RFP_ATTACHMENTS_A-L__.pdf

Multifunctinal Devices and Quick Copy Center Request for Proposals RFP24-0069

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ATTACHMENT “A”

PRE-PROPOSAL CONFERENCE

ATTENDANCE NOTIFICATION FORM

Multifunctinal Devices and Quick Copy Center Request for Proposals RFP24-0069

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PRE-PROPOSAL CONFERENCE ATTENDANCE NOTIFICATION

Please return this form to Javarie.Mcdonald @orlando.gov no later than: March 14, 2024.

PLEASE CHECK:

We plan to attend

Name of Representatives who will attend

1.

2.

3.

A list of questions or statements for discussion at the Pre-Proposal

Conference is attached using the form attached to this Request for Proposals, titled “Written Question(s).”

We do not plan to attend, but will be submitting a response.

We do not plan to attend and will not be submitting a response because:

Signature

Title

Name of Company

Date

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ATTACHMENT "B"

PROPOSER’S CERTIFICATION

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PROPOSER'S CERTIFICATION

I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this Request for Proposals.

I hereby propose to furnish the goods or services specified in the Request for Proposals at the prices or rates quoted in my Proposal. I agree that my Proposal will remain firm for a period of up to one hundred eighty (180) days in order to allow the City adequate time to evaluate the Proposals.

I agree to abide by all conditions of this Proposal and understand that a background investigation may be conducted by the Orlando Police Department prior to award.

I certify that all information contained in this Proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this Proposal on behalf of the Proposer as its act and deed and that the Proposer is ready, willing and able to perform if awarded the Contract.

I certify, under oath, that this Proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a Proposal for the same product or service. I further certify that no officer, employee or agent of the City of Orlando or of any other Proposer has a financial interest in this Proposal. I further certify that the undersigned executed this Proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

NAME OF BUSINESS STATE OF FLORIDA }

COUNTY OF ______________ }

BY:

The foregoing instrument was acknowledged SIGNATURE before me by means of __ physical presence or __ online notarization, this _____ day of ________________, 20_____, by NAME & TITLE, TYPED OR PRINTED ____________________________ (name of person) as ____________________________

(type of authority, (e.g., officer, trustee, attorney _____________________________________ in fact, etc.) for _________________________ MAILING ADDRESS/ OR IF DIFFERENT ___________________(name of entity/party on YOUR PRINCIPAL PLACE OF BUSINESS behalf of whom instrument was executed).

CITY, STATE, ZIP CODE Signature of Notary Public – State of Florida

Print, Type, or Stamp Notary Name: _________

TELEPHONE NUMBER

FAX NUMBER

____________________________________ (Affix Notary Stamp or Seal Above) E-MAIL ADDRESS __ Personally Known or __ Produced Identification Type of Identification Produced

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ATTACHMENT “C”

CONFLICT OF INTEREST DISCLOSURE FORM

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CONFLICT OF INTEREST DISCLOSURE FORM

The award of this contract is subject to the provisions of Chapter 112, Florida Statutes. All Respondents must disclose within their Bid the name of any officer, director, employee or agent (or their spouse or child) who is also an employee or officer of the City of Orlando. Furthermore, all Respondents must disclose the name of any City employee or officer (or their spouse or child) who owns, directly or indirectly, an interest of more than five percent (5%) in the Respondents firm or any of its affiliates or subsidiaries.

By submission of this Bid, the undersigned certifies, under penalty of perjury, that to the best of their knowledge and belief, except as disclosed pursuant to the instructions above, that no officer or employee of the City (or their spouse or child), directly or indirectly, owns an interest of more than five percent (5%) in the Respondents firm or any of its affiliates or subsidiaries; nor does the Respondent know of any City officer or employee having any financial interest in assisting the Respondent to obtain, or in any other way effecting, the award of the contract to this Respondent.

