indemnify, defend, and hold harmless the Department and its employees against any cost, damage, or expense which may be incurred or be caused by the Respondent’s Reply (including any errors therein).

• All information provided by, and representations made by, the Respondent are material and important and will be relied upon by the Department in awarding a Contract. Any misrepresentation shall be treated as fraudulent concealment from the Department of the true facts relating to submission of the Reply. A misrepresentation may be punishable under law.

• If at any point during the course of the procurement, circumstances change so that any of the above acknowledgements are no longer true, Respondent will notify the Procurement Officer as soon as practicable.

Section 14. Firm Response The Department may make an award within three hundred and sixty-five (365) days after the date of the opening, during which period Replies shall remain firm and shall not be withdrawn. If award is not made within three hundred and sixty-five (365) days, the Reply shall remain firm until the Department enters into a Contract or the Department receives from the Respondent written notice that the Reply is withdrawn.

Section 15. Clarifying Information.

No changes or modifications to the Replies will be allowed after the Replies have been opened, except as negotiated during the negotiation phase. However, the Department reserves the right to seek clarif ications or additional information from any Respondent at any time.

Failure to supply the information or documentation as requested may result in the Reply being deemed non-responsive.

Section 20. Protests Any protest concerning this ITN shall be made in accordance with section 120.57(3), F.S., as modified by section 110.123(3)(d)4, F.S. and Rule Chapter 28-110, F.A.C. Any communication not in accordance with these sections or the ITN, including questions to the Procurement Officer, shall not constitute a formal protest.

3.3 MFMP Registration and Florida Substitute Form W-9 Process The awarded Respondent, if any, must register in MFMP prior to Contract execution. For additional information, please visit: https://vendor.myfloridamarketplace.com

The awarded Respondent, if any, will be required to pay the required MFMP transaction fee(s) as specified in Section 7 of the PUR 1000, unless an exemption has been requested and approved in accordance with Rule 60A-1.031, F.A.C.

The awarded Respondent, if any, must complete a Florida Substitute Form W-9 prior to Contract execution. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W- 9, please visit: https://f lvendor.myfloridacfo.com/.

https://flvendor.myfloridacfo.com/

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3.4 How to Submit a Reply

3.4.1 MFMP Registration

A vendor must be registered in the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) to submit its intent to participate in this solicitation from the Advertisements Dashboard in VIP. A vendor must also be registered in the Business Network (formerly known as Ariba Network) to submit a Reply for this solicitation event.

To participate in this solicitation, a vendor must:

a) Create an account through VIP at https://vendor.myfloridamarketplace.com, if not already registered. For information on how to register in VIP, access MFMP training materials using the link in Section 3.4.2, MFMP Training, below.

b) Once registered in VIP, search for this solicitation from the Advertisements Dashboard and click “Intends to Participate.”

c) The vendor’s solicitation contact, as listed in the vendor’s MFMP account, will receive an invitation to participate in the solicitation via email. This email will give the option to register the vendor’s company on the Business Network or to log into the Business Network using the vendor’s credentials if the vendor already has a Business Network account. NOTE: It may take up to an hour to receive the invitation to participate email after clicking “Intends to Participate”. Vendors whose solicitation contact has not received the invitation email should contact the MFMP Customer Service Desk as specified in Section 3.4.3, MFMP Assistance.

If a vendor is NOT registered in the Business Network, the vendor must:

a) Register in the Business Network using the provided link received after selecting

“Intends to Participate” in VIP. The vendor must follow the registration wizard to fill in all required sections, read, and agree to the MFMP terms of use by checking the box, and click “Register” to complete the registration process.

1) The vendor’s contact will receive an email from the Business Network confirming the registration of the vendor’s account. To activate the vendor’s account, select the “Click here to activate your Ariba account” link. This will direct the vendor to the Business Network welcome page.

