RFP10769_Att_Q_ProposalVerificationForm_.pdf

RFP #10769

ATTACHMENT Q

PROPOSAL VERIFICATION FORM

By completing and submitting this form with your Proposal, the Respondent is ensuring the proposal submission is in accordance with the mandatory and requirements outlined in RFP #10769. Also, please check the Vendor Information Portal (VIP) for any addendums posted that indicate any revised document(s) for which the Respondent is responsible for completing and submitting by the date and time noted in the Calendar of Events (Attachment B, Section IV., A.) of this RFP.

Instructions: Place a check mark (Ö ) in the box next to the Requirement indicating it has been completed and is ready to submit by the date and time specified in the Calendar of Events (Attachment B, Section IV., A.) of this RFP. This form shall be submitted as the first document under Volume 1.

ELECTRONIC UPLOAD PROPOSAL

Register for a DJJ Bid Library Account through the Procurement Manager. Respondents must register their email address for access to the DJJ Bid Library using a Microsoft account. For specific instructions, reference Attachment B, Section VI., C., 1., Electronic Upload of the Proposal(s) and/or contact your Procurement Manager listed in the RFP.

If your organization does not use a Microsoft account, a free account can be created through Microsoft at https://www.office.com. This step must be completed first, prior to submitting the DJJ Bid Library registration request. The email address used to create the Microsoft account should be utilized in the registration request to the Procurement Manager.

Notice of Intent to Submit a Proposal, Attachment N, shall be uploaded to the DJJ Bid Library, no later than the deadline specified in the Calendar of Events for this RFP.

Electronic proposals shall be uploaded to the DJJ Bid Library no later than the due date and time specified in the Calendar of Events for this RFP. Any and all documents uploaded, edited, or modified in any way after this date and time will be deemed non-responsive.

The complete proposal which contains Volumes 1, 2, and 3 shall be saved in Microsoft Word and/or Excel. The signed transmittal letter (Volume 1, Tab 1), Attachment R (Volume 3, Tab 1), the Financial Viability documentation (Volume 2, Tab 3), are the only documents which can be saved in a PDF format. The signed Attachment H – Budget (Volume 2, Tab 1) must be submitted in Excel, at a minimum.

MANDATORY CRITERIA (Attachment B, V.)

It is MANDATORY that the Respondent submit its complete proposal within the time frame specified in the Calendar of Events (Attachment B, Section IV., A.). A proposal is considered complete if it contains all of the required documents listed in Attachment B, section XX.

It is MANDATORY the Total Maximum Amount in the Attachment H – Budget document is at or under the maximum amount listed in Section XIV., Total Maximum Per Diem Amount for Year One, to be deemed responsive. Failure to meet this mandatory shall result in the Respondent’s response being deemed as non-responsive and will not move forward for evaluation and scoring.

It is MANDATORY that the Respondent submit a completed and signed Attachment L – Foreign Country of Concern Attestation (PUR 1355) form, and place under the Attachment Q – Reply VerificationForm in Volume 1, Tab1.

It is MANDATORY that the Respondent submit a completed Price Sheet (Attachment J) for all Service Tiers listed in Attachment A, Section III., B., Service Tiers, for each circuit, by returning a completed copy of the Department’s Attachment J - Price Sheet.

TECHNICAL PROPOSAL – VOLUME 1 (Attachment B, XX.)

Prior to submitting the Proposal, the Respondent shall complete, sign, and submit this form, Attachment Q – “Proposal Verification Form”, to ensure that the reply is in compliance with the instructions listed below. This form shall be placed in Volume 1, Tab 1, before the Transmittal Letter.

Transmittal letter is on Respondent’s letterhead.

Transmittal letter is signed by an individual authorized to bind the Respondent.

Transmittal letter has the following:

official company name;

company address;

telephone number;

email address;

name and title of the Respondent official who will sign any contract;

Federal Employee Identification #, including the Florida Vendor Sequence #, if available, and if not available, a statement saying so;

DUNS #, if applicable, and if not applicable, a statement saying so; and If entity is “DBA” or “Doing Business As”, the Respondent shall state the reason for it.

The Transmittal Letter must contain the following exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) agrees to all terms and conditions contained in the Request for Proposal for which this proposal is submitted”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) has met all conditions and requirements of Attachment C, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this Procurement/contract by any federal department or agency.”If the Respondent is unable to certify to any part of this statement, such Respondent shall include an explanation in the Transmittal Letter. “

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that neither (insert Respondent’s name) nor anyone acting on its behalf have contacted anyone, between the release of the solicitation and the end of the 72-hour period following the agency posting the Notice of Intended Award, excluding Saturday, 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 Manager or as provided in the solicitation documents”.

