RFP_10783_Attachment Q.pdf

RFP #10783

ATTACHMENT Q

PROPOSAL VERIFICATION FORM

By completing and submitting this form with your Proposal, the Respondent is ensuring the proposal submission is in accordance with the mandatories and requirements outlined in RFP #10783. Also, please check the Vendor Information Portal (VIP) for any addendums posted that indicate any revised document(s) for which the Respondent is responsible for completing and submitting by the date and time noted in the Calendar of Events (Attachment B, Section IV., A.) of this RFP.

Instructions: Place a check mark ( ) in the box next to the Requirement indicating it has been completed and is ready to submit by the date and time specified in the Calendar of Events (Attachment B, Section IV., A.) of this RFP. This form shall be submitted as the first document under Volume 1.

Proposals must be received NO LATER than the date and time specified in the Calendar of Events (Attachment B, Section IV., A.) and submitted to the Department electronically, as outlined in Section VI., C., 1.

Electronic Upload Proposal

❑ Register for a DJJ Bid Library Account through the Procurement Manager. Respondents must register their email address for access to the DJJ Bid Library using a Microsoft account. For specific instructions, reference Attachment B, Section VI., Solicitation Information, and/or contact your Procurement Manager listed in the RFP.

❑ If your organization does not use a Microsoft account, a free account can be created through Microsoft at https://www.office.com. This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to the Procurement Manager.

❑ Electronic responses shall be uploaded to the DJJ Bid Library no later than the due date and time specified in the Calendar of Events for this RFP. Any and all documents uploaded, edited, or modified in any way after this date and time will be deemed non-responsive.

❑ Submission Alternative The Procurement Manager will provide instructions for an alternative method of submitting the response only if submission via the DJJ Bid Library causes a hardship to the Respondent. The response must be prepared in accordance with Attachment B, section XX. General Instruction for Preparation of the Response and submitted by the due date as indicated in the Calendar of Events (Attachment B., IV., A.).

❑ The complete response, which contains Volumes 1, 2 and 3, shall be saved in Microsoft Word and/or Excel. The signed Transmittal Letter (Volume 1, Tab 1), and the financial viability documentation (Volume 2, Tab 2), are the only documents which can be saved in a PDF format.

The Attachment H –Budget March 2020 (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

MANDATORY REQUIREMENT

(Attachment B, V.)

❑ It is MANDATORY that the Respondent submit its proposal within the time frame specified in the Calendar of Events (Attachment B, Section IV., A.). (One proposal per Circuit)

TECHNICAL PROPOSAL – VOLUME 1

(Attachment B, XX.)

❑ Transmittal letter is on Respondent’s letterhead.

❑ Transmittal letter is signed by an individual authorized to bind the Respondent.

❑ Transmittal letter has the following:

official company name;

company address;

telephone number;

email address;

name and title of the Respondent official who will sign any contract; (this individual shall have the authority to bind the Respondent and shall be available to be contacted by telephone, email or attend meetings, as may be appropriate regarding the solicitation);

Federal Employee Identification #, including the Florida Vendor Sequence #, if available. If not available, please make that statement, and the Department will collect the information prior to posting the Notice of Intended Award;

DUNS #, if applicable, and if not applicable, a statement saying so.

If entity is “DBA” or “Doing Business As”, the Respondent shall state the reason for it.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to all terms and conditions contained in the Invitation to Negotiation for which this proposal is submitted.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) has met all conditions and requirements of Attachment C, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this Procurement/contract by any federal department or agency.”

If the Respondent is unable to certify to any part of this statement, such Respondent shall include an explanation in the Transmittal Letter.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that neither (insert Respondent’s name) nor anyone acting on its behalf have contacted anyone, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting the Notice of Intended Award, excluding Saturday, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) is not listed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel; is not listed on the Scrutinized Companies with Activities in Sudan List; is not listed on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not engaged in business operations in Cuba or Syria; and, is not engaged in business operations with the government of Venezuela or in any company doing business with the government of Venezuela. (pursuant to F.S. 215.472, 215.4725, 215.473, and 287.135)”.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that the Attachment H – Budget submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services”.

