RFP 24-04_Managed IT Services.pdf

RFP # 24-04

Managed IT Services

FLORIDA DEPARTMENT OF CITRUS

605 East Main Street

Bartow, FL 33830

(863) 537-3999

Request for Proposals

Managed Information Technology Services

Proposal Opening:

May 5, 2025, at 2:00 PM

Vendor Name _____________________________________ Vendor Mailing Address ____________________________ City, State, Zip ____________________________________ Telephone ________________________________________

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same contractual service and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the proposer and that the proposer is in compliance with all requirements of the Request for Proposal, including, but not limited to, certification requirements. In submitting a proposal to an agency for the State of Florida, the proposer offers and agrees that if the proposal is accepted, the proposer will convey, sell, assign, or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now, or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the proposer.

Authorized Signature _________________________________________

Print Name and Title _________________________________________

Proposal tabulations with recommended awards will be posted electronically for review by interested parties on or about the date listed in Section 1.3 of the solicitation and will remain posted for a period of 72 hours. Failure to file a Protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

TABLE OF CONTENTS

Section 1. Introduction

1.1 Background

1.2 Statement of Need and Purpose

1.3 Timeline of Events

1.4 Reasonable Accomoda�ons

1.5 Contract Term

1.6 Procurement Officer

1.7 Who May Respond

1.8 Vendor Responsibilities

1.9 Licensure & Registra�on

1.10 List of Exhibits and Attachments

Section 2. Special Instructions to Respondents

2.1 Services and Responsibili�es

2.2 Conferences, Site Visits and Public Meetings

2.3 Considera�ons

2.4 Modifica�ons

Section 3. Responding to the RFP

3.1 Proposal Content Requirements

3.2 General Forma�ng Instruc�ons

3.3 Misrepresenta�ons

3.4 Replacement and Alternate Responses

3.5 Exclusivity

3.6 Conformance to Requirements

3.7 Administrative Review

3.8 Evaluation of Proposals

3.9 Consideration of Additional Information

3.10 Negotiation

3.11 Basis of Award

Section 4. Evalua�on Criteria

4.1 Past Performance Evalua�on

4.2 Technical Proposal Evaluation

Section 5. Submital Informa�on

5.1 Delivery Instructions

5.2 Required Documents

SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A),

FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER

OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to __________________________________________________________ [Print name of the public entity] by ______________________________________________________________________________________

[Print individual’s name and title] for ______________________________________________________________________________________

[Print name of entity submitting sworn statement]

Whose business address is:

and (if applicable) its Federal Employer Identification Number (FEIN) is ________________________________

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement:)

2. I understand that a :public entity crime” as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

1. A predecessor or successor of a person convicted of a public entity crime; or

2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime.

The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima fascia case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. [Indicate which statement applies.]

_____ Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

_____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

_____ The entity submitting this sworn statement, or one of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings, and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. [Attach a copy of the final order.]

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE

PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED.

I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING

INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017,

FLORIDA STATUTES, FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN

THIS FORM.

[SIGNATURE]

Sworn to and subscribed before me this _______________ day of ____________________________ , 20 _____ .

Personally known ______________________________ ______________________________________

OR Produced identification _______________________ Notary Public – State of ___________________

_____________________________________________ My commission expires ___________________ (Type of identification)

(Printed, typed, or stamped commissioned name of notary public)

SECTION 1. INTRODUCTION

The Florida Department of Citrus (the Department or FDOC) hereby issues this Request for Proposals (RFP) to qualified and responsible vendors who provide the contractual services described herein for the purpose of establishing a contractual rela�onship for the provision of such contractual services to the Department.

1.1 BACKGROUND

The Florida Department of Citrus (FDOC) is an executive agency of Florida government charged with the marketing, research and regulation of the Florida citrus industry. Its mission is to maximize consumer demand for Florida citrus products to ensure the sustainability and economic well-being of the Florida citrus grower, the citrus industry and the State of Florida.

The FDOC also has extensive regulatory responsibilities, covering every aspect of the industry, including research, production, maturity standards, licensing, transportation, labeling, packing and processing. The industry employs approximately 33,000 people, provides an annual economic impact of $6.9 billion to the state, and contributes hundreds of millions of dollars in tax revenues that help support Florida’s schools, roads and health care services.

