STATE OF FLORIDA. DEPARTMENT OF CHILDREN AND FAMILIES Northwest Region Contract Management Circuits Two and Fourteen

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1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES Northwest Region Contract Management Circuits Two and Fourteen INTERN RECRUITMENT AND SUPERVISION SERVICES COMMODITY CODE REQUEST FOR PROPOSAL (RFP)

2 TABLE OF CONTENTS SECTION TITLE Page 1 INTRODUCTION 1.1 Statement of Need Statement of Purpose Term of Agreement Definitions 5 2 RFP PROCESS 2.1 Contact Person Limitations on Contacting Department Personnel Posting Vendor Disqualification Schedule of Events and Deadlines Notice of Intent to Submit a Proposal Clarifications or Addenda to the RFP Inquiries Withdrawal of Proposal Acceptance of Proposals and Waiver of Minor Irregularities Protest or Dispute 11 3 MINIMUM PROGRAMMATIC REQUIREMENTS 3.1 General Statement Programmatic Authority Scope of Service Major Program Goals Task List Task Limits Staffing Levels Professional Qualifications Staffing Changes Subcontractors Service Delivery Location Service Times Equipment Records and Documentation Reports Performance Standards Outcome Measures Performance of Outcome Measures Vendor Unique Activities Coordination with other Vendors Vendor Responsibilities Dispute Resolution Department Determinations Monitoring Requirements 21 4 FINANCIAL SPECIFICATIONS 4.1 Allowable Costs Invoicing and Payment of Invoices Cost Proposal Contract Renewal MyFloridaMarketPlace Transaction Fee (MFMP) Budget 22 2

3 5 INSTRUCTIONS TO PROSPECTIVE VENDORS TO THE RFP 5.1 Vendor Registration in MyFloridaMarketplace Authority to Do Business in Florida State of Florida, Form PUR General Instructions to Respondents 5.4 Response Format Title Page Prospective Vendors Cross Reference Table Response to RFP Mandatory Requirements How to Submit a Proposal Cost of Preparation of Proposal Number of Copies Required Programmatic Proposal - Required Vendor s Statements And Certifications Programmatic Proposal - Response to Introduction, Scope of Service, and Goals Programmatic Proposal Procedures Programmatic Proposal Service Units and Performance Standards Programmatic Proposal - Description Of Organizational Capacity Cost Proposal Instructions Cost Proposal Budget 28 6 PROPOSAL EVALUATION CRITERIA AND AWARD 6.1 Evaluation and Award Process Application of Mandatory Requirements Recommendation of Evaluation Team Recommendation of the Procurement Manager Selection and Award 29 7 RESERVATION OF RIGHTS 7.1 The Department s Reserved Rights 30 8 CONTRACT PROVISIONS 8.1 Contract Order of Precedence Standard Contract Attachment I Public Records and Trade Secrets State of Florida Form PUR 1000 General Contract Conditions Public Entity Crimes Bond and Errors and Omissions Insurance 32 APPENDICES Appendix I State of Florida, Form PUR 1000, General Contract Conditions 34 Appendix II State of Florida, Form PUR 1001, General Instructions to Respondents 45 Appendix III DCF Standard Contract 50 Appendix IV Notice of Intent to Submit Proposal 51 Appendix V Vendor s Statements and Certifications 52 Appendix VI Certification of a Drug-Free Workplace Program 54 Appendix VII Certification Regarding Debarment 55 Appendix VIII Certification Regarding Lobbying 56 Appendix IX RFP Rating Sheet Mandatory Requirements 57 Appendix X Evaluation Criteria Instructions To Evaluators 58 Appendix XI Rating Summary Sheet 61 Appendix XI-a Rating Sheet For Programmatic Proposal 62 Appendix XI-b Rating Sheet For Cost Proposal 65 Appendix XII Exhibit A-Sample Mid Term Evaluation of Student Performance 66 Appendix XIII Exhibit B-Sample Final Evaluation of Student Performance 67 Appendix XIV Exhibit C-Sample Cost Reimbursement Invoice 68 3

4 Appendix XV Exhibit D- Sample Budget Narrative 69 Appendix XVI Exhibit E- Sample Monthly Report 71 Appendix XVII Exhibit F- Sample Pre-Service Training and Internship Evaluation 72 THIS SPACE INTENTIONALLY LEFT BLANK 4

