Pre-Bid Presentation 1.9.24.pdf

Grant Management System Pre-Bid Presentation

January 9, 2024

EOG-ITN-24-01

Procurement Considerations All communications should be directed to the Executive Office of the

Governor’s (EOG) Procurement Manager:

Katie Wagner katie.wagner@eog.myflorida.com 850-717-9210

Today’s presentation will not cover all material, requirements, and responsibilities detailed in the ITN. It is the Contractor’s responsibility to read the material in its entirety and respond accordingly.

Any questions asked in today’s meeting should be submitted for a formal response by EOG.

Any answers to questions given during this pre-response meeting are not binding and do not alter the ITN. Only questions submitted in accordance with the instructions in the ITN and answered on the VIP are considered binding.

mailto:katie.wagner@eog.myflorida.com

Agenda Background Scope of Services (ITN - Attachment A)

Staffing Requirements Key Roles and Responsibilities Implementation Services Integration, Data Elements, and Data Governance Operation and Maintenance Additional Services

Draft Contract (ITN - Attachment B) Contract Term and Pricing Data Security (Section 10) Ownership and Use Rights (Section 11) Service Level Agreement (Exhibit F)

ITN Instructions Timeline of Events Mandatory Responsiveness Requirements (ITN Section 3.7) Prior Relevant Experience and References (ITN Section 4.4) Response Submission Evaluation Phase - Selection Methodology Negotiation Process

Q&A

The State of Florida does not have a centralized Grant Management Solution (GMS). The EOG seeks to leverage technology to support a unified statewide process for federal grants management reporting and transparency that provides robust monitoring and analysis across the grant life cycle, promotes accessibility and awareness of the grant opportunities and successes, maximizes the award of federal funding, and functions as a one-stop shop for state and federal grants.

The EOG has partnered with the Department of Health (DOH) to implement a solution that provides both statewide and agency-specific benefits. After the successful implementation of DOH, EOG intends to implement additional state agencies.

The EOG would like to implement a solution that includes the following components:

A public-facing web portal that provides information on grant opportunities to grant applicants and statewide dashboard on the utilization of grant funds.

A grant management system for state agencies to monitor and administer grants from pre-award through award and closeout.

A data warehouse with robust reporting, analytics, and business intelligence capabilities that collects information for statewide reporting.

EOG Benefits

Pre-authorization for State Agencies to apply for federal funds Providing tools for agencies to efficiently and effectively deliver services Ability to collect information and provide reporting at a statewide level Improved accountability and transparency into the use of federal funds Providing transparency between the state and the public

DOH Benefits Effective and efficient grant management process.

Transparency of funding and grant opportunities.

Transparency of the state of Department managed and awarded grants.

Consistency in the processing and management of grants.

Fully compliant grants management process for all parties and roles in the grants process (grantor or grantees).

Implementing an automated grants management system that facilitates:

• Increased standardization for grants management activities across the Department and grant types.

• An auditable process.

• Real-time integration capabilities with other internal and external systems

• Robust dashboarding and reporting capabilities for decision-making.

• Timeliness in the completion of deliverables and requirements through reminder notifications and monitoring capabilities.

Statement of Work (ITN - Attachment A)

Staffing Requirements ITN Attachment A – SOW’s Section 3.2 outlines staffing requirements highlighted below:

The Contractor shall provide three to four full-time staff onsite for the life of the project. Other staff may be remote/part-time as approved by the Department.

The Contractor shall provide a minimum of 6 staff for implementation period: Project Manager, Functional Lead, Technical Lead, Systems Architect, Test Manager, and Training/OCM Lead.

The Contractor shall provide a minimum of 4 staff during post-implementation and operation and maintenance period: Systems Architect, Functional Lead, Technical Lead, Testing Manager.

ITN Attachment B – Draft Contract’s Section 4.4 addresses the replacement of key staff and Section 14 addresses the background screening for all Contractor’s employees, Subcontractors, and agents performing work under the Contract.

Key Roles and Responsibilities

3.1.1.5 Key Staff Positions

Role Vendor Responsibility State Responsibility

Project Manager

The Project Manager’s role shall include, but will not be limited to:

• Day-to-day management of the project’s schedule, client contact, and administration.

• Timely development, quality, and submission of implementation documents and all other deliverables;

• Clear, effective communication with the Project Team and stakeholders;

• Resource allocation;

• Quality Contractor staff performance; and

• Leading status meetings.

The Executive Office of the Governor will be the state's lead Project Manager. However, the Department of Health will assist throughout the project.