The FDOC is governed by the Florida Citrus Commission (FCC), an eleven-member board with taxing authority appointed by the Governor of Florida to represent citrus growers, processors and packers. Three commission members must be processors, one member must be a packer and must be a resident of the Indian River production area of Florida, and another member must be a grower with a production area of more than 5,001 acres in Florida.

The FCC serves in the capacity of a Board of Directors and agency head for the FDOC. The FCC oversees and guides the activities of the FDOC. It is responsible for setting the annual amount of excise tax as well as quality standards for all citrus grown, packed or processed in Florida. In addition, the FCC conducts a wide variety of programs involving industry regulation, scientific, market and economic research, advertising, merchandising, public and industry relations and consumer promotions. Over 80 percent of FDOC’s annual budget is typically spent on marketing and promotional activities for Florida citrus in the United States, Canada, Europe, and Asia.

1.2 STATEMENT OF NEED AND PURPOSE

The Department has identified a need to solicit for and contract with a vendor capable of providing enterprise-class Managed Information Technology Services in alignment with a co-managed service delivery model. The Department seeks to engage a strategic partner that can assume full operational responsibility for core infrastructure, cloud platforms, identity and access management, and other enterprise IT services, while coordinating closely with the Department’s retained management of endpoint services.

This RFP is intended to evaluate the vendor’s ability to deliver secure, scalable, and reliable IT services consistent with the functional requirements outlined in the accompanying Statement of Work (SOW). The Managed Services provided by the selected vendor include:

• Infrastructure Management

• Cloud Services Management

• Security Operations

• Monitoring and Incident Response

• Backup and Disaster Recovery

• Non-Endpoint Technical Support

• Change and Configuration Management

• Governance and Compliance

• Vendor and Licensing Management

• Provisioning of Resources

The selected vendor must demonstrate the expertise, tools, and service delivery maturity necessary to support the Department’s mission-critical operations and compliance requirements.

The goal of this procurement is to establish a long-term, value-driven partnership with a vendor that not only provides high-quality technical support and system administration, but also actively contributes to governance, continuous improvement, and strategic IT planning. The Department is seeking proposals that reflect a deep understanding of co-managed environments and that offer a proactive approach to service transparency, collaboration, and operational excellence.

1.3 TIMELINE OF EVENTS

Opening dates are firm and cannot be changed. All other dates are subject to change. All changes to the Timeline of Events will be made through addendums to the solicita�on on the Vendor Informa�on Portal (VIP).

Request for Proposal posted on VIP April 15, 2025 Ques�ons Due April 18, 2025 Post Answers to Ques�ons April 22, 2025 Proposals Due/Opened* 605 E. Main St.

Bartow, FL 33830

May 5, 2025, at 2:00 PM EDT

*PROPOSALS RECEIVED AFTER THIS TIME ARE NOT ELIGIBLE FOR AWARD.

Review and Evalua�on May 6 – 12, 2025 Pos�ng of the Award Selec�on May 13, 2025 Contract Submited to the Citrus Commission May 21, 2025 Award Date July 1, 2025

** Emailed and Faxed proposals are not eligible – Proposals must be received no later than May 5, 2025, at 2:00 PM EDT. **

1.4 REASONABLE ACCOMMODATIONS

Pursuant to the provisions of the Americans with Disabili�es Act, any person requiring a reasonable accommoda�on to par�cipate is asked to advise the agency at least 48 hours prior to the scheduled event by contac�ng Sharon McLeod at smcleod@citrus.myflorida.com or (863) 537-3964. If you are hearing or speech-impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).

mailto:smcleod@citrus.myflorida.com

1.5 CONTRACT TERM

Length of service to be provided shall be for a three (3) year period with up to three (3) renewal years at the Department’s option. At the discretion of the Department, the Contract may be renewed at the terms and conditions specified in the Contract. Renewals may be for the entire renewal period, or increments thereof, for a total time that will not exceed the renewal years above. All renewals will be contingent upon satisfactory performance by Contractor.

1.6 PROCUREMENT OFFICER

The Procurement Officer is the sole point of contact from the date of the release of this RFP until 72 hours after the Intent to Award is posted.

Procurement Officer for this RFP is:

Sharon McLeod, Purchasing Manager Florida Department of Citrus 605 E. Main St.

Bartow, FL 33830 Email: smcleod@citrus.myflorida.com

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 response.