5 SECTION 1: INTRODUCTION 1.1 STATEMENT OF NEED The Florida Department of Children and Families is advertising this Request for Proposal to solicit a single qualified vendor to assist in forming partnerships with the schools of social work of the state universities and to encourage the development of graduates trained to work in child protection. 1.2 STATEMENT OF PURPOSE The successful vendor to this Request for Proposal will continue the partnership between the Department of Children and Families and the schools of social work which shall include, but not be limited to, modifying existing graduate and undergraduate social work curricula, providing field placements for students into child protection internships in the department, and collaborating in the design and delivery of advanced levels of social work practice. 1.3 TERM OF AGREEMENT The department intends to enter into one (1) contract as a result of this RFP. The anticipated start date of the resulting contract is July 1, The contract shall end on June 30, The contract may be renewed for a period not to exceed three years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the department. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract. The dollar amount and the manner in which the costs for the renewal will be calculated shall be specified in the response to this RFP and in the resulting contract. If renewed, the statement of work and terms and conditions under the contractual services to be provided are to remain within the nature and scope of those contained in the original contract as amended. As defined in F.S Partnerships to develop child protection workers, The Department of Children and Family Services is directed to form partnerships with the schools of social work of the state universities in order to encourage the development of graduates trained to work in child protection. The department shall give hiring preferences for child protection jobs to graduates who have earned Bachelor s and Master s degrees from these programs with a concentration in child protection. The partnership between the Department of Children and Family Services and the schools of social work shall include, but not be limited to, modifying existing graduate and undergraduate social work curricula, providing field placements for students into child protection internships in the department, and collaborating in the design and delivery of advanced levels of social work practice. 1.4 DEFINITIONS Contract terms used in this document can be found in the department s Glossary of Contract Terms, which is hereby incorporated by reference and maintained at the following website Contract Manager The department employee identified in the Standard Contract, Section III.E.3., responsible for enforcing the compliance with administrative and programmatic terms and conditions of the contract. The contract manager shall be the primary point of contact through which all contracting information flows between the department and the successful vendor. The contract manager is responsible for the day-to-day contract 5

6 oversight, including approval of contract deliverables and invoices. All actions related to the resulting contract shall be initiated by or coordinated with the contract manager Case Management - The process of coordinating all services rendered to the child or family. The Case Manager serves as the single and continuous point of contact for the child and family from entry into the child protection system until exit from the child protection system to the extent feasible Child Development- Measured through social, physical and cognitive developmental milestones Child Safety- Determining the critical factors which place the child (ren) in imminent danger of harm and/or risk of becoming involved in the dependency system Community-Based Care Lead Agency (CBC) A not-for-profit or government agency with which the department contracts for the delivery of foster care and related services Exhibit A, Mid-Term Evaluation of Student Performance Evaluation of the performance of the student intern by the filed instructor at mid-term of the college semester Exhibit B, Final Evaluation of Student Performance Evaluation of the performance of the student intern by the field instructor at the end of the college semester Exhibit C, Cost Reimbursement Invoice - Monthly cost reimbursement request for payment of services provided through the terms of the contract Exhibit D, Budget Narrative Annual budget of the provider required to execute services through the terms of the contract Exhibit E, Monthly Activity Report - Monthly report to include updates of activities performed by the field instructor and interns during each semester Exhibit F, Pre-Service Training Evaluation - Evaluation of the pre-service training offered by the department to be completed by each intern at the end of each pre- service training class Family Dynamics - Roles, responsibilities and relationships essential to functional families Field Instructor/Training Coordinator- Is a Master s level clinician who provides weekly supervision to students while they are in their field placement Permanency Planning - The process of establishing the placement intended to serve as the child s permanent home Pre-Service Certification -The Certification required to become employed as a Child Protection Worker with the Florida Department of Children and Families and its contracted providers Pre-Service Certification Facilitator Training -This is a five day course that includes review of the current pre-service training curriculum, participants practice delivering portions of the curriculum and the provision of feedback concerning delivery performance. Participants will also receive an overview of the Skillnet system and functionality. 6

