RFP_10911_Addendum1_Final.pdf

RFP #10911

Addendum #1

REQUEST FOR PROPOSAL (RFP)

ADDENDUM #1

Thursday, March 11, 2025

RFP Number: 10911

RFP Services: Request for Proposals (RFP): The Department of Juvenile Justice (DJJ) is seeking a provider to create and implement an executive leadership program to strengthen leadership skills among its executive team. This program will include comprehensive assessments and targeted coaching aimed at improving both individual and team leadership capabilities. Key services required are a Team Leadership Assessment to evaluate team effectiveness, Individual 360 Evaluations to provide each leader with feedback on strengths and growth opportunities, Leadership Coaching sessions to develop individual leadership skills, and a Team Leadership Enhancement Plan to bolster collective team effectiveness. The selected provider must have qualified, certified staff experienced in leadership development, particularly within public sector or state agencies. The program should be adaptable to meet the varied needs of DJJ’s 20-member leadership team and is expected to run for six to nine months. In their proposal, the provider must detail their approach, expected impact on DJJ’s goals, and an innovative service delivery model. Regular progress reports and detailed invoicing will be required, with performance evaluations to ensure the program’s effectiveness in achieving DJJ’s mission.

UNSPSC Code: 86132001 Executive Coaching Service

Subject: This Addendum contains an update to the Total Maximum Contract Per Diem Amount. This Addendum contains the Department’s Talent Leadership and Culture (TLC) Program’s answers to the questions that were submitted by the prospective Respondents for RFP 10911 – Executive Leadership Coaching.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Pages 15-16, Attachment B., Section VI., C., 1., Electronic Upload of the Proposal(s)

UPDATE: a. The Department prefers Respondents to upload complete electronic proposals via the DJJ Bid Library, a private and secure online portal for solicitation documents, in SharePoint;

b. Respondents shall request to register for a DJJ Bid Library account no later than the deadline specified in the Calendar of Events for this RFP, by contacting the Procurement Manager: Tiffany Baylor, via e-mail at:

Tiffany.Baylor@djj.state.fl.us, or phone: (850) 717-2680;

c. Respondents are required to register their email address for access to the DJJ Bid Library using a Microsoft account;

1) If the Respondent’s organization already uses a Microsoft account, that email address should be utilized in the registration request.

2) If the Respondent’s organization does not use a Microsoft account, a free account can be created through Microsoft at https://signup.live.com/?lic=1. 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 your Procurement Manager.

3) Access to the DJJ Bid Library is granted by each user’s specific Microsoft account. The Respondent’s organization may elect to register a single or general Microsoft account for all submissions. This allows multiple users, with the Microsoft account log-in information, to view each other’s uploads to the DJJ Bid Library. It also allows other users to edit and delete each other’s uploads. This is the method recommended by the Department.

4) If the Respondent’s organization elects to register multiple users with individual Microsoft accounts, each user will not be able to view, edit, or delete each other’s submissions. If two users with individual accounts upload the same document, the Department will use the most current version of the document (by the established deadline for proposals), even if there are multiple uploaded versions of the same document.

5) Once registered, the access link to the DJJ Bid Library will be emailed (sent from no-response@sharepointonline.com. Check Spam, Clutter, or Junk folders).

d. The complete Notice of Intent to Submit a Proposal (Attachment N) shall be uploaded to the DJJ Bid Library no later than the deadline specified in the Calendar of Events for this RFP.

e. The complete electronic proposal shall be uploaded to the DJJ Bid Library no later than the deadline specified in the calendar of events for this RFP. Any and all documents uploaded, edited, or modified in any way after this deadline will be deemed non-responsive;

f. The complete electronic proposal documents uploaded to the DJJ Bid Library must be in a “Checked-In” status at the time of Proposal opening to be accessible and available for review by Departmental staff. Any document that remains in a “Checked-Out” status will be deemed non-responsive.