If a vendor is registered in the Business Network and has selected it Intends to Participate in this solicitation:

a) Login using the login credentials to gain access to the Business Network home page.

b) To navigate to different tools, select the “Business Network” drop down menu at the top left-hand corner of the screen. To access sourcing (solicitation) events select “Ariba Proposals & Questionnaires” and review the “Events” list.

c) Review the “Events” list for the title of this solicitation’s sourcing event.

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1) The sourcing event will either be displayed in the “Open” or “Preview” status.

A sourcing event can appear in various statuses based on where the solicitation is in the procurement process. The possible statuses are defined below:

• Completed - The sourcing event is no longer receiving submissions for the solicitation and an agency decision has been posted on VIP

• Open – The sourcing event is currently open for viewing and registered vendors may respond to the solicitation

• Pending Selection – The sourcing event is no longer receiving submissions for the solicitation, but an agency decision has not yet been posted on VIP

• Preview – The sourcing event has not yet been opened to receive responses, but the details of the solicitation can be viewed by registered vendors

d) Click the sourcing event title to review the details of the event.

e) In the Event Details page, there is a “Checklist” of steps which must completed before a vendor can respond to this solicitation, including accepting the Ariba Network’s Respondent’s Agreement.

For more information on reviewing and submitting a response, access MFMP training materials using the MFMP Training below.

ALL VENDORS MUST SELECT ‘INTENDS TO PARTICIPATE’ IN VIP AND SUBMIT THEIR

RESPONSE AND ALL REQUIRED DOCUMENTS IN THE BUSINESS NETWORK BY THE TIME

AND DATE LISTED IN THE TIMELINE OF EVENTS IN ORDER TO PARTICIPATE IN THIS

SOLICITATION.

NOTE: Changes made in VIP, including new registrations, may take up to 48 hours to take effect.

3.4.2 MFMP Training

MFMP University offers Vendor training materials on the Department’s MFMP Vendor Training website. To access the MFMP Vendor Guide for information on VIP registration, commodity codes, and responding to solicitations in the Business Network, visit:

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfm p_university/mfmp_u_for_vendors.

3.4.3 MFMP Assistance

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at 866- 352-3776 or VendorHelp@myfloridamarketplace.com. The MFMP Customer Service Desk cannot answer questions about the ITN content. All solicitation questions must be submitted in accordance with Section 2.2, Questions and Answers.

3.5 Contents of Reply

The Respondent’s Reply may not contain any conditions or exceptions to any aspect of the solicitation and any such conditions or exceptions will not be considered in evaluating the Respondent’s Reply. The only recognized changes to this ITN prior to the opening of Replies will be by written addenda issued by the Department.

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/mfmp_u_for_vendors http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_university/mfmp_u_for_vendors mailto:VendorHelp@myfloridamarketplace.com

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All electronic documents should be searchable to the fullest extent practicable. Do not incorporate or reference dynamic links that are external to the Reply documents. If the Respondent deems it necessary to provide website references, provide screen shots in lieu of weblinks. References to dynamic links (Universal Resource Locators) will not be considered as part of the Respondent’s Reply. Respondents must complete each section entirely or the Respondent may be deemed non-responsive. Replies are to be organized in sections as directed below. Submit a Reply in accordance with Section 3.4, How to Submit a Reply.

Tab 1 – Cover Letter (PDF)

Upload a PDF document containing a cover letter on the Respondent’s letterhead with the information listed below as part of the Reply.

a) Company name and physical address

b) Primary location(s) from where the work will be performed

c) Contact information for Respondent’s primary point of contact, including phone number and email address

d) Federal Employer Identif ication (FEID) Number

Tab 2 – Completed Forms (PDF)

Complete and upload the following forms in their entirety as individual unprotected PDF documents as part of the Reply. Such forms shall not be scored.

Non-Mandatory

• Contact Information Form

• Notice of No Conflict of Interest

• Statement of No Prior Disqualifying Involvement

• Subcontracting Form

Mandatory

• Mandatory Responsiveness Requirements Form

• Foreign Country of Concern Attestation

• Attachment H, PUR7801, Vendor Certif ication Form

Note: All forms requiring signature may be completed by the Respondent using either electronic or wet-ink signature.