7 Task Supervisor - The department assigned person responsible for the day-to-day oversight of the student intern while in their field placement Student Interns - Undergraduate and graduate level students who select to do their field placement at the Department of Children and Families or CBC for a semester as prescribed by the university. Students must register for the field placement specific courses required by the University Sub Contractor CBC Lead Agency A contracted provider with the lead agency to provide services outlined in the lead agency s system of care Successful Vendor Representative The successful vendor s Director or equivalent as identified in the Standard Contract, Section III.E.4., is the sole point of contact for the department s contract manager for all issues related to the resulting contract. The administration of the program responsibilities include, but are not limited to, submission of accurate and timely deliverables and reports, submission of accurate and timely invoices, management of the project to ensure that all the specified tasks and activities are thoroughly and timely completed, assignment and supervision of staff, participation in all conference calls, and on-site and off-site meetings with the contract manager. SECTION 2: RFP PROCESS 2.1 CONTACT PERSON This Request for Proposal is issued by the State of Florida, Department of Children and Families. The contact point for all communication regarding this RFP is: Procurement Manager April Hargrove, Procurement Manager Florida Department of Children and Families 1317 Winewood Blvd., Building 2, Room 317 Tallahassee, Florida April_L_Hargrove@dcf.state.fl.us Except as otherwise set forth in Sections 2.2.1, 2.8, , and below, all contact with the Procurement Manager identified in Section shall be in writing via electronic mail, U.S. mail, or other common courier. The subject field shall include the RFP number. No telephone calls will be accepted for any reason. 2.2 LIMITATIONS ON CONTACTING DEPARTMENT PERSONNEL Prospective vendors or persons acting on their behalf may not contact department personnel or any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, between the release of this RFP and the end of the 72-hour period following the department s posting of the notice of intended award (excluding Saturdays, Sundays and state holidays), except via to the contact person identified in Section above. Any such contact by an affiliate, a person with a relevant business relationship with a prospective vendor, and existing or potential subcontractor to a prospective vendor is assumed to be on behalf of a prospective vendor unless otherwise shown Violation of the provisions of Section of this RFP will be grounds for rejecting a response, if determined by the department to be material in nature. A violation of of this RFP is material in nature if the contact (oral, electronic or written): 1) is heard or read by a person, prior to the completion of that person s final duties under this RFP, which person 7

8 is responsible for reviewing, evaluating, scoring, ranking or selecting vendors under this RFP, or for advising any such person; 2) which advocates for the selection of the potential vendor, the disqualification of any other potential vendor or the rejection of all bids, comments on the qualifications of any bidder or the responsiveness of any bid, presents additional information favorable to the potential vendor or adverse to another potential vendor or otherwise seeks to influence the outcome of this RFP; and 3) such contact may not be waived as a minor irregularity by virtue of the nature, intent and extent of the information conveyed. The foregoing does not preclude a determination by the department that other forms of contact are material violations of the provisions of of this RFP All electronic and written communications as referred to in this Section 2.2 are subject to the public records law, as defined in subsection (12), F.S. 2.3 POSTING All notices, decisions, intended decisions, and other matters relating to this procurement will be electronically posted on the Department of Management Services Vendor Bid System (VBS) website located at: Then: 1. Click on Search Advertisements 2. Under Agency select Department of Children and Families 3. Scroll down to the bottom of screen and click on Initiate Search Clarifications or Addenda to the RFP. Information regarding any addenda to this RFP and copies of written departmental responses to questions resulting in clarifications or addenda to this RFP will be electronically posted at the VBS web address identified in Section It is the responsibility of prospective vendors to check the VBS for addenda or clarifications to this RFP. If this site is down, as an alternative, complete the following steps: 1. Go to 2. Click on BUSINESS on left side of screen on MyFlorida.com home page 3. Click on Doing Business with the State 4. Under Everything for Vendors and Customers, click on Vendor Bid System (VBS) 5. Click on Search Advertisements 6. Under Advertisement Type, click on Agency Decisions and Notices or Competitive Solicitation 7. Under Agency click on Department of Children and Families 8. Scroll down to bottom of screen and click on Initiate Search 2.4 VENDOR DISQUALIFICATION In addition to other criteria set forth herein, failure to have performed any previous contractual obligations with the department or any other agencies of Florida government in a manner satisfactory to the department or other applicable Florida agency will be a sufficient cause for disqualification or termination. To be disqualified as a vendor under this provision, the vendor must have: (1) previously failed to satisfactorily perform in a contract with the department, been notified by the department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the department; (2) had a contract terminated by the department for cause; or (3) failed to sign a Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Contract/Subcontracts (Appendix VII). 8

9 2.5 SCHEDULE OF EVENTS AND DEADLINES ACTIVITY DATE TIME 1 ADDRESS RFP Advertised and Released on Florida Communications Network (FCN): 4/13/10 4:00 p.m. MyFlorida.com Electronic Posting Site: ww.main_menu Florida Communications Network (FCN). See 2.2 for instructions on accessing. Notice of Intent to Submit a Proposal to be received by the department no later than: Submission of written inquiries must be received by: Anticipated department s response to inquiries Sealed proposals must be received by the department 4/20/10 4:00 p.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL Contact: April L. Hargrove Phone (850) /22/10 4:00 p.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL Contact: April L. Hargrove Phone (850) /27/10 4:00 p.m. owa/vbs_www.main_menu 5/4/10 9:00 a.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL Contact: April L. Hargrove Phone (850) Opening of proposals 5/4/10 9:05 a.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL Contact: April L. Hargrove Phone (850) Meeting of Evaluation Team 5/4/10 2:00 p.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL Debriefing Meeting of the Evaluation Team and Ranking of the Proposals 5/7/10 3:00 p.m. FL Dept. of Children and Families Bldg. 2, Rm Winewood Blvd. Tallahassee, FL /10/10 4:00 p.m. owa/vbs_www.main_menu Anticipated Posting of Intended Contract Award Anticipated effective date of contract 7/1/10 N/A N/A All prospective vendors are hereby notified that any meetings relating to this solicitation are open to the public and may be electronically recorded by any member of the audience. A sign-in sheet will be available and all attendees are required to sign in. Although the public is invited, no comments and/or questions will be taken from prospective vendors or other members of the public at the meeting. 1 All times are local time in Tallahassee, Florida. Although the department may choose to use additional means of publicizing the results of this procurement, posting on the FCN is the only official notice recognized for the purpose of determining timeliness in the event of a protest. 9

