RFP_10911.pdf

RFP #10911

Version: 24 Rev 10-9-24 Page 1 of 47

Date: January 30, 2025

Subject: Department of Juvenile Justice (Department or DJJ) Solicitation # 10911 – Executive

Leadership Coaching

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.

The RFP package consists of this transmittal letter with the following attachments and exhibits (some of which are not included but are available electronically as noted):

1 Available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_pu rchasing_pur_forms 2 Available at: http://www.djj.state.fl.us/partners/procurement-and-contract-administration 3 Document uploaded as a separate document for the RFP and posted on the Vendor Information Portal.

4 Available at: http://www.djj.state.fl.us/partners/forms-library/contracts

PUR 1000[1] General Contract Conditions - Incorporated by Reference1 PUR 1001[1] General Instructions to Respondents - Incorporated by Reference1 Attachment A Services Sought Attachment B General Instructions for the Preparation and Submission of Proposals Attachment C Special Conditions Attachment D Reserved Attachment E Reserved Attachment F Selection Methodology and Evaluation Criteria Attachment G Sample Vendor Contract2 Attachment H Budget3 Attachment I Reserved Attachment J Reserved Attachment K Drug-Free Workplace Certification2

Attachment L PUR 1355 – Foreign Country of Concern Attestation3 (MANDATORY) Attachment M Notice of Intent to Attend Solicitation Conference Attachment N Notice of Intent to Submit a Response3 Attachment O RFP Proposal Cross Reference Table Attachment P Written Evaluation Questions/Considerations Attachment Q Proposal Verification Form3 Attachment R Certification of Experience Attachment S Tie Breaking Certifications3 Attachment T Client Contact List Attachment U Florida Certified Minority Business Enterprise (CMBE) Subcontracting Utilization

Plan2 Attachment V Reserved https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms http://www.djj.state.fl.us/partners/procurement-and-contract-administration http://www.djj.state.fl.us/partners/forms-library/contracts

Version: 24 Rev 10-9-24 Page 2 of 47

Exhibit 1 Invoice2 Exhibit 2 Reserved Exhibit 3 Florida Minority Business Enterprise (MBE) Utilization Report2

Respondents shall comply fully with the instructions on how to respond to the RFP.

Per subsection 287.057(25), Florida Statute (F.S.), Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or manager of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents.

Violation of this provision may be grounds for rejecting a proposal. All communications from Respondents shall be in writing (by e-mail, or mail), and cite the subject solicitation number and be directed to the attention of the Procurement Manager below.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal/proposal documents or the attendance at any related meeting or proposal opening.

If accommodations are needed because of a disability, please contact the Procurement Manager for this RFP at (850) 717-2680 at least five business days prior to the meeting.

Terminated for Cause Exclusions In addition to other criteria set forth in this solicitation document, any Respondent, and any and all subsidiaries of the Respondent, that have had a contract terminated by the Department for cause is subject to the follow provisions below:

1) The 12-month period shall begin with the effective date of termination for cause, as delineated in the termination letter from the Department.

2) If terminated for cause in the last 12-month period preceding the Date Written Proposals Are Due and Opened for this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to submit a response to the solicitation.

3) If terminated for cause in the last 12- month period preceding the Notice of Intended Award resulting from this solicitation, the Respondent shall be ruled disqualified and therefore ineligible to receive a contract award.

4) The above applies regardless of the business structure (for profit/not for profit) or the dates the corporations were created.

One Florida Initiative Requirement The “One Florida Initiative” was developed in an effort to increase diversity and opportunities in state contracting without using discriminatory policies. If a Respondent(s) is awarded a Contract resulting from this solicitation, answers to the following questions may be due to the Department prior to Contract execution:

1) Does your organization have a Small Business Administration 8(a) certification? Yes (Y) / No (N) If Y, then proceed no further with these questions.

2) Is your organization a non-profit? Y/N If Y, then proceed no further with these questions.

3) Does your organization have more than 200 permanent full-time employees (including the permanent full-time staff of any affiliates)? Y/N If Y, then proceed no further with these questions.

