RFP 2022-65 CIE Webcast for Commission Meeting.pdf

RFP 2022-65 Commission for Independent Education (CIE) Webcast for Commission Meeting 1

State of Florida Department of Education

Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

REQUEST FOR PROPOSAL REGISTRATION

COMPLETE AND RETURN THIS FORM

Proposal Number: RFP 2022-65

Title: Commission for Independent Education (CIE) Webcast for Commission Meeting

Date & Time Proposal Due: July 28, 2022 @ 11:30 AM Eastern Time (ET)

Potential Proposers should notify the Florida Department of Education, Bureau of Contracts, Grants and Procurement Management Services by returning this Intent to Submit Proposal Form as soon as possible after downloading. Complete this form and send this sheet only to the below official contact person’s e-mail address (preferred). Form may also be faxed to fax number (850) 245-0719, or mailed to 325 West Gaines Street, 344 Turlington Building, Tallahassee, Florida 32399-0400.

Company Name:

Contact Person:

Address:

City, State, Zip:

Telephone: ( ) Fax Number: ( )

Internet E-Mail Address:

Signed: Date:

Florida Department of Education’s contact person: Winston McGriff, winston.mcgriff@fldoe.org, (850) 245-

(Revised 04/1/22) mailto:winston.mcgriff@fldoe.org

RFP 2022-65 (CIE) Webcast for Commission Meeting (Revised 01/09/2020)

State of Florida Department of Education

REQUEST FOR PROPOSAL

COMMISSION FOR INDEPENDENT EDUCATION (CIE)

WEBCAST FOR COMMISSION MEETING

BID NUMBER: RFP 2022-65

DEADLINE FOR TECHNICAL QUESTIONS: July 06, 2022 @ 2:00 PM, ET (There is no deadline for administrative questions)

PROPOSALS ARE DUE BY: July 28,2022 @ 11:00 AM, ET

MAIL OR DELIVER PROPOSALS TO:

Florida Department of Education Bureau of Contracts, Grants and Procurement

Management Services 325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400 Attention: Winston McGriff

Phone: (850) 245-0733

RFP 2022-65 CIE Webcast Commission Meeting (Revised 04/1/22)

Table Of Contents

REQUEST FOR PROPOSAL REGISTRATION ....................................................................................................... i

SECTION 1 –INSTRUCTIONS

1.0 GENERAL INSTRUCTIONS TO PROPOSER

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

SECTION 3 - INTRODUCTION

3.0 INTENT

3.1 PURPOSE

3.2 BACKGROUND

3.4 CRITICAL EVENT DATES

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

4.3 PROPOSAL QUESTIONS & ANSWERS

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

4.5 ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

4.9. POOR PERFORMANCE NOTICE

4.10 WITHDRAWAL OF A PROPOSAL

4.11 CONDITIONS TO THE PROPOSAL

4.12 DISCLOSURE OF PROPOSAL CONTENTS

4.13 AWARD

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

5.2 IDENTICAL EVALUATION OF PROPOSALS

5.3 DISCLOSURE STATEMENT

5.4 SUB-CONTRACTING

5.5 CONTRACTUAL OBLIGATIONS

5.6 METHOD OF PAYMENT

5.7 CONVICTED VENDOR LIST

5.8 DIVERSITY IN CONTRACTING

5.9 COSTS INCURRED IN RESPONDING

5.10 SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES

5.11 PROHIBITION OF GRATUITIES

5.12 INDEPENDENT PRICE DETERMINATION

5.13 PERFORMANCE BOND

5.14 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

5.15 INFORMATION TECHNOLOGY REQUIREMENTS

5.16 SCRUTINIZED COMPANIES LISTS

5.17 SCRUTINIZED COMPANIES – TERMINATION

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

6.1 DELIVERABLES

6.2 FINANCIAL CONSEQUENCES

SECTION 7 – SPECIAL INSTRUCTIONS – PROPOSAL FORMAT & CONTENT

7.0 PROPOSAL SUBMISSION

7.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or E-Mail)

7.2 PROPOSAL FORMAT INSTRUCTIONS

SECTION 8 – OPENING, EVALUATION AND AWARD

8.0 PROPOSAL OPENING

8.1 EVALUATION PROCESS

8.2 POSTING OF AGENCY DECISION

8.3 AWARD OF THE CONTRACT

ATTACHMENT B

PROPOSER’S PRICE PROPOSAL

ATTACHMENT C

CONTRACT STANDARD TERMS AND CONDITIONS

ATTACHMENT D

REFERENCES

ATTACHMENT E

MINORITY SUB CONTRACTORS UTILIZATION SUMMARY

ATTACHMENT F

DRUG-FREE WORKPLACE

ATTACHMENT G

DISCLOSURE STATEMENT

ATTACHMENT H

SCRUTINIZED COMPANIES LISTS

PROPOSAL CHECKLIST

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSAL

COMMISSION FOR INDEPENDENT EDUCATION (CIE)

WEBCAST FOR COMMISSION MEETING

BID NUMBER: RFP 2022-65

SECTION 1 –INSTRUCTIONS

1.0 GENERAL INSTRUCTIONS TO PROPOSER

This section contains instructions explaining the solicitation process and the actions necessary to respond.