10 2.6 NOTICE OF INTENT TO SUBMIT A PROPOSAL Prospective vendors who are interested in responding to this RFP are encouraged to send a Notice of Intent to Submit a Proposal (Appendix IV) to the Procurement Manager specified in Section 2.1.1, on or before the date and time specified in the Schedule of Events and Deadlines. Submission of a Notice of Intent is not a pre-requisite for acceptance of proposals from prospective vendors. 2.7 CLARIFICATIONS OR ADDENDA TO THE RFP Information regarding any addenda to this RFP and copies of written departmental responses to questions resulting in clarifications or addenda to this RFP will be electronically posted on the Department of Management Services FCN at the following website: It is the responsibility of prospective vendors to check the FCN for addenda or clarifications to this RFP. 2.8 INQUIRIES Prospective vendor questions will only be accepted if submitted in writing to the Procurement Manager specified in Section and received on or before the date and time specified in Section 2.5, Schedule of Events and Deadlines. No questions will be accepted by telephone. Copies of the responses to all inquiries, and clarifications and/or addenda if made to the RFP, will be made available through electronic posting no later than April 27, 2010 at 4:00 p.m. on the FCN at: WITHDRAWAL OF PROPOSAL A written request for withdrawal, signed by the prospective vendor, may be considered if received by the department within 72 hours after the proposal opening time and date indicated in the Schedule of Events and Deadlines. A request received in accordance with this provision may be granted by the department upon proof of the impossibility to perform based upon an obvious error on the part of the prospective vendor ACCEPTANCE OF PROPOSALS AND WAIVER OF MINOR IRREGULARITIES Proposal Deadline: Proposals must be received by the Procurement Manager no later than 4:00 P.M. on May 4, 2010 at the address listed in the Schedule of Events and Deadlines. All methods of delivery or transmittal to the Procurement Manager shall remain the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be upon the prospective vendor. Any proposal submitted shall remain a valid offer for at least ninety (90) days after the proposal submission date. Except as provided in Section below, no changes, modifications, or additions to the proposals submitted after the deadline for proposal opening has passed will be accepted by or be binding on the department Receipt Statement: Proposals not received by the Procurement Manager at the specified place, on the specified date and time will be rejected. Proposals must be received by the Procurement Manager identified in Section in accordance with Section 2.5, Schedule of Events and Deadlines. All such rejected copies will be returned unopened to the prospective vendor by the department, except for one unopened original for use in the event of a dispute. 10

11 Right to Reject or to Waive Minor Irregularities Statement: The department reserves the right to reject any and all replies or to waive minor irregularities when to do so would be in the best interest of the State of Florida. Minor irregularity is defined as a variation from the RFP terms and conditions which does not affect the price of the proposal or give the prospective vendor an advantage or benefit not enjoyed by other prospective vendors and does not adversely impact the interest of the department. At its option, the department may correct minor irregularities but is under no obligation to do so. In doing so the department may request a prospective vendor to provide additional materials to correct the irregularity. However, the department will not request and a prospective vendor may not provide the department with additional materials that affect the price of the proposal, or give the vendor an advantage or benefit not enjoyed by other vendors. The department reserves the right to withdraw this RFP, even after award, when to do so would be in the best interest of the State of Florida PROTEST OR DISPUTE Any person who is adversely affected by the decision or intended decision made by the department pursuant to this solicitation shall file with the department a notice of protest in writing within 72 hours (Saturdays, Sundays and state holidays excluded) after the posting of the notice of decision, or intended decision With respect to a protest of the terms, conditions, and specifications contained in this solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours (Saturdays, Sundays and state holidays excluded) after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date the notice of protest is filed When protesting a decision or intended decision, the protestor must post a bond equal to one percent (1%) of the department s estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the department shall provide the estimated contract amount to the protestor within 72 hours (excluding Saturdays, Sundays and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to s (3) F. S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond, the department may accept a cashiers check, official bank check, or money order in the amount of the bond A notice of protest, formal protest and bond are filed, when received by the contact person listed in Filing may be achieved by hand-delivery, courier, US Mail or facsimile transfer. Filing by will not be accepted. All methods of delivery or transmittal to the department s Procurement Manager shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A NOTICE OF PROTEST OR FAILURE TO FILE A FORMAL WRITTEN PROTEST WITHIN THE TIME PRESCRIBED IN S (3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S. 11