4) Does your organization have a net worth of $5 million or more (including the value of any affiliates)?

Y/N

Sincerely, Version: 24 Rev 10-9-24 Page 3 of 47

Tiffany Baylor, Procurement Manager Bureau of Procurement and Contract Administration Florida Department of Juvenile Justice The Knight Building, Suite 1100 2737 Centerview Drive Tallahassee, Florida 32399-3100 Telephone: 850-717-2680 Fax: 850- 414-1625 E-Mail Address: Tiffany.Baylor@djj.state.fl.us

THE REMAINDER OF THIS PAGE HAS INTENTIONALLY BEEN LEFT BLANK

Version: 24 Rev 10-9-24 Page 4 of 47

ATTACHMENT A

SERVICES SOUGHT

I. GENERAL DESCRIPTION

A. Introduction/Background The Department of Juvenile Justice (“Department” or “DJJ”), the nation’s largest consolidated juvenile justice system, is a global leader in using data and evidence-based services with a focus on enhancing public safety and building a stronger, safer Florida. It’s executive leadership team is responsible for the oversight of a juvenile justice continuum which includes, but is not limited to prevention programs and services designed for the purpose of preventing or reducing delinquent acts, including criminal activity by criminal gangs, and juvenile arrests, as well as programs and services targeted at children who have committed delinquent acts, children-in-need-of-services and families-in-need-of-services programs, substance abuse and mental health programs; educational and career programs; recreational programs; community services programs; community service work programs; mother-infant programs; and alternative dispute resolution programs serving children at risk of delinquency and their families.

One of the Department’s guiding principles is excellence through leadership. The principle emphasizes the cultivation of high-impact leaders, regardless of position, with an expectation of excellence and accountability in everything we do. In order to ensure efficient and effective oversight of the continuum and the cultivation of leaders as outlined in the principle, the executive leadership team must continuously improve its leadership skills and strategies.

B. Description The Respondent shall create and implement an executive leadership program to strengthen leadership skills among the Department’s 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 Respondent 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 Department’s 20-member leadership team and is expected to run for six to nine months.

The Respondent 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.

C. Definitions

1. Individual 360 Evaluation: A leadership performance review method that gathers feedback from the team member’s peers, subordinates, supervisors, and the team member themselves in key elements of leadership. This evaluation is designed to help the team member improve leadership skills and behavior. The evaluation should provide an overview of individualized strengths and growth opportunities.

2. Team Leadership Assessment: A evaluation designed to determine the team’s ability to work collaboratively and effectively to produce efficient and positively impactful outcomes.

3. Leadership Coaching: A professional process that helps leaders improve their skills, performance, and self-awareness. Coaching objectives, schedule, and duration should be guided by the individualized 360 evaluation.

4. Team Leadership Enhancement Plan: A process for enhancing the team’s collective ability to achieve Department goals and move initiatives forward in an effective manner.

5. Outcome – A measure of the quantified result, impact, or benefit of program tasks on the customer.

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6. Written Response – A document submitted in response to a Request for Proposal (RFP) procurement to be considered for contract award as a lead agency for the Department.

D. Authority Pursuant to Section 985.66, F.S., the Florida Department of Juvenile Justice (the Department or DJJ) is required to provide training to Department employees.

II. OVERVIEW OF SERVICES SOUGHT BY THIS REQUEST FOR PROPOSAL (RFP)

The Respondent shall design, develop, implement, and operate an executive leadership program with includes, but is not limited to the following:

A. Team Leadership Assessment B. Individual 360 Evaluations C. Leadership Coaching D. Team Leadership Enhancement Plan

III. STATEMENT OF PURPOSE

The Department is requesting replies from qualified Respondents who have the qualifications, experience, and past performance to provide a program with services clearly linked to the Department’s mission, value, and goals for its leaders. Respondents demonstrate an understanding of state organization functionality, strategic planning, high-performance teaming, talent development, respected leadership development models, interpreting and analyzing data related to leadership skill enhancement, and coaching strategies.

