RFP10858_Q_ProposalVerificationForm.pdf

RFP #10858

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 #10858. 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 (√ ) 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 and submitted as a hard copy, 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) and Attachment R (Volume 3, Tab

1) are the only documents which can be saved in a PDF format. The 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 that the Respondent submit a completed and signed Attachment L – Foreign Country of Concern Attestation (PUR 1355) form.

It is MANDATORY the per diem rate 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.

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

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 this 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 seventy-two

(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; and

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.

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 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)

CATEGORY #1 - MANAGEMENT BACKGROUND, EXPERIENCE, STRUCTURE AND

CAPABILITIES

This section shall reasonably and logically identify the management approach to plan, control, and manage the services, in accordance with requirements identified in Attachment A and Attachment A-1, Services Sought.

This section shall provide a description of the corporate organizational structure, leadership, and staffing (including licenses, qualifications, education, experience) needed in order to meet the requirements to provide auditing services in outlined in the RFP.

This section shall also identify the Respondent’s corporate oversight to ensure the assigned juvenile residential and detention facilities are observed, assessed, and supported for the service required in accordance with requirements identified in Attachment A and A-1, Services Sought.

This section shall identify the Respondent's internal quality improvement processes and internal sources in order to deliver the services outline in the RFP.

CATEGORY #2 - BOOKING/ADMISSION

This section shall provide a description of the Respondent’s eligibility requirements for youth presented to the JAC as defined in Chapter 985.135, F.S.

This section shall provide a description of the Respondent’s personal property utilization when transferring youth and how the youth's inventory will be maintained.

This section shall describe the process to ensure a youth search by arresting, transporting, and/or JAC Law Enforcement Officer is conducted and documented.

This section shall provide a description of their process for ensuring the required medical clearance is conducted and documented ensuring youth who are/appear to be impaired by drugs, alcohol, injury, or illness are not admitted to JAC.

CATEGORY #3 - DETENTION SCREENING

This section shall describe a Detention Screening Staffing plan indicating # of staff per shift and supervision staff, as well as backup plan to ensure sufficient screening staff is available in the event of a planned or unplanned absence or vacancy. Provide a staff training plan indicating that staff will be fully trained as required.

This section shall describe the company’s plan for providing detention screening and intake services, including the process for determining each youth’s status by use of the Department’s Detention Screening Instrument (DSI) and other required forms such as the MAYSI-2 and the Suicide Risk Screening Instrument are conducted.

This section shall describe the company’s plan for the completion of the detention admission packet and the plan to ensure documentation of parent/guardian contacts and notification.

Describe your company’s plan for the daily delivery of youth files/court packets and ensuring Department staff receive copies.

This section shall describe the activities needed if during intake information suggests a youth is a possible suicide risk.

CATEGORY #4 - RELEASE

This section shall describe the company’s plan including time frame(s) for the provision of a recommendation to State Attorney’s Office within prescribed time frame(s).

This section shall describe the company’s plan to ensure the development of policies and procedures to facilitate the processing and release/transfer of each youth within six hours after acceptance for JAC admission.

This section shall describe the company’s plan to ensure documentation of the reason(s) a youth is not released within six (6) hours, and documentation of the actions taken to ensure the earliest possible release.

CATEGORY #5 - STAFFING/PERSONNEL

This section shall provide a detailed plan of implementation for the company’s plan to employ all the required staff.

This section shall provide a detailed understanding of the minimum qualifications for all the required staff.

This section shall provide the requirements and for staff performing screening duties.

FINANCIAL PROPOSAL – VOLUME 2

Attachment H – Budget – Volume 2, Tab 1

a. The Respondent shall complete and submit Attachment H. The Attachment H template is in the RFP documents.

b. The Attachment H must reflect proposed costs which are allowable, reasonable, and necessary to provide the proposed services.

c. Does the Grand Total (Total Contract Amount) in the Attachment H – Budget come in at or under the Total Maximum Contract Dollar Amount in Attachment B, Section XIV?

d. Once the Department has accepted the Attachment H after evaluating it in accordance with Attachment F, the Attachment H shall not be altered without prior written approval from the Department.

e. Any projected cost not captured in the Attachment H will be the responsibility of the awarded Provider.

Financial Viability Documentation – Volume 2, Tab 2 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, B., 5., Financial Viability Evaluation Criteria and Attachment B, XX., E., 3). 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

Attachment U – Certified Minority Business (CMBE) Subcontracting Utilization Plan – Volume 2, Tab 3 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.

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: _________________________________________________________________________