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that (insert Respondent’s name) is not listed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel; has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List; or has been engaged in business operations in Cuba or Syria;

or pursuant to paragraph 215.472(3)(a), F.S., has been engaged in business operations in or with the government of Venezuela or in any company doing business in or with the government of Venezuela; or pursuant to paragraph 215.473(1), F.S.”

The Transmittal Letter must contain this exact statement: “On behalf of (insert Respondent’s name), this letter certifies that the Attachment H – Budget submitted is complete, reflects reasonable costs for the service being proposed, and all costs are necessary to provide the proposed services. I understand that the Attachment H – Budget, which has been submitted by the date and time required in the RFP, will be evaluated on a pass/fail basis in accordance with Attachment F.

The Respondent shall insert the Transmittal Letter in Volume 1, Tab 1, after the Proposal Verification Form, Attachment O – Cross Reference Table – Volume 1, Tab 1 In order to assist the Respondent in its development of a responsive proposal and to facilitate proposal evaluation by the Department, it is required that the Respondent provide a table that cross-references the contents of its proposal with the contents of the RFP. The Respondent shall insert the Attachment O in Volume 1, Tab 1, after the Transmittal Letter. Remember to complete Attachment O in its entirety. Respondents are advised that the Department’s ability to conduct a thorough review of proposals is dependent on the Respondent’s ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the responsibility of the Respondent. The Respondent shall ensure the proposal’s sections are properly and completely identified by citing all the applicable page numbers correlating to the requested documentation in Attachment O.

Attachment K – Drug-Free Workplace Certification & Attachment S –Tie Breaking Certifications – Volume 1, Tab 2

The proposal may contain the Drug-Free Workplace Certification in accordance with section 287.087, F.S. (if desired by the Respondent) for preference in the event of a tie in the scoring of a competitive solicitation. This is not a mandatory requirement. The form is labeled as Attachment K. The Respondent may also submit the Attachment S (Tie Breaking Certifications), which is not mandatory.

Technical Proposal Narrative – Volume 1, Tab 3 The Technical Proposal shall be prepared in the format listed below:

• Letter size (81/2” X 11)

• 12 Point Type – Times New Roman

• Single Space

• 1” margins (top, bottom and sides)

• Pages consecutively numbered (limit of sixty (60) pages)

Each Respondent shall limit the Technical Proposal’s narrative to no more than sixty (60) consecutive pages. Pages must be numbered in a logical, consistent fashion and must not exceed sixty (60) pages including attachments and exhibits (excluding Department-required Attachments, e.g. Organizational Chart, Activity Schedule, etc.) Pages submitted in excess of the specified limit for the Technical Proposal’s narrative will be removed prior to evaluation and will not be evaluated. Any floorplans, exhibits, attachments, charts, tables, photos, maps, diagrams, or other resource materials that support the information provided in the Technical Proposal shall be referenced within the Technical Proposal’s narrative, included as exhibits or attachments to the Technical Proposal, and presented at the end of the Technical Proposal. Such exhibits or attachments shall not be counted in the sixty (60) page limitation established for the Technical Proposal. Illegible proposals will not be evaluated, and pages submitted in excess of the specified limit will be removed prior to evaluation and will not be evaluated.

The Technical Proposal package shall contain the following sections in the following sequence:

(PLEASE NOTE THAT IT IS INSUFFICIENT FOR PROPOSALS TO MERELY RECITE OR

REITERATE THE SERVICES TO BE SOUGHT):

• Management Capability

• General Description of Adtercare Resource Navigator Program

• Understanding of Population and Past Experience

• Youth Assignment/Determination and Admisson/Acceptance for Services

• Discharge/Release Form Services

• Referral Resources

• Evidence-Based Promising Practice, or Practice with Demonstrated Effectiveness

• Service Provision, Referral to Resources, Services Directly Provided

• Service Tiers

• Transition Planning Services

• Post-Release Services

• Community Resource Guide

• Informed Consent/Records Release

• Reporting and Documentation and Record Management

• Staffing/Personnel

• Understanding of Service Implementation/Completion Timeframes

• Service Location and Times

CATEGORY #1: Management Capability To what extent does the proposal describe the Respondent's management capability that ensures oversight and manage/control of service delivery?

How well does the Respondent’s proposed organizational structure (as indicated in the organizational chart) indicate sufficient management capability to perform or provide oversight of the services required by the RFP?

How well does the proposal describe the Respondent’s internal quality improvement process?

The quality improvement process is necessary to identify problems and improve processes.

CATEGORY #2: General Description of Aftercare Resource Navigator Program

To what extent does the Respondent demonstrate an overall understanding of the juvenile justice system and the Department’s service needs for transitional planning and post-release services?

To what extent does the Respondent demonstrate an understanding of the specific goal of services, as required in the RFP? For example, how well does the Respondent demonstrate that services offered address the service needs of youth and families and will increase positive outcomes for youth who are re-entering the community from a residential commitment facility?