IV. TEAM MEMBERS TO BE SERVED

A. Audience

The Department’s Executive Leadership Team consists of 20 leaders, each responsible for a different aspect of the work. The titles of the members within the team are:

1. Secretary

2. Deputy Secretary

3. Chief of Staff

4. Assistant Secretary

5. Director

6. Inspector General

7. General Counsel

8. Chief Medical Officer

B. Length of Program Program duration should be no longer than 6 to 9 months. Coaching models should be adaptable to the various needs and schedules of the Department’s team members.

V. WRITTEN RESPONSE

The written response must include a description of the services to be provided, with an explanation of how the proposed services will specifically advance the Department’s vision and major goals, as outlined in section III., Statement of Purpose, above. The written response must explain how this organization is equipped to provide services at an executive level and the expected impact of each proposed action.

A. Introductory Statement

The Respondent shall propose and describe in detail the innovative nature of program services to (minimally) include the following:

1. Describe the delivery method for each component.

2. Provide clarity to the leaders individually regarding the strengths and growth opportunities in the chosen leadership style and approach to the work.

3. Provide clarity on the status of team leadership cohesion and its impacts on

Department outcomes.

4. Enhance both individualized and team effectiveness simultaneously.

5. Provide an overview of the training curriculum or model including the number and frequency of sessions.

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6. Provide a description of the length and number of coaching sessions available to each team member specified in section IV. A.

7. Provide an overview of previously realized outcomes/impact and the methods for measuring success.

B. Staffing Levels Staffing plan that includes an overview of the qualifications, certifications, and coaching experience levels of each team member.

C. Management Capability Identify the Respondent’s company manage capability to mange services delivery, provide a copy of the corporate organizational chart, capability to perform or provide oversight of the services required and description of the internal quality improvement process use to identify problem and improve processes.

D. Executive Coaching Plan Provide an overview of the proposed model to be used and ways in which the effectiveness of the model will be measured. Describe the process for introducing the process to the team, facilitating intake assessments, scheduling appointments, and the timeframes associate with follow-up individualized coaching sessions and team enhancement sessions.

E. Staffing and Personnel The following must be included with the written response:

1. Staffing and Personnel Plan

The Respondent must submit a detailed staffing plan outlining the staffing patterns for providing the services outlined in section II., Overview of Services Sought by this Request for Proposal (RFP).

2. Staffing Qualifications and Key Personnel

a. The Respondent shall submit the staffing qualifications and certifications for all program staff. Staff should be certified in at least one nationally recognized leadership development model. Staff shall have a minimum of five years of experience in leadership development. Experience working with state agencies is preferred. Staff with experience in executive leadership is preferred. Staff must have a minimum of a bachelor’s degree.

The plan must clearly identify the types of certifications and other credentials of each team member.

b. Resumes for key personnel highlighting years of experience and skills that will be used to achieve the goals.

3. Fingerprinting All staff must be fingerprinted and have successfully passed a level 2 background screening prior to the first day of their assignment. Fingerprinting will be conducted by the Department.

VI. DELIVERABLES

The Respondent shall submit an invoice with enough documentation to fully justify payment for services delivered. Failure by the Respondent to promptly report and document deliverables as required may result in a reduction in the respective invoice.

A. Service Units

1. Assessments

a) Individualized 360 Leadership Evaluations per person.

b) Six-month Individual Coaching Program per person.

c) Annual Leadership Team Assessment (one-time fee)

d) Leadership Team Enhancement Program per person

2. Executive Leadership Coaching Coaching sessions should be afforded to each team member to strengthen their areas of growth and discuss the implementation of tasks assigned. The focus of the sessions should be guided by the individual 360-evaluation.

3. Team Leadership Enhancement Plan The team leadership enhancement plan should be based on the outcomes of the team assessment and trend data. The use of a best practice or evidence-based model is preferred.

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4. Changes to Contract Requirements Should the Department execute an Amendment reducing or increasing the number of sessions and/or team members under the resulting Contract, the Respondent shall submit to the Department’s Contract Manager its proposal for how it plans to reduce or increase services and costs. The Department’s Director of Talent, Leadership, and Culture will review the request and notify the Respondent within twenty-four (24) hours of receipt if the proposal is accepted or denied.

