RFP 2024-63 GOLD SEAL QUALITY CARE PROGRAM.pdf

RFP 2024-63 – Gold Seal Quality Care Program Page 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 2024-63

Title: GOLD SEAL QUALITY CARE PROGRAM

Date & Time Proposal Due: December 5, 2023 @ 10:00 am Eastern Time (ET)

Potential Proposers should notify the Florida Department of Education, Bureau of Contracts, Grants and Procurement Management Services of their intent to respond by returning this Request for Proposal Registration 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: Rhonda Forbes, rhonda.forbes@fldoe.org, (850) 245-0075.

(Revised 09/1/22) mailto:rhonda.forbes@fldoe.org

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State of Florida Department of Education

REQUEST FOR PROPOSAL

GOLD SEAL QUALITY CARE PROGRAM

BID NUMBER: RFP 2024-63

DEADLINE FOR TECHNICAL QUESTIONS: November 13, 2023 @ 3:00 pm ET (There is no deadline for administrative questions)

PROPOSALS ARE DUE BY: December 5, 2023 @ 10:00 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: Rhonda Forbes

Phone: (850) 245-0075

RFP 2024-63 – Gold Seal Quality Care Program Page 3

Table Of Contents

REQUEST FOR PROPOSAL REGISTRATION

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

4.2 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

5.15 INFORMATION TECHNOLOGY REQUIREMENTS

5.16 SCRUTINIZED COMPANIES LISTS

5.17 SCRUTINIZED COMPANIES – TERMINATION

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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 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 2024-63 – Gold Seal Quality Care Program Page 5

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

REQUEST FOR PROPOSAL

GOLD SEAL QUALITY CARE PROGRAM

BID NUMBER: RFP 2024-63

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.

Remainder of page intentionally left blank http://dms.myflorida.com/business_operations/state_purchasing http://dms.myflorida.com/business_operations/state_purchasing

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SECTION 3 - INTRODUCTION

3.0 INTENT

The State of Florida Department of Education/Division of Early Learning (hereinafter referred to as the "Department" or “DEL”) 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 sixty (60) 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 five (5) one-year terms, see Form PUR 1000 for renewal requirements.

3.1 PURPOSE

The purpose of this Request for Proposal (RFP) is to provide support to staff at existing and potential Gold Seal Quality Care Accrediting Associations and Gold Seal Quality Care child care providers. Their Gold Seal applications will be evaluated accordingly.

3.2 BACKGROUND

The Gold Seal Quality Care Program is established within the Florida Department of Education in s. 1002.945, Florida Statutes (F.S.). A child care facility, large family child care home, or family day care home that is accredited by an accrediting association approved by the Florida Department of Education under s.1002.945(3), F.S., and meets all other requirements, receives a separate “Gold Seal Quality Care” designation. The State Board of Education adopts rules establishing Gold Seal Quality Care accreditation standards using nationally recognized accrediting standards and input from accrediting associations.

The major goals of the resulting Contract are to evaluate and determine eligibility of new and renewal Gold Seal Quality Care Accrediting Association and Gold Seal Quality Care Provider applications.

Pursuant to Section 1002, part VI, Florida Statutes (F.S), SR Program. The resulting Contract shall be funded by federal Child Care and Development Fund (CCDF) Block Grant trust funds and/or trust fund monies pursuant to

s. 402.315(5), F.S., appropriated within the General Appropriations Act, Chapter 2023-239, Laws of Florida.

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.

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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 11/2/2023

Deadline for receipt of Technical Questions (E-mail (preferred) or Fax) 11/13/2023 by 3:00 pm ET

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

11/20/2023

PROPOSALS ARE DUE (FAX & E-MAIL NOT ACCEPTABLE) 12/5/2023 by 10:00 am 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

12/5/2023 @ 10:30 am ET

Evaluation of Technical Proposals (time and place) 12/07/2023-12/14/2023

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) 12/15/2023

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.

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

Each visitor to the Turlington Building is required to sign in 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 MyFloridaMarket Place Vendor Information Portal (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: Rhonda Forbes 325 West Gaines Street, 344 Turlington Building Tallahassee, Florida 32399-0400 E-mail Address (preferred): rhonda.forbes@fldoe.org or Fax No.: (850) 245-0719 https://vendor.myfloridamarketplace.com/ mailto:rhonda.forbes@fldoe.org

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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.

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 PROPOSAL QUESTIONS AND ANSWERS 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.

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

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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 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.