To what extent are the Respondent’s services designed to address transitional planning, connecting youth and family with appropriate resources to address their specific needs and ensure services identified in transitional planning is completed or substantially underway prior to the youth’s release from the program?

CATEGORY #3: Understanding of population and past experience

To what extent does the Respondent demonstrate past experience providing transitional planning and post-release services to youth?

To what extent does the Respondent demonstrate an understanding of specific issues that juvenile youth face, with particular emphasis on transitional planning and post-release services?

To what extent does the Respondent demonstrate an understanding of the function of the Aftercare Resource Navigator to initiate services for resources identified for the youth and family?

CATEGORY #4: Youth Assignment/Determination and Admission/Acceptance for Services

To what extent does the Respondent understand the population that will be eligible for services and the limits on youth to be served?

To what extent does the Respondent’s intake/acceptance process meet the requirements of the RFP, including, but not limited to timeframes, youth assignment/determination, transitional planning, identifying referral resources, initiating services and obtaining informed consent?

To what extent does the Respondent meet the RFP requirements for JJIS admittance and placement from the program?

CATEGORY #5: Discharge/Release from Services To what extent does the Respondent’s process meet the requirements for discharge/release of services as required by the RFP, including meeting the requirements for successful completion or substantial completion and appropriate documentation, and notification to the Department?

To what extent does the Respondent demonstrate an understanding of the requirements, timeframes, and supporting documentation needed for discharge?

CATEGORY #6: Referal Resources

To what extent does the Respondent detail the referral resources available in each proposed circuit?

CATEGORY #7: Evidence-Based, Promising Practice, or Practice with Demonstrated Effectiveness

To what extent does the Respondent detail an evidence based, promising practice, or practice with demonstrated effectiveness service to be provided by the Respondent to youth and documented in the Evidence Based Services (EBS) module?

CATEGORY #8: Service Provision, Referral to Resources, Services Directly Provided

To what extent does the Respondent detail how services will be provided to youth and their families?

To what extent does the Respondent detail who may provide services

To what extent does the Respondent detail timeframes for services and follow-up?

CATEGORY #9 Service Tiers

To what extent does the Respondent demonstrate an understanding of Service Tiers, billing and its relationship to providing transitional planning and post-release services to youth as required in the RFP?

To what extent does the Respondent demonstrate an understanding of the service tier and its relationship to service needs of youth and family as required in the RFP?

CATEGORY #10: Transitional Planning Services

To what extent does the Respondent’s demonstrate an understanding of its role in transition planning including but not limited to communication with JPO, youth, parent/guardian, residential case manager and/or transition services manager meet the requirements of the RFP?

To what extent does the Respondent detail transition planning timeframes as required in the

RFP?

To what extent does the Respondent provide a detailed description of Aftercare Resource Navigator’s tasks in the transitional planning process as required by the RFP?

To what extent does the Respondent provide a detailed description on the determination process for the Service Tier designation based on the needs of the youth and family and the role of the Aftercare Resource Navigator?

To what extent does the Respondent detail the maintenance of documentation of transitional services provided to each youth demonstrating the completion of each task required in the RFP?

CATEGORY #11: Post-Release Services

To what extent does the Respondent demonstrate an understanding of providing services for CR, PCP, and Direct Discharge youth?

To what extent does the Respondent’s describe in detail post-release services?

To what extent does the Respondent describe in detail the Aftercare Resource Navigator’s tasks once the youth is released from a residential program?

To what extent does the Respondent provide a detailed description of the timeframes and process for program completion?

To what extent does the Respondent detail the maintenance of documentation of post-release services provided to each youth demonstrating the completion of each task required in the RFP?

CATEGORY #12: Community Resource Guide

To what extent does the Respondent describe in detail the process for maintaining and updating the contents of the Department’s Community Resource guide for all the counties located within each circuit?

To what extent does the Respondent demonstrate an understanding of the resources that are to be included in the Community Resource Guide?

To what extent does the Respondent demonstrate an understanding of the contact information required on the resource in order to be included in the Community Resource Guide?

CATEGORY #13 Informed Consent/Records Release To what extent does the Respondent demonstrate an understanding of the requirements of informed consent?

To what extent has the Respondent described how youth are informed and orientated to their rights and documentation is properly maintained in the youth’s case file?

CATEGORY #14 Reporting and Documentation and Record Management To what extent does the Respondent’s approach to files, record keeping, and documentation demonstrate an understanding of the record management requirements as well as the confidentiality requirements?

CATEGORY #15 Staffing/Personnel To what extent does the Respondent describe in detail the staff requirements for Aftercare

Resource Navigators and other staff for this Program?