Comments:

Acknowledged by:

Firm Name:

Signature of Authorized Representative:

Name and Title (Print or Type):

Date:

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ATTACHMENT “D”

CERTIFICATION REGARDING PROHIBITION AGAINST

CONTRACTING WITH SCRUTINIZED COMPANIES

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CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING WITH

SCRUTINIZED COMPANIES

I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

Name of Respondent:____________________________________

By:__________________________________________________ (Authorized Signature)

Title:_________________________________________________

Date:_________________________________________________

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ATTACHMENT “E”

CONFIDENTIAL AND/OR PROPRIETARY INFORMATION

EXEMPTION FORM

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Confidential and/or Proprietary Information Exemption Form

In accordance with the Proprietary Information Section of this RFP, please list below items in this Proposal, if any, that are to be considered confidential and/or proprietary and which are believed to be exempt from disclosure.

Page No. Section Applicable Exempting Law

Detailed Explanation/Justification with specific language from the Florida Statute that would allow this item to be

Confidential/Proprietary

An additional page may be utilized for the above table; however, this form should be signed and submitted with your proposal.

Name

Name of Company

Date

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ATTACHMENT "F"

ADDENDUM RECEIPT VERIFICATION

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ADDENDUM RECEIPT VERIFICATION

The undersigned acknowledges receipt of the following addenda to the Documents (Give number and date of each):

Addendum No. Dated

FAILURE TO SUBMIT ACKNOWLEDGMENT OF ANY ADDENDUM THAT AFFECTS

THE PROPOSAL PRICES IS CONSIDERED A MAJOR IRREGULARITY AND WILL BE

CAUSE FOR REJECTION OF THE PROPOSAL.

Company

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ATTACHMENT "G"

REFERENCES

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REFERENCES

Proposer shall submit as a part of the Proposal package, a minimum of three (3) references.

Additional reference may be provided in the format as set forth below.

Project #1:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Date Work Performed:

Project #2:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Project #3:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Project #4:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Project #5:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

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ATTACHMENT “H”

MINORITY/WOMEN-OWNED BUSINESS

ENTERPRISE PARTICIPATION FORM

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MINORITY/WOMEN-OWNED BUSINESS ENTERPRISE

PARTICIPATION IN SUBCONTRACTS

Chapter 57, Article II, Minority Business Enterprise (MBE), and Article III, Women-Owned Business Enterprise (WBE) of the Orlando City Code, establishes goals of 18% (MBE) and 6% (WBE), respectively, of the City's annual monetary value of contracts and subcontracts for supplies, services and construction to be awarded to Minority and Women-Owned Business Enterprises (M/WBE).

1. Policy:

It is the policy of the City of Orlando that MBEs and WBEs shall have the maximum feasible opportunity to participate in the performance of City subcontracts. As used in this RFP, the term "minority business" is defined as a business firm which is at least 51% owned and controlled by minority group members and which has been officially certified or recognized by the City as an MBE. The minority ownership must exercise actual day-to-day management and independent control. For the purpose of this definition, minority group members are Blacks, Hispanics, Asians, Pacific Islanders, Alaskan Natives, and American Indians. As used in this RFP, the term "women-owned business" means a business firm which is at least 51% owned and controlled by women and which has been officially certified or recognized by the City as a WBE. The women ownership must exercise actual day-to-day management and independent control. Only those companies which are certified or recognized by the City on or before the date set for submittal of proposals may be utilized to meet the goals established by Chapter 57. A listing of certified and recognized M/WBE’s is available at:

https://www.orlando.gov/Our-Government/Departments-Offices/Executive- Offices/CAO/Minority-and-Women-Business-Enterprise

2. Submittal:

Proposals will be evaluated on the basis of MBE and WBE participation in subcontracts. Proposers are asked to complete the attached MBE/WBE Subcontractor Utilization Schedule listing the MBE and WBE firms to which work will be subcontracted, a description of the work being subcontracted, and the estimated percentage of the work being subcontracted to each MBE or WBE subcontractor.