*** ALL CONTACT WITH THE PROCURMENT OFFICER SHOULD BE IN WRITING VIA EMAIL. ALL

EMAILS SHOULD CONTAIN THE SOLICITATION NUMBER IN THE SUBJECT LINE OF THE EMAIL ***

1.7 WHO MAY RESPOND

Interested vendors who are in good standing with the State of Florida (State), can provide the commodities and/or contractual services defined by the Statement of Work, and possess the financial capability, experience, and personnel resources described in this RFP are invited to submit Proposals. Vendors on the Convicted, Suspended, or Discriminatory Vendor List(s) or the Scrutinized List(s) of Prohibited Companies may not submit a Proposal.

1.8 VENDOR RESPONSIBILITIES

This RFP iden�fies the requirements that must be met to be eligible for Award considera�on.

Vendors should carefully read the en�re RFP, all exhibits and atachments, and any addenda before submi�ng a Proposal. Vendors interested in submi�ng a Proposal must comply with all instruc�ons, terms, and condi�ons of this RFP to be considered for Award.

1.8.1 RESPONSIBILITY FOR UNDERSTANDING AND REQUESTING CLARIFICATION

mailto:smcleod@citrus.myflorida.com

Vendors are responsible for understanding all terms and condi�ons of this RFP and proposed resul�ng Contract. If a Vendor does not understand the requirement or resul�ng Contract, Vendor should submit formal ques�ons to the Department in accordance with the instruc�ons contained in this RFP.

1.8.2 RESPONSIBILITY FOR COMPLETENESS

It is the Respondent’s responsibility to demonstrate in wri�ng, to the sa�sfac�on of the Department, that the Respondent has available under their direct supervision the necessary organiza�on, experience, equipment, facili�es, and staffing to properly fulfill all the terms, condi�ons, requirements, and specifica�ons required under this RFP and the subsequent Contract. No oral or writen representa�ons, prior conversa�ons, mee�ngs, projects, or outside informa�on will be presented to the evaluators, and no such conversa�ons or materials will be considered in the Contract Award. All Proposals should be as complete and detailed as is necessary to illustrate the Respondent’s capabili�es. A Respondent’s Proposal is the only material which will be considered by the evaluators, subject to the instruc�ons of this RFP.

1.9 LICENSURE & REGISTRATION

Prior to the execu�on of a Contract, the selected Respondent must be properly licensed to do business within the State of Florida, if required by federal or state law, and, if required by federal or state law, all en��es must be appropriately registered with the Florida Department of State.

1.10 LIST OF EXHIBITS AND ATTACHMENTS

The following Exhibits and Atachments are hereby incorporated by reference below and made a part hereof with the same force and effect as if they were fully set forth herein. Copies of these documents are available in the adver�sement that accompanies the RFP pos�ng. If an Atachment required electronic comple�on or filling in, such as a Microso� Excel spreadsheet, an electronic copy can be obtained by contac�ng the Procurement Officer.

Exhibit Title 1 Statement of Work

Attachment Title A Vendor Financial Attestation B Vendor Responsibility Disclosure C Vendor Conflicts of Interest Attestation D Vendor Certification Form PUR 7801 E PUR 2024: Use of Coercion/Forced Labor F Client Reference Form G Price Sheet

SECTION 2. SPECIAL INSTRUCTIONS TO RESPONDENTS

2.1 SERVICES AND RESPONSIBILITIES

2.1.1 State Requirements

Bidding Vendor acknowledges that Department is a governmental state agency and that Department is bound by state laws, rules and policies, which must be followed by Vendor when providing such services. These laws, rules and policies include Chapter 601, F.S. (Florida Citrus Code), Chapter 287, F.S. (Procurement), Chapter 119, F.S. (Public Records) and Chapter 20, F.A.C. (Department Rules and Regula�ons) and FDOC Purchasing, Fiscal and Travel Policies.

The State of Florida, through the Department of Management Services, has ins�tuted MyFloridaMarketPlace (MFMP), a statewide eProcurement system. Pursuant to Sec�on 287.057(23), F.S., (2002), all payments shall be assessed a Transac�on Fee of one percent (1.0%), which the Vendor shall pay to the State; refer to sec�on 2.2.11 of RFP.

2.1.2 Statement of Work

Respondent(s) awarded a Contract listed under this RFP shall provide commodities and/or contractual services as described in the Exhibit 1, Statement of Work.

2.1.3 Purchasing

As stated in section 2.1.1, the Department is an executive agency of the State of Florida and must abide by all purchasing rules as mandated by section 287, Florida Statutes and Rule 60A, Florida Administrative Code.

