SGAL RFP - Attachment A.docx
DOCX document 32 KB Posted
- Solicitation number
- RFP-14612
- Issued by
- Leon County, Florida
About this file
This is a Vendor Certification Form for the Florida Statewide Guardian ad Litem Office (SGAL) solicitation for Software & Implementation Services for a Client Case Management System. The RFP seeks proposals for the development and implementation of a software system to assist SGAL with case file management, volunteer record management, document creation and storage, reporting, and research capabilities. All proposals must be submitted by 4 PM on January 30, 2026, with inquiries directed to RFP20252601@gal.fl.gov.
The Vendor Certification Form requires vendors to provide contact information, disclose any conflicts of interest involving SGAL personnel or operations, certify their status as responsible vendors through responses to administrative and conduct-related questions, and complete an Information Technology Security section detailing their security certifications and compliance with FBI Criminal Justice Information Services (CJIS) Security Policy. Vendors must also indicate whether they are submitting redacted versions of their replies in accordance with Florida public records law. Additionally, vendors may voluntarily declare diversity status, including Florida Business Enterprise, Small Business Enterprise, Veteran Business Enterprise, or Minority Business Enterprise designations. If vendors lack SOC 2 Type 2, ISO 27001 certification, or CJIS compliance, they must complete a comprehensive Information Technology Security Questionnaire addressing data security policies, breach history, encryption protocols, workforce screening, and business continuity plans.
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ATTACHMENT A – VENDOR CERTIFICATION FORM
Section 1. Contact Information
Vendor Name:
Vendor Federal Tax Identification Number:
Vendor Mailing Address:
City, State and Zip Code:
Primary Contact Person for this RFP:
Email address of primary contact person:
Work Number:
Cell Number:
Alternate Contact Person for this RFP:
Email Address of alternate contact person:
Work Number:
Cell Number:
Section 2. Disclosure of Conflict of Interest
Vendors must disclose whether they have any current or reasonably foreseeable conflict of interest involving the Florida Statewide Guardian ad Litem Office (SGAL) by responding to each of the six statements in the boxes below.
· Select “Yes” if a potential Conflict of Interest exists or if you are uncertain whether a particular circumstance constitutes a potential Conflict of Interest. If “Yes” is selected, you must provide a written explanation on a separate document and attach it to this Vendor Certification Form. Include both documents in your Reply to this RFP.
· Select “None Known” only if 1) it is unduly burdensome to discover the correct response for reasons such as the size of Vendor’s workforce is so large it is unreasonable to ascertain whether any potential Conflict of Interest exists; and 2) you in fact have no knowledge of any potential Conflict of Interest. If “None Known” is selected, you must provide a written explanation on a separate document and attach it to this Vendor Certification Form. Include both documents in your Reply to this RFP.
· Select “No” if a potential Conflict of Interest does not exist.
| SELECT ONLY ONE ANSWER PER QUESTION |
| Yes |
| None Known |
| No |
| 2.1 | ||
| Employment by vendor of a current SGAL employee or employee who is related to a current employee of SGAL | ||
| ☐ | ☐ | ☐ |
| 2.2 | ||
| Employment by vendor of a former member of SGAL’s Senior Management team or employee who is related to a former member of SGAL’s Senior Management Team. | ||
| ☐ | ☐ | ☐ |
| 2.3 | ||
| Direct or indirect ownership of Material Personal Financial Interest in the vendor by an SGAL employee or relative of an SGAL employee. | ||
| ☐ | ☐ | ☐ |
| 2.4 | ||
| A part, present or foreseeable payment or provision of anything of value by vendor to an SGAL employee or relative of an SGAL employee that could reasonably appear to influence the employee’s actions or judgement. | ||
| ☐ | ☐ | ☐ |
| 2.5 | ||
| An unfair or competitive advantage exists in favor of the vendor with regard to an SGAL contract for which the vendor is competing. An unfair competitive advantage exists when the vendor competing for award of a contract obtained either 1) access to information that is not available to the public and which would assist the vendor in obtaining the contract; or 2) source selection information that is relevant to the contract but is not available to all competitors and that would assist the vendor in obtaining the contract. | ||
| ☐ | ☐ | ☐ |
| 2.6 | ||
| Vendor, through any affiliations, subsidiaries, or other ongoing business relationships, has a potential or actual conflict between services that may be provided by Vendor to SGAL and the activities of the affiliate, subsidiary, or ongoing business relationship. | ||
| ☐ | ☐ | ☐ |
| Definitions: |
Relative: Means father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, or daughter-in-law
Senior Manager: Refers to any SGAL management position that is directly or indirectly involved in procurement solicitations and decisions.