12 SECTION 3: MINIMUM PROGRAMMATIC REQUIREMENTS 3.1 GENERAL STATEMENT Successful vendor will provide a Child Welfare intern recruitment and supervision program within the department and its contracted providers. The goal of this program is to develop a pool of potential candidates for employment by the department and its contracted providers. Additionally, the goal is to strengthen the knowledge and improve the casework skills of department staff in the areas of child safety, permanency planning, family dynamics, child development, case management and community organization. 3.2 PROGRAMMATIC AUTHORITY The successful vendor shall comply with all applicable State and Federal laws, regulations, action transmittals, program instructions, review guides and similar documentation including but not limited to the following: F.S Partnerships to develop child protection workers- The Department of Children and Family Services is directed to form partnerships with the schools of social work of the state universities in order to encourage the development of graduates trained to work in child protection. The department shall give hiring preferences for child protection jobs to graduates who have earned Bachelor s and Master s degrees from these programs with a concentration in child protection. The partnership between the Department of Children and Family Services and the schools of social work shall include, but not be limited to, modifying existing graduate and undergraduate social work curricula, providing field placements for students into child protection internships in the department, and collaborating in the design and delivery of advanced levels of social work practice Federal Statutes and Regulations PUBLIC LAW Health Insurance Portability and Accountability Act (HIPAA) 8/21/ ADA Standards for Accessibility Part 36-Handicap Access to Facilities Web References Pub Law HIPAA ADA Handicap Access Florida Administrative Codes and Statutes Chapter 6OA-1, F.A.C. - General Regulations Chapter 10-13, F.A.C. Resolutions of Contract Bid & Award Protests Web References Florida Statutes Florida Administrative Codes 12

13 3.3 SCOPE OF SERVICE This Request for Proposal seeks a vendor that will provide a Child Welfare intern recruitment and supervision program within the department and its contracted providers. The goal of this program is to develop a pool of potential candidates for employment by the department and its contracted providers. Additionally, the goal is to strengthen the knowledge and improve the casework skills of department staff in the areas of child safety, permanency planning, family dynamics, child development, case management and community organization. 3.4 MAJOR PROGRAM GOALS Provide supervision of an internship program within the department and its contracted providers for Bachelor of Social Work/Master of Social Work student interns Provide at least one meeting with each community based partner agency, as requested by the department to explain the process of assigning interns to units providing social services to children and families Provide the training, consultation and coordination functions to improve the department and its contracted providers delivery of social services to clients and to provide supportive casework services to families through the use of student interns. 3.5 TASK LIST The department prefers the Field Instructor/Training Coordinator be certified as a Pre- Service Training Facilitator through the program offered by the Department of Children and Families. The Field Instructor/Training Coordinator will be required to attend the department mandatory training to maintain certification Provide Pre-Service Training Certification, to student interns enrolled in the Internship Program with the Department of Children and Families. This training will only be applicable if the successful vendor obtains the Pre-Service Training Facilitator Certification The successful vendor will place a minimum of twenty-eight (28) student interns per contract year with a maximum of eighteen (18) students served per semester with the department and its contracted partners. Priority shall be granted to College of Social Work Students The field instructor/training coordinator will provide a minimum of one hour weekly per intern supervision to the student interns who are in a field placement assignment with the department and its contracted providers. Students must register for the field placement specific courses provided by the university Interns are not to independently assume caseloads, but will assist department and contracted provider counselors with their ongoing caseloads Any recordings or other written documentation regarding any case that is produced by student interns must be included in the formal case file or given to the unit supervisor for destruction at the time the intern completes his/her casework Provide two evaluations of each student intern, one at the midpoint of their field placement and one upon completion. Evaluations shall be department approved and evaluate the student s internship field placement at midterm and the end of their internship. Evaluations are to be shared with the department s Contract Manager. 13