General Instructions to Respondent (Form PUR 1001 – incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer’s Proposal. Form PUR 1001 may be accessed at http://dms.myflorida.com/business_operations/state_purchasing under “Documents, Forms, References and Resources”.

In the event of any conflict between Form PUR 1001 and other instructions provided in this document, the additional instructions in this document shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes (F.S.), in which case the statutory requirements shall take precedence.

ALTHOUGH THE RFP MAY USE MANDATORY WORDS LIKE “SHALL,” “WILL,” “SHOULD” OR “MUST,” AND MAY DEFINE CERTAIN ITEMS AS REQUIREMENTS, THE DEPARTMENT RESERVES THE RIGHT, IN ITS DISCRETION, TO WAIVE ANY DEVIATIONS FROM THESE PROVISIONS. IN ADDITION, THERE IS NO GUARANTEE THAT SUCH DEVIATIONS WILL BE DEEMED IN THE STATE’S BEST INTEREST OR A MINOR

IRREGULARITY.

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

Standard terms and conditions that will apply to the contract which results from the solicitation event are provided in this section. General Contract Conditions (Form PUR 1000 – incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Proposer’s Proposal. Form PUR 1000 may be accessed at http://dms.myflorida.com/business_operations/state_purchasing under “Documents, Forms, References and Resources”.

In the event of any conflict between the PUR 1000 form and any other Special Conditions, the Special Conditions shall take precedence over the PUR 1000 form unless the conflicting term in the PUR form is required by any section of the F.S., in which case the statutory requirements shall take precedence.

http://dms.myflorida.com/business_operations/state_purchasing http://dms.myflorida.com/business_operations/state_purchasing

SECTION 3 - INTRODUCTION

3.0 INTENT

The State of Florida Department of Education (hereinafter referred to as the "Department") is soliciting written Proposals from qualified Proposers to establish a term contract of which the term is anticipated to begin upon execution of the contract and be effective for (12} months thereafter. Award may be made to the responsible and responsive vendor(s) that the Commissioner of Education determines will provide what is most advantageous to the state, taking into consideration price and other criteria set forth in this document.

The resulting contract may be renewed for up to two (2) one-year terms, see Form PUR 1000 for renewal requirements

3.1 PURPOSE

The purpose of this Request for Proposal (RFP) is to provide the Commission for Independent Education (CIE or Commission) a multi-camera webcasts and to meet the demands of the Commission’s webcast schedule, as well as broadcasting over the Internet (using Internet Protocol.

3.2 BACKGROUND

The Commission conducts six (6) regularly scheduled meetings annually. Each meeting is held on one (1) or two

(2) consecutive dates. The meetings all occur in Florida at sites that have yet to be determined (TBD). The meetings commence each year beginning in July and will occur every other month thereafter (i.e., July, September, November, January, March, and May) in different facilities during the fiscal year. These meetings are streamed live through an independent media web server for the Commission meetings for all customers.

3.3 DEFINITIONS

After the award, said Proposer will be referred to as the "Contractor". For the purpose of this document, the term "Proposer" means a potential Contractor acting on its own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the Proposer’s team. The term "Proposal" means the complete response of the Proposer to the RFP, including properly completed forms and supporting documentation. The term “contract” refers to the agreement between the Department and the Contractor resulting from this RFP. A “responsive bid” is a Proposal submitted by a responsive and responsible vendor which conforms in all material respects to the solicitation. However, for purposes of determining what is material, please refer to Section 1 of this RFP. Use of the terms “shall,” “will,” “should” and “must,” or the designation of items as “requirements,” does not mandate that such items are material. The Department reserves the right to waive deviations, in its discretion. “Deliverable” means a tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services.

