RFP-25-037 Workforce Education Curriculum.pdf

REQUEST FOR PROPOSALS (RFP)

FOR

WORKFORCE EDUCATION CURRICULUM ON VIRTUAL REALITY DEVICES

FDC RFP-25-037

RELEASED ON

March 11, 2025

By the:

Florida Department of Corrections Bureau of Procurement 501 S. Calhoun Street

Tallahassee, FL 32399-2500

(850) 717-3700

Refer ALL Inquiries to Procurement Officer:

McKayla Bailey purchasing@fdc.myflorida.com

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TABLE OF CONTENTS

Table Of Contents

Timeline

Section 1.0 - Introductory Materials

1.1 DEFINITIONS

1.2 BACKGROUND

1.3 STATEMENT OF PURPOSE

1.4 IMPLEMENTATION

1.5 CONTRACT TERM

1.6 CONTRACT RENEWAL

1.7 CONFLICTS AND ORDER(S) OF PRECEDENCE

1.8 VENDOR INQUIRIES

Section 2.0 - Scope of Work

2.1 SCOPE OF SERVICES - GENERAL DESCRIPTION OF SERVICES

2.2 SERVICE LOCATIONS

2.3 CONFIDENTIALITY

2.4 DEPARTMENT RESPONSIBILITIES

2.5 CONTRACTOR RESPONSIBILITIES

2.6 PROGRAM SERVICES

2.7 CONTRACTOR SYSTEM REQUIREMENTS

2.8 CONTRACTOR STAFF REQUIREMENTS

2.9 GENERAL REPORTING REQUIREMENTS

2.10 DELIVERABLES

2.11 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

2.12 MONITORING METHODOLOGIES

2.13 FINANCIAL SPECIFICATIONS

2.14 SUBCONTRACTS

Section 3.0 - Procurement Rules and Information

3.1 GENERAL INSTRUCTIONS TO VENDORS (PUR 1001)

3.2 COST OF PROPOSAL PREPARATION

3.3 INSTRUCTIONS FOR PROPOSAL SUBMITTAL

3.4 MANDATORY RESPONSIVENESS REQUIREMENTS

3.5 PROJECT PROPOSAL FORMAT AND CONTENTS

3.6 PROPOSAL OPENING

3.7 EVALUATION CRITERIA

3.8 DISCLOSURE OF RESPONSE CONTENTS

3.9 BASIS OF AWARD

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3.10 ADVERTISEMENT OF AGENCY DECISION

3.11 DISPOSAL OF PROPOSALS

3.12 RULES FOR WITHDRAWAL

3.13 REJECTION OF PROPOSALS

3.14 ADDENDA

3.15 VERBAL INSTRUCTIONS PROCEDURE

3.16 NO PRIOR INVOLVEMENT AND CONFLICT OF INTEREST

3.17 STATE LICENSING REQUIREMENTS

3.18 TRAVEL EXPENSES

3.19 PROTEST PROCEDURES

3.20 FLORIDA PREFERENCE

Section 4.0 - Special Conditions

4.1 GENERAL CONTRACT CONDITIONS (PUR 1000)

4.2 STATE INITIATIVES

4.3 INSURANCE

4.4 INTELLECTUAL PROPERTY

4.5 INDEPENDENT CONTRACTOR STATUS

4.6 ASSIGNMENT

4.7 SEVERABILITY

4.8 USE OF FUNDS FOR LOBBYING PROHIBITED

4.9 RESERVATION OF RIGHTS

4.10 CONVICTED FELONS

4.11 TAXES

4.12 SAFETY STANDARDS

4.13 EMPLOYMENT OF DEPARTMENT PERSONNEL

4.14 LEGAL REQUIREMENTS

4.15 CONFLICT OF LAW AND CONTROLLING PROVISIONS

4.16 PRISON RAPE ELIMINATION ACT (PREA)

4.17 TERMINATION

4.18 RETENTION OF RECORDS

4.19 INDEMNIFICATION

4.20 VENDOR OMBUDSMAN

4.21 RECORDS AND DOCUMENTATION

4.22 AUDIT RECORDS

4.23 MODIFICATION AFTER CONTRACT EXECUTION

4.24 MYFLORIDAMARKETPLACE ARIBA ON DEMAND (MFMP AOD) REGISTRATION

4.25 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

4.26 VENDOR SUBSTITUTE W-9

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4.27 INSPECTOR GENERAL

4.28 COOPERATION WITH THE FLORIDA SENATE AND FLORIDA HOUSE OF

REPRESENTATIVES

4.29 SECURITY REQUIREMENTS

4.30 AMERICANS WITH DISABILITIES ACT

4.31 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT

4.32 PRISON REHABILITATIVE INDUSTRIES AND DIVERSIFIED ENTERPRISES (PRIDE) 50

4.33 PRODUCTS AVAILABLE FROM THE BLIND OR OTHER HANDICAPPED (RESPECT). 50

Attachment I Service/Delivery Locations

Attachment II Cost Proposal Sheet

Attachment III Evaluation Criteria Form

Attachment IV Pass/Fail Requirement Certification and Non-Collusion Certification

Attachment V Foreign Country of Concern Attestation (PUR 1355)

Attachment VI Vendor's Contact Information and Certification

Attachment VII Business Reference Form

Attachment VIII Reference Questionnaire

Attachment IX Non-Disclosure Agreement for Restricted Information

Attachment X Security Requirements And Procedures for Contractors

Attachment XI Vendor Certification Form (PUR 7801)

Attachment XII Use Of Coercion for Labor and Services and Provision of Commodities

Produced by Forced Labor (PUR 2024)

Attachment XIII Certification of Drug-Free Workplace Program

Attachment XIV Subcontracting Form

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TIMELINE

The Department established the following Timeline for this RFP. Each Vendor must adhere to this Timeline and any Timeline revisions(s). The Department will post any Timeline revision as an addendum to the RFP advertisement in accordance with Section 3.14 of this RFP. All references to the “Timeline” herein refer to the Timeline in this Section.