14 3.5.8 Teach Child Welfare Practice to social work students on campus at least once a year. This course serves to recruit students into child welfare field placements and employment Perform all activities in conformance with the rules and regulations of the department its contracted providers and accepted social work practices. 3.6 TASK LIMITS The successful vendor shall not perform any tasks related to this project other than those described in Section 3.5 without the express written consent of the department. 3.7 STAFFING LEVELS A full-time non-tenure faculty member will be housed in office space provided by the department located within the Circuit Two Office at 2383 Phillips Road, Tallahassee, Florida The staff will be a mutually selected full-time master level social worker certified as a pre-service certification trainer with experience in the department s Family Safety Program. The faculty member will travel to other services sites for program coordination and intern supervision All staff shall be employees of the successful vendor. The successful vendor shall not hire staff from a temporary employment agency. The successful vendor shall maintain an adequate administrative organizational structure and support staff sufficient to discharge its contractual responsibilities. In the event the department determines that the successful vendor s staffing levels do not conform to those promised in the proposal, it shall advise the successful vendor in writing, and the successful vendor shall have thirty (30) days to remedy the identified staffing deficiencies The successful vendor shall replace any employee whose continued presence would be detrimental to the success of the project with an employee of equal or superior qualifications as determined by the department. The department shall exercise exclusive judgment in this matter The successful vendor shall perform F.S. 435, Level II background checks on all prospective employees. 3.8 PROFESSIONAL QUALIFICATIONS Prospective vendors shall include in their proposed staffing how they plan to accomplish all of the tasks and other responsibilities under this RFP and shall include in their proposal employee resumes that demonstrate that proposed staff is qualified to perform the tasks The successful vendor staff shall take certain department training which may include, but is not limited to, civil rights, security, customer service, and Health Insurance Portability and Accountability Act (HIPAA) training. The department s Northwest Region Program Office will make the final determination as to the training the vendor s staff must take. 3.9 STAFFING CHANGES The successful vendor shall staff the project with key personnel identified in the vendor s proposal, which are considered by the department to be essential to this project. Prior to diverting any of the 14

15 proposed individuals from the project, the successful vendor shall notify and obtain written approval from the department of the proposed substitution. Written justification shall include documentation of the circumstances requiring change and a list of the proposed substitutions in sufficient detail to permit evaluation of the impact on the project. The department, at its option, may agree to accept personnel of equal or superior qualifications in the event that circumstances necessitate the replacement of previously assigned personnel. Any such substitution shall be made only after consultation with department staff. The successful vendor shall replace any employee whose continued presence on the project would be detrimental to the success of the project with an employee of equal or superior qualifications as determined by the department. The department will exercise exclusive judgment in this matter SUBCONTRACTORS The successful vendor may not enter into written or verbal subcontract(s) for any functions under the contract SERVICE DELIVERY LOCATION Service delivery location shall be located within the Circuit Two Office at 2383 Phillips Road, Tallahassee, Florida The successful vendor shall comply with the Americans with Disabilities Act regarding handicapped access for vendor recipient service locations no later than thirty (30) days after the contract is signed SERVICE TIMES The primary time for service will be Monday through Friday from 8:00 AM to 5:00 PM, local time, however the times may vary throughout the service area location sites, depending on hours a partner non-profit is open for service or if a need arises to work outside the normal work hours EQUIPMENT The successful vendor agrees to provide equipment (local area network [LAN] ready computer and computer support) for data collection for the field instructor established under this contract The department agrees to provide office space, including furniture, use of telephones, postage, copy machine and fax machine for the field instructor RECORDS AND DOCUMENTATION The successful vendor will be provided space by the department which will safely and securely store all paper and electronic files. This includes case records and reports for the duration of the contract. Method of filing shall be left to the successful vendor except as other wise directed by the department. All hardcopy or scanned/imaged records must be retrievable within 24 hours of request by the department To the extent that information is utilized in the performance of the resulting contract or generated as a result of it, and to the extent that information meets the definition of public record as defined in subsection (12), F.S., said information is hereby declared to be and is hereby recognized by the parties to be a public record and absent a provision of law or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any interested person upon request as provided in Chapter 119, F.S., or otherwise. It is expressly understood that a successful vendor s refusal to comply with Chapter 119, F.S., shall constitute an immediate breach of the contract that results from 15

