Questions & Answers.docx

Questions from Vendor who has filed an Intent to Submit a Proposal

1. Q. What is the length of time DMA needs to review and approve/disapprove candidates submitted by the vendor for an open position?

A. DMA Supervisors are required to respond within three working days to express interest in submitted candidates.

1. Q. Please define the number, location, and frequency of required vendor/DMA site visits.

A. (Section 5.9, a.1.) “On-site visits must occur at least quarterly (minimum) during the life of the contract.” Locations vary throughout the state, mainly Saint Augustine, Jacksonville, and Stark FL.

1. Q. What is the DMA established problem escalation process and timeframe regarding injuries, complaints, and issues/concerns?

A. (Section 5.4, b.) “Corrective actions must be executed in coordination with DMA Supervisory personnel within three (3) working days of reporting a personnel issue to the Contractor.” Escalation process is situational. Emphasis is on responsiveness of the vendor to process injury related insurance claims, personnel complaints issues & concerns in a professional and proactive manner.

1. Q. It is our understanding that the Florida DMA simultaneously recruits for the same positions as it assigns to the vendor to recruit, but at a higher pay rate than the vendor is permitted to offer under the DMA contract. Doesn’t this cause direct competition for the same candidates/same positions at different pay rates?

A. The expressed “understanding” is inaccurate. Nine times out of ten, contracted positions are a higher pay rate than advertised state positions. It is actually more difficult for the DMA to hire on a state worker for the same position that can be filled by a contracted worker because the contracted position almost always pays more. This is mainly due to differences in available employment benefit policy. State workers may make less per hour; however, their benefits (PTO, Retirement Plan, Medical, Dental, etc.) are normally superior to a contracted worker and cost less for the state worker.

1. Q. It is our understanding that one of the largest facilities using temp staffing services under this contract is Camp Blanding in Stark, FL. Stark, FL has a population of 5,822 people. It is also our understanding that there is a high rate of turnover at Camp Blanding. Given the high rate of turnover for temporary staff by the DMA at Camp Blanding, does the DMA foresee extending the timelines for providing staff for positions at Camp Blanding?

A. Camp Blanding Joint Training Center (CBJTC)/Starke is a challenging place to fill any position due to its remote location. The turnover rate is mostly due to the fact that contracted positions comprise mostly of lower-skilled positions, such as housekeepers, cashiers, etc. The contracted positions there are not necessarily “temporary” in nature as the DMA has contract workers that have been going from contract to contract for several years. The key to longevity of contract workers at this location is a supportive and engaged contract vendor regularly engaged with their employees.

1. Q. What is the turnover percentage for temporary staff at Camp Blanding?

A. This figure is not tabulated/monitored, however there are several contract workers in skilled, and even unskilled positions that have been working there for several years.

1. Q. What are the reasons for the high turnover at Camp Blanding?

A. See question #5 answer.

1. Q. What is the average tenure of temporary staff at Camp Blanding?

A. An average tenure is not formally tabulated/monitored, however there are several contract workers in skilled, and even unskilled positions that have been working there for several years.

1. Q. Can we get the incumbent vendor copy of proposal and pricing details?

A. The current vendor’s contract and price sheet is available in FACTS for review at: Contract Information (fldfs.com), then select Document tab to download . Any proposal submitted for this RFP will not be available until after the opening and award of contract.

1. Q. What is the estimated budget of this project?

A. See Section 4.4 “It is anticipated that DMA will expend approximately $2,000,000 annually under any contract resulting from this bid. These estimated figures are given only as a guideline for preparing your bid/proposal and should not be construed as representing actual figures under the contract. Issuance of this RFP in no way constitutes a commitment by DMA to award a contract. The contract award is contingent upon availability of funds.”

1. Q. Do we need to submit proposal for all the mentioned positions?

A. The awarded contractor may be required to fill all positions listed in this RFP. The proposal should include the contract vendor’s mark-up as it relates to the pay scales provided within Appendix A.

1. Q. Is there any mandatory subcontracting goal for this project?

A. No, Subcontracting is not expected during the life of this contract. We prefer a contract vendor directly engaged with their employees, not a subcontractor.

1. Q. We are a NMSDC certified MBE business, do we qualify as MBE business for DMA?

A. Yes, Florida State Minority Supplier Development Council (FSMSDC) is an Affiliate of the National Minority Supplier Development Council (NMSDC). FSMSDC MBE certification is in accordance with NMSDC guidelines. Minority Business Enterprises (MBE) are encouraged to participate.

1. Q. What are the standard employee benefits DMA expects us to provide to employees?

A. See Section 5.4, h. The contract vendor must provide the option for their employees to elect Health, Dental and Life Insurance/401K.

1. Q. Does DMA outsource just payrolling also or you expect us to provide end to end staffing solution from screening to employee onboarding?