g. The complete electronic proposal contains all documents as required per Attachment B., Section XX., General Instructions for Preparation of the Proposal. Volumes 1, 2, and 3 shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), and Attachment R (Volume 13, Tab 21) and Attachment D, Part II signed are the only documents which can be saved in a PDF format. The Attachment H – Budget (Volume 2, Tab 2 1) must be submitted in Excel;

h. In the event a Respondent needs technical assistance, the DJJ Bid Library Technical Assistant is Bryant Wombles, who can be reached via e-mail at: William.Wombles@djj.state.fl.us or phone: (850) 717-2606;

and,

i. If the requirement for electronic submission through the DJJ Bid Library would cause the Respondent undue hardship, the Respondent shall contact the Procurement Manager (Attachment B, VI., C., 1., b.) for this solicitation.

REFERENCE: Page 18, Attachment B., Section XIV., Total Maximum Contract Per Diem

Amount (table) UPDATE: As shown in the table below.

Total Maximum Per Diem Dollar Amount for the Following Services

1.

Individual 360 Evaluation

$1,000/per person

2.

Six-Month Individual Coaching Program

$5,000/per person

3.

Leadership Team Assessment

$5,000 - One-time fee

4.

Leadership Team Enhancement Program

$2,000/per person

The Total Maximum Contract Dollar Amount shall not exceed $100,000.00 $200,000.00.

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the RFP. Protests must be filed with the General Counsel’s Office, Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, within the time prescribed in section 120.57(3), Florida Statutes (F.S.), and chapter 28-110, Florida Administrative Code (F.A.C.). Notices delivered by hand delivery or delivery service shall be to the Agency Clerk, Office of the General Counsel, Florida Department of Juvenile Justice, 2737 Centerview Drive, Tallahassee, Florida 32399-3100, with a copy to the Department’s Procurement Manager responsible for this solicitation. Failure to file a protest within the time prescribed in section

120.57 (3), 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. Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, F.A.C.

Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the Department or agency pursuant to section 120.57(3), F.S., shall post with the Department or the agency at the time of filing the formal written protest a bond payable to the Department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the Department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the Respondent within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), F.S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the Department or agency may, in either case, accept a cashier's check, official bank check, or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the Department or agency prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees. This section shall not apply to protests filed by the Office of Supplier Diversity. Upon payment of such costs and charges by the protestor, the bond, cashier's check, official bank check, or money order shall be returned to the protestor. If, after the completion of the administrative hearing process and any appellate court proceedings, the protestor prevails, it shall recover all costs and charges which shall be included in the final order or judgment, excluding attorney's fees.

SIGNED BY: _______________________________________________________________________

NAME: ____________________________________________________________________________

COMPANY: ________________________________________________________________________

TITLE: ____________________________________________________________________________

DATE:_____________________________________________________________________________

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

RFP 10911

EXECUTIVE LEADERSHIP COACHING

Submitted Questions

DRI CONSULTING

Question #1 What does success look like for this project?

Answer #1 Attachment A page 5 – provides this information. 360 Evaluation for each member with tangible growth goals. Pre-and post-evaluation of leadership skills and implementation of learned skills.

Question #2 Does the project represent a continuation of a past or current effort or is this a new initiative? If you have used a similar process in the past, what parts do you wish to retain, and which parts do you wish to improve or discard?

Answer #2 This is a new initiative for the Department.

Question #3 Do you have an incumbent who provides similar services to those described in the RFP? If yes, what advantage, if any, would such a vendor have in competing for the current project? What was most and least useful about the experiences?

Answer #3 No, the Department does not have an incumbent who provides similar services as describe in the RFP.

Question #4 What is your not to exceed budget or budget range or how much have you spent on similar work in the past?

Answer #4 The answer can be found in Attachment B., Section XIV., Total Maximum Contract Per Diem Amount. The Total Maximum Contract Dollar Amount shall not exceed $200,000.00 for all expenses. See Addendum #1.