EVENT DUE DATE LOCATION

Release of RFP

March 11, 2025

Vendor Information Portal (VIP):

https://vendor.myfloridamarketplace.com/

Last Day for written inquiries to be received by the Department

March 25, 2025 at 5:00 p.m., ET

Submit to:

Florida Department of Corrections

Bureau of Procurement, McKayla Bailey purchasing@fdc.myflorida.com

Anticipated Posting of written responses to written inquiries

April 15, 2025 VIP:

https://vendor.myfloridamarketplace.com/

Sealed Proposals Due and Opened

(Opening Date or Proposal Opening)

May 6, 2025, at 2:00 p.m., ET

Submit to:

Florida Department of Corrections

McKayla Bailey, Procurement Officer 501 South Calhoun Street

Tallahassee, Florida 32399 Subject: RFP-25-037 Workforce Education Curriculum on Virtual Reality Devices

Evaluation Team Meeting

May 13, 2025, at 3:00 p.m., ET

Florida Department of Corrections 501 South Calhoun Street

Tallahassee, Florida 32399

Anticipated Posting of

Recommended Award

June 2025 VIP:

https://vendor.myfloridamarketplace.com/

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SECTION 1.0 - INTRODUCTORY MATERIALS

1.1 Definitions

The following terms used in this RFP, unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1.1 Agency Term Contract (ATC or Contract): The formal written agreement between the Department and the Contractor, which results from this RFP and is mandatory for use by the entire Department.

1.1.2 Business Day: Days Monday through Friday, excluding State holidays or other official closures.

1.1.3 Business Hour: Monday through Friday from 8:00 a.m. to 5:00 p.m., Eastern Standard Time (EST or ET), excluding State holidays or other official closures, unless otherwise stated in this RFP or resulting Contract.

1.1.4 Contract Manager: The Department employee, or designee, who will serve as a liaison between the Vendor and Department under the Contract and will monitor the Contractor’s progress and Contract performance to ensure the procured products and services conform to the Contract’s requirements.

1.1.5 Contractor: A legally qualified corporation, partnership, or other business entity that submitted a Proposal to the Department in response to this RFP and is awarded this Contract.

1.1.6 Correctional Institution or CI: Any prison or other correctional facility, temporary or permanent, in which Inmates are housed under the custody of the Department.

1.1.7 Corrective Action Plan (CAP): A Contractor’s comprehensive written response to any deficiencies discovered during Contract compliance monitoring, and a plan for remediation of those deficiencies.

1.1.8 Day: A Calendar Day, unless otherwise noted.

1.1.9 Deliverables: Those services, items, and/or materials provided, prepared and delivered to the Department in the course of Contract performance.

1.1.10 Department (FDC): The State of Florida, Department of Corrections.

1.1.11 Evaluation Methodology: The process utilized by the Department to evaluate the portions of a Responsive Proposal against pre-determined, established Evaluation criteria, to determine scores and final ranking of qualified, Responsible Vendors.

1.1.12 HIPAA: The administrative simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II) that address the security and privacy of health data.

1.1.13 Hour(s): Includes Business Hours and non-business hours.

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1.1.14 Individualized Education Plan: A required document for students with disabilities under the federal Education for Individuals with Disabilities Education Act (20 U.S.C. Chapter 33).

1.1.15 Inmate: An individual who is incarcerated by the Department.

1.1.16 Inmate Student: An Inmate who attends online educational classes.

1.1.17 Mandatory Responsiveness Requirements: Terms, conditions, or requirements that must be met by the Vendor to be responsive to this RFP. Failure to meet mandatory requirements will cause the Department to find a Proposal non-responsive.

1.1.18 Material Deviations: A deviation from the requirements and specifications herein, which, in the Department’s sole discretion, is not in substantial accord with the requirements and specifications, provides a significant competitive advantage to one Vendor over other Vendors, has a potentially significant effect on the quantity or quality of items, or on the cost to the Department.

1.1.19 Minor Irregularity: A variation from the requirements and specifications herein that does not give the Vendor a significant competitive advantage or benefit not enjoyed by other Vendors and does not adversely impact the Department’s interests.

1.1.20 Proposal: A Vendor’s written response submitted in response to this RFP.

1.1.21 Prison Rape Elimination Act (PREA): 28 C.F.R. 115, National Standards to Prevent, Detect, and Respond to Prison Rape, under the “Prison Rape Elimination Act of 2003.” The Act provides for analysis of the incidence and effects of prison rape in federal, state, and local Institutions, and for information, resources, recommendations, and funding to protect individuals from prison rape.