The Project Manager’s role shall include, but will not be limited to:

• Managing the state's tasks within the Project schedule, assisting with the RAIDL, and other applicable project documents;

• Timely review, response, and approval of implementation documents and all other deliverables;

• Clear, effective communication with the Contract team, Project team, and stakeholders;

• Coordination of Contract and Project staff; and

• Facilitate meetings.

Functional Lead

The Functional Lead's role shall include, but will not be limited to:

• Evaluating business needs and translating to solution configuration and design;

• Executing the development and submission of implementation documents and all other deliverables;

• Maintaining the Requirement tool for validation of designs; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Shared role between the Department of Heath and the Executive Office of the Governor.

The Functional Lead's role shall include, but will not be limited to:

• Evaluating and identifying business processes, needs, and recommendations;

• Supporting the review, testing, and confirmation of implementation documents, designs, and all other deliverables; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Technical Lead

The Technical Lead's role shall include, but will not be limited to:

• Executing the installation, integration, design/configuration, and implementation of the solution;

• Overseeing data conversion/migration activities, manual and automated data conversion, and system software conversion activities; and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff.

Department of Health will lead with support from the EOG's System, Design, and Development Unit.

The Technical Lead's role shall include, but will not be limited to:

• Assisting with the security and integration of the solution;

• Assisting with data conversion/migration activities, manual and automated data conversion, and system software conversion activities;

and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff.

STAFFING TABLE

3.1.1.5 Key Staff Positions

Role Vendor Responsibility State Responsibility

Project Manager The Project Manager’s role shall include, but will not be limited to:

• Day-to-day management of the project’s schedule, client contact, and administration.

• Timely development, quality, and submission of implementation documents and all other deliverables;

• Clear, effective communication with the Project Team and stakeholders;

• Resource allocation;

• Quality Contractor staff performance; and

• Leading status meetings.

The Executive Office of the Governor will be the state's lead Project Manager. However, the Department of Health will assist throughout the project.

The Project Manager’s role shall include, but will not be limited to:

• Managing the state's tasks within the Project schedule, assisting with the RAIDL, and other applicable project documents;

• Timely review, response, and approval of implementation documents and all other deliverables;

• Clear, effective communication with the Contract team, Project team, and stakeholders;

• Coordination of Contract and Project staff; and

• Facilitate meetings.

Functional Lead The Functional Lead's role shall include, but will not be limited to:

• Evaluating business needs and translating to solution configuration and design;

• Executing the development and submission of implementation documents and all other deliverables;

• Maintaining the Requirement tool for validation of designs; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Shared role between the Department of Heath and the Executive Office of the Governor.

The Functional Lead's role shall include, but will not be limited to:

• Evaluating and identifying business processes, needs, and recommendations;

• Supporting the review, testing, and confirmation of implementation documents, designs, and all other deliverables; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Technical Lead The Technical Lead's role shall include, but will not be limited to:

• Executing the installation, integration, design/configuration, and implementation of the solution;

• Overseeing data conversion/migration activities, manual and automated data conversion, and system software conversion activities; and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff. Department of Health will lead with support from the EOG's System, Design, and Development Unit.

The Technical Lead's role shall include, but will not be limited to:

• Assisting with the security and integration of the solution;

• Assisting with data conversion/migration activities, manual and automated data conversion, and system software conversion activities; and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff.

Test Lead Manager The Test lead's role shall include, but will not be limited to:

• Developing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Providing direction to the State's testing team in conducting user acceptance testing;

• Verifying the correct functions of new and revised system components;

• Monitoring the progress of testing efforts and developing corrective action strategies in response to documented problems; and

• Scheduling and authorizing the implementation of new and revised testing programs. Shared role between the Department of Heath and the Executive Office of the Governor.

The Test lead's role shall include, but will not be limited to:

• Executing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Conducting user acceptance testing in coordination with appropriate staff and management representatives from a number of technical and non-technical areas;

• Provide project team status of testing efforts;

• Assist in the development of corrective action strategies, when applicable;

• Assist with the implementation of new and revised testing programs.

Change Management/ Training Lead The Change Management/Training lead's role shall include, but will not be limited to:

• Development of training curriculum and materials;

• Assist with the delivery of training; and

• Develop and assist with the delivery of other change management activities. Primarily a responsibility for the Executive Office of the Governor.

The Change Management/Training lead's role shall include, but will not be limited to:

• Reviewing and approving training curriculum through consultation with the Project Manager and Contract Manager; and

• Planning and facilitating training in coordination with the training and development team.