A. End to end staffing solution from screening to employee onboarding. Refer to Section 5.4 “Contractor Responsibilities and Service Requirements”.

1. Q. What does DMA mean by supervisor plan and policy?

A. See Tab E: Describe and document your company’s current supervisor plan and policy.

1. Q. What information does DMA expects us to provide under tab 8?

A. If referring Tab H (which is the 8th tab) Vendor is to list their percentage of mark-up. The mark-up will be added to the agreed upon employee salary established by the Department of Military Affairs within the provided salary ranges identified on Appendix A by job title.

1. Q. Are there any incumbent employees?

A. See Section 5.2, There are currently 82 incumbent contracted workers however we have had as many as 98 during the life of the current contract.

1. Q. Can the government share its anticipated spend?

A. See Question #10 answer

1. Q. 5.3.b. references an Appendix J, but there is not one attached. Did the government mean Appendix A?

A. Yes - Appendix A.

1. Q. We understand 40 hours are not guaranteed, but is there a general estimate for how many hours each week can be expected? Should we be estimating roughly 30-40 hours/week, or more like 20-30?

A. 40 hours per week is normal. Some positions regularly accrue overtime.

1. Q. Can you share the mark up percentage from the current vendor?

A. See question #9 answer, The current contract is available for review in FACTS Contract Information (fldfs.com)

1. Q. Could you please share the current suppliers' pricing and proposals?

A. See question #9 answer, The current contract is available for review in FACTS Contract Information (fldfs.com)

1. Q. When did the existing contract start, and what is the annual monetary spending value of the current contract?

A. Current contract began on 01/01/2021. See question #10 for spending value.

1. Q. How many resources are currently engaged in the current contract?

A. Currently only one contractor manages the contract.

1. Q. Can you please share the number of positions served in previous years under this contract?

A. See question #18 answer.

1. Q. Is there any local preference for this contract?

A. See section 6.2 “Experience: Age of the company, qualifications of key personnel, extent of the Vendor’s activities, locations of the Vendor’s Florida office(s) and nearest Florida account, and current and past references. (Place under Tab B)”. As the Contractor at a minimum must make quarterly site visits (see question #2 answer).

1. Q. What will be the estimated annual budget for this project?

A. See Question #10 answer.

1. Q. Will you be accepting references from both public and commercial entities?

A. Yes, both public and commercial entities, public being governmental entities and commercial non-governmental entities.

1. Q. Is mandatory sub-contracting required for this contract?

A. See Question #12 answer.

1. Q. Could you please confirm the sub-contracting goal that fulfills the requirement?

A. There is no sub-contracting goal, only a contractor goal that fulfills the requirement in Section 5.9.

1. Q. How many positions can we expect under this contract throughout the given term?

A. See question #18 answer.

1. Q. Is it mandatory to bid on all the positions?

A. See question #11 answer.

1. Q. How many vendor agencies is the DMA looking to select?

A. One (1)

1. Q. What would be the shift timings for the given positions?

Working hrs. are any 8-hr. shift between 7 AM and 5 PM

1. Q. Are there any pain points with the current vendors?

A. Section 5 is reflective of lessons learned from previous vendors.

1. Q. All contract workers may be required to drive a state or federal government GSA vehicle, and in the case of the Florida Youth Challenge Academy (FLYCA) program, workers may transport students for state operational purposes; thereby, requiring a current valid driver’s license. The Contractor shall be liable or responsible for any accidents, loss of personal property or any other damages that may arise as a result of this contract. Furthermore, the contractor shall agree to indemnify and hold harmless the DMA for any and all claims, demands, lawsuits or any other action arising from the services/labor under this contract. My question is: In the past, the contractor was responsible for the WC in the accident if it occurred, but not repair of the DMA vehicle (car, lawn mower, golf cart, etc), as this was covered by DMA insurance. Are you saying that the contractor is now liable for the damage to the DMA vehicle?

A. Yes, the contractor is liable for damages, per the DMA Office of General Counsel (OGC) the Contractor is responsible to reimburse all out-of-pocket costs incurred by DMA.

1. Q. I want to confirm that the staffing service is still required to pay 1% of billing to the State of Florida for this contract?

A. Yes, it is less than 1% under the MFMP registration to do business with FL Agencies, there is now a 0.7% fee, see: https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting .

1. Q. Provide information detailing the company’s current financial position as well as the financial position of any related companies. The information shall include the financial statements of the last three years, in accordance with generally accepted accounting principles or if applicable for a privately held corporation or other business entity that does not have audited financial statements, then financial statements that are reviewed in accordance with Statement on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants shall be provided. My question is: Will 3 years of financial statements (balance sheet and profit & loss) prepared by our CFO (used for filing our taxes) and a letter from our outside Accounting Firm meet your needs for this RFP? Do you need tax returns (a lot of paper)?