VII. REPORTS

The Department requires progress, performance, and other reports throughout the term of the resulting Contract. The Respondent shall complete and submit reports as required to become eligible for payment. A list of reports required in current contracts and the accompanying details are located under B., Report Examples, below. The Department reserves the right to revise the list of report examples and the accompanying details in the resulting Contract. After execution of the resulting Contract, any changes in the information contained in this section will be provided to the other party in writing, shall be sent by United States Postal Service (USPS) or another delivery service with proof of delivery, and a copy of the written notification shall be maintained in the official resulting Contract record. All notices required by the resulting Contract or other communication regarding the resulting Contract shall be sent by USPS or another delivery service with proof of delivery.

A. Report Receipt and Documentation

The Respondent shall submit reports with all required documentation within the timeframe and to the named individual, as stated in the resulting Contract, to become eligible for payment. Delivery of the required documentation and reports shall not be construed to mean acceptance of those documents and reports. The Department and the Department’s Contract Manager reserve the right to reject any of the required documents and reports as incomplete, inadequate, or unacceptable.

B. Report Examples

# Report Name Description

1 Invoice

A properly prepared invoice shall be submitted directly to the Department’s Contract Manager within thirty (30) calendar days following the end of the month for which services were rendered. Payment of the invoice shall be pursuant to section 215.422, F.S., and any interest due shall be paid pursuant to section 55.03(1), F.S. A Vendor Ombudsman, established within the Department of Financial Services, may be contacted if a Respondent is experiencing problems in obtaining timely payment(s) from a State of Florida agency. The Vendor Ombudsman may be contacted at 850-413-5516.

Where itemized payment for travel expenses is permitted by this Contract, the Provider shall submit an invoice in accordance with section 112.061, Florida Statutes, or at lower rates as may be provided in this Contract. All expenditures related to travel, regardless of the method of payment must be in accordance with the terms and conditions of this Contract and section 112.061, F.S.

2 Session Report A complete list of sessions provided under the terms and conditions of the resulting Contract during the service period detailed on the invoice shall be furnished with the invoice. At a minimum, the Session Report shall include the staff’s name, date of service, and the required service that was provided.

3 Organizational Chart The Respondent’s Organizational Chart shall be provided upon execution of the resulting Contract, annually, and upon changes. The Organizational Chart shall include the programmatic and administrative structure of the Respondent’s organization.

4 Copy of Subcontracts A copy of all subcontracted agreements entered into by the Respondent and a subcontractor for services required of the Respondent, via any resulting Contract, shall be submitted to the Department in advance for review and acceptance. A

Version: 24 Rev 10-9-24 Page 8 of 47 signed copy of the subcontract, accepted by the Department, shall be provided to the Department’s Contract Manager prior to the delivery of service to Department staff and payment to the subcontractor.

Office of Inspector

General (OIG) Background

Investigations

Annual affidavit of compliance with Level 2 screening standards.

6 Budget The Respondent shall submit a Contract Budget annually and within thirty (30) days of a change to the resulting Contract amount. The Respondent shall submit a contract budget upon request of the Department.

Staffing Qualifications and Educational Requirements Chart

The Respondent shall submit a Staffing Qualifications and Educational Requirements Chart annually with the Budget, and upon changes to the Program- Staffing tab on the Budget. All titles and FTE counts must match the Budget and Organizational Chart.

8 State of Florida, EO 20- 44 Annual Report

The Respondent shall submit a State of Florida Executive Order (EO) 20-44 Report. The, EO-20-44 is an annual report that requires entities to detail the compensation of their executive leadership teams. The report is required for entities that receive at least 50% of their budget from the state of Florida.

VIII. PERFORMANCE OUTCOME MEASURES AND EVALUATION

Listed below are the Department’s performance outcome measures. Each measure includes a goal, a standard, and the measurement algorithm. The measures, and the minimum attainment requirement, are subject to periodic revision.