2.1.4 Conflict of Interest

This solicitation is subject to chapter 112 of the Florida Statutes. Respondents shall disclose with their response the name of any officer, director, employee or other agent who is also an employee of the State. Respondents shall also disclose the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the respondent or its affiliates.

2.2 CONFERENCES, SITE VISITS, AND PUBLIC MEETINGS

Any conferences, Site Visits, and Public Meetings conducted during the course of this RFP are open to all members of the general public, current vendors, potential Respondents, and interested persons. Anyone attending these meetings is requested to register their attendance in a means provided by the Department at the time and location of the meeting. Respondent attendance at a Conference or Site Visit is either mandatory or optional, as indicated in the RFP. Respondents who fail to attend or be represented at mandatory Conferences or Site Visits will be determined Non- Responsive and their responses will not be considered for Award. It is the responsibility of Respondents to ensure that their representative(s) register their attendance at a mandatory Conference or Site Visit.

The Conferences, Site Visits, and Public Meetings described in this section will be held according to the Timeline of Events. All attendees should allow enough time to arrive, park, walk, and gain entry into the building(s) to ensure that they arrive prior to the commencement of the applicable Conference, Site Visit, or Public Meeting.

Please note: Any answers to questions, whether oral or written, given at any Conferences, Site Visits, or Public Meetings are preliminary, are not binding, and do not alter the written RFP. Please see the instructions contained in this RFP for how to receive a written, binding answer from the Department regarding any aspect of this RFP.

2.2.1 VENDOR PRE-RESPONSE CONFERENCE

The Department ☐ will or ☒ will not convene a Vendor Pre-Response Conference in accordance with the Timeline of Events. The purpose of this conference is to assist the Department in assuring the vendors’ full understanding of the RFP requirements.

Attendance at the Pre-Response Conference is ☐ mandatory ☐ optional.

In addition to those required attendees, anyone may attend the Pre-Response Conference and ask the Department for clarification on the RFP process or the requirements of the RFP itself. Topics for discussion may include: Technical Specifications, Statement of Work, RFP process, contractual requirements, or other items that may, in any manner, affect the work to be performed under the Contract.

2.2.2 VENDOR PRE-RESPONSE SITE VISIT

The Department ☐ will or ☒ will not conduct Vendor Pre-Response Site Visit(s) in accordance with the Timeline of Events at the location(s) indicated. Attendance at the Vendor Pre-Response Site Visit(s) is ☐ mandatory ☐ optional.

Potential Respondents may only visit the site(s) during the time frame the Department specifies in the Timeline of Events. During the Vendor Pre-Response Site Visit(s), Respondents should familiarize themselves with any conditions that may affect performance and pricing. Potential Respondents must not contact the real property owners, or any other parties associated with the site(s). All questions regarding the site(s) must be submitted in writing accordance with the instructions contained in this

RFP.

2.3 CONSIDERATIONS

2.3.1 General Contract Conditions and General Instructions

The General Contract Conditions Form PUR 1000 and General Instructions Form PUR 1001, found in Rule 60A-1.002, Florida Administrative Code, are hereby incorporated by reference, and can be accessed at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency _resources/state_purchasing_pur_forms

2.3.2 Special Instructions

The following special instructions modify the general instructions provided in the incorporated PUR 1001 and shall take precedence over conflicting terms of PUR 1001:

Paragraph 3. Electronic Submission of Proposals. Proposals shall be submitted in accordance with Section 5 of this solicitation. Emailed or faxed proposals will not be accepted.

Paragraph 5. Questions. The Department invites interested vendors to submit formal questions regarding this solicitation. Respondents shall submit all questions regarding this solicitation in writing, via email, to the Procurement Officer no later than close of business, on the date specified in the Timeline of Events. Questions shall be answered in accordance with the Timeline of Events.

All questions submitted shall be published and answered in the Vendor Information Portal (VIP). Respondents shall not contact any other employee of the Department or the State for information with respect to this solicitation. The Department shall not be bound by any verbal information or by any written information that is not contained within the solicitation documents or formally noticed and issued by the Department as an Addendum in VIP. Questions to the Procurement Officer or to any Department personnel shall not constitute formal protest of the specifications or of the solicitation.

Paragraph 15. Clarifications/Revisions. The Department may request, and Respondent shall provide, clarifying information or documentation. Failure to supply the information or documentation as requested may result in the Proposal being deemed non-responsive.