3.4 CRITICAL EVENT DATES

These are tentative dates for critical events. (ALL DATES IN RFP SUBJECT TO CHANGE), EVENT DATE

Request for Proposal (RFP) released June 20,2022 Deadline for receipt of Technical Questions (E-mail (preferred) or Fax) July 06, 2022 @ 2:00 PM, ET

Department Response to Technical Questions received by deadline (this date is on or about)

July 11, 2022

PROPOSALS ARE DUE (FAX & E-MAIL NOT ACCEPTABLE) July 28, 2022 @ 11:00

AM, ET

EVENT DATE

Technical Proposals will be opened in Room 344 Turlington Building OPENINGS WILL BE CONDUCTED VIA CONFERENCE CALL. TOLL-FREE: 888-585-9008; PIN: 818- 095-394

July 28, 2022@ 11:30 AM, ET

Evaluation of Technical Proposals August 02-August 05, Price Proposals will be evaluated by the Bureau of Contracts, Grants and Procurement Management Services staff during the evaluation stage.

Anticipated Posting of Intended Award (date is on or about) August 15, 2022

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD.

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD.

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

Each visitor to the Turlington Building is required to sign in and obtain a Visitor's Pass at the security desk in the main lobby. Please allow at least 15 minutes prior to Proposal due time if hand-delivering the Proposal to the Bureau of Contracts, Grants and Procurement Management Services.

4.3 PROPOSAL QUESTIONS & ANSWERS

Any technical questions arising from this RFP should be forwarded, in writing, to the purchasing agent identified below. The Department's written response to written inquiries submitted timely by Proposers will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on Search Advertisements under the Florida Solicitation Advertisement section, then populate the Organization field with the Department of Education. Initiate search by clicking the Search button). Click on this Proposal number to review posted documents. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal.

Only timely received written inquiries will be “officially” addressed by the Department. See SECTION 3.4 CRITICAL EVENT DATES for question due date.

WRITTEN QUESTIONS should be submitted to:

Florida Department of Education Bureau of Contract, Grants and Procurement Management Services Attn: Winston McGriff 325 West Gaines Street, 344 Turlington Building Tallahassee, Florida 32399-0400 E-mail : winston.mcgriff1@fldoe.org (preferred) or Fax No.: (850) 245-0719

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

Pursuant to F.S., Section 120.57(3) (b):

Any person who is adversely affected by the agency decision or intended decision shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or Proposals, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within ten (10) days after the date the https://vendor.myfloridamarketplace.com/ notice of protest is filed. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based. Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph.

Section 120.57(3)(a) provides:

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."

Florida Administrative Code (F.A.C.) Rule 28-110.002(2) defines the term “decision or intended decision,” and includes the solicitation terms (and any addenda), the award of the contract, and a rejection of all bids.

At the time of filing the Formal Written Protest the protestor must also file a Protest Bond payable to the Department in an amount equal to 1 percent of the estimated contract amount. F.S., Section 287.042(2) (c) and F.A.C. Rule 28-110.005 contain further terms relating to the Protest Bond, including how to determine the estimated contract amount. In lieu of a Protest Bond, the Department will accept cashier’s checks, official bank checks or money orders. 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.

The Notice of Protest, Formal Written Protest, and Protest Bond shall be addressed to the issuing office as identified in SECTION 4.3 above, and filed with the agency clerk.

4.5 ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a Proposer as a result of any oral discussions with a state employee. Only those communications which are in writing from the Bureau of Contracts, Grants and Procurement Management Services will be considered as a duly authorized expression on behalf of the Department.

Notice of changes (addenda) will be posted on the VIP, under this Proposal number. It is the responsibility of all potential Proposers to monitor this site for any changing information prior to submitting a Proposal.

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted Proposals at any time prior to the Proposal due date. Requests for modification of a submitted Proposal shall be in writing and must be signed by an authorized representative of the Proposer.

Upon receipt and acceptance of such a request, the entire Proposal will be returned to the Proposer and not considered unless resubmitted by the due date and time. Proposers may also send a change in a sealed envelope to be opened at the same time as the Proposal. The RFP number, opening date and time should appear on the envelope of the modified Proposal.

Unless specifically requested by the Department, any amendments, revisions, or alterations to Proposals will not be accepted after the closing for the receipt of Proposals.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0120/Sec57.HTM

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

Proposers shall not communicate with any Department staff concerning this RFP except for the Department contact person identified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP. Only those communications which are in writing from the Bureau of Contracts, Grants, and Procurement Management Services shall be considered as a duly authorized response on behalf of the Department. For violation of this provision, the Department reserves the right to reject a Proposer’s Proposal.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the 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 officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Proposal.

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

The Department takes its public records responsibilities as provided under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If Proposer considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, Proposer must clearly mark and identify in its Proposal those portions which are confidential, trade secret or otherwise exempt. Proposer must also simultaneously provide the Department with a separate redacted copy of its Proposal. This redacted copy shall contain the Department’s solicitation name, number, and the name of the Proposer on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to the Department at the same time Proposer submits its Proposal to the solicitation and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret, or otherwise exempt. The Proposer should also provide one (1) electronic copy (compact disc (CD), flash drive, etc.) of their Redacted Copy.