Respondents will be expected to conform to any revised measures in either (or both) the solicitation process and the resulting Contract. Additional performance measures and outcomes may be proposed by the Respondent and may be made part of the final Contract resulting from this solicitation.

A. Performance Outcome Measures

1. Individualized Assessment

a. Goal: Completion of a 360-evaluation for every member of the

Department’s executive leadership team.

b. Standard: At least 90% of executive leadership team members receive a

360-evaluation that includes clear indication of strengths and growth opportunities.

c. Measure: The percentage of the total number of executive leadership team members who received and completed the pre- and post-assessment divided by total executive team members.

2. Team Assessment

a. Goal: Completion of an Executive Team assessment to determine the level of effectiveness in collaboration and cohesiveness.

b. Standard:100% of the pre-assessment of the team functionality and productivity is completed to determine the team enhancement process elements.

c. Measure: A pre and post evaluation of the executive team’s functionality is completed.

B. Performance Evaluation

1. The Provider is required to collect and report to the Department, data identified in section VII, Reports for determination of performance measures and evaluation purposes.

2. The Respondent shall adhere to the data submission guidelines outlined by the Department.

3. The Respondent shall meet the standard for each performance outcome measure for the duration of the contract. Failure to meet the standard will require termination of the contract.

4. The Provider and the Department, throughout the term of the Contract, shall

Version: 24 Rev 10-9-24 Page 9 of 47 document compliance with required service tasks performance and provide documentation of such for inspection by the Department’s Office of Talent, Leadership, and Culture inspections and deliver findings in applicable reports.

5. The Department will use the process and outcome data collected throughout the duration of the Contract to determine the effectiveness of the services. Those results may be used in evaluation of the service needs or the Provider’s performance when considering future contract renewals and funding.

IX. FINANCIAL CONSEQUENCES

A. Financial consequences shall be assessed for Contract non-compliance or non-performance in accordance with FDJJ Policy 2000 (Revised 01/31/19) for the following:

1. Failure to submit a Corrective Action Plan (CAP) within the specified time frame(s);

a. Failure to implement the CAP within the specified time frame(s);

and/or

b. Upon further failure to make acceptable progress in correcting deficiencies as outlined in the CAP within specified time frames.

2. The Provider expressly agrees to the imposition of financial consequences as outlined below, in addition to all other remedies available to the Department by law.

• Total monthly value of contract X 1.0% = Financial Consequence

Imposition of consequences shall be per deficiency per day

3. Upon the Department’s decision to impose financial consequences, written notification will be sent to the Provider. Notification will outline the deficiency(ies) for which financial consequences are being imposed, the conditions (including time frames) that must be in place to satisfy the deficiency(ies) and/or the Department’s concerns, the amount of the financial consequence and the month the deduction shall be made on the invoice. The Department’s Contract Manager shall deduct the amount of financial consequences imposed from the Provider’s next monthly invoice as specified in the written notification.

4. If the Provider has a grievance concerning the imposition of financial consequences for noncompliance, the Provider shall follow the dispute process outlined in this Contract, describing any extenuating circumstances that prevented them from correcting the deficiency(ies).

X. RENEWAL CONSIDERATIONS

Exercise of the renewal option is at the Department’s sole discretion and shall be contingent, at a minimum, upon satisfactory performance, subject to the availability of funds and other factors deemed relevant by the Department. Any costs incurred by the Provider for the renewal of this contract shall not be charged to the Department.

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Version: 24 Rev 10-9-24 Page 10 of 47

ATTACHMENT B

GENERAL INSTRUCTIONS FOR THE PREPARATION AND SUBMISSION OF PROPOSALS

I. SOLICITATION NUMBER RFP #10911

II. SOLICITATION TYPE Request for Proposal: 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.

III. PROCUREMENT OFFICE Tiffany Baylor, Procurement Manager Bureau of Procurement and Contract Administration Florida Department of Juvenile Justice The Knight Building, Suite 1100 2737 Centerview Drive Tallahassee, Florida 32399-3100 Telephone: 850-717-2680 Fax: 850-414-1625 E-Mail Address: Tiffany.Baylor@djj.state.fl.us

IV. GENERAL INFORMATION

A. Calendar of Events Listed below are the important actions and dates/times by which the actions must be taken or completed. All references to “days” in this document refer to calendar days unless otherwise specified. If the Department finds it necessary to change any of these dates and/or times, the change will be accomplished via an informational notice or addendum, and will be posted on the “MyFlorida” website https://vendor.myfloridamarketplace.com/.