Question #5 What is your preferred modality for meetings and coaching (in-person, virtual)?

Will all meetings be conducted using the same modality?

Answer #5 The Kick-off meeting should be in-person. Other meetings can use a variety of modalities.

Question #6 Do you have a preference for local consultants, or any other preferences?

Answer #6 No. The Department does not have a preference for any local consultants.

Question #7 Why are you choosing to outsource this project rather than staffing it internally?

Answer #7 The project is focused on our leadership coaching for our executive team. It would be inappropriate to use internal resources for such an assignment.

Question #8 In our proposal, may we include references and hyperlinks to electronic resources, e.g, to web pages?

Answer #8 You may include references as stated in Attachment T – Client Contact List, however hyperlinks to electronic resources to web pages are not acceptable.

Question #9 In your RFP, you mentioned that “Staff should be certified in at least one nationally recognized leadership development model.” Please provide examples of leadership development models approved vendors have gotten certifications in.

Answer #9 Maxwell Leadership Program, Certified Leadership Development Strategist (CLDS), Six Sigma, Covey, etc.

Question #10 Do you have a preference for coaches that are ICF certified?

Answer #10 No specific certification is sought.

FSU STOOPS CENTER FOR COMMUNITIES, FAMILIES AND CHILDREN

Question #11 The RFP says, “certified staff experienced in leadership development” What type of certification is DJJ looking for?

Answer #11 We don’t have a specific model that we are looking for. We want to know that the vendor is operating based on a proven model.

PARTNERS FOR A SOLUTION – AUDRA FOURNIER

Question #12 There are various types and versions of 360 evaluations. Does DJJ have a preferred model, or is the selection left to the discretion of the practitioner?

Answer #12 This is left to the discretion of the practitioner. The elements of the version chosen could weigh-in on our final decision.

Question #13 If the practitioner identifies additional value, would it be permissible to incorporate other assessments, such as personality or emotional intelligence evaluations, into the process?

Answer #13 Yes, it would be permissible to incorporate other assessments into the process.

Question #14 Is there a specified frequency or number of coaching sessions expected?

Answer #14 No. It should be based on the needs of the individual.

Question #15 Are virtual sessions an acceptable format?

Answer #15 Yes, virtual sessions are an acceptable format.

THE WELL GROUP, LLC

Question #16 Will DJJ provide previous leadership assessment reports or insights on past leadership development efforts?

Answer #16 This is a new initiative. There are no previous examples to be shared.

Question #17 Are there any pre-approved certifications or background check providers?

Answer #17 There are no pre-approved certifications. Background checks are required for all providers.

Question #18 According to the Per Diem Chart, the individual Coaching Program is anticipated to be six (6) months long. The RFP also states that the expected contract length is six (6) to nine (9) months long. However, page 17 section XI Contract Period and Renewal states the Contract Period is 1 year (07/01/2025-06/30/2026) long.

Question: If the contract period is for one year, and the services are expected to be provided between 6 and 9 months, can the department clarify what services or actions will be expected in the remaining 3 months of the contract?

Answer #18 The year would include the needed assessments to determine the individual and collective needs prior to providing coaching or implementing the team plan.

Question #19 Does the department intend for all 20 members of the leadership team to start their 6 month coaching program simultaneously or can they be delivered with a staggered approach?

Answer #19 The coaching program can be delivered with a staggered approach if needed.

TEACH ENRICH – TANYA MILLIEN

Question #20 What are the primary objectives you hope to achieve with this executive coaching program?

Answer #20 Improve leadership skill for individuals and teamwork for the collective team.

Question #21 How do you see coaching aligning with your broader organizational strategy and leadership development initiatives?

Answer #21 The Department’s guiding principles include the development of a world class team and excellence through leadership at every level. This project will help to solidify and sustain those efforts.

Question #22 What are the key leadership or organizational challenges you're currently facing?