Solutions Architect The Solution Architect’s role shall include, but will not be limited to:

• Overseeing the solution integration; and

• Coordinating development of solution components to align with the vision. Responsibility of the Vendor. There will be no State lead for this role.

Key Roles and Responsibilities

3.1.1.5 Key Staff Positions

Role Vendor Responsibility State Responsibility

Test Manager

The Test lead's role shall include, but will not be limited to:

• Developing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Providing direction to the State's testing team in conducting user acceptance testing;

• Verifying the correct functions of new and revised system components;

• Monitoring the progress of testing efforts and developing corrective action strategies in response to documented problems;

and

• Scheduling and authorizing the implementation of new and revised testing programs.

Shared role between the Department of Heath and the Executive Office of the Governor.

The Test lead's role shall include, but will not be limited to:

• Executing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Conducting user acceptance testing in coordination with appropriate staff and management representatives from a number of technical and non-technical areas;

• Provide project team status of testing efforts;

• Assist in the development of corrective action strategies, when applicable;

• Assist with the implementation of new and revised testing programs.

Change Management/ Training Lead

The Change Management/Training lead's role shall include, but will not be limited to:

• Development of training curriculum and materials;

• Assist with the delivery of training; and

• Develop and assist with the delivery of other change management activities.

Primarily a responsibility for the Executive Office of the Governor.

The Change Management/Training lead's role shall include, but will not be limited to:

• Reviewing and approving training curriculum through consultation with the Project Manager and Contract Manager; and

• Planning and facilitating training in coordination with the training and development team.

Solutions Architect

The Solution Architect’s role shall include, but will not be limited to:

• Overseeing the solution integration; and

• Coordinating development of solution components to align with the vision.

Responsibility of the Vendor. There will be no State lead for this role.

STAFFING TABLE

3.1.1.5 Key Staff Positions

Role Vendor Responsibility State Responsibility

Project Manager The Project Manager’s role shall include, but will not be limited to:

• Managing the Project schedule, RAIDL, and other project documentation;

• Timely development, quality, and submission of implementation documents and all other deliverables;

• Clear, effective communication with the Project Team and stakeholders;

• Resource allocation;

• Quality Contractor staff performance; and

• Leading status meetings. The Executive Office of the Governor will be the state's lead Project Manager. However, the Department of Health will assist throughout the project.

The Project Manager’s role shall include, but will not be limited to:

• Managing the state's tasks within the Project schedule, assisting with the RAIDL, and other applicable project documents;

• Timely review, response, and approval of implementation documents and all other deliverables;

• Clear, effective communication with the Contract team, Project team, and stakeholders;

• Coordination of Contract and Project staff; and

• Facilitate meetings.

Functional Lead The Functional Lead's role shall include, but will not be limited to:

• Evaluating business needs and translating to solution configuration and design;

• Executing the development and submission of implementation documents and all other deliverables;

• Maintaining the Requirement tool for validation of designs; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Shared role between the Department of Heath and the Executive Office of the Governor.

The Functional Lead's role shall include, but will not be limited to:

• Evaluating and identifying business processes, needs, and recommendations;

• Supporting the review, testing, and confirmation of implementation documents, designs, and all other deliverables; and

• Coordinating tasks and assignments with the Project Manager and project staff.

Technical Lead The Technical Lead's role shall include, but will not be limited to:

• Executing the installation, integration, design/configuration, and implementation of the solution;

• Overseeing data conversion/migration activities, manual and automated data conversion, and system software conversion activities; and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff. Department of Health will lead with support from the EOG's System, Design, and Development Unit.

The Technical Lead's role shall include, but will not be limited to:

• Assisting with the security and integration of the solution;

• Assisting with data conversion/migration activities, manual and automated data conversion, and system software conversion activities; and

• Coordinating tasks and assignments with the Project Manager and Contractor's staff.

Test Manager The Test lead's role shall include, but will not be limited to:

• Developing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Providing direction to the State's testing team in conducting user acceptance testing;

• Verifying the correct functions of new and revised system components;

• Monitoring the progress of testing efforts and developing corrective action strategies in response to documented problems; and

• Scheduling and authorizing the implementation of new and revised testing programs. Shared role between the Department of Heath and the Executive Office of the Governor.

The Test lead's role shall include, but will not be limited to:

• Executing test scripts, test plans, expected results tables, and system problem documentation and resolution for functional, system, and integration testing;

• Conducting user acceptance testing in coordination with appropriate staff and management representatives from a number of technical and non-technical areas;

• Provide project team status of testing efforts;

• Assist in the development of corrective action strategies, when applicable;

• Assist with the implementation of new and revised testing programs.