Paragraph 16. Minor Irregularities/Right to Reject. The Department reserves the right to 1) cancel this solicitation prior to the Public Opening, 2) to make no Award and reject all responses after the Public Opening, 3) accept or reject any and all Responses, or separable portions thereof, 4) to waive any minor irregularity, technicality, or omission, if the Department determines that doing so will serve the State’s best interests. The Department may reject any Response not submitted in the manner specified by the solicitation documents.

2.3.3 MFMP Registration and Florida Substitute Form W-9 Process

The awarded Respondent(s), if any, must have completed this process prior to Contract execution. For additional information, please visit https://vendor.myfloridamarketplace.com/

The awarded Respondent(s), if any, must complete a Florida Substitute Form W-9 prior to Contract execution. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://vendor.myfloridamarketplace.com/ complete the Florida Substitute Form W-9, please visit https://flvendor.myfloridacfo.com/

If you need assistance with using MFMP, please contact the MFMP Customer Service Desk at (866) 352-3776 or VendorHelp@myfloridamarketplace.com. The MFMP Customer Service Desk cannot answer questions about the RFP content. All solicitation questions must be submitted in accordance with Section 5.4 Submittal Information.

2.3.4 MyFloridaMarketPlace Transaction Fee

The State of Florida through the Department of Management Services has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the Vendor shall pay to the State, unless exempt pursuant to 60A-1.032, F.A.C.

For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Vendor. If automatic deduction is not possible, the Vendor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, Vendor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee.

The Vendor shall receive a credit for any Transaction Fee paid by the Vendor for the purchase of any item(s) if such item(s) are returned to the Vendor through no fault, act, or omission of the Vendor. Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the vendor’s failure to perform or comply with specifications or requirements of the agreement.

Failure to comply with these requirements shall constitute grounds for declaring the Vendor in default and recovering re-procurement cost from the Vendor in addition to all outstanding fees. VENDORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE

EXCLUDED FROM CONDUCTING FUTURE BUSINESS WITH THE STATE.

2.3.5 Travel

Travel, if applicable, shall be reimbursed with prior written approval and in accordance with rates specified in Section 112.061, F.S.

2.3.6 Method of Payment

Department shall require an invoice referencing the Cost Management Plan (CMP) or Project Summary (if required) and outlining the services provided forty (40) days prior to each scheduled payment as specified in 215.422, F.S.

2.3.7 Financial Consequences

Vendor fees and reimbursement for costs incurred are paid after services are rendered, subsequent to receipt of invoice, proof of adequate performance (section 2.1.7), and pre-audit of supporting documentation (section 2.2.7). Additional financial https://flvendor.myfloridacfo.com/ mailto:VendorHelp@myfloridamarketplace.com consequences shall be specified in contract, in accordance with section 287.058(1)(h), F.S.

2.3.8 Right to Audit

The Department shall have the right to audit or inspect any and all records, reports, documents and such other supporting evidence as it deems necessary to verify compliance with the terms of this contract. The Vendor shall provide such records in original hard copy, machine-readable form, or both, as requested. Vendor shall maintain such records and allow Department to exercise such right to audit for a period of five years after final payment on this contract, or longer if required by law. The Vendor shall include the ‘right to audit provisions’ of this contract in all agreements with subcontractors and any other business entities providing goods or services in direct or indirect support of this contract. Should Department exercise this right to audit, Vendor shall provide adequate and appropriate workspace as well as access to photocopy machines and the right to interview current Vendor employees and contact information for former employees.

2.3.9 Convicted Vendor List

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on lease of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

2.3.10 Discriminatory Vendor List

In accordance with section 287.134, Florida Statutes, an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as contractor, supplier, sub-contractor, or consultant under contract with any public entity, and may not transact business with any public entity.

2.3.11 Antitrust Violator Vendor List

Pursuant to section 287.137(2)(a), “[a] person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.”

2.3.12 Nondiscrimination and Compliance

No person, on the grounds of race, creed, color, national origin, age, sex or disability, shall be excluded from participation in, be denied proceeds or benefits of, or be otherwise subjected to discrimination in performance of this Agreement as prescribed by all applicable state and federal laws and regulations. Counsel shall, upon request, show proof of such nondiscrimination. Failure to comply with such state and federal laws will result in the termination of this Agreement.

2.3.13 Unauthorized Aliens

The Department shall consider the employment by any contractor of unauthorized aliens a violation of section 274A of the Immigration and Nationalization Act. Such violation shall be cause for unilateral cancellation of this contract.