Answer #22 Attempting to find the balance between positivity, empowerment of team members, and productivity for all of our team members while keeping our state safe.

Question #23 Are there specific performance gaps or issues within our leadership team that you'd like to address?

Answer #23 The answer to that will vary from division to division within the Department.

Question #24 Have you previously implemented executive coaching programs? If so, what worked well and what areas would you like to improve?

Answer #24 No. We have not previously implemented executive coaching programs.

Question #25 How does this initiative integrate with other leadership or professional development programs in your organization?

Answer #25 Our training entity does similar work with the lower levels of leadership within the agency. This will ensure all levels of leadership are working to continually improve their leadership skills.

Question #26 Are there particular models or approaches (e.g., strengths-based, transformational, action-learning) that you find especially appealing?

Answer #26 There are no particular models or approaches at this time.

Question #27 How important is it for the coaching program to be tailored to your organizational culture and unique business challenges?

Answer #27 It is very important for the coaching program to be tailored to the Department’s organizational culture.

Question #28 What internal resources or assessments (e.g., 360-degree feedback, personality inventories) are currently in use that could inform the coaching process?

Answer #28 At the executive levels, there are no internal resources or assessments that are currently in use that could inform the coaching process.

Question #29 Are there specific leadership competencies or performance indicators that are a priority for improvement?

Answer #29 No, there are no specific leadership competencies or performance indicators that are a priority for improvement.

Question #30 How do you plan to gather feedback during and after the coaching engagement?

Answer #30 The Department is expecting the Respondent Proposals to provide an appropriate plan to gather feedback.

Question #31 Do you have a preference for in-person coaching, virtual sessions, or a hybrid approach?

Answer #31 There is no preference for in-person coaching, virtual sessions or a hybrid approach.

Question #32 Are there any specific logistical considerations (e.g., time zones, scheduling constraints) we should plan for?

Answer #32 At this time there are no specific logistical considerations (e.g., time zones, scheduling constraints) that should be plannned for.

Question #33 Who will serve as the primary internal sponsor or point of contact for the coaching program?

Answer #33 The Office of Talent, Leadership, and Culture will serve as the primary internal sponsor.

Question #34 How will success be communicated within your organization, and who will be responsible for facilitating the integration of coaching insights into broader leadership practices?

Answer #34 We would look for the proposals to make suggestions regarding this matter.

Question #35 How do you envision the role of coaching complementing your current talent development strategy?

Answer #35 The role of coaching will provide our executive team with the same level of attention to professional growth that is being provided to our lower-level leaders.

PERFORMANCE PRINCIPLES, LLC

Question #36 What percentage of the work involving supplemental staff is on-site versus off-site?

Answer #36 The Executive Leadership Team , (ELT), supplemental members all are in Tallahassee, and 85-90% of their direct reports are also in Tallahassee.

Question #37 What is the maximum number of vendors that you intend to award?

Answer #37 The maximum number of vendors to be awarded is one.

Question #38 Has the annual budget of the contract been modified post the pre-proposal call on 2/24/2025?

Answer #38 The budget has been corrected to reflect a maximum amount of $200,000.00.

See Addendum # 1.

Question #39 Do you anticipate modifying the solicitation to accept proposal responses that exceed the stated budget?

Answer #39 Addendum #1 reflects the correct budget amount. We are not authorized to accept proposals that exceed the maximum amount of the RFP.

Question #40 Attachment U - Florida Certified Minority Business Enterprise (CMBE)

Subcontracting Utilization Plan 2 - Is there a subcontracting goal? Please explain

Answer #40 There is no subcontracting goal for this RFP. Attachment B., Section XVII., Subcontracting states that “the Respondent shall not subcontract, assign, or transfer any of the services sought under this RFP, without the prior written consent of the Department.

Question #41 What documents are required from Subcontractors?

Answer #41 Please see Attachment B, section XVII, Subcontracting.

