RFP 2023-25.pdf

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page i

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 2023-25

Title: JOINT REFERRAL COLLABORATION SUMMIT

Date & Time Proposal Due: April 10, 2023 @ 3:00 pm 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: Tamara Harrington, Tamara.Harrington@fldoe.org

(850) 245-0749.

(Revised 09/1/22) mailto:Tamara.Harrington@fldoe.org

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 2 (Revised 01/09/2020)

State of Florida Department of Education

REQUEST FOR PROPOSAL

JOINT REFERRAL COLLABORATION SUMMIT

BID NUMBER: RFP 2023-25

DEADLINE FOR TECHNICAL QUESTIONS: March 20, 2023 @ 5:00pm (There is no deadline for administrative questions)

PROPOSALS ARE DUE BY: April 10, 2023 @ 3:00PM, 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: Tamara Harrington

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 3 (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

3.3 DEFINITIONS

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………………………………………………….10

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

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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 ROLE OF THE CONTRACTOR………………………………………………………………………………………..20

6.2 DELIVERABLES

6.3 METHOD OF PAYMENT……………………………………….…..………………………………………….……….22

6.4 INVOICE REQUIREMENTS……………………………………….…………………………………………….……..22

6.5 EVIDENCE OF COMPLETION…………………………………………………………….…………………………..22

6.6 SPECIAL PROVISIONS……………………………………………………………………………………………..….22

6.7 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 A

DELIVERABLE DUE DATE FORM

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

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 5

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSAL

JOINT REFERRAL COLLABORATION SUMMIT

BID NUMBER: RFP 2023-25

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.

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. Award may be made to the responsible and responsive vendor(s) that the Commissioner http://dms.myflorida.com/business_operations/state_purchasing http://dms.myflorida.com/business_operations/state_purchasing

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 6 of Education determines will provide what is most advantageous to the state, taking into consideration price and other criteria set forth in this document.

Effective Date The resulting contract shall be effective on June 1, 2023, or on the date contract has been executed by all parties, whichever is later.

Ending Date The resulting contract shall end on December 30, 2023, unless the Contract is terminated earlier or extended.

Renewal Pursuant to section 287.057, (14), Florida Statutes, the resulting contract may be renewed for a period that may not exceed 3-years or the term of the original contract, whichever is longer. The renewal of a contract must be in writing and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. The price of the commodity or contractual service to be renewed must be specified in the proposal. Renewals are contingent upon satisfactory performance evaluations by the Department and subject to the availability of funds.

Authority and Funding Funding for the resulting Contract comes from the Preschool Development Grant Birth through Five (PDG-R), Activity 3 and 4. The total amount allocated under the resulting Contract shall not exceed $87,557.00. The State of Florida’s performance and obligation to pay under the resulting Contract is contingent upon federal and state appropriation.

Other state and federal funding in support of this project include:

• Preschool Development Grant Birth through Five, Award #: 90TP0068-03-02

• 1002.82, Florida Statute (F.S.), Division of Early Learning; powers and duties

• Rule 6M-4, Division of Early Learning – School Readiness Program

3.1 PURPOSE

The purpose of this Request for Proposal (RFP) is to develop and align Joint Referral Collaboration Summit activities and regional work that promotes local community referral agencies to move towards a family-driven system. This should be a comprehensive, bidirectional, and cross-sector system that supports screening, referral, tracking, and early intervention services and supports for children and families.

3.2 BACKGROUND

Florida offers a diverse birth to five (B-5) mixed-delivery system with a range of programs and services that have differing funding streams, eligibility requirements, and lengths of service eligibility. Eligibility for most of these programs is determined by income, but some are determined by age (e.g., Voluntary Pre-kindergarten (VPK)) or diagnosis of a disability. Each program has its own eligibility determination requirements, process, and staff, which results in numerous, similar eligibility systems and a challenging maze of duplicative requirements for families.