2.3.14 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, contractor and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

2.4 MODIFICATIONS

The Department reserves the right to modify the solicitation at any time by issuance of Addenda.

All Addenda will be posted on the VIP. Upon posting to the VIP, each Addendum becomes part of the RFP documents, and any changes reflected in the Addendum supersede the original solicitation text. Issuance of written Addenda is the only method by which a solicitation may be modified. It is the Respondent’s responsibility to periodically check the VIP for Addenda when preparing responses and to be aware of any changes. The Department bears no responsibility for any delays, or resulting impacts, associated with a prospective Respondent’s failure to obtain the information made available through the VIP.

SECTION 3. RESPONDING TO THE RFP

3.1 PROPOSAL CONTENT REQUIREMENTS

This sec�on provides specific instruc�ons on the format and content of the Proposal for this RFP. The following instruc�ons have been designed to help ensure that all Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and prepara�on �me. Any and all informa�on submited in variance with these instruc�ons will not be reviewed or evaluated. Non-conformance with the instruc�ons provided in the RFP may result in an unfavorable Proposal evalua�on or being deemed Non-Responsive. Respondent’s Proposals must be submited in hard and electronic copies as specified and divided into volumes containing the informa�on specified below:

Volume Name Copies Volume I Business Proposal One (1) Original Volume II Technical Proposal One (1) Original; Three (3) Copies USB Electronic Copy of entire Proposal 1 copy of each Volume

3.1.1 VOLUME I, BUSINESS PROPOSAL

Using the instructions outlined below, Respondents must prepare a Business Proposal volume in the order outlined. If a portion of any section is omitted, the Proposal may be deemed Non- Responsive at the discretion of the Department.

Volume I Business Proposal Page Limit Tab A Executive Summary 2 Tab B Solicitation Forms None Tab C Disclosures and Attestations None Tab D Client Reference Form(s) 1 per reference Tab E Price Sheet None

3.1.1.1 TAB A: EXECUTIVE SUMMARY

Each Respondent must prepare and include an Executive Summary of no more than two

(2) pages total that summarizes the key points from the Respondent’s Business and Technical volumes. The Executive Summary must begin with company/division’s street address; and size of business, CBEs status, and a summary of the key points from the Respondent’s Proposal.

3.1.1.2 TAB B: SOLICITATION FORMS

Each Respondent must complete and include the following Solicitation Forms:

• Vendor Solicitation Acknowledgement Form (RFP Cover)

3.1.1.3 TAB C: DISCLOSURES AND ATTESTATIONS

Each Respondent must complete and include the following Disclosures and Attestations:

• Vendor Financial Attestation

• Vendor Responsibility Disclosure

• Vendor Conflicts of Interest Attestation

• PUR 7801 Vendor Certification Form

• PUR 2024 Use of Forced Labor - Part A and Part B

• Sworn Statement on Public Entity Crimes

3.1.1.4 TAB D: CLIENT REFERENCES FORM

Each Respondent must complete and include the Client Reference Form for three (3) customers to whom Respondent has provided commodities and/or contractual services of similar scope and size as those identified in the RFP. If the Respondent is a current or former Contractor to the Department, the Respondent must list the Department as a reference.

3.1.1.5 TAB E: PRICE SHEET

Using the instructions provided, the Respondent must prepare and submit a Price Sheet.

The Pricing Sheet is to be organized as directed in the Attachment and must contain complete responses to all items. If a portion of any section is omitted, the Proposal may be deemed Non-Responsive at the discretion of the Department.

3.1.2 VOLUME II, TECHNICAL PROPOSAL

Using the instructions provided below, the Respondent must prepare and submit a Technical Proposal volume detailing their qualifications, capabilities, and a description of the commodities and/or contractual services that they will provide to the Department. The Technical Proposal is to be organized as directed and must contain complete responses to all items. If a portion of any section is omitted, the Proposal may be deemed Non-Responsive at the discretion of the Department.

Volume I Business Proposal Page Limit Tab A Organizational Capability & Staffing 10 Tab B Service Delivery & Operations Model 10 Tab C Security, Governance, & Compliance 10 Tab D Reporting, Communication, & Collaboration 10

3.1.2.1 TAB A: ORGANIZATIONAL CAPABILITY & STAFFING

The Respondent shall provide a comprehensive description of its organization’s capability to perform the services outlined in the SOW. At a minimum, this Tab shall include:

• A summary of the Respondent’s history, mission, and relevant experience with co-managed IT environments or similarly scoped managed service contracts.