All listed times are local time in Tallahassee, Florida (Eastern Daylight/Standard Time).

DATE TIME ACTION WHERE

Thursday, January 30, Before or by

5:00 PM

EST

Release of solicitation

MyFlorida.com website:

https://vendor.myfloridamarketplace.com/

Monday, February 10, Before or by

Deadline for Submission of Intent to Attend

Send to Tiffany.Baylor@djj.state.fl.us mailto:Tiffany.Baylor@djj.state.fl.us http://www.myflorida.com/apps/vbs/vbs_www.main_menu https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us

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5:00 PM

EST

Solicitation Conference form (Attachment M)

Monday, February 10, Before or by

5:00 PM

EST

Solicitation Conference Question Deadline

– Last date and time written questions will be accepted for discussion at Solicitation Conference

Send to Tiffany.Baylor@djj.state.fl.us

Monday, February 24, 10:00

AM EST

Solicitation Conference Call

(This is a Public Meeting to be held via telephone only upon public interest)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540# when directed.

The Agenda can be found on MyFlorida.com web site https://vendor.myfloridamarketplace.com/ under the solicitation #.

Wednesday, February 26, Before or by

5:00 PM

EST

Deadline for Written Questions

Send to Tiffany.Baylor@djj.state.fl.us

March 13, Before or by

5:00 PM

EST

Anticipated date answers to written questions will be posted on the web site

MyFlorida.com web site

Tuesday, March 18, 1:00 PM

EDT

Technical Assistance (TA) Conference Call

(To be held before proposals due)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

mailto:Tiffany.Baylor@djj.state.fl.us https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us https://vendor.myfloridamarketplace.com/ http://www.djj.state.fl.us/partners/contracting/conference-calls

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Monday, March 24, Before or by

5:00 PM

EDT

Deadline for Respondents to request access to the Bid Library

Send to Tiffany.Baylor@djj.state.fl.us

See Section VI., C., 1., b. & c., below for Bid Library information.

Monday, March 24, Before or by

5:00 PM

EDT

Deadline for Submission of Intent to Submit a Response (Attachment N)

Submit to the Bid Library.

March 27, Before or by

2:00 PM

EDT

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 760-231-540# when directed.

Wednesday, April 9, 2025

10:00

AM EDT

Evaluation Team Briefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

Tuesday, April 29, 10:00

AM EDT

Evaluation Team Debriefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Debriefing being concluded, excluding weekends and holidays.

Monday, May 19, Before or by

5:00 PM

EDT

Notice of Intended Award

MyFlorida.com web site

Tuesday, July 1, 2025

Anticipated Contract Start Date

B. Time, Date and Place Proposals are Due mailto:Tiffany.Baylor@djj.state.fl.us http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls

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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.

Caution: A proposal received in the DJJ Bid Library after the exact time specified will not be considered, as specified by Attachment B.

C. There is no site visit requirement for this solicitation.

D. Solicitation Conference Call

The Department may conduct a Solicitation Conference Call on the date and at the time specified in the Calendar of Events. The purpose of the Solicitation Conference Call is to discuss the contents of the solicitation, answer the Respondents’ questions and clarify areas of misunderstanding or ambiguity. If no interest in the call is indicated by Respondents (Attachment M), the Department has the option of cancelling the conference by placing a notice of cancellation of the call on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/ under the solicitation number. If the call is cancelled, questions and answers will be posted in the form of an addendum on or before the date specified in the Calendar of Events. Respondents interested in the Solicitation Conference Call shall take note of the following:

1. Notice of “Intent to Attend Solicitation Conference Call”: Respondents interested in participating in the Solicitation Conference Call are encouraged to submit a Notice of Intent to Attend Solicitation Conference Call (Attachment M to this RFP) by the date and time specified in the Calendar of Events to the Procurement Manager by fax or e-mail. This is not a mandatory requirement.