Please note that even if your company as the Proposer to be the prime contractor on this work is currently a City certified or recognized MBE or WBE firm, the attached MBE/WBE Subcontractor Utilization Schedule should still be completed as points will be awarded based upon a Proposer’s ability to meet the City’s subcontracting goals for MBE and WBE participation. Work that is self performed by a Proposer that is an M/WBE firm shall not be listed on the MBE/WBE Subcontractor Utilization Schedule as Proposers are not subcontractors. The extent and meaningfulness of such participation will be reviewed. Submittals should be very specific and clearly document MBE/WBE participation. In order to receive points, the participation must be such that the firms are performing useful business functions according to custom and practice in the industry.

3. Reports:

The successful Proposer shall submit periodic reports of participation by minority and women-owned businesses in such form and manner and at such times as the City or the M/WBE Official may prescribe. Monthly status reports shall be provided to the M/WBE Official at the request of the MBE Office.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.orlando.gov%2FOur-Government%2FDepartments-Offices%2FExecutive-Offices%2FCAO%2FMinority-and-Women-Business-Enterprise&data=05%7C01%7Cfabio.henao%40orlando.gov%7C25a4213efc2c4ed94b7e08db62ca8b03%7C7594da9b294b4acf913bd159ae921564%7C0%7C0%7C638212394282455479%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sgXlO7i%2B%2FHIwCxjRGVG%2Bt3fiJfQREtKAMWWQOeHhISY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.orlando.gov%2FOur-Government%2FDepartments-Offices%2FExecutive-Offices%2FCAO%2FMinority-and-Women-Business-Enterprise&data=05%7C01%7Cfabio.henao%40orlando.gov%7C25a4213efc2c4ed94b7e08db62ca8b03%7C7594da9b294b4acf913bd159ae921564%7C0%7C0%7C638212394282455479%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=sgXlO7i%2B%2FHIwCxjRGVG%2Bt3fiJfQREtKAMWWQOeHhISY%3D&reserved=0

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At a minimum, the successful Proposer shall submit to the City within thirty (30) days of completion of all work performed under the contract a final report detailing the portion of the work performed by City certified or recognized MBE and WBE firms and the percentage of work subcontracted to each.

If the successful Proposer fails to achieve the subcontracting participation percentages set forth in their proposal, the successful Proposer shall state the reason for such failure in its report to the City. For continuing contracts, the successful Proposer shall also submit such a report on an annual basis within (30) days of the anniversary date of the contract and upon expiration or termination of the contract. In the event that a successful Proposer fails to provide an explanation acceptable to the City as to why it was not able in good faith to achieve the anticipated level of MBE/WBE participation set forth in its proposal, the City may consider such failure in evaluating future responses to solicitations from the Proposer and in determining whether to renew any ongoing contracts with the Proposer. The MBE Office shall have the right to review and audit records, receipts and documents maintained by the Proposer, upon reasonable notice.

4. Plan Changes:

Any deviation from the proposed MBE/WBE participation by the successful Proposer must be reported to and approved in writing by the M/WBE Official. Deviations shall only be allowed for good cause. Failure to comply shall result in the City imposing penalties on the successful Proposer; such penalties may include suspension or debarment from obtaining future City contracts.

5. Miscellaneous:

There shall be no third party beneficiaries of the Minority Business Enterprise or

Women-Owned Business Enterprise provisions of this Contract. The City of Orlando shall have the exclusive means of enforcement of Chapter 57 of the City Code and contract terms. No right of action for non-signatories of the Contract is intended or implied. The City of Orlando is the sole judge of compliance and whether a good faith effort has been made under the City Code and the Contract.For further information regarding this program, please refer to Chapter 57 of the Code of the City of Orlando or contact:

Minority Business Enterprises Office

City Hall at One City Commons, 8th Floor 400 South Orange Avenue

Orlando, Florida 32801-3302 Telephone: (407) 246-2623

For the City’s information, if your company is currently certified or recognized, please enter the certification number and the expiration date in spaces provided below or submit with your Proposal a copy of the notification received from the City stating that your company is recognized by the City as a Minority/Women-Owned Business Enterprise:

Business Name:

Certification Number:

Expiration Date:

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MBE/WBE SUBCONTRACTOR UTILIZATION SCHEDULE

MBE UTILIZATION

Subcontractor’s Name and City

Certification Number:

Description of Work to be Performed:

Estimated Percentage of Work :

4.