Question #42 Exhibit 1 – Invoice is there any specific invoice that we need to submit along with the RFP response?

Answer #42 Please refer to Attachment B, section XX, General Instructions for preparation of the proposal for RFP 10911.

Question #43 Exhibit 3 - Florida Minority Business Enterprise (MBE) Utilization Report – is it mandatory to submit the MBE Report

Answer #43 The Exhibit 3 - Florida Minority Business Enterprise (MBE) Utilization Report is not listed as a “Mandatory” for RFP 10911, however it is a required document for submitting a complete proposal. See Attachment B, page 1. If the form does not apply to your entity, please indicate that on the form, and submit it with your proposal.

NEXALEARNING (A DIVISION OF JER HR GROUP)

Question #44 Are you open to a blended learning approach, including group training (in-person or virtual) and individual leadership coaching sessions following team leadership and 360 assessments?

Answer #44 Yes. Both in-person and virtual learning can be used. The coaching sessions schedules will vary based on the person.

Question #45 What are the biggest talent-related challenges your organization is experiencing

(e.g., retirement, attrition, morale/engagement, change fatigue, inexperienced supervisors, burnout among mid-level managers, senior leader transitions, etc.)?

Answer #45 The biggest talent related challenge in the largest program area is attrition. The answer will vary for the other areas.

Question #46 What are the primary challenges managers in your organization currently face?

Answer #46 Each program is facing different challenges.

Question #47 NexaLearning takes a data-driven, people-centered approach to our solutions and how we measure success with both business-impact and people-impact KPIs measuring the success of our programs. What key outcomes or metrics are most important to DJJ?

Answer #47 Increased leadership skills and enhance workplace culture are key outcomes or metrics important to DJJ?

Question #48 Of the 20 planned participants, how many fall into each level of people management (e.g., frontline supervisors, mid-level department managers, senior leaders, executives)?

Answer #48 All 20 participants are a part of the Department’s Executive Leadership Team.

Question #49 Are there any organizational-specific leadership competencies or specific skills we should align with in our approach (communications, conflict management, change management, working with diverse styles, developing others, etc.)?

Answer #49 No. There are no organizational-specific leadership competencies or specific skills that should be aligned with in our approach (communications, conflict management, change management, working with diverse styles, developing others, etc.).There are no organizational-specific leadership competencies or specific skills sought by the Department.

Question #50 How will the fingerprinting and background checks be handled for project personnel who will be traveling to DJJ, since the RFP says that has to be done prior to work?

Answer #50 Out of state potential staff for providers and DJJ can be fingerprinted using Field Print vendors within their state. They are approved FDLE vendors that can transmit under our ORI.

If it is a potential DJJ staff, they can be fingerprinted using the same method or we can provide a fingerprint card that they can take to their local sheriff office and be fingerprinted and have the card mail into our office.

Question #51 Will fingerprinting and background checks be needed for project personnel who are not going to be onsite?

Answer #51 Yes. Fingerprinting and background checks are required for all personnel whether on-site or off-site.

ORDINARY HERO COACHING

Question #52 How many coaching sessions should each staff member receive?

Answer #52 The Proposals can provide insight on what is ideal to meet the Department’s needs.

Question #53 What parts of the program may be conducted virtually?

Answer #53 Any of the parts of the program could be conducted virtually, except the launch meeting.

Question #54 What are the preferred metrics for the program (would love to know if you had preferred metrics for program performance)?

Answer #54 We do not have a preferred metrics for the program.

Question #55 1. Individual 360 Evaluation - $1000/person

2. Six-Month Individual Coaching - $5000/person

3. Leadership Team Assessment - $5000/one-time fee

4. Leadership Team Enhancement Program - $2000/per person

If I total those numbers, the total budget for 20 people would be:

1. Individual 360 Evaluation - $20,000

2. Six-Month Individual Coaching - $100,000

3. Leadership Team Assessment - $5,000

4. Leadership Team Enhancement Program - $40,000 Total: $165,000

This exceeds the total maximum contract dollar amount. Given this discrepancy, I wanted to confirm that the maximum total bid for this contract was $100,000, and IF that is the case, what are the adjusted per diem amounts for each of the four services in this proposal?