• A description of the Respondent’s organizational structure, including a chart identifying departments, divisions, and reporting relationships relevant to service delivery.

• Identification of key personnel proposed for this engagement, including role descriptions, qualifications, and relevant experience.

• A staffing plan that details on-site and off-site resources, shift coverage, after-hours support, and escalation procedures for critical incidents.

• A list of certifications held by proposed staff (e.g., Azure Administrator, Microsoft 365, ITIL, CISSP, PMP).

• A description of any subcontractors or third-party partners involved in service delivery, including their roles and qualifications.

3.1.2.2 TAB B: SERVICE DELIVERY & OPERATIONS MODEL

The Respondent shall describe its proposed approach to fulfilling the full scope of operational services under the Managed Services model. At a minimum, this Tab shall include:

• A detailed explanation of how the Respondent will manage the following service areas:

o Microsoft Azure and hybrid infrastructure management o Microsoft 365 tenant-level administration o Networking, directory services, storage, and backup operations o Power Platform and Synapse environment support

• An overview of request, incident, change, and problem management processes.

• A description of the Respondent’s ITSM platform, including functionality for ticketing, reporting, automation, and its alignment with configuration management and CMDB practices.

• An outline of how service delivery will coordinate with Department-managed endpoint services.

3.1.2.3 TAB C: SECURITY, GOVERNANCE, & COMPLIANCE

The Respondent shall outline its approach to security operations and compliance within a managed services context. At a minimum, this Tab shall include:

• A description of the Respondent’s security operations, including:

o SIEM deployment and event monitoring o Patch management for servers, network devices, and systems o Identity and access management (MFA, conditional access, RBAC) o Threat detection, vulnerability scanning, and remediation workflows

• An overview of how the Respondent will enforce governance and compliance policies, including support for:

o Power Platform DLP policies o Azure role-based access controls (RBAC) o Compliance with SOC 2, HIPAA, or other applicable standards

• A description of annual services such as:

o Penetration testing (methodology, tools, reporting) o Risk assessments and configuration reviews o CMDB and backup validation activities

3.1.2.4 TAB D: REPORTING, COMMUNICATION, & COLLABORATION

The Respondent shall describe how it will maintain transparency and collaborate effectively with the Department throughout the term of the contract. At a minimum, this Tab shall include:

• A description of proposed reporting deliverables, including:

o Key performance indicators (KPIs) o SLA compliance dashboards o Incident and problem trend reports o Service catalog usage and change tracking

• A summary of tools or platforms used for live and static reporting.

• A proposed format and cadence for recurring Service Review Meetings, including a sample agenda and approach to documenting follow-ups.

• A communication protocol for issue escalation, service interruptions, and emergency coordination.

• A collaboration plan addressing:

o Integration with Department-managed endpoint services o Joint troubleshooting and policy enforcement efforts o Support for Department users accessing the ITSM tool o Onboarding and training practices for shared workflows

3.2 GENERAL FORMATTING INSTRUCTIONS

This section provides general guidance for preparing Proposals. The Respondent’s Proposal must include all data and information requested by this RFP and be submitted in accordance with these instructions. Non-conformance with the instructions provided in the RFP may result in an unfavorable Proposal evaluation or being deemed Non-Responsive.

3.2.1 BINDING AND LABELING

Each volume should be separately bound to permit the volume to lie flat when open.

Staples must not be used. Three-ring binders or spiral binding are preferred, but not required. The volume cover, or a cover sheet, must be bound in each volume, clearly marked as to volume number, title, original or copy number, RFP name and number, and the Respondent's name. The same identifying data should be placed on the spine of each volume, if applicable. Be sure to apply all appropriate markings to each volume.

3.2.2 CROSS REFERENCING

Each volume must be written on a stand-alone basis so that its contents may be evaluated with no cross-referencing to other volumes of the Proposal. Information required for Proposal evaluation that is not found in its designated volume will be assumed to have been omitted from the Proposal.

3.2.3 TABLES OF CONTENTS AND GLOSSARY

Each volume must contain a table of contents to delineate the sections and any subsections within that volume. Each volume must contain a glossary of all uncommon or technical abbreviations and acronyms used, with an explanation for each. Tables of contents and glossaries do not count against the page limitations for their respective volumes.