Change Management/ Training Lead The Change Management/Training lead's role shall include, but will not be limited to:

• Development of training curriculum and materials;

• Assist with the delivery of training; and

• Develop and assist with the delivery of other change management activities. Primarily a responsibility for the Executive Office of the Governor.

The Change Management/Training lead's role shall include, but will not be limited to:

• Reviewing and approving training curriculum through consultation with the Project Manager and Contract Manager; and

• Planning and facilitating training in coordination with the training and development team.

Solutions Architect The Solution Architect’s role shall include, but will not be limited to:

• Overseeing the solution integration; and

• Coordinating development of solution components to align with the vision. Responsibility of the Vendor. There will be no State lead for this role.

Implementation Services ITN Attachment A – Scope of Work(SOW) outlines the State’s request for implementation services in 8 service areas listed below and Deliverables 1-15 listed in Section 4 of the SOW.

Project Management Requirements Validation and Matrix Solution Design Solution Delivery and Installation Testing Integration and Implementation Training Organizational Change Management

Integration GMS Solution will require integration, at a minimum, with:

Federal Systems for identifying grant opportunities, applying, and providing financial and programmatic reporting after award

State agencies’ business systems to collect grant information State’s accounting system (currently FLAIR and transitioning to Florida

PALM in January 2026) for payroll, disbursement and revenue information State’s contract tracking system for the establishment of contracts and grants in Florida PALM State’s personnel system for timesheet information State’s budgeting systems

ITN Exhibit 1 – Grants Management System Need Assessment outlines the integration needs in Section 4.1

Data Elements and Data Governance ITN Exhibit 1 – Grants Management System Need Assessment outlines the common data elements and data governance needs in Section 4.2-

4.4 and Appendix 7

Federal and State requirements related to the Privacy and Security of data are covered in the Minimum Requirements Listing (ITN Attachment C) and in Section 10 of the Draft Contract (ITN Attachment B)

EOG will be issuing policy on the statewide reporting needs in collaboration with the Contractor and implementation of the data warehouse

Operation and Maintenance The Contractor must develop and maintain an approach for supporting the post-implementation GMS, including Contractor staffing and support, help desk support and resources, system maintenance schedules, and a process for managing system issues and future roll-on activities.

Deliverable 16 – Operations and Maintenance Plan Deliverable 17 – Monthly fixed cost for operation and maintenance support

Help desk resources implemented if/when there is an anticipated needed Deliverable 18 – Monthly fixed cost for help desk user support. EOG has the discretion to request this service based on number of users requiring support.

Additional Services Roll-on of Additional User Groups: Following solution implementation, EOG will seek to identify additional user groups to roll-on, which may include additional system integrations, data conversions, and other activities in the Scope of Work. EOG and Contractor shall develop a project level of effort and cost to implement the additional user groups

Exit Transition Support: The Contractor will provide Exit Transition support services at the end of the contract term or project. EOG will notify the Contractor of the Exit Transition period and obtain a level of effort and cost for the Exit Transition.

Deliverable 16 – Operations and Maintenance Plan include an Exit

Transition Plan for this purpose Section 6.3 in the Draft Contract also addresses Exit Transition

Draft Contract (ITN - Attachment B)

Contract Term and Pricing Initial term of the contract will be four (4) years and will begin on

April 1, 2024, or the date the contract is last signed by all Parties, whichever is later.

The contract may be renewed for up to two two-year renewals.

The Contractor shall adhere to the prices as stated in the Contractor’s

Best and Final Offer.

ITN – Attachment D is for the submission of price proposals for the following:

Deliverables 1 thru 14 – Fixed Pricing (Sheet 1) Software and Licensing – Pricing by Software Component and Contract

Year (Sheet 2) Operation and Maintenance – Monthly Price for each service item (Sheet

3) Additional Services Rates – Staffing Rates for each role by Contract Year

(Sheet 4)

Data Security (Section 10) The Contractor will maintain the security of State of Florida confidential data, exempt data, or personal health data (hereinafter “State Data”) including, but not limited to, a secure area around any display of such State of Florida Data or State Data that is otherwise visible. The Contractor will also comply with all HIPAA requirements and any other state and federal rules and regulations regarding security of information.