TOTAL MBE ___________%

WBE UTILIZATION

Subcontractor’s Name and City Certification

Number:

Description of Work to be Performed:

Estimated Percentage of Work :

TOTAL WBE ___________%

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ATTACHMENT “I”

VETERAN BUSINESS ENTERPRISE

PARTICIPATION FORM

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VETERAN BUSINESS ENTERPRISE PARTICIPATION FORM - RFP

In order to foster economic development and business opportunities, promote the growth and development of local businesses, and rectify the economic disadvantages of service-disabled veterans and wartime veterans who have made extraordinary sacrifices on behalf of the nation, the City of Orlando has adopted a Veteran Business Enterprise (“VBE”) Preference. For further information regarding this program, please refer to Chapter 7 of the Code of the City of Orlando.

For purposes of this solicitation, respondents may receive two (2) points for participation in their proposal by one or more qualifying Veteran Business Enterprises as subcontractors. Such points will be awarded as follows:

Two (2) points shall be awarded for listing below one or more qualifying VBE subcontractors which Respondent intends to use on the Contract to perform useful business functions.

In order for a respondent to receive credit for listing a VBE subcontractor, the subcontractor for which credit is sought must have its principal place of business in the Metropolitan Statistical Area (“Orlando MSA”) (i.e. Orange, Lake, Seminole or Osceola Counties) and be a certified veteran business enterprise by the State of Florida Department of Management Services (“DMS”) as set forth in Section 295.187 of the Florida Statutes as of the date set for submittal of bids.

In accordance with City Code, a subcontractor that is both a qualifying VBE and a City certified or recognized Minority Business Enterprise (“MBE”) or Woman Owned Business Enterprise (“WBE”) may not receive scoring consideration for more than one status.

Accordingly, a respondent should list an eligible subcontractor on either the M/WBE Participation Form or the VBE Participation Form, but not both forms. In the event that a respondent mistakenly lists a qualifying VBE subcontractor who is also a City certified or recognized MBE or WBE firm for consideration for scoring as both a VBE and as a MBE or WBE subcontractor in its proposal, the listed VBE subcontractor shall not receive scoring credit as a VBE, but shall be evaluated only as an MBE or WBE firm as part of the scoring evaluation.

There shall be no third party beneficiaries of the Veteran Business Enterprise Preference provisions of this solicitation or resulting contract. The City of Orlando shall have the exclusive means of enforcement of the Veteran Business Enterprise Preference Ordinance and any contract terms. No right of action for non-signatories of the contract is intended or implied. The City of Orlando is the sole judge of compliance. All solicitations and submittals awarded will be evaluated in accordance with Chapter 7 of the Code of the City of Orlando.

Respondents awarded a contract shall submit periodic reports of participation by VBE firms in such form and manner and at such time as the City or the City’s Minority Business Enterprise (MBE) Director may prescribe. At a minimum, the successful Proposer shall submit to the City within thirty (30) days of completion of all work performed under the contract a final report detailing the portion of the work performed by VBE firms and the percentage of work subcontracted to each. The City shall have the right to review and audit records, receipts, and documents upon reasonable notice.

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If Respondent is proposing to utilize any VBE subcontractors which are currently certified by the State of Florida Department of Management Services and have their principal place of business in the Orlando MSA, please enter the name of the subcontractor, the subcontractor’s VBE certification number and the address of the principal place of business of the VBE. Work that is self performed by a respondent that is a VBE firm shall not be listed below as respondents are not subcontractors and, as stated above, VBE participation points for this solicitation are being awarded for participation by VBE firms in subcontracting.