Answer #55 The maximum contracted amount is $200,000.00. See Addendum #1.

Question #56 What assessments does this organization prefer regarding 360 or team performance?

Answer #56 The Department does not have a preferred assessment model for 360 or team performance?

AURA HOLDINGS LLC

Question #57 Where are the 20 executive leadership team members located?

Answer #57 All 20 Executive Leadership Team Members are located in Tallahassee.

Question #58 Will coaching sessions be conducted in-person, virtual, or hybrid?

Answer #58 Both in-person and virtual learning can be used. The coaching sessions schedules will vary based on the person. Any method is acceptable.

Question #59 If in-person, will training be centralized at DJJ headquarters in Tallahassee, or involve regional locations?

Answer #59 If conducting in-person training, it will be centralized at the DJJ Headquarters in

Tallahassee.

Question #60 Is there a preferred start date within the 6–9-month contract period?

Answer #60 The contract is for one year. It is slated to begin July 1, 2025.

Question #61 Are there specific reporting templates DJJ prefers for tracking leadership progress?

Answer #61 No. We do not have any specific preferred reporting templates for tracking leadership progress. Please review Attachment A., Section VII., Reports, for further information

Question #62 Should coaching materials and assessments be pre-approved by DJJ?

Answer #62 Yes. The Secretary’s office will want to have a high-level understanding of the core components of the materials.

Question #63 What is the preferred reporting structure between DJJ and Aura Holdings LLC?

Answer #63 We do not have a preferred reporting structure. Please review Attachment A., Section VII., Reports, for further information.

Question #64 Who will be our primary point of contact for coordination and performance reviews?

Answer #64 The Office of Talent, Leadership, and Culture will be the primary point of contact for coordination and performance reviews.

Question #65 Should coaching be delivered in one-on-one, group, or blended formats?

Answer #65 The Individualized coaching should be facilitated one-to-one.

TISOMO CONSULTIMG SERVICES

Question #66 Does the DJJ use coaching today? Is there an existing process to align?

Answer #66 This is a new initiative for this audience, therefore there is no existing process for which to align.

Question #67 Have the leaders been coached before? Individually and /or as a team?

Answer #67 Some leaders may have received coaching as a part of previous role or their personal lives. The Department has never offered executive coaching to its team before.

Question #68 How long has the team been intact and working together?

Answer #68 The current executive team has been intact for about two years.

DRI CONSULTING

Question #69 Would you accept graduate level training and real-world professional experience in the leadership development model in lieu of certification in the leadership development model? If so, can you specify acceptable equivalent qualifications?

Answer #69 No. The Scope requires a certification in a leadership development model. Please see page 1 of the Solicitation.

Question #70 Do you have a preference for coaches that are ICF certified or certified by other recognized certifying bodies? If so, please rank your preferred certifications.

Answer #70 We do not have any preference for coaches that are ICF Certified or certified by other recognized certifying bodies.

Question #71 What is your anticipated minimum or maximum coaching session per person during the 6-months period?

Answer #71 The submitted Proposal can provide insight on what is ideal to meet the Scope of the Department.

Question #72 Do you have a preference for Florida firm or Florida CMBE to provide this service, or any other preferences?

Answer #72 No. We do not have a preference for a Florida firm or Florida CMBE to provide this service or any other preferences.

Question #73 In the RFP, you mentioned "The Respondent must demonstrate two years of experience within the last five years of creating and implementing an executive leadership program to strengthen leadership skills among an executive team."

Could you please clarify whether it's five years’ experience required or only two years required? Any further elaboration on this?

Answer #73 The Respondent should demonstrate at least two years of experience since 2020.