To what extent does the Respondent’s back up plan, (plan for covering planned or unplanned absences, staff vacations, and filling vacancies) demonstrate there will be qualified staffing available to provide services as needed and ensure little or no interruption of services.

CATEGORY #16 Understanding of Service Implementation/ Completion Timeframes

To what extent does the Respondent’s processes for accepting referrals, scheduling appointments, participating in the transitional process, meeting the timeframes associated with initiating and completing services for referred youth and submitting required reports meet or exceed the requirements for the RFP?

CATEGORY #17 Service Location and Times To what extent are the proposed locations for delivery of services appropriate to ensure services are accessible to youth and families throughout the Circuit?

FINANCIAL PROPOSAL – VOLUME 2

Attachment H – Budget – Volume 2, Tab 1 It is REQUIRED that the Respondent complete and submit in Tab 1 of Volume 2 a signed Attachment H – Budget - MHOS SAOS JSO BIF DD Department Owned or Attachment H-1 Budget - MHOS SAOS JSO BIF DD No MMF Respondent Owned. The Department will review a fixed price unit rate contract with the successful Respondent, ensuring that all budgeted costs are reasonable, allowable and necessary for program operations. The price proposed in the initial proposal, shall be reviewed by the Department’s team based on proposed costs being reasonable, allowable, and necessary for program operation. Please ensure that all costs are covered, all titles/positions (including # or how many) match as outlined in the proposal and specific line item detail is included. Please include a predicate for expenses and/or copies of any contracts for outside services (i.e. food service). It is MANDATORY that the Total Annual Amount in the Attachment H or Attachment H – Budget document is at or under the maximum amount listed in Section XIV., Total Maximum Contract Dollar Amount for Year One, to be deemed responsive. Failure to meet this mandatory shall result in the Respondent’s proposal being deemed as nonresponsive and will not move forward for evaluation and scoring.

It is MANDATORY that the Respondent submit a completed Price Sheet (Attachment J) for all Service Tiers listed in Attachment A, Section III., B., Service Tiers, for each circuit, by returning a completed copy of the Department’s Attachment J - Price Sheet.

Attachment U – Certified Minority Business (CMBE) Subcontracting Utilization Plan – Volume 2, Tab 2 The Respondent shall describe its plan and/or methods to encourage diversity and utilize minority businesses in the performance of the services described in this solicitation. The information provided in this section shall address the plan described in the CMBE Subcontracting Utilization Plan of the RFP. The Respondent shall also include documentation supporting the CMBE Subcontracting Utilization Plan, for each Florida CMBE listed that the Respondent intends to utilize in the program procured. Florida CMBEs must meet all CMBE eligibility criteria and be certified as a CMBE by the Office of Supplier Diversity (OSD) of the Florida Department of Management Services. The documentation shall be a one-page letter supplied by the CMBE on its letterhead stationery, stating the intent of the CMBE to participate in the program and clearly identifying the Department Solicitation Number. No points will be awarded for the CMBE Subcontracting Utilization Plan.

Financial Viability Documentation – Volume 2, Tab 3 It is required that the Respondent provide in Volume 2, under Tab 3, financial documentation, for either Option #1 or Option #2 below sufficient to demonstrate its financial viability to perform the Contract resulting from this RFP (see Attachment F, A., 5., Financial Viability Evaluation Criteria and Attachment B, XX., E., 4). Documentation is reviewed on a pass/fail basis. If the Respondent fails to pass the option they selected, the proposal shall be rejected as non-responsive and not evaluated further. Failure to provide either option will result in disqualification of the proposal.

❑ Option #1: D & B Business Information Report or ❑ Option #2: Financial Audits

PROVIDER PERFORMANCE – VOLUME 3

Attachment R – Certificate of Experience – Volume 3, Tab 1 It is required that any Respondent sign and submit under Volume 3, Tab 1, the Attachment R, Certificate of Experience. The Respondent must demonstrate two years of experience, within the last five years, of providing drug screen testing services that include sample collection, laboratory analysis, and reports.

Attachment T – Client Contact List – Volume 3, Tab 2 Attachment T – Client Contact List – Volume 3, Tab 2 It is required that the Respondent submit Attachment T (Client Contact List) with a minimum of three references. This list is a part of the technical proposal and is required in order for the proposal to be complete. Attachment T must be completed and submitted with a minimum of three previous or current clients for whom the Respondent has provided drug screen testing services that include sample collection, laboratory analysis, and reports, as described in Attachment A. The Department shall not provide a reference. If the Respondent has only provided these same or similar services to the Department, the Respondent is to include an attestation statement from the individual with authority to bind the Respondent in place of the Attachment T.

By my signature below, I am verifying the Proposal being submitted is in accordance with the instructions in this Solicitation.

Company: __________________________________________________________________________

Signature: _____________________________________________Date: _________________________

Print Name: _________________________________________________________________________