A Family Access Survey was distributed, as part of the initial PDG work in 2019 (PDG 19), to assess how families connect to services in the state of Florida related to basic needs, behavioral and mental health, parenting education and family services. The survey was distributed by email through all Early Learning Coalition (ELC) Child Care Resource & Referral (CCR&R) coordinators to families registered for School Readiness (SR) programs, and therefore represents families who were accessing or applying for childcare subsidies through SR funding sources. Participants were from the 30 ELCs and Redlands Christian Migrant

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 7

Association (RCMA) and represented proportionate rates of SR participants across the state. The largest percentage of respondents were from large urban communities in the southern part of the state.

Of the 1,936 families who responded to the Family Access Survey, approximately 25% of the families did not contact any organizations (such as Early Steps or ELC) for support, 45.13% contacted one (1) organization, 20% contacted two (2) organizations, and 10% contacted three (3) or more organizations for support.

Since 2016, the Florida Early Care and Education (ECE) Needs Assessment is conducted annually to collect information on family and child needs, but as stated by ECE stakeholders, the burden of finding and connecting to services falls to the families. Families are required to contact multiple state and local agencies and determine how to navigate each agencies’ processes. This approach has created challenges for families and is further complicated by issues of low income, residing in a rural community, and a having a child with a disability.

The Joint Referral Collaboration Summit will allow for continued and expanded support for individuals and regional teams serving children and families to examine and promote joint referral services across agencies and entities. The summit provides a forum for all stakeholders to meet in one (1) location to have cross-sector and cross-region sessions to share solutions and information. Leaders will work within their assigned regional meeting(s) outside of the summit to continue discussion on how to mitigate/eliminate barriers presented at the virtual summit. Additionally, each region identified gaps and barriers in services on a local and state level and is currently working towards creating efficient goals on a local level that ease administrative workflow and increase access to services.

There are five (5) assigned regions, based on the Florida Diagnostic Learning Resources System’s structure, which is inclusive to all 67 counties. The number of participants at the previous summit(s) and throughout regional workgroup meeting(s) has an estimated total of 250-300. This work will assist families to become informed consumers and fully engage in their child’s development when navigating multiple social services.

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.

➢ 2-1-1 Information and Referral Services (211) – 211 is an application that can be accessed by phone, computer, or text (in some locations). It is a free, confidential referral and information helpline and website that connects people of all ages and communities to the essential health and human services they need 24 hours a day, seven days a week.

➢ Association of Early Learning Coalitions (AELC) – An organization comprised of the 30 Early Learning Coalitions (ELCs) and Redlands Christian Migrant Association (RCMA) throughout the State of Florida. The AELC supports the role of the ELCs to develop and administer a comprehensive SR program and VPK program that prepares young children to succeed in school and in life. Each ELC’s service area is as unique

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 8 as the population it serves, with some Coalitions serving a single county while others are serving two (2) to seven (7) counties.

➢ Children’s Services Councils – County based boards that are voted or created by local County Commissioner(s) that oversee funding for programs and services that improve the lives of children and families on a local level. Oversight of county board is provided by Florida Alliance of Children’s Councils and Trusts (FACCT).

➢ Cross Sector Referral Online, Professional Development Modules – The Modules consist of five (5) web-based CCR&R Training Modules to support the training for up to 500 CCR&R and Referral Agency specialists annually, including a CCR&R Specialist Evaluation and certification for CCR&R specialists.

➢ Developmental Screening and Early Intervention Workgroup – There were four (4) workgroup meetings held between September - November 2020 that examined current screening, referral and early interventions in Florida which generated recommendations for designing a more streamlined, coordinated, and responsive system.

➢ Department of Children and Families (DCF) – The Department of Children and Families provides social services to children, adults, refugees, domestic violence victims, human trafficking victims, the homeless community, childcare providers, disabled people, and elderly.

.1. DCF, Interagency Local Review Team (LRT) – Collaborative team comprised of staff from agencies that work together to meet monthly and develop necessary local and statewide resources for children being served under multiple said agencies. (Agency for Health Care Administration, Agency for Persons with Disabilities, Department of Juvenile Justice, Department of Education, Department of Health, and Guardian Ad Litem Program)

➢ Department of Education (DOE) – The Department improves Florida's education system for students of all backgrounds and abilities.