Proposer shall be responsible for defending its determination that the redacted portions of its Proposal are confidential, trade secret or otherwise not subject to disclosure. Further, Proposer shall protect, defend, and indemnify the Department for any and all claims arising from or relating to Proposers’ determination that the redacted portions of its Proposal are confidential, proprietary, trade secret or otherwise not subject to disclosure.

If Proposer fails to submit a Redacted Copy with its Proposal, the Department is authorized to produce the entire documents, data or records submitted by Proposer in answer to a public records request for these records.

Notwithstanding the foregoing, the Department reserves the right to disclose any materials as public records unless it determines, in its discretion, that an exemption to disclosure applies to the record.

4.9. POOR PERFORMANCE NOTICE

The Proposer should provide for both the Proposer and its employees, subcontractors, and subcontractor employees, copies of any and all documents regarding complaints filed, investigations made, warning letters or inspection reports issued, any notice of breach, notice of default, termination notice, suspension notice, or any disciplinary action initiated or taken under any contract or job performance within the past seven (7) years. For each instance listed, provide a narrative summary of the contract’s purpose and scope of work, the Proposer’s performance, including the concerns of the project owner, and any major adverse findings. In addition, provide the contract or job number, the name of the owner, the term of the contract, the name, address, and telephone number of the owner’s contract manager. Please also include any relevant documentation evidencing the performance issues.

The Department reserves the right to seek further information on this matter from the Proposer or to make inquiries with the project owner. The information obtained from this review may be reflected in the Proposer’s score or used to declare the Proposer not a responsible vendor.

4.10 WITHDRAWAL OF A PROPOSAL

A Proposer may withdraw a Proposal by written notice to the Department on or before the deadline specified for the receipt of Proposals in SECTION 3.4 CRITICAL EVENT DATES of this RFP. Such written notice is to be submitted to the Issuing Office at the address specified in SECTION 4.3 PROPOSAL QUESTIONS AND ANSWERS of this RFP.

4.11 CONDITIONS TO THE PROPOSAL

No conditions may be applied to any aspect of the RFP by the prospective Proposer. Any conditions placed on any aspect of the Proposal documents by the prospective Proposer may result in the Proposal being rejected as a conditional Proposal. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to Proposal opening will be a written addenda issued by the Department. The Proposer recognizes the Department’s right to ignore the condition and treat the Proposal as if no conditions exists.

4.12 DISCLOSURE OF PROPOSAL CONTENTS

All documentation produced as part of this solicitation shall become the exclusive property of the state and may not be removed by the Proposer or its agents. All Proposals shall become the property of the state and shall not be returned to Proposer. The Department shall have the right to use any or all ideas or adaptations of the ideas presented in any Proposal. Selection or rejection of a Proposal shall not affect this right.

4.13 AWARD

As in the best interest of the state, the right is reserved to award based on all or none, groups of services, or any combination thereof, to a responsive, responsible Proposer. As in the best interest of the state, the right is reserved to reject any and/or all Proposals or to waive any minor irregularity in Proposals received. Conditions which may cause rejection of Proposals include, without limitation, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform, or meet financial obligations on previous contracts.

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

Foreign corporations and foreign limited partnerships should be authorized to do business in the state of Florida.

Domestic corporations should be active and in good standing in the state of Florida. Such authorization and status should be obtained by the Proposal due date and time, but in any case, must be obtained prior to contract execution. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6053

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided require that individuals be licensed by the Florida Department of Business and Professional Regulation or any other state or federal agency, such licenses should be obtained by the Proposal due date and time, but in any case, must be obtained prior to contract execution. For state licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-9501

5.2 IDENTICAL EVALUATION OF PROPOSALS

Whenever two (2) or more Proposals which are equal with respect to price, quality, and service are received, the Department will determine the order of award using the criteria established in 60A-1.011, F.A.C. The "Drug-Free Workplace Program Certification" form can be found as Attachment F.

5.3 DISCLOSURE STATEMENT

The Disclosure Statement Form (Attachment G) should be signed and submitted with the Proposal response.

5.4 SUB-CONTRACTING

The Contract or any portion thereof shall not be sub-contracted, except as permitted herein, or with the prior written approval of the Department. No sub-contract shall, under any circumstances, relieve the Contractor of its liability and obligation under this contract; and despite any such sub-contracting, the Department shall deal through the Contractor, which shall retain the legal responsibility for performing the Contractor obligations.