Unless otherwise agreed in writing, the Contractor and its subcontractors will not perform any of the services from outside of the United States, and the Contractor will not allow any State Data to be sent by any medium, transmitted, or accessed outside of the United States.

The Contractor shall retain a list of all Persons with Access to State Data, including a statement confirming that each Person has passed the Background Screening required herein.

Encryption and Remote Access: The Contractor shall encrypt all data transmissions containing Confidential Information. Remote Access must be provided via a trusted method such as secure sockets layer (SSL), transport layer security (TLS), secure shell (SSH), virtual private network (VPN), internet protocol security (IPsec), secure file transfer protocol (SFTP), or a comparable protocol approved by the Department.

Security Scanning: As part of Contractor’s Services, Contractor will perform monthly vulnerability scans of the Solution.

System Audit: At least once a year during the Term of the Contract, the Contractor will engage a recognized, independent firm to perform, as part of the Services, a Statement on Standards for Attestation Engagements (SSAE) No. 18 Service Organization Controls (SOC) 2 Type II review or audit (or its successor) of any Service Delivery Centers or facilities at which the Contractor or any Subcontractor hosts any State Data.

Back-up files: The Contractor shall maintain and secure adequate back-up files of all documentation and programs utilized to process State Data submissions.

The Department will have the right to establish backup security for any State Data and to keep backup copies of State Data in its possession if it chooses

Personal Identification Information (PII): The Contractor shall only use PII as strictly necessary to provide the Services and shall disclose such information only to Contractor Staff or Subcontractor Staff who have been authorized to access such information. The Contractor shall comply at all times with all Applicable Laws governing PII.

HIPPA Agreement: The Contractor shall sign the privacy, security, and confidentiality agreement related to protection of Health Information (Exhibit D of the Draft Contract)

Data Storage Devices: To the extent the Contractor removes any device or storage medium containing State Data and/or Confidential Information from service, the Contractor will permanently destroy the storage media or securely erase the State Data and Confidential Information it contains in accordance with applicable Department policies.

Ownership and Use Rights (Section 11) The State is and will remain the owner of all State Data made available by the State to the Contractor or its agents, Subcontractors, or representatives.

All Deliverables and Work Products that this Contract provides are to be owned by the Department (or, when applicable, other Agency) and shall be deemed to be “works made for hire” under 17 U.S.C. Section 101 to the extent they qualify as such, and all copyrights subsisting in such “works made for hire” shall be owned exclusively by the Department (or, when applicable, an Agency) pursuant to its statutory authority, except as provided above.

Software: COTS software comprising the Baseline Software provided pursuant to this Contract for the Solution is being licensed to the State.

The Contractor Tools to which the Department has been granted a Deliverable Supplement License will be made available for access and use by the Department (and other Agencies, where applicable) in a commercially reasonable form and manner.

Hardware and Equipment: Except as this Contract expressly provides otherwise, as between the State and the Contractor (or its Subcontractor), the Party that furnishes hardware or equipment for its or the other Party’s use during performance of the Project will be and remain the owner (or lessor, where applicable) of the hardware or equipment furnished by it.

Service Level Agreement (Exhibit F) Exhibit F sets forth the methodology that will be used to measure and assess the degree to which the Contractor’s performance of Services is meeting performance requirements for the Services under this contract.

Contractor will track its performance with respect to each Service Level each month and report the results to the Department in a monthly performance report, the format and structure of which will be as mutually agreed by the Department and Contractor (the Monthly Performance Report). Contractor will deliver the Monthly Performance Report to the Department in electronic form by the 10th business day of the following month.

Each Performance Failure will result in a Service Level Credit with the following exceptions:

Pursuant to the Force Majeure provisions of the Contract Directly attributable to the State’s failure to perform Excused by the State

Service Level Agreement (Exhibit F) In the event of a Performance Failure that is not excused, the State will be entitled to receive a Service Level Credit against Contractor’s charges under the Contract to reflect the reduced level of Services actually received by the State.

Exhibit F includes a Service Level Expectation Table with seven (7) Critical Performance Indicators (CPIs), state’s expectations, frequency for measuring, and financial consequence for non-performance.

This Exhibit will be finalized during the negotiation phase with the applicable respondents.