2. Questions for Solicitation Conference Call: Questions for verbal discussion at the Solicitation Conference Call shall be submitted in writing and sent to the Procurement Manager at: Tiffany.Baylor@djj.state.fl.us, or by mail, and shall be received by the date specified for Solicitation Conference Call questions in the Calendar of Events (Attachment B, Section IV., A.). The intent of this deadline is to provide the Department sufficient time to prepare answers for discussion at the conference call.

3. Agenda: An Agenda with questions submitted to date by Respondents will be posted on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/ under the solicitation number no less than 48 hours (two business days) prior to the meeting time.

E. Final Questions/Inquiries: Final questions after the Solicitation Conference Call, or any other inquiries regarding the solicitation, shall be submitted in writing and sent to the Procurement Manager at Tiffany.Baylor@djj.state.fl.us, or by mail and shall be received by the date specified for Deadline for Written Questions in the Calendar of Events (Attachment B, Section IV., A.). The Department will not accept questions for this solicitation after close of business on the date specified in the Calendar of Events. The Respondent is responsible for ensuring that the Procurement Manager receives the inquiry.

1. Non-Binding Communication: The Department will accept verbal questions during the Solicitation Conference Call and will make a reasonable effort to provide answers at that time. Impromptu questions will be permitted and spontaneous answers provided; however, the Department will issue written answers ONLY to questions subsequently submitted in writing, as indicated in Attachment B, VII. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Respondent. Questions shall be submitted in writing in accordance with the deadline for questions in the Calendar of Events.

2. Department’s Official Answer to Questions: The Department’s official response to all written questions will be posted at https://vendor.myfloridamarketplace.com/ as an addendum to this solicitation on or about the date specified in the Calendar of Events.

F. Technical Assistance (TA) Conference Call The Department will conduct a Technical Assistance Conference Call at the date and time specified in the Calendar of Events. The purpose of the call is for the Department’s http://www.myflorida.com/apps/vbs/vbs_www.main_menu mailto:Tiffany.Baylor@djj.state.fl.us http://www.myflorida.com/apps/vbs/vbs_www.main_menu

Version: 24 Rev 10-9-24 Page 14 of 47

Procurement Manager for this RFP to review all of the mandatory criteria and submission requirements with Respondent’s before the proposals are due. This call will provide a “verbal checklist” for Respondents. The Department will accept verbal questions during the TA Conference Call and will make a reasonable effort to provide answers at that time;

however, questions will only be taken and answered related to the General Instructions for Preparation of the Proposal (see Attachment B, Section XX.). No questions will be answered related to the programmatic requirements of the RFP. Any information communicated through oral communication shall not be binding on the Department.

G. Evaluator Briefing Session The Department will hold an Evaluator Briefing Session at the date and time specified in the Calendar of Events. The purpose of the Evaluator Briefing Session is to ensure that evaluators fully understand the solicitation requirements and the evaluation and scoring process. This meeting is open for public attendance via telephone. A recording of the call will be available on the Department’s website https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls within 48 hours of the date listed on the Calendar of Events excluding weekends and holidays.

H. Evaluator Debriefing Session The Department will hold an Evaluator Debriefing Session at the date and time specified in the Calendar of Events. The purpose of the Debriefing Session is to allow evaluators an opportunity to state the page number(s) in the technical proposals where information relied on for assessing a score was found, record the scores assessed for the technical proposals and provide a concise summary of comments for each category/consideration. A recording of the call will be available on the Department’s website at https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls within 48 hours of the date listed on the Calendar of Events excluding weekends and holidays.

I. On or about the date specified in the Calendar of Events (Attachment B, Section IV., A.), the Department’s Notice of Agency Decision will be posted on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/. Click on “Search Advertisements,” and use the drop-down list under Advertisement Type and select Agency Decision, then under Agency, select the Department of Juvenile Justice. Click “Initiate Search,” select the RFP and double click on the RFP number. Call the Department’s Procurement Manager at the telephone number listed in Attachment B, Section III., with any questions regarding accessing the website.