1.1.22 RFP: Request For Proposals.

1.1.23 Secured Internet Access: Refers to the Department-approved approach by which

Inmate Students may access electronic/digitized educational resources that are provided on an internet-based learning management system through the use of security software proxies and/or secured learning devices specifically designed to limit Inmate Student access to only those designated sites and/or URLs that are approved for educational purposes as defined by the respective educational Program.

1.1.24 Secured Learning Device: Refers to secured technology hardware specifically designed for carceral settings by which Inmate Students access digitized educational resources as part of an education Program.

1.1.25 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the RFP requirements and the integrity and reliability that will assure good faith performance.

1.1.26 Responsive Proposal(s): A Proposal, submitted by a responsive and

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Responsible Vendor, which conforms in all material respects to this RFP.

1.1.27 State: State of Florida.

1.1.28 Subcontract: An Agreement entered into by the Contractor with any other person or organization that agrees to perform any Contractual obligation for the Contractor, specifically related to securing or fulfilling the Contractor’s obligations to the Department under the terms of the Contract.

1.1.29 Value-Added Services: Additional services and/or commodities the Vendor may offer the Department, at no additional cost, in addition to the services and/or commodities expressly sought by this RFP, which may be unknown to the Department at this time, yet meet its overall goals.

1.1.30 Vendor: A legally qualified corporation, partnership, or other entity submitting a Proposal to the Department pursuant to this RFP.

1.2 Background

As Florida’s largest agency, and the third-largest state prison system in the United States, the FDC has nearly 24,000 full-time employees, incarcerates approximately 80,000 Inmates, and supervises nearly 146,000 offenders in the community. The Department’s Office of Institutions manages 143 facilities statewide, including major Institutions, annexes, work camps, road prisons, forestry camps, re-entry centers, and community release centers. The Department’s Office of Community Corrections monitors and supervises adult offenders out of 130 offices within 20 judicial circuits. The Department divides its operations geographically into four (4) regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida), and Region IV (South Florida). Each region has a Regional Director of Institutions who supervises all Wardens in that region and a Regional Director of Community Corrections who supervises all Circuit Administrators in that region.

1.3 Statement of Purpose

The Department is requesting Responsive Proposals for the provision and implementation of Workforce Readiness/Employability Skills curriculum and industry-recognized credential delivered via virtual reality (VR) devices (or Secured Learning Devices). The curriculum and credential is designed to prepare incarcerated adults who are returning to the workplace upon release from prison and will serve up to 20,000 Inmates at Department-operated Institutions.

Program services shall include, but are not limited to:

a) Online curriculum in Workforce Readiness/Employability Skills;

b) Aligned Readiness Certificates in Workforce Readiness/Employability Skills;

c) VR devices for delivery of curriculum;

d) Comprehensive reporting on Inmate progress, instructional time, completion rates, and any other reports the Department may require during the term of the Contract;

e) All necessary network capabilities required to communicate across the Vendor’s online system; and

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f) Network operations, repair, maintenance, and updates of all Vendor-related equipment and software.

The Department’s objectives for the Workforce Readiness/Employability Skills instruction and credentialing are to:

a) Reduce recidivism while enhancing public safety and promoting post-release success;

b) Create an educational foundation that will enable Inmates to become more employable, productive, and self-sufficient citizens;

c) Document and improve Workforce Readiness/Employability Skills of Inmates who demonstrate skills at and above fifth (5th) grade level equivalency; and

d) Equip Inmates with Workforce Readiness/Employability Skills certificates that can be used for post-release employment.

The Department intends to award one (1) Contract for the services outlined in this RFP.

1.4 Implementation

The Vendor must have the capability to implement services, as described herein, no later than May 30, 2025, unless the Department approves an alternate timeframe.

1.5 Contract Term

The initial term of the Contract shall be for three (3) years pending continued legislative appropriation.

1.6 Contract Renewal

The Department may renew the Contract for up to three (3) renewal years, or portions thereof, in accordance with Section 287.057(14), Florida Statutes (F.S.), at the same prices, terms, and conditions. If the Department makes the determination to renew the Contract, written notice will be provided to the Vendor, no later than 90 Days, prior to the Contract expiration date.

1.7 Conflicts and Order(s) of Precedence

All Proposals are subject to the terms and conditions of the following sections of this RFP, which in case of conflict, shall have the following order of precedence:

a) RFP Addenda, in reverse order of issuance;

b) RFP document, including attachments or exhibits; then

c) General Contract Conditions (PUR 1000) (Section 4.1); then

d) General Instructions to Vendors (Form PUR 1001) (Section 3.1).

1.8 Vendor Inquiries

Questions related to this RFP must be received in writing via email, by the Procurement Officer listed below within the time indicated in the Timeline. Oral inquiries or written inquiries submitted after the period specified in the Timeline will not be acknowledged.

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All inquiries shall be labeled with the solicitation title and number in the subject line of the email.

Responses to questions will be posted on the Vendor Information Portal (VIP), on or about the date referenced in the Timeline. The VIP is located at:

https://vendor.myfloridamarketplace.com/.