16 this RFP, which entitles the department to unilaterally cancel the contract. The successful vendor will be required to promptly notify the department of any requests made for public records and will be responsible for redacting, copying and producing said documents Unless a greater retention period is required by state or federal law, or by the department all documents pertaining to the program contemplated by this Request for Proposal shall be retained by the successful vendor for a period of six (6) years after the termination of the resulting contract, or longer, as may be required by said law or by any renewal or extension of the contract. During the record retention period, the successful vendor(s) agrees to furnish, when requested to do so, all documents required to be retained. Submission of such documents must be in the department s standard word processing format. Any changes required of the successful vendor will be at the expense of the successful vendor. Data files will be provided in a format readable by the department The successful vendor agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful vendor further agrees to hold the department harmless from any claim or damage, including attorney s fees and costs, or from any fine or penalty imposed as a result of an improper disclosure by the successful vendor of confidential records, whether public record or not, and promises to defend the department against the same at its expense The successful vendor shall maintain all records required to be maintained pursuant to the resulting contract in such manner as to be accessible by the department upon demand. Where permitted under applicable law, access by the public shall be permitted without delay The successful vendor agrees to retain all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this contract for a period of six (6) years after completion of the contract or longer when required by law. In the event an audit is required by this contract records shall be retained for a minimum period of six (6) years after the audit report is issued or until resolution of any audit findings or litigation that may be based on the terms of this contract, at no additional cost to the department. At the end of the six year retention period following the close of the last audit the successful vendor must deliver the records to the department for further retention or destruction REPORTS Where the resulting contract requires the delivery of reports to the department, mere receipt by the department shall not be construed to mean or imply acceptance of those reports. The department reserves the right to reject reports as incomplete, inadequate, or unacceptable according to the conditions set forth in the resulting contract The department, at its option, may allow additional time for the successful vendor to remedy the objections noted by the department, or the department may, after giving the successful vendor a reasonable opportunity to make a report adequate or acceptable to the department, declare the resulting contract to be in default Contracts between state agencies, and or contracts between universities may submit alternative documentation to substantiate the reimbursement request that may be in the form of FLAIR reports or other detailed reports. 16

17 The successful vendor must maintain records documenting the total number of interns and names (or unique identifiers) of interns to whom services were provided and the date(s) on which services are provided so that an audit trail documenting services provision is available The successful vendor shall request payment on the Appendix XIV, Exhibit C-Cost Reimbursement Invoice. A copy of the Appendix XVI, Exhibit E- Monthly Activity Report will be submitted with each invoice. Request for payment shall be submitted to the contract manager no later than the thirtieth (30 th ) day of the month following the month of service and shall contain sufficient information for a pre-audit and post-audit thereof The successful vendor will prepare and submit a monthly activity report to the contract manager along with the monthly invoice, Appendix XIV, Exhibit C-Cost Reimbursement Invoice. The Appendix XVI, Exhibit E- Monthly Activity Report will detail pre-service and field based intern activities The successful vendor will require the student interns to complete the Appendix XVII, Exhibit F-Pre-Service Training and Internship Evaluation at the end of each Pre-Service Training session. Pre-Service Training evaluations will be submitted for review by the contract manager at the end of each semester The successful vendor will maintain a database for the internship program for collection of information, such as name, date of birth, gender, placement location, placement supervisor, commencement date, termination date, evaluation and test scores, post internship employment, certification date, etc, for use by the field instructor, contract manager, the department and contracted provider staff. THIS SPACE INTENTIONALLY LEFT BLANK 17

18 The successful vendor shall deliver at a minimum the following reports: Report Title Exhibit A, Mid-Term Evaluation of Student Performance Exhibit B, Final Evaluation of Student Performance Exhibit C, Cost Reimbursement Invoice Exhibit D, Budget Narrative Exhibit E, Monthly Activity Report Exhibit F, Pre-Service Training Evaluation Reporting Frequency Report Due Date Number of Copies Due DCF Office Each Semester Mid-Term of Semester One Copy DCF Northwest Region Contract Manager 1317 Winewood Blvd Building 2, Room 317 Tallahassee, FL Each Semester End of Semester One Copy DCF Northwest Region Contract Manager 1317 Winewood Blvd Building 2, Room 317 Tallahassee, FL Monthly Within 45 days following One Copy DCF Northwest Region the end of the month of Contract Manager service 1317 Winewood Blvd Building 2, Room 317 Tallahassee, FL Annual Annually, prior to the One Copy DCF Northwest Region execution of the contract Contract Manager 1317 Winewood Blvd Building 2, Room 317 Tallahassee, FL Monthly Within 45 days following One Copy DCF Northwest Region the end of the month of Contract Manager service, to accompany 1317 Winewood Blvd Exhibit D, Cost Building 2, Room 317 Reimbursement Invoice Tallahassee, FL End of Pre- Service Training Session Within 10 days of the completion of the Pre- Service Training Session One Copy DCF Northwest Region Contract Manager 1317 Winewood Blvd Building 2, Room 317 Tallahassee, FL The successful vendor shall provide additional reports, if this is determined to be necessary by the department The successful vendor shall maintain in its office a hardcopy of all reports and documents requested by the department for monitoring purposes. This will include, but is not limited to the reports listed above PERFORMANCE STANDARDS The successful vendor shall provide the training, consultation, and coordination functions to prepare students in the field of child welfare and to improve the Department and its contracted providers delivery of social services to clients, and provide supportive casework services to families through the use of student interns The successful vendor will conduct at least one meeting per semester with each community based care partner agency to explain the process of assigning interns to units providing social services to children and families. 18