In the event any sub-contractors are approved by the Department, the Contractor should provide a list of subcontractors to the Department’s contract manager upon execution of the Contract. The Contractor should report all subcontractors, including, but not limited to, certified minority, women and service-disabled veteran subcontracting activities using the attached Utilization Summary form, attached as Attachment E. The Contractor should provide a list of subcontractors to the Department’s contract manager upon execution of the Contract. The Contractor should provide the Utilization Summary form with each invoice submitted for payment, regardless if funds have not been spent with a certified minority, women or service-disabled veteran subcontractor for the period covered by the invoice. Contact the Florida Department of Management Services (DMS), Office of Supplier Diversity, for assistance identifying qualified minority, women, and service-disabled veteran companies. The Office of Supplier Diversity can be reached at (850) 487-0915; the Internet Web address is http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/ .

5.5 CONTRACTUAL OBLIGATIONS

The Department’s Contract Standard Terms and Conditions are incorporated in this RFP as Attachment C and will govern the relationship between the Department and the Contractor. The Proposal(s) submitted by the successful Proposer(s) shall be incorporated into the final contract(s).

5.6 METHOD OF PAYMENT

Compensation and payment will be made in accordance with the terms and conditions of the contract.

5.7 CONVICTED VENDOR LIST

A company placed on the Convicted Vendor List may not submit a Proposal or be awarded a contract to provide any goods or services pursuant to Rule 60A-1.006 F.A.C. The “Convicted Vendor List” is published athttp://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspende d_discriminatory_complaints_vendor_lists/convicted_vendor_list.

5.8 DIVERSITY IN CONTRACTING

The state of Florida is committed to supporting its diverse business industry and population through ensuring participation by minority-, women-, and service-disabled veteran business enterprises in the economic life of the state. The state of Florida Mentor Protégé Program connects minority-, women-, and service-disabled veteran business enterprises with private corporations for business development mentoring. We strongly encourage firms doing business with the state of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915.

http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/ http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list

The state is dedicated to fostering the continued development and economic growth of small, minority-, women-, and service-disabled veteran business enterprises. Participation by a diverse group of Vendors doing business with the state is central to this effort. To this end, it is vital that small, minority-, women-, and service-disabled veteran business enterprises participate in the state’s procurement process as both Contractors and sub-contractors in this solicitation. Small, minority-, women-, and service-disabled veteran business enterprises are strongly encouraged to contribute to this solicitation.

Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/.

5.9 COSTS INCURRED IN RESPONDING

This RFP does not commit the Department or any other public agency to pay any costs incurred by the Proposer in the submission of a Proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

5.10 SUBMISSION OF PROPOSALS BY SUBSIDIARIES OR AFFILIATES

A Proposer, its subsidiaries, affiliates, or related entities is limited to one Proposal. Submission of more than one Proposal per activity by a Proposer may cause the rejection of all Proposals submitted by the Proposer. In the alternative, the Department may decide, in its sole discretion, which Proposal to evaluate and consider. A subsidiary or affiliate of a prime Proposer may also be included as a subcontractor in another Proposer’s Proposal.

5.11 PROHIBITION OF GRATUITIES

By submission of a Proposal, the Proposer certifies that no elected or appointed official or employee of the state of Florida has or will benefit financially or materially from this procurement. Any contract arising from this procurement may be terminated by the Department if it is determined that gratuities of any kind were either offered to or received by any of the aforementioned officials or employees from the Proposer or its agents or employees.

5.12 INDEPENDENT PRICE DETERMINATION

A Proposer shall not collude, consult, communicate, or agree with any other Proposer regarding this procurement as to any matter relating to the Proposer’s Proposal.

5.13 PERFORMANCE BOND

A Performance Bond is not required for this project.

5.14 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

As stated in Chapter 287.057 F.S.

(17)(c) A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.

5.15 INFORMATION TECHNOLOGY REQUIREMENTS

Proposers submitting Proposals to this solicitation should provide electronic and information technology resources in complete compliance with the accessibility standards required by Section 282.601-282.606, F.S., and Rule 60-8.002, F.A.C. These standards establish a minimum level of accessibility.

http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/

Contractors, providers, and partners employed by the Department or acting on behalf of the Department shall also fully comply with 60GG-2 Information Technology Standards.

5.16 SCRUTINIZED COMPANIES LISTS

Section 287.135, Florida Statutes, requires that at the time a company submits a bid or proposal for a contract for goods or services of $1 million or more, the company must certify that the company is not on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes.

Proposals of $1 million or more should include the attached Scrutinized Companies Lists Form (Attachment H) to certify the Proposer is not on either of those lists. The Form should be submitted with the Technical Proposal.