3.2.4 PAGE LIMITATIONS

Page limitations, if specified, must be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the Respondent’s Proposal. Each page must be counted except the following: blank pages, title pages, tables of contents, tabs, glossaries, and those parts of the Proposal noted as unlimited.

3.2.5 PAGE SIZE AND FORMAT

A page is defined as each face of an 8 ½ X 11-inch sheet of paper containing information.

When both sides of a sheet display printed material, it will be counted as two (2) pages. For the purposes of formatting, font sizes must not be less than 10 points. Pages must be numbered sequentially within volumes. These limitations apply to both electronic and hard copy Proposals. Department-furnished forms and attachments must not be altered and are exempt from stated formatting.

3.2.6 CHARTS AND TABLES

Tables, charts, graphs and figures must be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays must be uncomplicated and must not exceed 11 x 17 inches in size. Foldout pages must fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. For tables, charts, graphs and figures, the font size must be no smaller than 10 points. These limitations must apply to both electronic and hard copy Proposals.

3.2.7 ELECTRONIC COPIES

In addition to the required hard copies, one (1) electronic copy of the entire Proposal must be submitted on USB-compatible memory stick. Respondent must submit all volumes in electronic format, using MS Windows-compatible USBs. One USB containing all volumes with all documents is preferred, but multiple USBs are acceptable. Each USB must indicate the Respondent’s name, RFP number, and volume and title (if separated).

The content and page sizes contained on the electronic copy must be identical to the hard copies. Files included on the USB must be uncompressed. The electronic copy of the Proposal must be submitted in a format readable by Microsoft (MS) Word 2013®, MS Excel 2013®, MS Power Point 2013®, or Adobe Acrobat®, or later, as applicable. Hidden fields, comments, macros, etc. must be omitted, and read passwords on files must not be used.

Files must be consistently and uniformly named to allow for easy distinction between Volume, Tab, etc. Inclusion of company name or abbreviation is acceptable.

Documents submitted electronically must be in their native format and when printed must match the original paper submittal. In the event there is a conflict between the content found in a paper submittal and an electronic copy, the paper submittal marked “original” will take precedence.

Respondents are advised to assure electronic files are not corrupt prior to mailing, as any material which is not readable will not be considered and may be grounds for rejection from further consideration.

3.2.8 ECONOMY OF PRESENTATION

Proposals must be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this RFP without the use of marketing materials, white papers, fancy or flashy graphics, case studies, or other promotional materials. The emphasis of each Proposal should be on completeness and clarity of content.

3.3 MISREPRESENTATIONS

All information submitted, and all representations made, by the Respondent in a Proposal are material and important and will be relied upon by the Department in determining Responsibility of a Respondent for Award. Any misstatement or omission, whether intentional or not, may be treated by the Department as a fraudulent concealment of the true facts relating to the Proposal. Such misrepresentation will be a basis for the Department to disqualify the Respondent as Non- Responsible, and bar the Respondent from participation in any re-solicitation pertaining to this subject matter (regardless of whether the re-solicitation resulted from Respondent’s misrepresentation) and will be punishable under law, including, but not limited to, Chapter 817, F.S.

3.4 REPLACEMENT AND ALTERNATE RESPONSES

The Department will only consider one (1) Response per Respondent. Respondents may submit revised Responses at any time prior to the Response Due Date as specified in the Timeline of Events.

Revised Responses must include a statement, signed and dated by an Authorized Signatory, withdrawing all prior Responses from the Respondent. Alternate commodities or contractual services may be proposed only if permitted in accordance with the instructions contained in this solicitation. The Department is under no obligation to consider alternate commodities or contractual services to those requested in this solicitation if not specifically requested as part of a Response and may reject a Response making such offers as Non-Responsive and not eligible for Award.

3.5 EXCLUSIVITY

This solicitation will not result in an exclusive license to provide the commodities and/or contractual services described in this solicitation or the resulting Contract. The Department may, in compliance with applicable law, contract with other vendors to provide the same or similar commodities and/or contractual services if the Department determines that doing so will serve the State’s best interests.

3.6 CONFORMANCE TO REQUIREMENTS

In order to be considered for Award, Proposals submitted to the Department must conform in all material aspects to the requirements included in this RFP, meeting the definition of Responsive Proposal provided in section 287.012(26), F.S. Proposals failing to conform in all material aspects to the requirements included in this RFP are Non-Responsive and are not eligible for Award at the sole discretion of the Department.

The Department has established an evaluation process to ensure a fair and equitable evaluation of Respondent Proposals.