Procurement Officer Contact Information McKayla Bailey, Procurement Officer Bureau of Procurement Florida Department of Corrections Email: Purchasing@fdc.myflorida.com

Vendors responding 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 per Section 287.057(25), F.S.

Any person requiring special accommodation in responding to this solicitation, because of a disability, should call the Bureau of Procurement, at (850) 717-3700, at least five (5) Business Days prior to any Pre-Proposal Conference, Proposal Opening, or meeting. If you are deaf, hard-of-hearing, deaf-blind, or speech disabled, please contact the Bureau of Procurement by using the Florida Relay Service, which can be reached at 1-800-955-

8771 (TTY/ASCII).

Interested parties are encouraged to carefully review all the materials contained herein and prepare Proposals accordingly.

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SECTION 2.0 - SCOPE OF WORK

2.1 Scope of Services - General Description of Services

The Department intends to award a single Contract for the provision of a Workforce Readiness/Employability Skills curriculum delivered via VR devices that will provide Inmates with an industry recognized credential (Program).

Currently secured, limited internet access (or Secured Internet Access) is available for online instruction and assessments. The Vendor will need to comply with the Department’s current Inmate technology infrastructure requirements. The Department will approve the technology plan prior to installation or use.

2.2 Service Locations

The Vendor shall have the ability to provide Program services potentially and over time at all Institutions, listed in Attachment I – Service/Delivery Locations.

The Department reserves the right to add or delete service locations. Any revision or update to service locations shall be valid upon 30 Days’ written notice from the Department and requires a formal Contract amendment, per Section 4.22.

2.3 Confidentiality

The Contractor shall maintain confidentiality with reference to FDC business or services, or individuals entrusted to FDC’s care, or individual Inmates receiving services in accordance with applicable local, State, and federal laws, rules, and regulations. The Department and Contractor agree that all information and records obtained while providing services to Inmates shall be subject to confidentiality and disclosure provisions of applicable federal and State statutes and regulations adopted pursuant thereto.

The Vendor or Contractor agrees to keep all Department personnel information (i.e., Department’s staffs’ telephone numbers, addresses, etc.) strictly confidential and shall not disclose said information to any person, unless released, in writing, by the Department.

2.4 Department Responsibilities

2.4.1 The Department will work with the Contractor to coordinate the participation of each Inmate referred to the Program. The Department reserves the right to deny participation to Inmates with a history of computer crimes, inappropriate computer use, or any other risk factors, as determined by the Department, in its sole discretion.

2.4.2 The Department will provide the Contractor with access to all applicable

Department rules and regulations. The Department will inform the Contractor of any regulatory or operational changes impacting the delivery of services.

2.4.3 The Department will provide classroom and testing space within the secure perimeter of the Service Location(s).

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2.4.4 The Department will provide a Contract Manager to coordinate Workforce Readiness/Employability Skills curriculum delivered via VR devices and aligned curriculum education efforts and serve as a liaison with the Contractor.

2.5 Contractor Responsibilities

2.5.1 The Contractor shall be a vendor that can provide Workforce Readiness/

Employability Skills curriculum delivered via VR devices, online Workforce Readiness/Employability Skills assessments, and online aligned curriculum.

2.5.2 The Contractor shall comply with the Department’s policy regarding Non- Discrimination, which states, “No person on the grounds of race, creed, color, national origin, age, sex, marital status or disability, shall be excluded from participation in, be denied the proceeds of, or be otherwise subjected to, discrimination in the performance of any Contract.”

2.5.3 The Contractor shall provide reasonable accommodations for exceptional education Inmates and Inmates with disabilities who may require such accommodations to complete the coursework and credentialing program successfully.

2.5.4 The Contractor shall be responsible for all costs associated with providing technical support for setting up, installing, and maintaining the software and/or Program.

2.5.5 The Contractor shall provide the Department with enrollment, instructional, completion, and certificate reports for all Inmate students participating in the program.

2.5.6 The Contractor shall be responsible for providing the following supplies:

a) All software and courseware required to provide Program services under the

Contract;

b) All instructional materials and supplies, as needed, to provide the required services under the Contract; and

c) All consumable supplies required for an Inmate’s participation and completion of coursework, including, but not limited to, writing materials (pens, pencils, paper, and highlighters), and headphones, if the coursework has auditory portions.

2.5.7 The Contractor shall be responsible for providing and updating all Program materials, including Department-provided and Department-approved curriculum, audiovisual materials, and other support materials, as appropriate, for each Inmate. This shall include materials for Inmates with exceptional educational or disability needs.

2.5.8 The Contractor shall issue a certificate of completion to every Inmate who completes the curriculum and provide a copy to the Department.

2.5.9 The Contractor’s staff providing on-site services under the Contract shall complete any Department-required mandatory training, as directed by the Warden of the

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Service Location. This includes training courses on entry and exit procedures, interacting with Inmates, the Prison Rape Elimination Act (PREA), and other Institutional processes.

2.5.10 The Contractor shall provide adequate access to the Contractor’s network, that is separate from the Department’s networks.

2.5.11 The Contractor shall provide Inmate access to the Contractor network, and maintain student records during the timeframes outlined and agreed to by the Department.