5.17 SCRUTINIZED COMPANIES – TERMINATION

The Department may, at its option, terminate the Contract if the Contractor is found to have submitted a false certification as provided under section 287.135(5), F.S., or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

The purpose of this RFP is to provide the Commission for Independent Education a multi-camera webcasts and to meet the demands of the Commission’s webcast schedule, as well as broadcasting over the Internet (using Internet Protocol.)

REQUIRED OUTCOME OF PROJECT:

Provide hosting services for the webcasts for the Commission multi-camera webcasts and meet the demands of the Commission’s webcast schedule, as well as broadcasting over the Internet (using Internet Protocol). A complete turn-key production of six (6) webcasts for the regularly scheduled meetings of the Commission during the 2022-2023 fiscal year. Each webcast will be held on one (1) or two (2) consecutive dates, typically held no more than 12 hours within a two-day period. The webcasts will all occur in Florida at sites that have yet to be determined (TBD). The webcasts will commence in July 2022 and will occur every other month thereafter (i.e. July, September, November, January, March, and May) in different facilities during the state’s fiscal year. It is possible that one or more meetings may be extended from one (1) to one and one half (1 1/2) or two (2) days. In this event, the Contractor will be given notice of at least three (3) weeks.

A full day is considered 10 hours (including time for equipment set-up, reasonable break time and break-down).

Two hours will be the time allotted for setup and the meeting room is only available for setup the day of the broadcast. 10 hours would be from 8 AM to 6PM. (Meeting running from 9 AM to 4 PM.) A half day is considered 5 hours (including time for equipment setup, reasonable break time and break-down) 5 hours would be from 12:00 noon to 5 PM. (Meeting running from 1 PM to 4 PM.) If set up and breakdown time along with broadcast time is over 5 hours beyond the initial full day the work performed will be considered a full day.

A meeting that goes beyond 10 hours in one single day will be considered to have gone beyond the scope of a full day and will be considered an additional half day if less than 5 hours over the full day. It will be considered an additional full day if it goes beyond 5 hours.

ROLE OF THE CONTRACTOR:

The Contractor will be responsible for production and audio/video webcasting of the meeting/event. The production will include, but not be limited to, coordination with Commission staff and coordination with facility staff as well as the set-up and operation of the following elements for the webcasts: broadcast and recorded at a resolution greater than or equal to 320x240 and a frame rate greater than or equal to 30 frames per second. Provide full production of multi-camera webcasts, full audio services, hosting services for the webcasts and copies of the production to be sent to the Commission office. Contractor must pay for any travel expenses associated with webcast production (these costs must not be included in price bid).

This will include, but not be limited to:

1. Providing a platform agnostic compatible host media-web server for the productions.

2. Streaming the video to the independent media web server for the Commission meetings.

3. Providing the HTML link for the host server to the Commission not later than one (1) week prior to the scheduled webcasts; and

4. Testing of the connection to the host server which must occur prior to the Commission meetings.

The Commission will also require that the Contractor reproduce twenty (20) DVDs of each webcast that must be sent to the Commission office by one (1) week after the conclusion of each Commission meeting. These services require the full production of multi-camera webcasts for the Commission meeting. That will include, but not be limited to:

1. A minimum of two (2) video technicians at the sites of the webcasts.

2. Three (3) broadcast quality video cameras.

3. A wide angle lens.

4. A digital video switcher;

5. Several monitors for staff and production team to observe output.

6. Creating graphics, in conjunction with Commission staff, for presentation before the webcasts and during the breaks. These graphics must be of broadcast quality.

7. Using the equipment to create a multi-camera live switch.

8. Encoding the video output from the live switch to streaming live over the Internet for viewing on standard

Windows and MacOS computers. At a minimum, this must be available on any device using Google Chrome.

9. Troubleshooting of any video problems that may occur at the sites of the webcasts. This includes, but is not limited to, collaborating with staff of the facility where the webcasts are occurring; and

10. Testing of the equipment used to provide the Video Services which must occur at the meeting location prior to the Commission meetings.

Audio Services including, but not limited to:

1. An audio technician (must have experience adjusting sound for multiple users simultaneously).

2. An audio mixing board.

3. EQ rack with programmable feedback limiter.

4. Ten (10) condenser conference microphones with off-axis feedback rejection.

5. Two (2) hand-held wireless microphones.

6. A minimum of four (4) audio speakers must be used to provide broadcast quality sound to a meeting room with at least 200 participants.