ITN Instructions

Timeline of Events Questions due to the Procurement Officer

January 12, 2024; 5:00 EST

Anticipated posting of answers to Respondents questions January 22, 2024

Deadline to submit response and all required documents to the procurement officer February 15, 2024; 3:00 EST

Public Opening February 15, 2024; 4:00 EST

Evaluation Phase February 16, 2024 - March 5, 2023

Timeline of Events Negotiation Phase

March 5, 2024 – March 26, 2023

Negotiation Team Public Meeting March 26, 2024

Anticipated date to post Notice of Intent to Award March 29, 2024

Anticipated Contract Execution April 1, 2024

Mandatory Responsiveness Requirements ITN Section 3.7:

Respondent must certify that it is in compliance with the requirements of this ITN, including subsection 3.9.

Respondent certifies that neither it, nor its affiliates, is a convicted vendor or a discriminatory vendor as described in section 287.133 and section 287.134, Florida Statutes.

The Respondent certifies they are not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, and is not participating in a boycott of Israel.

The Respondent certifies that, if awarded a Contract, it will provide the Department with a PDF file of its current and active registration with the Florida Department of State, Division of Corporations (www.sunbiz.org), prior to execution of a Contract or, if exempt from registration, a statement to that effect noting the basis for the exemption. Respondents should note that foreign entities are required to obtain a Florida Certificate of Authorization pursuant to applicable Florida Statutes, from the Florida Department of State, Division of Corporations (www.sunbiz.org), to transact business in the State of Florida.

Mandatory Responsiveness Requirements The Respondent must certify that it will provide all required services contemplated within this ITN.

The Respondent certifies that it has provided a response addressing the service requirements as listed in Attachment A – Scope of Work, Attachment C

– Minimum Requirements Response, and Attachment D – Cost Proposal Template.

The Respondent shall provide any cancelled contracts in the past five (5) years along with a detailed explanation for the reason for the contract cancellation.

The Respondent certifies that it has completed at least three (3) prior projects of similar size and scope within the previous five (5) year period.

Prior Relevant Experience and References ITN Section 4.4 (B):

To be deemed “of similar scope”, each reference must include at least one of the following elements, and each of the following elements must be included in at least one of the provided references.

At least one (1) project that includes implementation of a system with 200 or more (licensed/provisioned) end users.

At least one (1) project that includes configuration and or development of a grants management system or similar business system.

At least one (1) project that includes implementation of a business system for a government client.

At least one (1) project that includes integration of systems and/or data sources across multiple organizations.

At least one (1) project that includes setup of separate entities within the same solution with different security and configuration for each entity’s data.

Response Submission Replies should be organized as follows:

Tab 1 – Cover Letter Tab 2 - Forms

• Contact Information

• Drug Free Workplace

• Subcontracting

• Mandatory Responsiveness Requirements

• Reference Form

Tab 3 – Technical Proposal (organized in the structure prescribed in ITN Section 4.4)

Tab 4 – Price Proposal Tab 5 – Letter of Bondability Response to Attachment C – Minimum Requirements Response table (.xlsx format on USB flash drive) Submit in a sealed box containing 15 hard copies, 1 electronic copy, and 1 redacted electronic copy if applicable.

Evaluation Phase - Scoring Methodology All Replies that meet the Mandatory Responsiveness Requirements will be evaluated.

Responsive Replies will be evaluated using the assessment scale in section 4.3 against all evaluation criteria in the ITN. The Raw Points scored for each section, by each evaluator, will be averaged together and then multiplied by the Weight Factor in Attachment E, Scorecard. This calculation will render the Respondent’s Weighted Scores for each section. The Respondent’s Weighted Scores for each section will be added together to determine the Respondent’s Final Weighted Score.

Scoring, for purposes of determining the competitive range, will be a total of the evaluator’s weighted scores for each Respondent for all sections scored in the Attachment E, Scorecard.

Respondents may provide a response for each Solution Preference. Solution Preference responses are scored at a lower value than Solution Minimum Requirements.

Negotiation Process After the evaluation of Replies based on the ITN criteria, the Department will establish a competitive range of Replies reasonably susceptible to award and will select one or more Respondents within the competitive range to commence negotiations.

The evaluator scoring does not carry forward into the negotiations.

EOG can negotiate concurrently or sequentially with competing Respondent(s).

Negotiations will continue as determined by the Negotiation Team, until acceptable terms and conditions are agreed upon through a BAFO, if applicable, or it is determined that an acceptable agreement cannot be reached.

Negotiations will not be open to the public but will be recorded. Recordings of negotiations and Negotiation Team strategy meetings will be subject to the provisions of section 286.0113, Florida Statutes.

Contract(s) will be awarded to the Responsive and Responsible vendor(s) whose BAFOs are assessed as providing the best value to the State in accordance with the selection criteria of this ITN.

Q&A

Responses Due February 15, 2024