❑ The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), will provide services in (insert Circuit 1 or Circuit 12)”.

❑ Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive submittal (i.e. response, proposal), the Respondent shall provide a table that cross-references the contents of its response with the contents of the RFP (see Attachment O to this RFP for the cross-reference table.) This is a requirement. The Respondent shall insert the cross-reference table in Volume 1, Tab 1, just after the Transmittal Letter. Respondents are advised that the Department’s ability to conduct a thorough review of responses is dependent on the Respondents ability and willingness to submit responses which are well ordered, detailed, comprehensive, and readable.

Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent.

❑ Certificate of a Drug-Free Workplace – Volume 1, Tab 2 The proposal may contain the certification of a drug-free workplace in accordance with section 287.087, Florida Statutes, if desired by the Respondent; for preference in the event of a tie in the scoring of a competitive solicitation. This is not a mandatory requirement. The certification form (Attachment K) is available at: http://www.djj.state.fl.us/partners/procurement-and-contract-administration.

❑ Technical Proposal – Volume 1, Tab 3 The Technical response must be typed, on letter-sized (8 1/2” x 11”) paper, using 12-point type, TIMES NEW ROMAN font, single-spaced, and 1-inch margins (top, bottom and sides). Pages must be numbered in a logical, consistent fashion and must not exceed sixty (60) pages including attachments and exhibits (excluding Department-required Attachments, e.g., Organizational Chart, Activity Schedule, etc.) Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the written response shall be referenced within the written response narrative and shall be numbered for reference and presented at the end of the written response. Illegible responses will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

❑ Management Background, Experience, Structure and Capabilities

a. This section shall reasonably and logically identify the management approach to plan, control, and manage the services, in accordance with requirements identified in Attachment A and Attachment A-1, Services Sought.

b. This section shall provide a description of the corporate organizational structure, leadership and staffing (including licenses, qualifications, education, experience) needed in order to meet the requirements to provide auditing services in outlined in the

RFP.

c. This section shall also identify the Respondent’s corporate oversight to ensure the assigned juvenile residential and detention facilities are observed, assessed and supported for the service required in accordance with requirements identified in Attachment A and A-1, Services Sought.

d. This section shall identify the Respondent's internal quality improvement processes and internal sources in order to deliver the services outline in the RFP..

❑ Booking/Admissions

a. This section shall provide a description of the Respondent’s eligibility requirements for youth presented to the JAC as defined in Chapter 985.135, F.S.

b. This section shall provide a description of the Respondent’s personal property utilization when transferring youth and how the youth's inventory will be maintained.

c. This section shall describe the process to ensure a youth searched by arresting, transporting, and/or JAC Law Enforcement Officer is conducted and documented.

d. This section shall provide a description of the Respondent's process for ensuring the required medical clearance is conducted and documented, ensuring youth who are/appear to be impaired by drugs, alcohol, injury, or illness are not admitted to JAC.

❑ Detention Screening The following shall be provided by the Respondent:

a. This section shall describe a Detention Screening Staffing plan indicating # of staff per shift and supervision staff, as well as a backup plan to ensure sufficient screening staff is available in the event of a planned or unplanned absence or vacancy. Respondent shall provide a staff training plan indicating that staff will be fully trained as required.

b. This section shall describe the company’s plan for providing detention screening and intake services, including the process for determining each youth’s status by use of the Department’s Detention Screening Instrument (DSI) and other required forms such as the MAYSI-2 and the Suicide Risk Screening Instrument are conducted.

c. This section shall describe the company’s plan for the completion of the detention admission packet and the plan to ensure documentation of parent/guardian contacts and notification. Describe your company’s plan for the daily delivery of youth files/court packets and ensuring Department staff receive copies.

d. This section shall describe the activities needed if during intake information suggests a youth is a possible suicide risk.