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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:

RFP 2024-63 – Gold Seal Quality Care Program Page 11

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 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

RFP 2024-63 – Gold Seal Quality Care Program Page 12 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 Office of Supplier Diversity (OSD) / Agency Administration / Florida Department of Management Services - DMS (myflorida.com)

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.

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

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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.

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

A. Services to be Provided

1. The Contractor shall evaluate and recommend approval or denial of initial and renewal Gold Seal

Quality Care Accrediting Association Applications which includes:

1.1 Providing staff support to accrediting associations applying to be Gold Seal Quality Care Accrediting

Associations and evaluate their applications, including:

1.2 Responding to questions and issues from accrediting associations regarding their Gold Seal applications or related to Gold Seal Quality Care Providers;

1.3 Managing the Gold Seal application process for approving the Gold Seal Quality Care Accrediting

Associations;

1.4 Accepting Gold Seal Quality Care Accrediting Association Applications only in January and July.

1.5 Upon receipt of the Gold Seal Quality Care Accrediting Association’s annual attestation, electing to waive the five (5) year renewal application requirement if the accrediting agency attests the information provided with the original application has not changed during each of the five (5) previous annual attestations;

1.6 Identifying a Project Team Manager who shall have a minimum of a bachelor’s degree in early childhood education and/or Child Growth and Development, and experience in a child care setting serving children age 6 weeks old to eight (8) years old. Responsibilities include establishing review committees, coordinating, manage, and direct the Gold Seal Quality Care Program.

1.7 The Gold Seal Accrediting Association Review Committee will be created and managed by:

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1.7.1 Solicitation of Early Learning Coalitions (ELCs) and Redlands Christian Migrant Association

(RCMA) for staff or providers in the area that would be willing to participate as a member of the review committee:

1.7.2 The Division of Early Learning (DEL) Project Manager will assist the Contractor with coordinating a group of potential reviewers from the ELCs and RCMA;

1.7.3 Maintaining a minimum of 10-15 members on the review committee;

1.7.4 Obtaining at least three (3) reviewers based on Gold Seal processes and procedures for Gold

Seal associations for each application;

1.7.5 Ensuring qualifications of review committee members, including:

1.7.5.1 Knowledge of Florida laws and rules, specifically s. 1002.945, F.S., and Rules 6M-

10.001 and 6M-10.002, F.A.C.;

1.7.5.2 Knowledge of theories and best practices in early childhood education, child growth and development, and adult learning strategies and teaching methods;

1.7.5.3 Experience in the provision of child care services.

1.7.6 The Project Team Manager will maintain required documentation for each review committee member.

1.8.0 Review committee members participating in evaluation activities must have the education and experience to exercise prudent judgement in the following activities:

1.8.1 Conducting review processes that ensure compliance with criteria and identifying shortfalls;

1.8.2 Effectively communicating verbally and in writing, providing clear and concise recommendation and feedback reports on collected data;

1.8.3 Functioning as part of a team that works together to achieve inter-rater agreement;

1.8.4 Meeting timeframes established by the Project Team Manager; and

1.8.5 Refraining from activities that would be considered a conflict of interest.

1.9 Appointing a Program Specialist to assist with the multiple Gold Seal Quality Care Program activities, including tracking submitted accreditation association and provider applications from intake to final disposition. Tracking includes:

1.9.0 Date stamping paper applications the day they are received and ensuring the date on emailed applications also match the date the application was received (as opposed to the date the e-mail was opened);

1.9.1 Notifying the Project Team Manager an application was assigned to committee members for review; identifying the members and verifying a total of three (3) members who are invited to review the application;

1.9.2 Notifying the Project Team Manager and recording the date each committee member completed and returned the results of the application review;

1.9.3 Date stamping all correspondence relating to the application and ensuring all documents are placed in the applicant’s file;

1.9.4 Recording the date the application was recommended for approval or denial and the date the approval or denial was emailed to the respective association or provider that submitted the application; and

1.9.5 Processing renewal applications for the Accrediting Associations upon their renewal period.

1.10 Creating and maintaining a file for each applicant that contains:

1.10.0 All original documents including the application;

1.10.1 A copy of the approval email along with the electronic letter and certificate;

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1.10.2 The evaluation tools completed by each team member; and

1.10.3 All correspondence relating to the application. The Contractor shall be the guardian of the file but grant access to authorized DEL staff to review the file upon request.