Material Personal Financial Interest: Means any position as owner, proprietor, manager, partner (active or silent), officer, director, shareholder, or beneficiary of such vendor. A material personal financial interest does not, in most instances, pertain to ownership of a limited number of shares in publicly held firms, shares owned through a mutual fund, or personal bank accounts. However, direct or indirect ownership of more than five (5) percent of the total assets or capital stock of a vendor constitutes a mutual personal financial interest in such vendor.
Section 3. Responsible Vendor Review
Vendors responding to this solicitation are required to fully and accurately answer each of the questions below. For each “Yes” answer to questions 3.1 through 3.8, vendors must provide a detailed written explanation and attach copies of any relevant documents cited in the explanation to Attachment A in their Reply. Answering “Yes” to questions 3.1 through 3.8 will not necessarily disqualify a vendor from participating in this solicitation. However, failure to provide additional information as requested by SGAL may disqualify a vendor. Refer to Section 7E of the solicitation document.
| SELECT ONLY ONE ANSWER PER QUESTION |
| Yes |
| No |
| Does the vendor have the necessary organization, experience, accounting and operational controls, and professional and technical skills to meet its obligations under the proposed Contract with SGAL, taking into consideration all existing commercial and governmental business commitments? | |
| ☐ | ☐ |
| Within the last 10 years, in the State of Florida or any other State or Federal jurisdiction, has the vendor or any of its officers, directors or owners: |
| 3.1 | |
| Been subject to a revocation, suspension, disbarment, administrative complaint, sanction, fine, adverse action, or disciplinary action relating to any business or professional permit, certification, or license? | |
| ☐ | ☐ |
| 3.2 | |
| Been suspended, debarred, or disqualified from any government contracting process or agreed to a voluntary exclusion from any government procurement process? | |
| ☐ | ☐ |
| 3.3 | |
| Been subject to a formal monitoring agreement or corrective action plan as part of a contract with a government entity? | |
| ☐ | ☐ |
| 3.4 | |
| Been subject to an indictment, administrative proceeding, civil action, or judgment in connection with any government contract? | |
| ☐ | ☐ |
| 3.5 | |
| Had a contract with SGAL or the Justice Administrative Commission terminated for cause? | |
| ☐ | ☐ |
| 3.6 | |
| Been convicted of a crime related to governmental or nongovernmental contracting? | |
| ☐ | ☐ |
| 3.7 | |
| Been subject to a governmental investigation relating to alleged violation of any statutory or regulatory violation? | |
| ☐ | ☐ |
| 3.8 | |
| Had a judgment or settlement entered in a civil lawsuit based on an allegation of fraud? | |
| ☐ | ☐ |
| Section 4. Information Technology Security |
| SELECT ONLY ONE ANSWER PER QUESTION |
| Yes |
| No |
| 4.1 | |
| Does the vendor have a current Service Organization Controls (SOC) 2 Type 2 report? Vendors that have a current report will be expected to provide a copy of the report, as requested by SGAL, at a later point in the solicitation process. | |
| ☐ | ☐ |
| 4.2 | |
| Does the vendor have a current ISO 27001 certification? Vendors that have a current certification will be expected to provide a copy of the certification, as requested by SGAL, at a later point in the solicitation process. | |
| ☐ | ☐ |
| 4.3 | |
| Does your proposed solution and associated personnel fully comply with the FBI Criminal Justice Information Services (CJIS) Security Policy? Vendors that do will be expected to provide a copy of the certification, as requested by SGAL, at a later point in the solicitation process. | |
| ☐ | ☐ |
| If the answers to 4.1, 4.2 and 4.3 are “No”, vendor must complete the SGAL Information Technology (IT) Security Questionnaire, found on the last page of this Vendor Certification Form and include that completed questionnaire with Attachment A as part of the vendor’s Reply to this solicitation. Additionally, vendors advanced to negotiations along with any partner, subcontractor, or other third party that stores, accesses, or uses SGAL data, may be required to submit a copy of their current Service Organization Controls (SOC) 2 Type 2 Report, ISO 270001 attestation, or alternative data security certification for review by SGAL prior to the execution of any contract or agreement. |
Section 5. Public Records