A. We just need Financial Statements for the last 3 years, see Tab B.

1. Q. In reference to 4.5.1 (General Qualifications), our company is only 3 months of age and is registered with the state and would like to make a bid on the OMA RFP- 06091. However, we do not have the ability to show a 3+ year history of success as a Company. We can provide references from my clients who I served at my past Companies displaying my longstanding history of success and ability to perform. (Similar to the U.S. General Services Startup Springboard Program) Will I be disqualified from the bid due to the age of my firm? If not, will the weight of this question and answer hold too much value for me to have a realistic chance of winning this bid?

A. The three years of company history applies the company history, not the current company owner’s history. If the company has not been in business and does not have references from client for the past three years, then the company will not qualify as a valid proposal.

1. Q. In reference to 4.6.1 (Valid Proposal), OMA dictates the attendance of a mandatory brief in order to determine responsiveness of our proposal. Location, date, and time is not clear to attend this brief. Please, clarify?

A. Disregard the mandatory meeting requirement. This RFP will not have one, the Question and Answer posting fulfills that requirement.

1. Q. In reference to 5.2 (Background) and 4.4 (Estimated Expenditures), Does the approximate $2,000,000 annual expenditure estimate include the ongoing operating costs of the existing 95 contractors or is the $2,000,000 estimate in addition to? If not, what does the OMA estimate to spend on this contract annually? We have concerns about the $2,000,000 covering the 95 current contractors.

A. See Section 4.4 “It is anticipated that DMA will expend approximately $2,000,000 annually under any contract resulting from this bid. These estimated figures are given only as a guideline for preparing your bid/proposal and should not be construed as representing actual figures under the contract. Issuance of this RFP in no way constitutes a commitment by DMA to award a contract. The contract award is contingent upon availability of funds.”

1. Q. In reference to 5.2 (Background), will the awarded vendor be responsible for new background checks and/or drug screenings for the 95 existing contract workers at the time of transfer? Is it acceptable by the OMA for the awarded vendor to utilize existing records to verify qualifications/compliance?

A. Currently employed contract workers should not require re-screening. The DMA shall obtain all previously processed background checks and drug screenings from the current vendor. In the event of files not located, some re-screenings may be necessary at the expense of the vendor.

1. Q. In reference to Appendix A, how many of each role did the DMA request in the last 2 years?

A. Approximately 25 are regularly utilized.

1. Q. In reference to 5.9 (Performance and Consequences), What are the SLAs used for performance reviews?

A. If SLA means Service Level Agreements, they are defined in Section 5.4 Contractor Responsibilities and Service Requirements and the SOW as defined in the RFP.

1. Q. Certain positions within Appendix A will require higher premiums for insurance/burden costs. Is it possible to break these positions out into a second appendix allowing a more accurate markup to be applied? i.e.: Office Clerical vs Security Guard.

A. Only one (1) proposed mark-up percentage will be used for all positions listed in Appendix A.

1. Q. How many vendors have indicated their intent to participate in this RFP?

A. There are 15 “Intent To Participate” filed as of 8/24/2023.

1. Q. How will requisitions, contractor updates, and approvals be communicated?

A. After the Contract is awarded communication with the contractor will normally occur via email, phone calls and face to face meetings.

1. Q. REGARDING Page 9 – 4.6.1, Please confirm when the “mandatory briefing” will occur for proper attendance?

A. See question #41 answer.

1. Q. Does this venture require Bonding?

A. Currently there is no positions that require bonding. However, there will be a Performance Bond requirement in the Contract.

1. Q. Are bidders required to have an office in a certain radius?

A. See question #27 answer.

1. Q. If this is not a new venture, what was the previous costs for these services?

A. See question #10 answer.

1. Q. How many temporary employees are needed to fill these roles?

A. See question #18 answer.

1. Q. Are vendors required to bid to fill all positions?

A. See question #11 answer

1. Q. Are there specific certifications or state registrations required to bid on this venture?

See Section 1.1, “Vendors submitting a proposal/bid must be registered in MyFloridaMarketPlace prior to contract award. (See NEW REGISTRATION REQUIRED FOR FLORIDA VENDORS section, 4.1). A vendor shall not be considered for an award if not registered in MyFloridaMarketPlace.”

1. Q. What are your payment terms?

A. See Section 5.8 “Invoicing and Payment”.

1. Q. What is the anticipated award date for this contract?

A. See page 3 of RFP “Calendar of Events” Date of posting Award is September 26, 2023. The effective start date of the contract as a result of this RFP is January 1, 2024.

1. Q. Is it Mandatory to bid on all the positions?

A. The Contractor must provide the option to elect Health, Dental and Life Insurance/401K, to their employees.

A. Appendix A does not include percentage markup.

1. Q. Can we limit our bid to providing only Medical Assistant Staffing?

A. No.