1.11 Providing the DEL Contract and Project Managers with the below updated information on approved

Gold Seal Quality Care Accrediting Associations:

1.11.0 The number of information requests received during the month regarding the association approval process;

1.11.1 The number of information requests received during the month from accrediting associations regarding the licensing status of specific Gold Seal Quality Care Providers;

1.11.2 The number of new association applicants received and accepted for review in January and

July;

1.11.3 The number of review committee team members assigned to review each application and their affiliation;

1.11.4 The number of completed evaluations returned by review committee team members assigned to review each application;

1.11.5 A status update on each application being approved which includes any issues that would delay an application being sent to reviewers; the dates each application review was completed; the date the review summary was submitted to the DEL Project Manager for approval or denial; and

1.11.6 The number of applicants for which the review process exceeds six (6) months.

2. The Contractor shall provide staff support to existing and potential Gold Seal Quality Care Providers and evaluate their Gold Seal applications and the violation management system, Department of

Children and Families’ Child Care Administration, Regulation and Enforcement System (CARES), including;

2.1 Providing information to child care providers regarding the application process and status of their applications;

2.2 Providing information to other agencies regarding a child care provider’s Gold Seal status;

2.3 Processing and assisting Gold Seal child care providers with their applications for sales and use tax exemption certificates;

2.4 Monthly reporting to the Florida Department of Revenue (FDOR), of data information on the Gold Seal child care providers who requested a sales and use tax exemption certificate;

2.5 Managing the application process for the Gold Seal Quality Care designation;

2.6 Issuing Gold Seal Quality Care certificates to child care providers accredited by approved Gold Seal

Quality Care Accrediting Associations that meet the statutory definition of child care and meet the licensing requirements for the Gold Seal Quality Care designation;

2.7 Generating and distributing electronic letters:

2.7.1 Providing electronic certificates to child care providers that have earned the Gold Seal designation;

2.7.2 Providing electronic denial letters to child care providers that are ineligible for a tax exemption;

2.7.3 Providing electronic denial letters to child care providers for ineligible applications; and

2.7.4 Providing renewal letters and reminders to providers.

2.8 Updating and maintaining the CARES database.

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3. The Contractor shall provide to the DEL Contract and Project Managers:

3.1 The number of Gold Seal Quality Care designation certificates issued to child care providers during the month, including any updated certificates for existing Gold Seal providers;

3.2 The number of Gold Seal providers requesting a sales and use tax exemption certificate from the

FDOR during the month;

3.3 The number of technical assistance contacts with individuals regarding Gold Seal designations, or about the status of their Gold Seal certificates or their sales and use tax exemption certificates;

3.4 The final written summary for:

3.4.1 Gold Seal Accrediting Association applications submitted; and

3.4.2 Application reviews by committee members.

3.5 The report of attestations received from the accrediting associations annually on July 15th;

3.6 The quarterly reports of:

3.6.1 Quality Assurance from the accrediting associations;

3.7 The status report that describes the applicable activities referenced in Section 6 – Scope of Services;

3.8 The monthly reports of:

3.8.1 Staff support provided to existing and potential Gold Seal Quality Care child care providers;

3.8.2 Gold Seal applications evaluated; and

3.8.3 Activities referenced in Section 6 – Scope of Services as they occur.

3.9 The monthly reports reminding providers to renew their Gold Seal Quality Care Program

Designation Certificates;

3.10 The monthly reports of tax exemption reminders to providers;

3.11 The monthly reports of denial letters to child care providers for ineligible applications;

3.12 The monthly reports of denial letters to child care providers that are ineligible for a tax exemption;

and

3.13 Ad hoc Gold Seal reports up to 12 per year.

4. Staffing

The Contractor shall maintain sufficient qualified staff to successfully deliver the service tasks referenced in this RFP and the resulting Contract.

5. Staff changes

The Contractor shall notify the Contract Manager in writing (e-mails acceptable), within two (2) weeks of any staff changes or any key organizational changes, such as but not limited to, the Executive Director or President.

6. Records and Documentation

6.1 The Contractor shall maintain copies of applications, along with supplemental documents submitted with the application. Original files, including applications and supplemental documents, will be submitted to the DEL Contract and Project Managers once the evaluation review process is complete for each accrediting agency.

6.2 The Contractor shall maintain correspondence regarding applications and all other documentation related to evaluation of applications.

6.3 The Contractor shall maintain supporting documentation related to the education and experience of the project reviewers identified to perform the services outlined in this RFP and resulting Contract.

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6.4 The Contractor shall maintain all project documents for five (5) years after the accreditation has been determined, per Florida Department of State, the General Records Schedule GS7, Accreditation

Records for Public Schools Pre-K-12 and Adult and Career Education (floridados.gov).