2.6 Program Services

The Contractor shall meet or exceed the following requirements for the delivery of the

2.6.1 Development of Program

The Contractor shall maintain the resources, capability, and capacity for development in such areas as curriculum design/development, career-based course expansion, workforce preparation, and support capabilities.

2.6.2 Curriculum, Assessments, and Remediation

The Contractor’s Program shall include the following standards for the development of a curriculum, assessing each Inmate’s progress, and providing remediation services for Inmates:

a) The Contractor’s curriculum shall be aligned with employer and career expectations.

b) The Contractor’s curriculum shall be based on rigorous content and application of knowledge through higher-order thinking skills.

c) The Contractor’s curriculum shall be based upon the strengths and lessons of current State employer standards, as established by the Florida Department of Education and the Florida Department of Commerce.

d) The Contractor shall assess and track Inmates’ progress throughout the

Program, and shall provide a Monthly Summary Report and other reports, per Section 2.9.

e) The Contractor shall have the resources, capabilities, and procedures for providing individualized instructional remediation to Inmates who receive failing grades on assessments.

2.6.3 Readiness for Delivery and Operation

All software applications and components the Vendor proposes must be currently operational in an educational setting, with the exception of new improvements or updates.

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The Department understands that a Contractor’s Program would require adaptation to the Department’s requirements and that software may require additional customizations. Proposals received which are based solely on undeveloped services or software will be rejected.

2.6.4 Training

Once per month, the Contractor will meet with Department staff virtually or in-person to provide guidance, coaching, Program updates, and resolution of Program-related topics. The Department reserves the right to require the Contractor to provide additional face-to-face training and meetings with Departmental staff.

2.6.5 Service Times

The Contractor shall provide Inmates with access to course content, per Section 2.1, from 7:00 a.m. to 5:00 p.m., ET, Monday through Friday, excluding State holidays, for the duration of the Contract. Any revision or update to service times must be requested and approved by the Department’s Contract Manager. If requested by the Department, service time changes shall be valid upon 30 Days written notice. Changes to this section may be made upon written request or approval from the Department and does not require a formal Contract amendment.

2.6.6 Course Completion Rate

The Contractor shall maintain a quarterly completion rate of no less than 75% of enrolled students earning a Workforce Readiness/Employability Skills certificate per quarter. The quarterly completion rate shall be based on a rolling 12-month period. The rate shall be calculated as the number of Inmate Students per three

(3) month period, divided by the total number of Inmate student completions per quarter.

a) The first three (3) months of Program services, at each Service Location, will not be included in these calculations.

b) Any month during which a Service Location has five (5) consecutive

Business Days of Program inactivity, due to no fault of the Contractor, will be excluded from that Service Location’s calculation. The previous three

(3) months of continuous data will be used.

c) Progress towards the measure shall be reported monthly and included in the Monthly Reports, as described in Section 2.9.

The required completion rate will be reviewed quarterly by the Contract Manager.

2.6.7 Post-Program Performance

The Contractor shall ensure that Inmates who complete the Program demonstrate post-release workforce readiness/employment skills by earning a recognized certificate. Achievement of the required post-Program performance shall be reviewed quarterly by the Contract Manager, as described in Section 2.11.5.

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2.6.8 Remediation Services

The Contractor shall provide remediation services to Inmates who complete the Program, but fail to secure the recognized certificate. Services must include remediation that addresses all deficient skills and allow for credentialing testing retake.

2.6.9 Value-Added Services

The Vendor may offer Value-Added Services to the Department. Value-Added Services include any additional services that the Vendor offers to provide as part of the Contract, that clearly exceed the minimum requirements of service delivery, and/or that may be unknown to the Department at this time.

Any Value-Added Service offered by the Vendor, if accepted by the Department, may become a requirement, and be part of the minimum service specification contained in the Contract.

The Vendor shall provide with its Proposal, a detailed description of any Value- Added services offered to the Department. Value-Added Services are provided at no cost to the Department. An example would be, “the Vendor will provide Program services in additional languages.”

2.7 Contractor System Requirements

2.7.1 Technical Requirements

The Contractor shall adhere to all applicable procedures and standards of the Department’s Office of Information Technology (OIT) relating to the operation of the Program.

a) The Contractor’s learning platform shall be compatible with Windows 10 or higher operating system and the most current versions of the Microsoft Edge or Google Chrome browsers. The Contractor shall upgrade its platform, as needed, to meet the minimum support requirements of Microsoft Office 365.

b) The Contractor’s learning platform shall provide administrator access to the

Department for control functions and audit capabilities. The Department’s administrators shall control all access to the learning platform, and all administrative activity must be logged and reviewable.

c) The Contractor’s learning platform shall have user-level access control for each Inmate, including a unique username or number and strong password.

d) The Contractor shall provide technical support to the Department and

Inmates from 7:00 a.m. through 5:00 p.m., ET, Monday through Friday, excluding State holidays. This support shall assist with the resolution of all issues relating to Inmate use of the computer equipment and application software required to participate in the Program.