All vendor responses to this competitive solicitation (including questions and the Reply) are subject to Florida public records law. SGAL must disclose a requested record to the public with limited exceptions. Disclosure protections are restricted to information classified as confidential and/or exempt under Florida Statutes (Protected Records). Refer to Section 7D Public Records of the solicitation for further guidance. Select ONE of the two options below:
| · Option 1: Vendor HAS NOT SUBMITTED a redacted version of its Reply. Therefore, SGAL may produce vendor’s full, complete, and non-redacted Reply without notice to Vendor |
| ☐ |
| · Option 2: Vendor asserts that a portion of its Reply is confidential and/or exempt under Florida Public Records law. Therefore, the vendor HAS SUBMITTED a redacted version of its Reply. This redacted version contains vendors entire Reply. Vendor has only redacted the protected records. SGAL may produce this redacted version of vendors Reply without notice to Vendor. |
| ☐ |
Authorized Representative Signature: The statements and certifications in this Form must be signed by an authorized representative of the Respondent (Vendor), named above, who has knowledge of the Vendor’s operations and personnel sufficient to, in good faith, provide necessary disclosures on behalf of the vendor.
By signing this form, I hereby state that (1) I am an authorized representative of the vendor named in Section 1 of this Vendor Certification Form; 2) all the information provided above is true and complete to the best of my knowledge; and 3) I have read and understand the entire solicitation and its attachments.
Printed (Typed Name):
Title:
Signature:
Date:
(REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK)
Vendor Diversity Information
On a voluntary basis, vendors may check (x) all boxes that apply to declare their diversity status. Please note that all qualified vendors are encouraged to participate in this solicitation regardless of their location or diversity status. However, all participating vendors must be able to complete a Substitute W-9 form with the Florida Department of Financial Services.
| 1. Florida Business Enterprise: The vendor has or maintains its primary corporation/home office in Florida. |
| ☐ |
| 2. Florida Small Business Enterprise: The vendor has or maintains its primary corporation or home office in Florida and is a “Small Business” as defined by 288.703(6), Florida Statutes |
| ☐ |
| 3. Veteran Business Enterprise: The vendor is a certified veteran business enterprise as defined by Section 295.187(3)(a), Florida Statutes |
| ☐ |
| 4. Minority Business Enterprise: Vendor is a certified minority business enterprise as defined by Section 288.703(1), Florida Statutes. If applicable, select all that apply: |
| ☐ |
| African American |
| ☐ |
| Asian American |
| ☐ |
| Hispanic American |
| ☐ |
| Native American |
| ☐ |
| American Woman |
| ☐ |
| 5. Not applicable |
| ☐ |
| 6. Prefer not to disclose |
| ☐ |
Information Technology Questionnaire
Instructions for this questionnaire are included in section 5B of the solicitation document.
1. Provide a copy of your company’s information security and data privacy policy, standards, and controls.
2. Provide a brief description of the industry standards or protocols your company employes as a part of its information security and data privacy program.
3. Provide the name, title and contact information of the person who is responsible for information security and data privacy at your company.
4. Describe the nature of any data breach(es) for which statutory notice to impacted individuals was required, include the number of impacted individuals, and remediation efforts taken.
5. Describe your company’s program to encrypt data.
6. Provide a description of how your company protects against unauthorized disclosures of data and to protect against malware.
7. Describe any open source, shareware, or freeware programs used by your company to deliver the Services (or software).
8. Describe your company’s process or procedure requiring company workers to report suspected or actual unauthorized access of data.
9. Describe the scope of the engagement and how often your company engages a third party to validate your company’s information security and data privacy program.
10. Describe your company’s process or procedure to screen prospective and current workers, including subcontractors and independent contractors.
11. Describe your company’s process to ensure information security and data privacy controls as a part of the software development life cycle.
12. Provide your company’s business continuity / disaster recovery / business impact analysis and results for the most recent disaster recovery test.
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