7. Troubleshooting of any audio problems that may occur at the sites of the webcasts. This includes, but is not limited to, collaborating with staff of the facility where the webcasts are occurring; and

8. Testing of the equipment used to provide the Audio Services which must occur at each meeting location prior to the Commission meeting.

Hosting services for the webcasts will include, but not be limited to:

1. Providing a platform agnostic compatible host media-web server for the productions.

2. Streaming the video to the independent media web server for the Commission meetings.

3. Providing the HTML link for the host server to the Commission not later than one (1) week prior to the scheduled webcasts; and

4. Testing of the connection to the host server which must occur prior to the Commission meetings.

Option for hosting hybrid virtual meetings:

The Commission may require the full meeting to be conducted virtually or select Commission members to attend virtually. In this event, the contractor will be given at least 1 week notice and responsible for the following:

1. Providing a digital platform for up to 500 attendees to communicate with the Commission. This platform must allow users to be muted on demand and will be used primarily for audio purposes.

2. Providing at least one (1) monitor and corresponding cables to allow any remote Commissioner(s) to be seen by in-person Commissioners.

3. Provide a dedicated workstation as needed to allow for remote Commissioner(s) and remote school representatives to participate in the meeting to allow the following:

a. Audio and video interface that will connect into the above referenced digital video switcher;

b. Remote Commissioner(s) to be seen and heard by in-person and remote attendees.

c. Remote school representatives to be heard by in-person Commissioners as well as remote attendees.

d. Remote attendees to call in via cell or landline phone.

4. Provide a web technician to consult with and assist Commission staff with unmuting/recognizing any school representatives attending virtually; and

5. Testing of the link and connection with any remote Commissioners the day of set up.

The Commission does not own or provide any gear or equipment for the broadcasting of its meetings.

ROLE OF THE DEPARTMENT:

The Commission has broadcasted its meetings for over 10 years and has worked with several Contractors to provide a quality broadcast to its customers.

The Commission will be responsible for the following:

1. A minimum of three (3) weeks’ notice of meeting extension.

2. Verify invoice is sent within one week of Commission meeting and payment made in accordance with the contract, reflecting description of services, dates of Commission meetings, amount is in agreement with the terms of the contract and all supporting documents provided.

3. Verify DVD is reviewed before payment is submitted.

The internet connection will be provided by the host venue of the Commission meeting. The internet is a shared connection not dedicated solely for the Commission and dual ISP's are not currently available. However, there is typically over 5MB of bandwidth available.

CRITERIA FOR FINAL COMPLETION OF PROJECT: The criteria for final completion of the Contract are the delivery to, and approval by, the Department of all Deliverables required by the Contract.

6.1 DELIVERABLES

Contractor agrees to perform the following

DELIVERABLE

ESTIMATED COMPLETION DATES

ORIGINAL

TERM

CONTRACT RENEWALS

YEAR 1 YEAR 1 YEAR 2

Full production of multi-camera webcast for Commission agenda meeting

July 2022

July 2023

July 2024

September

November 2022

November

November

January 2023

January 2024

January 2025

March 2023

March 2024

March 2025

May 2023

May 2024

May 2025

6.2 FINANCIAL CONSEQUENCES

If the Contractor fails to meet the minimum level of service or performance identified, the Department will be injured as a result thereof. If the requirements are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed. The contract manager shall periodically review the progress made on the activities and deliverables. If the Contractor fails to meet and comply with the activities/deliverables established or to make appropriate progress and they are not resolved within two weeks of a written request for correction; the contract manager may approve: 1) withholding of payment proportionate to the deficient service or performance until the deficiency is cured, (2) request the contractor redo or otherwise cure the work, or (3) a reduced payment by the rate established under this contract proportionate to the deficient service or performance.

The contract manager must assess one or more of the financial consequences based on the severity of the failure to perform and the impact of such failure on the ability of the contract to meet the timely and desired results. These financial consequences shall not be considered penalties. The Department: at its sole discretion, may offer the Contractor an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply. Notification of any extension shall be provided to the Contractor in writing. If financial consequences are imposed and due; the Department may offset the financial consequences from the next invoice or from the final retained payment, or require separate payment. Any payment made in reliance on the Contractor's evidence of performance, which evidence is subsequently determined to be erroneous, will be immediately due as an over payment.

SECTION 7 – SPECIAL INSTRUCTIONS – PROPOSAL FORMAT & CONTENT

7.0 PROPOSAL SUBMISSION

By submitting a Proposal, the Proposer represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided.

Both Technical and Price Proposals should be submitted as specified in SECTION 3.4 CRITICAL EVENT DATES.

All Proposals and associated forms should be signed and dated by a duly authorized representative of the Proposer. The overall Proposal should be written in a concise manner, which is conducive to effective evaluation and selection.