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e) The Contractor shall ensure that Inmate access is absolutely limited to the

Contractor’s educational site, at all times, and the intended educational Program only as defined in the resulting Contract. The Contractor shall be able to provide supporting proof or evidence of this to the Department at any time.

f) The Contractor shall ensure all Inmate activity in its online learning platform is logged. This log shall include, but not be limited to, all Department user identities, originating IP addresses, learning platform action dates and times, and all learning platform resources accessed. The Contractor will provide these logs to the Department within 48 hours of the Department’s request.

g) Upon request, the Contractor shall permit the Department to conduct on-site audits of the Contractor’s education Program and Contractor network at any related server or network location.

h) The Contractor shall provide the Department with the ability to audit and monitor all live Department user activity (network connection and Program-related). This includes the ability to access all network resources, including those in the Contractor’s host environment, to confirm all necessary network controls are enforced.

i) The Contractor will provide the Department with a reporting dashboard that allows the viewing of daily classroom activity at any time.

j) The Contractor shall maintain and provide upon request, all Inmate records of Program and network-related activities for a minimum of five (5) years, or as required by federal or State law and/or the records retention requirements.

k) The Contractor shall acquire prior Department approval for all internet destinations and uses before they are included for use in the Program and made available to any Inmate.

l) The Contractor shall immediately notify the Department of any online use at unapproved sites or network failures, and the Contractor shall ensure that Inmates do not have access of any kind to any online or network resources beyond the approved educational site(s) should a failure occur.

m) The Contractor shall keep a complete record of any content or network failure, and shall provide the record to the Department upon request.

n) Upon identification, the Contractor shall immediately notify the Department of any suspected incident of attempted or successful unauthorized access or changes to the online education content or network. If compromised, the affected network(s) shall be made unavailable to Inmates until the Department confirms the security of the network and authorizes re-establishment of Program services.

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o) The Contractor shall acquire Department approval prior to any change in Program content or configuration.

p) The Contractor shall provide the Department with the means to terminate the Program sessions at any time.

q) The Contractor’s network connections shall enter and terminate in a facility, only as approved by the Department, and to destinations that provide a locked environment (e.g., a room secured by a keyed or digital locking system or a locked box in which the equipment can be placed) to which the Department has equal access.

r) The Contractor shall clearly mark its equipment and shall color-code all cabling serving its equipment in order to distinguish it from any other cabling.

s) Where appropriate, the Contractor shall secure in a locked environment

(e.g., a room secured by a keyed or digital locking system or a locked box in which the equipment can be placed) all equipment in locations where Inmates have routine access.

t) The Contractor shall provide backup management, disaster recovery, or data loss protection for all Program data.

u) The Contractor shall provide a monthly system Uptime report to the

Department.

2.7.2 Software Development and Support Capabilities

The Contractor shall maintain the capacity to provide all software and systems support critical to the services as described in this RFP.

a) Software Development Plans: The Contractor shall maintain an adequate number of staff with the appropriate skill levels and locations pertinent to customizing and maintaining software for the Contract.

b) Software Quality: The Contractor shall ensure quality software engineering practices, and in particular, certification under the ISO 20001 series, CMMI, or other recognized quality practice standards, and maturity level certifications. The Contractor shall also have a software elevation process and controls over that process in place to ensure quality assurance. The process should show the expected interaction with and role involvement of the Department in the assurance and control of capabilities and elevation management. Additionally, the Contractor shall maintain rollback features of the program or process to allow for any problem recovery from unforeseen events or issues.

c) Software Support: The Contractor shall have a process in place for managing prioritization, development, and delivery of on-going enhancement requests and defect solutions.

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d) Content Compatibility: The Contractor shall be able to accept curriculum content updates and revisions to its software from the Department.

2.8 Contractor Staff Requirements

The Contractor shall provide qualified staff who possess the appropriate skills and training to execute the requirements of the Contract effectively.

2.8.1 Staffing Levels and Qualifications

The Contractor shall provide an appropriate level of trained staffing for the provision of services outlined herein, and shall ensure that staff providing services have a minimum of a high school diploma or equivalent. Additionally, the Contractor shall liaise and maintain a good working relationship with the judiciary, criminal justice system, Department staff, and the community, as required to support the Contract.

The Contractor shall not provide individuals possessing temporary work visas to fill positions under the Contract.

All Contractor staff providing services under the Contract shall have the ability to understand and speak English to allow for effective communication between Contractor staff, Department staff, and Inmates.

2.8.2 Staff Training

The Contractor shall ensure its staff are professionally equipped to provide online educational assessments and instructional services.

2.8.3 Conduct and Safety Requirements

The Contractor shall ensure that its staff persons adhere to, and are provided with, a copy of the standards of conduct and safety requirements below. A documented receipt of such notification shall be maintained in the staff person’s personnel file.

The Department reserves the right to disqualify, prevent, or remove any staff from work under the Contract. The Department is under no obligation to inform the Contractor of the criteria for disqualification or removal.

2.8.3.1 The Contractor’s staff shall not display favoritism to, or preferential treatment of, one Inmate or group of Inmates over another.

2.8.3.2 The Contractor’s staff shall not interact with any Inmate, except in a relationship that supports services under the Contract. Specifically, staff members must never accept, for themselves or any member of their family, any personal (tangible or intangible) gift, favor, or service from an Inmate or an Inmate’s family or close associate, no matter how trivial the gift or service may seem. The Contractor shall report to the Contract Manager any violations, or attempted violation, of these restrictions. In addition, no staff member shall give any gifts, favors, or services to Inmates, their family, or close associates.