B. Reports (programmatic and to support payment)

The Contractor shall electronically submit the following reports to the Department’s Contract Manager or delegated associate.

Report No. Report Title Report Frequency

Due Date Number of Copies

1 Final Written Summary for Applications Submitted

Upon evaluation completion

45 days following completion of evaluation

2 Property Inventory

Quarterly when property is purchased

45 days after the end of each quarter of the state fiscal year

3 Expenditure Report

Quarterly 45 days after the end of each quarter of the state fiscal year

REQUIRED OUTCOME OF PROJECT:

The required outcome of this Contract is to evaluate and determine eligibility of new and renewal Gold Seal Quality Care Accrediting Association and Gold Seal Quality Care Provider applications.

ROLE OF THE CONTRACTOR:

To fulfill all obligations, tasks, and deliverables written in this solicitation and the resulting contract.

ROLE OF THE DEPARTMENT:

• The Department shall provide the Contractor with the names and contact information for the Program and the Contract Managers, through whom all Contract correspondence and deliverables are sent and communicated.

• The Department shall provide guidance to the Contractor regarding management of funds this Contract provides.

• The Department shall provide guidance to the Contractor regarding DEL standards for program quality as required.

The Department Program or Contract Manager shall meet with the Contractor on an as-needed basis to discuss ongoing program activities.

CRITERIA FOR FINAL COMPLETION OF PROJECT:

The project is complete when all deliverables are met within the term of the resulting contract.

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6.1 DELIVERABLES

Deliverable Evidence of Completion Due date

1. Quarterly reports for quality assurance from the accrediting associations

Reporting of associations that submitted a report and any discrepancies found as needed.

Within 30 calendar days after the end of each quarter

July – Sept - Due Oct. 30

Oct – Dec – Due Jan. 30

Jan-March – Due April 30

April – June – Due July 30

2. Providing staff support every month to existing and potential Gold Seal Quality Care Accrediting Associations and evaluating their Gold Seal applications.

Provide information, counseling, guidance, facilitation, generate electronic communications, and technical support to existing or potential Gold Seal Quality Care Accrediting Associations. Perform evaluations and recommend approval or denial of their Gold Seal applications. Provide a status report that describes the applicable activities.

By the last calendar day of each month. upon completion of service.

3. Providing staff support every month to existing and potential Gold Seal Quality Care child care providers and evaluating their Gold Seal applications accordingly.

Provide information, counseling, guidance, facilitation, and technical support to existing and potential Gold Seal Quality Care child care providers, generate electronic communications and evaluate their Gold Seal applications. Provide a status report that describes the applicable activities.

By the last calendar day of each month upon completion of service.

4.The monthly reports reminding providers to renew their Gold Seal Quality Care Program Designation Certificates

Generating and distributing electronic letters to child care providers with read receipts.

Monthly by the last calendar day of the month following the end of the month of service.

5. Providing providers with tax exemption reminders

Generating and distributing electronic letters with read receipts to child care providers with tax exemption reminders.

the end of the month of service.

6. Providing electronic denial letters to child care providers for ineligible applications

Generating and distributing electronic letters with read receipts to child care providers for ineligible applications.

the end of the month of service.

7. Providing electronic denial letters to child care providers that are ineligible for a tax exemption

Generating and distributing electronic letters with read receipts to child care providers that are not eligible for a tax exemption.

Monthly by the last calendar day of the month following the end of the month of service.

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Deliverable Evidence of Completion Due date

8. Monthly reporting to the FDOR, of data information on the Gold Seal child care providers who requested a sales and use tax exemption certificate

Generating monthly reports with demographics including name, address, accreditation, affidavit date (on application).

the end of the month of service.

9.Report of Application Reviews by Committee Members

Reporting how many applications are reviewed by committee members.

Monthly by the last calendar day of the month following the end of the month of service.

10.Annual attestations from Accrediting Associations

Reporting and follow-up of associations that submitted annual attestations.

Annually by July 15th at the end of each fiscal year.

11.Ad hoc Gold Seal reports up to 12 per year

Reporting as requested from CARES database up to 12 per year.

Within 30 calendar days after the end of each quarter

July – Sept - Due Oct. 30

Oct – Dec – Due Jan. 30

Jan-March – Due April 30

April – June – Due July 30

6.1.1 PERFORMANCE MEASURES:

a. Staff support to existing and potential Gold Seal Quality Care Accrediting Associations and evaluations and approval of their Gold Seal applications: The minimum performance measure for this deliverable shall be…