J. At every meeting subject to the Sunshine Law which relates to this procurement, the public shall be given reasonable opportunity to be heard.

V. MANDATORY CRITERIA

The following requirement must be met by the Respondent to be considered responsive to this RFP. Although there are other criteria set forth in this RFP, these are the only criteria deemed by the Department to be mandatory. Mandatory criteria that is incomplete or inaccurate may not be considered a “minor irregularity” as defined in Attachment C, 19.

Failure to meet the MANDATORY criteria shall result in a proposal not being evaluated and rejected as non-responsive.

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

B. It is MANDATORY that the Respondent submit a completed and signed Attachment L – Foreign Country of Concern Attestation (PUR 1355) form.

C. It is MANDATORY that the total contract dollar amount in the Attachment H – Budget document is at or under the maximum contract dollar amount listed in Section XIV., Total Maximum Contract Amount, to be deemed responsive. Failure https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls https://www.djj.state.fl.us/partners-providers-staff/procurement-and-contract-administration/conference-calls

Version: 24 Rev 10-9-24 Page 15 of 47 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.

VI. SOLICITATION INFORMATION

A. The term “Provider” refers to:

1. “Provider” is defined to also include: any and all subsidiaries of the prospective

Provider where the prospective Provider owns 80% or more of the common stock of the subsidiary; the parent corporation of the prospective Provider where the parent owns 80% or more of the common stock of the prospective Provider; and any and all subsidiaries of the parent corporation of the prospective Provider where the parent owns eighty percent (80%) of the common stock of the prospective Provider and the parent’s subsidiaries.

2. For all other purposes, the definition shall be as specified in Attachment C, 1.

B. For the purposes of the Dun & Bradstreet Business Information Report (BIR) (if applicable):

the proposing entity (“Provider”) named in the Transmittal Letter and the DUNS number listed there must match the company name and DUNS number listed on the D & B BIR.

C. Respondents shall submit proposals in the following format:

1. Electronic Upload of the Proposal(s):

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.

mailto:no-reply@sharepointonline.com

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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 1, Tab 2) 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) 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.

2. Submission Alternative The Procurement Manager will provide instructions for an alternate method of submitting the proposal, only if submission via the DJJ Bid Library causes a hardship to the Respondent. The proposal must be prepared in accordance with Attachment B, Section XX., General Instructions for the Preparation and Submission of Proposals and submitted by the due date as indicated in the Calendar of Events (Attachment B., IV., B.).

3. Additional instructions concerning proposal submission:

a. Email submissions are not permissible;

b. See instructions for proposal preparation in Attachment B, Section XX., and submittal information in Attachment B, Section III., and Section VI., 1.;

and,

c. Evaluation and review of the proposal will be based solely on information and documents submitted in the copies of Volumes 1, 2, and 3, unless otherwise indicated in the RFP.

D. All dates in this procurement, and other RFP requirements, are subject to change.

Modifications of the schedule or changes to the RFP shall be provided through an Addendum or Informational Notice, and posted on the Vendor Information Portal website at: https://vendor.myfloridamarketplace.com/. Prospective Respondents are responsible for checking the website for any changes.

VII. RESPONDENT’S QUESTIONS

INFORMATION WILL NOT BE AVAILABLE ORALLY. All inquiries shall be in writing and be sent to the Procurement Manager at Tiffany.Baylor@djj.state.fl.us, or by mail and shall be received by the date specified in the Calendar of Events (Section IV., A.). The Respondent is responsible for ensuring that the Procurement Manager received the inquiry. The Department will not take any further questions for this RFP after close of business that day. The Department’s responses to questions will be posted at https://vendor.myfloridamarketplace.com/ as an addendum to this RFP on or about the date specified in the Calendar of Events (Section IV., A.). Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Respondent. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72 -hour period following the agency posting the Notice of Intended Award, excluding Saturdays, Sundays, and state

Version: 24 Rev 10-9-24 Page 17 of 47 holidays, any employee or manager of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the…