.1. DOE, Bureau of Exceptional Education and Student Services (BEESS) – This Bureau administers programs for students with disabilities. Additionally, the Bureau coordinates student services throughout the state and participates in multiple inter-agency efforts designed to strengthen the quality and variety of services available to students with special needs.

.2. DOE, Bureau of Standards and Instructional Support (BSIS) – This Bureau provides quality services and resources in collaboration with partners in education.

.3. DOE, Division of Blind Services (DBS) – This Division helps blind and visually impaired Floridians achieve their goals and live productive and independent lives. Services cover all ages from babies to senior citizens. Also offered: Employer Services, the Braille and Talking Books Library and the Business Enterprise Program.

.4. Florida Diagnostic and Learning Resources System (FDLRS) – Is a discretionary project of the Florida Department of Education, Bureau of Exceptional Education and Student Services (BEESS) that provides an array of instructional and technical support services to school districts statewide. FDLRS has four (4) central functions: Child Find, Parent Services, Human Resource Development and Technology, however, only Child Find is associated with this project.

.4.1. Child Find – Are services that help promote general public awareness of programs and services available for young children who have or are at risk of developing disabilities. They also provide service coordination for diagnostic screening placement, training, and support.

.5. Division of Early Learning (DEL) – DEL is the lead agency for administering Preschool Development Grant

Birth through Five (PDG-R) funds and is the governmental entity providing oversight and administration for early learning programs in Florida consisting of, but not limited to, SR, CCR&R, and the state’s VPK Program.

.5.1. DEL Contract Manager – The person designated by DEL, pursuant to 287.057(15)(a), F.S., who is responsible for enforcing performance of the contract terms and conditions, approves

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 9 deliverables, monitors the budget, and serves as the primary liaison between the Contractor and DEL for all contractual related items.

.5.2. DEL Project Manager – The person designated by DEL to be the programmatic point of contact at DEL for the Contractor and responsible for managing DEL responsibilities under the resulting contract.

➢ Department of Health (DOH) – The Department of Health provides social services to children, adults, refugees, domestic violence victims, human trafficking victims, the homeless community, childcare providers, disabled people, and elderly.

.1. DOH, Children's Medical Services (CMS) – Is a collection of programs that serve children with special health care needs. Each program provides family-centered care using statewide networks of specially qualified doctors, nurses, and other healthcare professionals.

.2. DOH, Early Steps – Florida's early intervention system that offers services to eligible infants and toddlers, age birth to 36 months, who have or are at-risk for developmental disabilities or delays. Early intervention supports families and caregivers to increase their child’s participation in daily activities and routines that are important to the family.

.3. DOH, Maternal, Infant and Early Childhood Home Visiting Program (MIECHV) Partners with local agencies to offer home visiting to expectant and new families in high need communities and work with parents to build their skills and knowledge in their most important role – raising healthy, safe, and successful children.

➢ Early Care and Education (ECE) – Preschool and other programs that are designed to care for and further the education of children from birth to kindergarten.

➢ Early Learning Coalitions (ELC) – Develops and administers a comprehensive SR program and voluntary pre-kindergarten program that prepare young children to succeed in school and in life. Each ELC’s service area is as unique as the population it serves, with some Coalitions serving a single county while others are serving two (2) to seven (7) counties.

➢ Florida Association of Healthy Start Coalitions (FAHSC) – Develops and supports local systems of care to optimize the health of moms, babies, and families; comprised of 32 individual coalitions across the state.

➢ Florida Child Care Resource and Referral Program (CCR&R) – Helps families locate quality childcare and early education programs. Trained specialists offer information about local childcare options and develop customized lists of childcare providers based on each family's specific childcare needs.

➢ Head Start/Early Head Start (HS/EHS) – Programs promoting school readiness of children ages birth to five from low-income families by supporting child development. Head Start and Early Head Start programs offer a variety of service models, depending on the needs of the local community. Many Head Start and Early Head Start programs are based in centers and schools. Other programs are located in childcare centers and family childcare homes. Some programs offer home-based services that assign dedicated staff who conduct weekly visits to children in their own home and work with the parent(s).