VBE Subcontractor’s Name:

VBE

Subcontractor’s

Principal Place of Business

Description of Work to be Performed:

Florida DMS Certification

Number :

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ATTACHMENT “J”

QUESTIONS REGARDING SOLICITATION

OR PROPOSAL PROCESS FORM

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WRITTEN QUESTIONS

Any questions about the RFP or the solicitation process must be received by the City in writing by the cut-off date for questions set forth in the RFP. For uniformity, the City requests that you use the following format – but do not use this actual form. Instead, use this format in an email.

No verbal inquiries will be accepted. Any questions received after the cut-off date for questions as set forth in the RFP will not be considered. Please submit all questions to the Purchasing Agent as identified in this Request for Proposals.

Only written answers and clarifications in the form of a written Addendum to the solicitation will be binding. Oral and non-Addendum written answers will not be authoritative.

SOLICITATION NUMBER: ____________ DATE SUBMITTED: _____________

SOLICITATION TITLE:

COMPANY NAME:

ADDRESS:

CITY: _____________________________ STATE:_____________ ZIP:_________________

CONTACT NAME: __________________________________ PHONE: _________________

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4.

5.

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ATTACHMENT “K”

SECURITY IN THE CLOUD

QUESTIONNAIRE

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City of Orlando Security in the Cloud Questionnaire

Company:_____________________________________________ Date:___________

Person completing form:_______________________________________________________

Phone / Email:_______________________________________________________________

Application Name / Version: ____________________________________________________

1. Give a brief synopsis of the solution.

2. Is your solution compatible with Okta SAML 2.0 or higher for Single Sign on?

3. If not Okta SAML compatible, what user account controls are enforced by the application, such as; idle timeout, force expiration, password reuse or forced password complexity?

4. Can application users change their individual password at any time?

5. Can the frequency that users are forced to change their password be modified?

6. Will the user’s account lock after multiple invalid attempts to login?

7. What happens when a user’s account locks out?

8. Can an alert be sent if a user account locks out multiple times over a given period?

9. What is the process for an emergency termination of a City user’s access to the site?

10. What steps are taken to protect the City's data when there are vendor staff terminations?

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11. Are file uploads allowed to the site and for format?

12. What error checking or security screening is done on any allowed attachments that are uploaded?

13. Do we know which Data Center vendor is hosting our data at any given time?

14. How is the City’s environment / data segregated from your other client’s data?

15. What access will the City have to audit / review security events on the hosted environment?

16. What data format does the information reside in on the site (SQL, Text, proprietary etc.)?

17. Does this solution collect and maintain any PII?

18. What formats can the data be exported and delivered to the City at the end of the contract and is it usable?

19. Will the exported delivered data maintain relational integrity?

20. What Data Lost Prevention (DLP) processes are in place to prevent unauthorize export of data?

21. Who besides the City of Orlando will have access to our data?

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22. Is the data encrypted at rest?

23. Is the data encrypted in transit?

24. What is the secure login URL for the solution?

25. What is the level of encryption on the data?

26. Can TLS 1.0 and 1.1 be removed from the system?

27. What compliance standards are you certified for, ie. CJIS, SOC, SSAE?

28. Are there audit reports of user’s activity in the application available?

29. Can we restrict access from geographical regions, eg, only from the Orlando, Florida area?

30. What is the largest client implementation you currently support?

31. What browsers versions are NOT supported for connecting to the application?

32. Is this solution true cloud (SaaS), infrastructure as a service (IaaS) or managed service

(PaaS)?

Revised Jan 2020

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ATTACHMENT “L”

EQUIPMENT LIST

Line Item

Model Year Manufacture Type: MFD Small, MFD

Medium, MFD Large, or SFP Condition

The Proposer must specifiy the equipment that will be assesed from the submitted proposal here.

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Multifunctional Device & Quick Copy Center Services Request for Proposal RFP24-0069