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2.8.3.3 The Contractor’s staff shall not enter into any business relationship with Inmates, or their families (example – selling, buying or trading personal property), or personally employ them in any capacity. Unless approved in writing by the Contract Manager, the Contractor’s staff shall not have outside contact (other than incidental contact) with an Inmate, or their family or close associates, except for those activities that are to be rendered under the Contract.

2.8.3.4 The Contractor’s staff shall not engage in any conduct which is criminal in nature, or which would bring discredit upon the Contractor or the State.

In providing services pursuant to the Contract, the Contractor shall ensure that its staff avoids both misconduct and the appearance of misconduct.

2.8.3.5 Any violation or attempted violation of the restrictions referred to in this section regarding staff conduct shall be reported by phone and in writing to the Contract Manager including proposed action to be taken by the Contractor. Any failure to report a violation, or take appropriate disciplinary action against the offending party or parties shall subject the Contractor to appropriate action, up to, and including termination of the Contract.

2.8.3.6 The awarded Contractor shall report any incident described above, or requiring investigation by the Contractor, in writing, to the Contract Manager within 24 hours, of the Contractor’s knowledge of the incident.

2.8.4 Staff Background/Criminal Records Checks

2.8.4.1 The Contractor’s staff, assigned to the Contract, shall be subject, at the

Department’s discretion and expense, to a Florida Department of Law Enforcement (FDLE) Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) background/criminal records check.

This background check will be conducted by the Department and may occur or re-occur at any time during the Contract term. The Department has full discretion to require the Contractor to disqualify, prevent, or remove any staff from any work under the Contract. The use of criminal history records and information derived from such records are restricted, pursuant to Section 943.054, F.S. The Department shall not disclose any information regarding the records check findings or criteria for disqualification or removal to the Contractor. The Department shall not confirm to the Contractor the existence or nonexistence of any criminal history record information. In order to carry out this records check, the Contractor shall provide the following data for any individual of the Contractor’s or Subcontractor’s staff providing services under the Contract: full name, race, gender, date of birth, social security number, driver’s license number, and state of issue. The Contractor’s staff shall submit to Level II fingerprinting by the Department for submission to the Federal Bureau of Investigation (FBI). The Contractor shall not consider new staff to be on permanent status until the Department receives a favorable report from the FBI.

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2.8.4.2 The Contractor shall ensure that the Contract Manager is provided the information needed to have the FCIC/NCIC background check conducted prior to any new staff being assigned to work under the Contract. The Contractor shall not offer employment to any individual, or assign any individual to work under the Contract, who has not had an FCIC/NCIC background check conducted.

2.8.4.3 No person who has been barred from any Department Correctional

Institution or facility shall provide services under the Contract, without prior written approval from the Contract Manager.

2.8.4.4 Inmates shall be precluded from any supervision or placement in a program where pre-existing or continuous close personal relationships exist between the Inmate and any Contractor staff. It is the responsibility of the Contractor to advise the Contract Manager of any known pre-existing close personal relationships between staff and Inmate(s). Rule 33-208.002(26), F.A.C. shall apply to the Program, which stipulates that marriage between employee and Inmate is prohibited.

2.8.4.5 The Contractor shall not permit any individual to provide services who is under supervision or jurisdiction of any parole, probation, or correctional authority. Persons under any such supervision may work for other elements of the Contractor’s company that are independent of the contracted services. The objective of this provision is to ensure that no employee under any such legal constraint from having contact with or access to any records of the Department’s Inmates participating at Service Locations.

a. The Contractor shall disclose any business or personal relationship a staff person, officer, agent, or potential hire may have with anyone presently incarcerated or under the supervision of the Department.

b. The Contractor shall immediately report any new arrest, criminal charge(s), or convictions of a current employee under the Contract.

c. A felony or first-degree misdemeanor conviction, a plea of guilty or nolo contendere to a felony, or first-degree misdemeanor crime, or adjudication of guilt withheld to a felony or first-degree misdemeanor crime, does not automatically bar the Contractor from hiring the proposed employee. However, the Department must provide prior approval in such cases. Generally, two (2) years with no criminal history is preferred. The Contractor shall require that all proposed employees provide to them the details of any criminal background information. The Contractor shall make full written report to the Contract Manager within 24 hours whenever an employee has a criminal charge filed against them, an arrest, or receives a notice to appear for violation of any criminal law involving a misdemeanor, felony, or ordinance (except minor violations for which the fine or bond forfeiture is

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$200 or less), or when the Contractor or any of their staff has knowledge of any violation of the laws, rules, directives, or procedures of the Department.

d. The Contractor shall comply with the Department Procedure

208.013, Outside Employment, when hiring both current and former Department employees.

2.8.5 Tuberculosis (TB) Screening

The Contractor shall ensure all staff performing services under the Contract are screened and/or tested for TB prior to the start of service delivery, as appropriate, and screened/tested annually thereafter, as required by Department Procedure 401.015, Employee Tuberculosis Screening and Control Program. The Contractor shall provide the Institutional Environmental Health & Safety Officer with proof of testing prior to the start of service delivery by the staff member and annually thereafter. The Department’s contracted health services provider shall not be responsible for obtaining the TB screening/testing and shall bear no costs associated with the TB screening/testing for Contractor staff or Subcontractor staff.