Each Proposer should fully acquaint itself with the conditions relating to the performance of services under the conditions of this RFP.

All Proposal prices should be submitted on the forms provided in this RFP. All Proposal prices should remain firm for one hundred eighty (180) days from date of Proposal Opening.

All Proposals and related documents submitted in response to this RFP shall become the property of the state.

7.1 MAIL OR DELIVER PROPOSALS TO: (Do Not Fax or E-Mail)

Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services Attn: Winston McGriff 325 West Gaines Street

344 Turlington Building Tallahassee, Florida 32399-0400

7.2 PROPOSAL FORMAT INSTRUCTIONS

This section contains instructions that describe the expected format for the Proposal. All Proposals submitted should contain two parts and be marked as follows:

PART I TECHNICAL PROPOSAL NUMBER RFP 2022-65

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Technical)

PART II PRICE PROPOSAL NUMBER RFP 2022-65

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Prices)

THE SEPARATELY SEALED PACKAGES MAY BE MAILED TOGETHER IN ONE ENVELOPE OR BOX.

7.2.1 Preliminary Administrative Review

The absence of any of these documents may result in a determination that the Proposal is non-responsive and the Proposal not be evaluated. The Proposal forms furnished should be used when submitting the Proposal.

Forms should be filled out in ink or typewritten. Administrative Review information should be included at the beginning of the Technical Proposal portion (Part I) of the Proposal and consist of the following:

All Addenda Reference Form (Attachment D) – Provide at least three (3) references, which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law.

Disclosure Statement Form (Attachment G) Scrutinized Companies Form (Attachment H) Transmittal Letter – Provide a Transmittal Letter (on Company Letterhead) that contains the following:

a statement confirming that the person signing the Proposal is authorized to represent the Proposer and bind the Proposer relative to all matters contained in the Proposer's Proposal the company’s federal tax identification number the company’s DUNS number a statement confirming that the Proposer has read, understands, and agrees to comply with all provisions of this RFP. By submitting a Proposal, the Proposer agrees to the terms and conditions of the RFP notwithstanding any statement in the Proposal to the contrary.

a statement confirming that the Proposer is authorized to conduct business in Florida in accordance with the provisions of Chapter 607, F.S. In lieu of such statement, the Proposer alternatively should confirm that authorization to do business in Florida will be secured prior to contract execution.

a statement confirming that the Proposer is registered on the MyFloridaMarketPlace website in accordance with the provisions by the state of Florida. In lieu of such statement, the Proposer should alternatively confirm that registration authorization will be completed prior to contract execution.

a statement confirming that the Proposer has electronically registered a valid W-9 with the Department of Financial Services (DFS). DFS is ready to assist any vendors with questions, and vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com.

Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions. In lieu of such statement, the Proposer should alternatively confirm that registration will be completed prior to contract execution.

7.2.2 Technical Proposal (Part I) 2 copies

(Do not include price information in Part I) The Proposer should submit one (1) original, one (1) hard copy and two (2) copies in electronic format (compact disc (CD), flash drive, etc.) in Microsoft Word 10.0 or higher, or Adobe Acrobat (electronic file size should not exceed 12 MB) of the Proposal which is to be divided into the sections described below.

SECTION 7.2.1 PRELIMINARY ADMINISTRATIVE REVIEW documents should be included at the beginning of the Technical Proposal portion of the Proposal. The Technical Proposal should be submitted in a separate sealed package marked "TECHNICAL PROPOSAL FOR RFP 2022-65 ".

The following criteria will be used to evaluate and rank Proposals.

1. EXECUTIVE SUMMARY

The Proposer should provide an Executive Summary to be written in non-technical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than three (3) pages.

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

2. PROPOSER’S QUALIFICATIONS AND EXPERIENCE

The Proposer should provide at least three (3) references (Attachment D), which demonstrate efforts comparable to the one described in this RFP. The Department reserves the right to contact the references regarding the services provided. Any information provided will be subject to the requirements of the Florida Public Records Law.

Proposers should also include details regarding all prior relevant experience they have concerning the scope of work described herein, including providing similar deliverables and products which will be part of the Contract work. The Proposer should provide a description of its qualifications and prior experience performing tasks similar to those required in this RFP. The Plan should include a description of the Proposer’s background and relevant experience that qualifies it to provide the products and services required by this RFP. The Proposer must produce evidence of experience in producing multi-camera webcasts. To meet the demands of the Commission webcast schedule, the Proposer must also provide proof of webcast production over several different occasions and evidence that the productions occurred at differing locations. These webcasts must have been broadcast over the Internet (using Internet Protocol).

3.…