➢ Healthy Families Florida – Nationally-accredited family support and coaching program that helps parents provide the safe and stable environments children need for healthy growth and development. Parents voluntarily participate in services that are provided within their homes by specially trained support workers to help improve parenting skills and achieve goals to help increase family stability and self-sufficiency.

➢ Help Me Grow Florida (HMG) – Is a program that ensures all children have the best possible start in life by providing free developmental and behavioral screenings and connecting them to resources they need to succeed.

➢ IDEA Part C – Is a federal grant program that assists states in operating a comprehensive statewide program of early intervention services for infants and toddlers with disabilities, ages birth through age two (2) years and their families.

https://www.lawinsider.com/dictionary/early-care-and-education

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 10

➢ IDEA, Part B – Contains two (2) sections; Section 611 contains provisions relating to special education for school-aged children with disabilities (ages three (3) through 21) and Section 619 addresses the supplemental state grants program for preschool children with disabilities [ages three (3) through five (5)].

➢ School Readiness Program (SR) – Financial assistance program for eligible low-income or at-risk families for early education and care so they may become financially self-sufficient, and their young children can be successful in school in the future.

➢ Training and Technical Assistance (TATS) Project – The initiative which implements a statewide system of technical assistance and training utilizing a combination of strategies to build capacity, create infrastructure, support high fidelity implementation and sustainability of evidence-based practices for the purposes of improving educational results and functional outcomes for young children with special needs and their families.

➢ Voluntary Prekindergarten (VPK) – Florida’s free educational program that prepares 4 (four)-year-olds for success in kindergarten and beyond. VPK helps build a strong foundation for school using educational material corresponding to various stages in a child's development.

➢ Voluntary Prekindergarten Specialized Instructional Services (VPK SIS) – Certified or licensed professionals provide instruction or therapy in individual or small group settings for eligible children with special needs. The child must have a current Individualized Educational Plan (IEP) from their local school district.

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 March 14, 2023

Deadline for receipt of Technical Questions (E-mail (preferred) or Fax) March 20, 2023 by 5:00pm

ET

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

March 24, 2023

PROPOSALS ARE DUE (FAX & E-MAIL NOT ACCEPTABLE) April 10, 2023 by 3:00pm ET

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

April 10, 2023 at 3:30pm ET

Evaluation of Technical Proposals (time and place) April 13, 2023- April 19, 2023

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) April 26, 2023

Anticipated beginning of work June 1, 2023

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.

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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: Tamara Harrington 325 West Gaines Street, 344 Turlington Building Tallahassee, Florida 32399-0400 E-mail Address (preferred): Tamara.Harrington@fldoe.org 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 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.

https://vendor.myfloridamarketplace.com/ mailto:Tamara.Harrington@fldoe.org http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0120/Sec57.HTM

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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.

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

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 13 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 exist.

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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

RFP 2023-25 - JOINT REFERRAL COLLABORATION SUMMIT Page 15 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.

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/.

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

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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.

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.

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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 Department is soliciting written Proposals from qualified Proposers to:

• Develop and align Joint Referral Collaboration Summit activities and regional work that promotes local community referral agencies to move towards a family-driven system. This should be a comprehensive, bidirectional, and cross-sector system that supports screening, referral, tracking, and early intervention services and supports for children and families.

• Coordinate one (1) in-person Joint Referral Collaboration Summit (October 2023) to bring together all previous and new participants, including but not limited to, various referral agency staff and Child Care Resource and Referral (CCR&R) Specialists with the purpose of working on previously identified barriers and creating resolutions based on the recommendations from the organizations participating in the Summit.

The following topics will be discussed: best practices; methodology; opportunities for coordination and creating efficiencies; building rapport with local organizations and referral agencies based on five (5) regions;

increasing coordination of services between local and state CCR&R, Part C and B, Help Me Grow (HMG), Head Start (HS) and Early Head Start (EHS), and other referral agencies; goals previously identified within individual regions, outcomes and solution driven ideas from individual regional and workgroup meetings and to present updated work and related information that are focused on…