2.8.6 Staff Availability

The Contractor shall ensure that staff performing services under the Contract are available from 7:00 a.m. to 5:00 p.m., ET, Monday through Friday, excluding State holidays, for the duration of the Contract. Staff members will be required to provide notification to the local Department Educational staff of absences planned and unplanned.

2.9 General Reporting Requirements

The Contractor shall submit the reports delineated below, in an approved format, to the Contract Manager. The Department reserves the right to modify reporting requirements as necessary, upon 30 Days’ written notice to the Contractor. The Department encourages the Contractor to submit copies of the required reports by email, utilizing the Microsoft Office Suite and/or Adobe applications. All reports shall include the Contractor’s name, Contract number, mailing address, email address, phone number, location(s), and the Program title. All reports shall be submitted by the dates delineated below and shall be considered late after that date.

2.9.1 Program Invoice and Monthly Summary Reports

Program invoices, which shall specify the service dates, the Contractor’s name, contact number, mailing address, federal employer identification number (FEIN), unit rates, and phone number, shall be submitted to the Contract Manager within 10 Days following the end of the month of service delivery. Invoices must be submitted in detail sufficient for a proper pre-audit and post-audit thereof, and shall include the following reports:

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a. Inmate Report: The Monthly Inmate Report shall delineate, by service location and Inmate, the following information to track the progress of Inmates enrolled in the program:

1) Inmate name;

2) Inmate DC identification number;

3) Service Location;

4) Name of the instructional curriculum including sub parts/modules in which participation occurred; and

5) Nationally-recognized certificates/credentials earned by the

Inmates.

b. A system Uptime Report will provide uptime monitoring data (the amount of time the Program was available and operational, excluding standard approved downtime for system maintenance) and submitted monthly in a format approved by the Contract Manager.

2.9.2 Quarterly Reports

The Contractor shall provide quarterly performance reports to the Department addressing the Contractor’s compliance with providing the services outlined in this RFP. If issues of non-compliance are identified in the Quarterly Performance Reports, financial consequences will be assessed in accordance with Section 2.11.

of this RFP. The Quarterly Performance Reports shall be submitted by the 10th Calendar Day of the month following the end of the corresponding quarter.

2.9.3 Final Report

The Contractor shall provide to the Contract Manager a Final Report, by the 10th Calendar Day of the month following the end of the Contract term. The Final Report shall include a summary of all courses provided to Inmates, number of Inmates that participated, and the total number of credentials earned. The Final Report shall also include the number of Inmates that exited the Program prior to completion.

2.9.4 Ad-Hoc Reports

The Contractor shall provide the Department with ad-hoc reports, upon request of the Contract Manager, within the timeframe specified in the request, or specified elsewhere in this RFP.

2.10 Deliverables

The following services or service tasks are identified as Deliverables for the purposes of the Contract:

2.10.1 Program services, provided to each Inmate, as stated in SECTION 2.0, SCOPE

OF WORK; and

2.10.2 Reports, as required in Section 2.9, General Reporting Requirements.

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2.11 Performance Measures and Financial Consequences

The Department desires to Contract with a Contractor who clearly demonstrates its willingness to be held accountable for the achievement of certain performance measures in successfully delivering services under the Contract. Therefore, the Department has developed the following Performance Measures, which shall be used to measure the awarded Contractor’s performance and delivery of services.

Listed below are the key Expectations, Measurement Durations, and Financial Consequences deemed most crucial to the success of the overall desired service delivery.

The Contractor shall ensure that the stated performance expectations and measures (level of achievement) are met.

Financial consequences shall not exceed the total Contract amount.

2.11.1 Performance Measure #1 – Instructional Activities

Expectation: The Contractor’s Workforce Readiness/Employability Skills Program shall be available to Inmates from 7:00 a.m. through 5:00 p.m., ET, Monday through Friday, excluding State holidays.

Measurement Duration: Monthly

Financial Consequence: The Department will assess financial consequence in the amount of $1,000 for each hour, or portion thereof, that the Program is unavailable to Inmates during the required timeframe.

2.11.2 Performance Measure #2 – Monthly Summary Reports

Expectation: The monthly reports, as outlined in Section 2.9, shall be submitted to the Contract Manager by the 10th Day of the month following the month during which services were provided.

Measurement Duration: Monthly

Financial Consequence: The Department will assess a financial consequence in the amount of $100 per Day beyond the required timeframe, until all monthly reports are submitted.

2.11.3 Performance Measure #3 – Quarterly Reports

Expectation: The Quarterly Reports, as outlined in Section 2.9, shall be submitted to the Contract Manager by the 10th Day of the month following the end of the corresponding quarter. The Contract Manager will make note of each occurrence that the Quarterly Reports are not received within the required timeframe. All Quarterly Reports shall be received by

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Measurement Duration: Quarterly

Financial Consequence: The Department will assess a financial consequence in the amount of $100 per Day beyond the required timeframe, until all reports are submitted.

2.11.4 Performance Measure #4 – Course Completion Rate

Expectation: The quarterly course completion rate shall meet the requirements. The Contract Manager will make note of each occurrence where the rate is not met. The Contractor shall achieve compliance in reaching the required completion rate.

Measurement Duration: Quarterly

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