Question #74 What is the source of funding for this program? i.e. which grant or state budget.

Answer #74 The source of funding for this program is State Funding.

AURA HOLDINGS, LLC

Question #75 Can DJJ clarify whether funds will be allocated for additional costs such as travel, assessments, or materials, or should all costs be factored into the proposed budget?

Answer #75 All costs should be factored into the proposed budget, including travel, assessments, and materials.

Question #76 What specific factors will weigh most heavily in the proposal evaluations (e.g., cost, methodology, experience)?

Answer #76 The evaluation measures can be found in Attachment F., Section I., Maximum

Possible Points, and Attachment P., Written Evaluation Questions/Considerations of the Solicitation Document.

Question #77 Is there an expected minimum or maximum number of coaching hours per leader?

Answer #77 The Proposals can provide insight on what is ideal to meet the Scope of the

Department.

Question #78 Where are the executive leaders physically located, and where should the kickoff meeting be conducted?

Answer #78 All 20 executive leadership team members are in Tallahassee. The Kickoff meeting should be on-site at Headquarters.

Question #79 Are there specific locations where in-person coaching sessions are required, or can all coaching be conducted virtually?

Answer #79 No. There are no specific locations where in-person coaching sessions are required. They may be either virtual or in-person.

Question #80 Will DJJ require on-site visits at regional locations beyond the headquarters in

Tallahassee?

Answer #80 No. We will not require on-site visits at regional locations beyond the headquarters in Tallahassee?

Question #81 If in-person meetings are required, will DJJ cover travel expenses, lodging, or per diem costs, or should these be included in the proposal budget?

Answer #81 All associated costs should be factored into the proposed budget, including travel, lodging, and per diem costs.

Question #82 Are there preferred venues or meeting facilities where coaching sessions should take place, or should the Respondent secure an appropriate location?

Answer #82 There are not preferred venues or meeting facilities where coaching sessions should take place.

Question #83 If travel is required, what level of frequency is expected for in-person coaching engagements?

Answer #83 Coaching can be provided in varied formats. There is no specific level of frequency expected for in-person coaching engagements. The initial Kick-of meeting must be in-person.

Question #84 Can DJJ clarify the format and structure expected for progress reports and performance evaluations?

Answer #84 We do not have a preferred format/structure expected for progress reports and performance evaluations.

Question #85 Does DJJ anticipate expanding this program beyond the initial 20 participants in future contract renewals?

Answer #85 No. This project is specifically focused on our Executive Team Members, which includes 20 participants.

FREDREGILL PROFESSIONAL DEVELOPMENT

Question #86 My understanding is that the budget is firm. To create impactful outcomes and stay under the $100,000 threshold, my team would need to either decrease the number of participants or remove some elements of the program. Would there be consideration for such proposals?

Answer #86 The RFP budget has been corrected. The amount is $200,000.00. Please review first reference in this Addendum #1.

Question #87 Do participants currently receive performance reviews? What other feedback mechanisms are present? Would the coach/consultant have access to those?

Answer #87 Yes. Participants currently received performance reviews. Other feedback occurs during one-on-one meetings with their respective supervisors. Performance reviews will not be available to the coach/consultant.

Question #88 What is the difference between the Advertisement Number: RFP-11524 and the Agency Advertisement Number: 10911? When should we use each in the proposal and in ongoing communications?

Answer #88 These two numbers apply to the same Solicitation. MyFloridaMarketplace Vendor Information Portal is used by multiple state agencies for the purpose of procurement. Therefore, the “Advertisement Number,” (RFP 11524), is provided by MyFloridaMarketplace, as a reference number for Statewide procurement activities. The “Agency Advertisement Number,” (10911), is the reference number provided by DJJ specifically for DJJ procurement activities. For the purposes of this solicitation, please use the Agency Advertisement Number RFP 10911 in your submissions.