19 3.17 OUTCOME MEASURES Ninety percent (90%) of student interns participating in this program each contract year will have an increased knowledge and awareness of casework competencies needed in the practice of child welfare, with particular emphasis on child safety and permanency issues as evidenced by ratings Eighty-five percent (85%) of student interns will evaluate their field placement as having been beneficial to their professional development Eighty-five percent (85%) of student interns will evaluate the Pre-Service Training as having been beneficial to their professional development as evidenced by a positive overall rating on the pre-services training evaluation questionnaire PERFORMANCE OF OUTCOME MEASURES By execution of the contract resulting from this RFP, the successful vendor shall acknowledge and agree that its performance under any resulting contract must meet the standards set forth therein and will be bound by the terms and conditions in this solicitation document. If the successful vendor fails to meet these standards, the department, at its exclusive option, may allow a reasonable period, not to exceed 6 months, for the successful vendor to correct performance deficiencies. If performance deficiencies are not re solved to the satisfaction of the department within the prescribed time, and if no extenuating circumstances can be documented by the successful vendor to the department s satisfaction, the department must terminate the contract. The department has sole authority to determine whether there are extenuating or mitigating circumstances VENDOR UNIQUE ACTIVITIES The successful vendor is solely and uniquely responsible for the satisfactory performance of the tasks described in Section 3.5. By execution of the resulting contract, the successful vendor recognizes its singular responsibility for the tasks, activities, and deliverables described therein, warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities, and deliverables and agrees to be fully accountable for the performance thereof The successful vendor shall be fully operational no later than July 1, The successful vendor must comply with all applicable Federal and state laws, regulations, action transmittals, program instructions, review guides, and similar documentation related to the Federal regulations, Florida administrative codes and statutes and Department of Children and Family Services Program operational procedures. The successful vendor shall be responsible for the cost of storing and safeguarding all past, current, and future records and reports relating to its actions in a safe and secure manner. The successful vendor agrees to fully cooperate with the department in the conduct of both performance audits and financial audits The successful vendor agrees to provide salary and fringe benefits for staff hired under this contract and may provide mileage reimbursement to the field instructor. 19

20 3.20 COORDINATION WITH OTHER VENDORS/ENTITIES The failure of any entity to cooperate with the successful vendor does not release the successful vendor from any accountability for tasks or services that the successful vendor is obligated to perform pursuant to the contract to be awarded pursuant to this Request for Proposal VENDOR RESPONSIBILITIES The successful vendor is solely and uniquely responsible for the satisfactory performance of the tasks described in this RFP. Submission of a proposal signifies acceptance by the successful vendor that it accepts all departmental requirements, terms, and conditions in this RFP and in the department s standard contract and attachments. By execution of the resulting contract the successful vendor recognizes its singular responsibility for the tasks, activities, and deliverables described therein and warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities, and deliverables and agrees to be fully accountable for the performance thereof DISPUTE RESOLUTION The successful vendor and department shall agree to cooperate in resolving any differences concerning performance or in interpreting this contract. Within five (5) working days of the execution of a contract for services, each party shall designate one person to act as its representative for dispute resolution purposes, and shall notify the other party of the person s name and business address and telephone number. Within five (5) working days from delivery to the designated representative of the other party of a written request for dispute resolution, the representatives will conduct a face-to-face meeting to resolve the disagreement amicably. If the representatives are unable to reach a mutually satisfactory resolution, the representatives shall make written recommendations to the Secretary who will work with both parties to resolve the dispute. The parties reserve all their rights and remedies under Florida law. Venue for any court action shall be Leon County, Florida and all parties shall consent to jurisdiction in all courts of competent jurisdiction in Leon County, Florida DEPARTMENT DETERMINATIONS The department has reserved the exclusive right to make certain determinations in these specifications. The absence of the department setting forth a specific reservation of rights does not mean that all other areas of the resulting contract are subject to mutual agreement. The department reserves the right to make any and all determinations exclusively which it deems are necessary to protect the best interests of the State of Florida and the health, safety, and welfare of the clients who are served by the department either directly or through any one of its contracted vendors. The department has the final authority in: Determining the funding for the contract; Determining the adequacy and availability of the successful vendor s records; Approving the quality and acceptability of service deliverables; All decisions involving availability of program funding 20