Tab 3 – Executive Summary (PDF) The Respondent shall condense and highlight the contents of the Reply to the ITN to include a general description regarding how the Respondent intends to offer the service being sought herein.

Upload the Executive Summary as an unprotected PDF as part of the Reply.

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Tab 4 – Technical Reply (PDF and Excel) The Respondent shall submit a Portfolio as part of the Reply responding to each of the Technical Questions listed in Attachment C, including details regarding the proposed plan to meet all requirements set forth in Attachment A, Administrative Requirements. Portfolios shall restate each Technical Question and provide the Respondent's response below the item. Responses should be in at least 11-point type using Calibri, Arial, or Times New Roman font. Responses should be professional, clear and concise, and shall not exceed 80 pages in length. Where requested by the applicable technical question, samples of communication materials and examples of reports included in the Portfolio will count toward the total page limit. The evaluators will not evaluate any pages beyond the 80th page. Upload the Portfolio as an unprotected PDF as part of the Reply.

In addition, the Respondent shall complete and upload Attachment C as an Excel file (.xlsx), which identif ies in column D the Portfolio page numbers corresponding to each Technical Question.

The Department reserves the right to remove page 81 and onward for Portfolios exceeding the 80-page limit prior to sending Replies to the evaluation team.

Tab 5 – Cost Reply (Excel) Complete Attachment D, Cost Reply, according to the instructions in Attachment D and submit the Cost Reply workbook with a response to each of the spreadsheets (Spreadsheet D2 - D7, with D8 being optional). Submit the final electronic version of the Cost Reply in its original Excel file format (.xlsx) with the Excel workbook intact. Do not add additional spreadsheets to the workbook or separate the spreadsheets to submit them as separate attachments.

Complete the Cost Reply spreadsheets in its entirety and upload as an Excel document as part of the ITN response. Optional spreadsheet, D8, may be completed at the Respondent’s discretion.

Note: The Cost Reply will not be evaluated or scored during the evaluation phase of the ITN, nor will these items be used to determine vendor responsiveness. The Department intends for these items to be utilized by the negotiation team to establish a baseline for service and pricing discussions with Respondent(s) during the negotiation phase of the ITN.

Tab 6 – Additional Information (Optional) The Department is interested in any value-added Services or products that the Respondent can include to supplement, enhance, and complement the Services included in Attachment A, Administrative Requirements, that can be offered without additional cost. These value-added Services and products are not vital to the completion of the core Services for this ITN and are options provided in that complement core Service offerings.

The Department reserves the right to request additional explanations or documentation of any Value-Added Services or products the Respondent proposes to provide to the Department.

The information submitted in this section will not be evaluated or scored by the Department during the evaluation phase of the ITN, nor will these items be used to determine Respondent responsiveness.

The Department intends for this information to be utilized (along with the other information requested in Section 3.5, Contents of Reply) by the negotiation team to establish a baseline for Service and pricing discussions with Respondents selected to negotiate with the Department during the negotiation phase of the ITN.

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These Value-Added Services or products are intended to be no cost to the Department and are outside of the supplementary benefits and services proposed, if any, in Attachment D - Cost Reply, Tab 8.

Tab 7 – Confidential Information (Optional) Should any portion of the Respondent’s Reply contain Confidential Information, the Respondent shall submit one copy of the entire Reply with all confidential information redacted. Redactions shall be provided in accordance with Section 3.7, Public Records, Respondent’s Confidential Information, and Redacted Replies. Respondents will not be penalized for failing to submit a redacted copy. However, the Department intends to respond to public records requests with redacted copies in accordance with Section 3.7, Public Records, Respondent’s Confidential Information, and Redacted Replies.

3.6 Rejection of Replies

The Department may reject any Reply not submitted in the manner specified by this solicitation.

Replies that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non -responsive.