❑ Release

a. This section shall describe the company’s plan including time frame(s) for the provision of a recommendation to State Attorney’s Office within prescribed time frame(s).

b. This section shall describe the company’s plan to ensure the development of policies and procedures to facilitate the processing and release/transfer of each youth within six (6) hours after acceptance for JAC admission.

c. This section shall describe the company’s plan to ensure documentation of the reason(s) a youth is not released within six (6) hours, and documentation of the actions taken to ensure the earliest possible release.

❑ Staffing and Personnel

a. This section shall provide a detailed plan of implementation for the company’s plan to employ all the required staff.

b. This section shall provide a detailed understanding of the minimum qualifications for all the required staff.

c. This section shall provide the requirements and for staff performing screening duties.

FINANCIAL PROPOSAL – VOLUME 2

❑ Budget–Volume 2, Tab 1 It is REQUIRED that the Respondent complete and submit in Tab 1 of Volume 2 a signed Attachment H - Budget. A separate budget is required for each circuit for which the Respondent is submitting a proposal. The Attachment H must reflect proposed costs which are allowable, reasonable, and necessary to provide the proposed services.

Please check the budget being submitted:

❑Circuit 1 – Okaloosa Regional Juvenile Detention Center

❑Circuit 12 – Sarasota Juvenile Assessment Center

❑ Certified Minority Business Enterprise (CMBE) Utilization Plan – Volume 2, Tab 2 The Respondent shall describe its plan and/or methods to encourage diversity and utilize minority businesses in the performance of the services described in this solicitation. The information provided in this section shall address the plan described in the CMBE Utilization Plan (available at http://www.djj.state.fl.us/partners/procurement-and-contract-administration) of the RFP. The Respondent shall also include documentation supporting the CMBE Utilization Plan, for each Florida CMBE listed that the Respondent intends to utilize in the program procured. Florida CMBEs must meet all CMBE eligibility criteria and be certified as a CMBE by the Office of Supplier Diversity (OSD) of the Florida Department of Management Services. The documentation shall be a one (1) page letter supplied by the CMBE on its letterhead stationery, stating the intent of the CMBE to participate in the program and clearly identifying the Department Solicitation Number. No points will be awarded for the CMBE Utilization Plan.

❑ Financial Viability Documentation – Volume 2, Tab 3 It is REQUIRED that the Respondent provide in Volume 2, under Tab 2, financial documentation, for either Option #1 or Option #2 below sufficient to demonstrate its financial viability to perform the Contract resulting from this RFP (see Attachment F., A., 4., Financial Viability Criteria Mandatory Evaluation Criteria). Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass the option they selected, the response shall be rejected as non-responsive and not evaluated further. Failure to provide either option will result in disqualification of the response.

❑ Option #1: D & B Supplier Qualifier Report or

❑ Option #2: Financial Audits

PROVIDER PERFORMANCE – VOLUME 3

❑ Certification of Experience – Volume 3,Tab 1 It is required that the Respondent sign and submit a complete Attachment R (Certification of Experience). The Respondent must demonstrate two years of experience within the last five years of assessment center screening services.

Additional Requirements to be Included with the Respondent’s Response

❑ Client Contact List – Volume 3,Tab 2 It is required that the Respondent submit an Attachment T (Client Contact List) with a minimum of three references. This list is required in order for the proposal to be complete.

a. The Attachment T must be completed and submitted with a minimum of three previous or current clients for whom the Respondent has provided evaluations or professional clinical services to at-risk youth within the last five years and the dates of performance (Respondent must demonstrate two years' experience within the last five years) as described in Attachment A and Attachment A-1.

b. The Department reserves the right to contact any and all references in the course of this solicitation and make a fitness determination, not subject to review or challenge.

c. The Department shall not provide a reference. If the Respondent has only provided these same or similar services to the Department, the Respondent is to include an attestation statement from the individual with authority to bind the Respondent in place of the Attachment T.

d. No faxes will be accepted for Attachment T. Only copies submitted electronically through the DJJ Bid Library are acceptable

By my signature below, I am verifying the Response being submitted is in accordance with the instructions in this Solicitation.

Company: _______________________________________________________________

Signature: _______________________________________ Date: _______________

Print Name: ______________________________________________________________