RFP_10911_Attachment_Q_ProposalVerification.pdf

RFP #10911

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 mandatory and requirements outlined in RFP #10911. 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.

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., C., 1., Electronic Upload of the Proposal(s) 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.

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.

Electronic proposals 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.

The complete proposal which contains Volumes 1, 2, and 3 shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), Attachment R (Volume 3, Tab 1), the Financial Viability documentation (Volume 2, Tab 3), are the only documents which can be saved in a PDF format. The signed Attachment H – Budget (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

MANDATORY CRITERIA (Attachment B, V.)

It is MANDATORY that the Respondent submit its complete proposal within the time frame specified in the Calendar of Events (Attachment B, Section IV., B.). A proposal is considered complete if it contains all of the required documents listed in Attachment B, section XX.

It is MANDATORY the total Maximum Contract Dollar Amount in the Attachment H document is at or under the Maximum Contract Amount listed in Section XIV. Failure to meet this mandatory shall result in the Respondent’s response being deemed as non-responsive and will not move forward for evaluation and scoring.

It is MANDATORY that the Respondent submit a completed and signed Attachment L - Foreign Country of Concern Attestation (PUR 1355) form, and place under the Attachment Q – Reply Verification Form in Volume 1, Tab 1.

TECHNICAL PROPOSAL – VOLUME 1 (Attachment B, XX.)

Prior to submitting the Proposal, the Respondent shall complete, sign, and submit this form, Attachment Q – “Proposal Verification Form”, to ensure that the reply is in compliance with the instructions listed below. This form shall be placed in Volume 1, Tab 1, before the Transmittal Letter.

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;

Federal Employee Identification #, including the Florida Vendor Sequence #, if available, and if not available, 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 the following 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 Request for Proposal 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; has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List; or has been engaged in business operations in Cuba or Syria; or pursuant to paragraph 215.472(3)(a), F.S., has been engaged in business operations in or with the government of Venezuela or in any company doing business in or with the government of Venezuela;

or pursuant to paragraph 215.473(1), F.S.”

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. I understand that the Attachment H – Budget, which has been submitted by the date and time required in the RFP, will be evaluated on a pass/fail basis in accordance with Attachment F.

The Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Proposal Verification Form, Attachment O – Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive proposal and to facilitate proposal evaluation by the Department, it is required that the Respondent provide a table that cross-references the contents of its proposal with the contents of the RFP. The Respondent shall insert the Attachment O in Volume 1, Tab 1, after the Transmittal Letter. Remember to complete Attachment O in its entirety. Respondents are advised that the Department’s ability to conduct a thorough review of proposals is dependent on the Respondent’s ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent. The Respondent shall ensure the proposal’s sections are properly and completely identified by citing all the applicable page numbers correlating to the requested documentation in Attachment O.

Attachment K – Drug-Free Workplace Certification & Attachment S –Tie Breaking Certifications – Volume 1, Tab 2 The proposal may contain the Drug-Free Workplace Certification in accordance with section 287.087, F.S. (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 form is labeled as Attachment K.

The Respondent may also submit the Attachment S (Tie Breaking Certifications), which is not mandatory.

Technical Proposal Narrative – Volume 1, Tab 3 The Technical Proposal shall be prepared in the format listed below:

• Letter size (81/2” X 11)

• 12 Point Type – Times New Roman

• Single Space

• 1” margins (top, bottom and sides)

• Pages consecutively numbered (limit of sixty (60) pages)

Each Respondent shall limit the Technical Proposal’s narrative to no more than sixty (60) consecutive pages. 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.) Pages submitted in excess of the specified limit for the Technical Proposal’s narrative will be removed prior to evaluation and will not be evaluated.

Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Proposal shall be referenced within the Technical Proposal’s narrative, included as exhibits or attachments to the Technical Proposal, and presented at the end of the Technical Proposal. Such exhibits or attachments shall not be counted in the sixty (60) page limitation established for the Technical Proposal. Illegible proposals will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

The Technical Proposal package shall contain the following sections in the following sequence:

(PLEASE NOTE THAT IT IS INSUFFICIENT FOR PROPOSALS TO MERELY RECITE OR

REITERATE THE SERVICES TO BE SOUGHT):

• Introductory Statement

• Staffing Levels

• Management Capability

• Executive Coaching Plan

• Staffing and Personnel

Introductory Statement This section should be introductory statement of the general strategy and methodology that will be used to achieve the project goals.

This section shall describe the Respondent’s understanding of the Department’s mission and guiding principles. Information related to the Department’s Pathway to Impact can found at: https://www.djj.state.fl.us/content/download/740762/file/Pathway%20to%20Impact%20Report_ Final.pdf.

Staffing Levels This section shall include a staffing plan that includes an overview of the qualifications, certifications, and coaching experience levels of each team members. This section shall describe the Respondent’s past experience facilitating executive leadership coaching.

Management Capability This section shall identify the Respondent’s company management capability to manage service delivery. This section shall also provide a copy of the Respondent’s corporate organizational chart, if applicable and provide a description of the corporate organizational structure that indicate sufficient management capability to perform or provide oversight of the services required. This section shall describe the internal quality improvement process utilized to identify problems and improve processes.

Executive Coaching Plan This section shall describe the process for introducing the process to the team, facilitating intake assessments, scheduling appointments and the timeframes associated with follow-up individualized coaching sessions, team enhancement sessions, and submitting required reports. This section should provide an overview of the proposed model to be used and the ways in which the effectiveness of the model will be measured.

Staffing and Personnel This section should provide and understanding of the anticipating working hours and assigned responsibilities of team members.This section shall provide a detailed description of the mode (in-person, virtual, one-on-one, group, etc.) within which the proposed services will be facilitated. This https://www.djj.state.fl.us/content/download/740762/file/Pathway%20to%20Impact%20Report_Final.pdf https://www.djj.state.fl.us/content/download/740762/file/Pathway%20to%20Impact%20Report_Final.pdf section shall provide a detailed description of the times/hours that coaching services will be made available. This section shall include a detailed description of the Respondent’s plan to ensure services are provided when unplanned absences, staff vacations, and/or filling vacancies. This section should demonstrate that there will be qualified staffing available to provide services as needed and ensure little to no interruption of services.

FINANCIAL PROPOSAL – VOLUME 2

Attachment H – 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. The Department will review a fixed price unit rate contract with the successful Respondent, ensuring that all budgeted costs are reasonable, allowable and necessary for program operations. The price proposed in the initial proposal, shall be reviewed by the Department’s team based on proposed costs being reasonable, allowable, and necessary for program operation. Please ensure that all costs are covered, all titles/positions (including # or how many) match as outlined in the proposal and specific line item detail is included. Please include a predicate for expenses and/or copies of any contracts for outside services (i.e. food service). It is MANDATORY that the amount in the Attachment is at or under the maximum amount listed in Section XIV., Total Maximum Contract Dollar Amount, to be deemed responsive. Failure to meet this mandatory shall result in the Respondent’s proposal being deemed as nonresponsive and will not move forward for evaluation and scoring.

Attachment U – Certified Minority Business (CMBE) Subcontracting 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 Subcontracting Utilization Plan of the RFP. The Respondent shall also include documentation supporting the CMBE Subcontracting 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-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 Subcontracting Utilization Plan.

Additional Requirements to be Included with the Respondent’s Proposal – Volume 3, Tab 2

• Outside Party Agreements and Letters of Support

Attachment R – Certificate 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 creating and implementing an executive leadership program to strengthen leadership skills among an executive team.

Attachment T – 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.

• The Attachment T must be completed and submitted with a minimum of three previous or current clients for whom the Respondent has created and implemented an executive leadership program to strengthen leadership skills among an executive team as described in Attachment A.

• 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.

• 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.

• 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 Proposal being submitted is in accordance with the instructions in this Solicitation.

Company: __________________________________________________________________________

Signature: _____________________________________________Date: _________________________

Print Name: _________________________________________________________________________