Question #89 As listed in Attachment B, Section XIV, the table amounts add to $165,000 and the total amount is not to exceed $100,000. How might respondents consider this tension?

Answer #89 The RFP Proposal has been corrected. The proposed maximum is $200,000.00.

See Addendum #1.

Question #90 This table referenced in Question 4 does not list materials fees (e.g. printing, assessments), travel expenses, administrative/reporting fees, nor facilities/F&B/accommodation fees for any offsites. Please confirm that all of these additional and necessary fees need to be covered within the $100,000 budget.

Answer #90 The RFP Proposal has been corrected. The proposed maximum is $200,000.00.

This amount includes all costs related to the Contract including printing, assessments, administrative/reporting fees, and facilities/F&B/accommodation fees for any offsites.

Question #91 Regarding fingerprinting and background checks: For staff who will only deliver services remotely, how is fingerprinting and level 2 background screening handled.

Answer #91 Yes. Fingerprinting and background checks are required for all personnel.

Question #92 Will the public have access to the proposal that is awarded the contract?

Answer #92 The public will have access to the proposal that is awarded the contract on or around the date listed in the Calendar of Events by accessing MyFlorida.com web site https://vendor.myfloridamarketplace.com/

Question #93 How is the client held responsible for meeting scheduled deadlines?

Answer #93 This project is for our executive team. We do not anticipate any issues with meeting scheduled deadlines.

https://vendor.myfloridamarketplace.com/

SMART NETWORK SOLUTIONS - Mauricio Agualimpia Question #94 “The team leadership enhancement plan should be based on the outcomes of the team assessment” (page 6), however the description of the Service Unit: 1. Assessments d) Leadership Team Enhancement program specifies that the plan should be “per person” (page 6). Likewise, the table on page 18 (XIV. TOTAL MAXIMUM CONTRACT PER DIEM AMOUNT) mentions this portion has a maximum allocation of “$2000 per person”. There seems to be some sort of incompatibility, considering the team leadership enhancement plan should be a team-based plan (not an individual one) (i.e.: the assessment and outcomes are team-based). Could you please clarify?

Answer #94 Yes. The team assessment and team leadership enhancement plan is team based. Most programs come with associated cost which are impacted by the number of people included in the team. The size of the team may also impact the type of program proposed. The per person amount was just used to determine an overall estimate of the group amount.

Question #95 Are there any competencies that executives should develop (or that the Department would like for their team to develop), as part of the delivery of this program? If not, what are the leadership skills / competencies currently being worked on, with the lower levels of leadership within the agency?

Answer #95 The team and individualized assessment should help to identify the competency focuses. The team members at the lower levels are all at differing stages of leadership. They are working on a range of leadership skills ranging from introductory skills to strategic planning.

Question #96 Attachment A – Services Sought / Paragraph VII. REPORTS, mentions the Department’s requirement for reports to follow-up on progress. Are these reports supposed to be sent digitally via email to the Office of Talent, Leadership & Culture?

Answer #96 Reports will be submitted to the assigned contract manager. Please refer to the guidelines located in the Solicitation Document, Attachment A., Section VII., Reports.

Question #97 There are several sections throughout the RFP document that mention the Department’s mission, value, and goals. Should we refer to https://www.djj.state.fl.us/about-us/mission of the Department’s website or is there any other document or extract that we could use for guidance?

Answer #97 Any information or documents found on the Department’s website https://www.djj.state.fl.us/ can be used to assist in understanding the Department’s mission, values, and goals.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.djj.state.fl.us%2Fabout-us%2Fmission&data=05%7C02%7CTiffany.Baylor%40fldjj.gov%7Cf32a1bc59ef64009196008dd5682586d%7C446f3eb4b3de4f0492ea54497eaca292%7C0%7C0%7C638761840025081355%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=i8fKj%2FEN%2F8dUUwTwlDJq3Stl3QdmOegoMjYbGjdSz90%3D&reserved=0 https://www.djj.state.fl.us/