STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF FAMILY HEALTH SERVICES BUREAU OF FAMILY AND COMMUNITY HEALTH DOH REQUEST FOR PROPOSAL FOR

Transcription

1 STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF FAMILY HEALTH SERVICES BUREAU OF FAMILY AND COMMUNITY HEALTH DOH REQUEST FOR PROPOSAL FOR HEALTHY START REDESIGN PLANNING Vendor Name Vendor Mailing Address City-State-Zip Telephone Number Address Federal Employer Identification Number (FEID) Authorized Signature (Manual) Authorized Signature (Typed) and Title

2 TIMELINE DOH EVENT DUE DATE LOCATION RFP Advertised - Released October 15, 2010 Questions submitted in writing. Prior to 5:00 PM EST October 22, 2010 Vendor Bid System: Submit to: Florida Department of Health Purchasing Renee Gregory, Ste Bald Cypress Way, Bin B07 Tallahassee, FL Fax: (850) Renee_Gregory@doh.state.fl.us Answers to Questions Sealed Proposals/Replies Due and Opened Anticipated Evaluation of Proposals October 27, 2010 Must be received PRIOR to: 2:30 PM EST November 4, 2010 Beginning November 5, 2010 Anticipated Posting of Intent to Award November 19, 2010 Posted electronically via the following Internet site: Florida Department of Health Purchasing Renee Gregory, Ste Bald Cypress Way, Bin B07 Tallahassee, FL Individual Evaluation of proposals Note: any Evaluation Team Meetings will be publicly noticed. Vendor bid system: Page ii of 31

3 TABLE OF CONTENTS TITLE PAGE...I. TIMELINE...II SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001).1 SECTION 2.0 GENERAL TERMS AND CONDITIONS (PUR 1000)..1 SECTION 3.0 INTRODUCTORY MATERIALS STATEMENT OF PURPOSE TERM DEFINITIONS... 1 SECTION 4.0 TECHNICAL SPECIFICATIONS SCOPE OF SERVICE PROGRAMMATIC AUTHORITY MAJOR PROGRAM GOALS TASK LIST TASK LIMITS STAFFING LEVELS PROFESSIONAL QUALIFICATIONS STAFFING CHANGES REFERENCES SERVICE DELIVERY LOCATION... 7 Page iii of 31

4 4.11 SERVICE TIMES CHANGES IN LOCATION EQUIPMENT REPORTS RECORDS & DOCUMENTATION OUTCOMES & OUTPUTS (PERFORMANCE MEASURES) PROVIDER UNIQUE ACTIVITIES COORDINATION WITH OTHER ENTITIES DEPARTMENT DETERMINATIONS FINANCIAL SPECIFICATIONS COST PROPOSALS DOCUMENTATION EVALUATIONS OF PROPOSAL DECSRIPTION OF APPROADH TO PERFORMING TASK DESCRIPTION OF STAFFING AND ORGANIZATIONAL CAPACITY CROSS REFERENCE SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS INSTRUCTIONS FOR SUBMITTING PROPOSALS PUBLIC RECORDS AND TRADE SECRETS INSTRUCTIONS FOR FORMATTING PROPOSALS Page iv of 31

5 5.4 RESPONDENTS INQUIRIES SPECIAL ACCOMMODATIONS SUBCONTRACTORS SECTION 6.0 SPECIAL CONDITIONS COST OF PREPARATION VENDOR REGISTRATION IDENTICAL TIE PROPOSALS RENEWAL VERBAL INSTRUCTIONS PROCEDURE ADDENDA UNAUTHORIZED ALIENS CERTIFICATE OF AUTHORITY MINORITY PARTICIPATION STANDARD CONTRACT/PURCHASE ORDER LICENSES, PERMITS, AND TAXES CONFLICT OF INTEREST TERMINATION...17 ATTACHMENT I PROPOSAL EVALUATION TEAM CRITERIA ATTACHMENT II REQUIRED CERTIFICATIONS ATTACHMENT III REFERENCE FORM...21 Page v of 31

6 ATTACHMENT IV DEPARTMENT OF HEALTH REPORTING OF MINORITY BUSINESS SUBCONTRACTOR EXPENDITURES ATTACHMENT V STANDARD CONTRACT ATTACHMENT VI PURCHASE ORDER TERMS AND CONDITIONS Page vi of 31

7 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001) This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document back to the Department of Health. SECTION 2.0 GENERAL TERMS AND CONDITIONS (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document back to the Department of Health. SECTION 3.0 INTRODUCTORY MATERIALS 3.1 Statement of Purpose The purpose for this Request for Proposals is to obtain a provider to develop an evidence-based program planning process in order to redesign the Healthy Start (HS) support services component so that Florida s Healthy Start program becomes a research-informed health program, a program designed based on the current evidence-base theories and practices. The current program has various service components with very few being evidence-based and/or research informed. Therefore, it is the desire of the Florida Department of Health (the department) to move the program to be research informed / evidence-based. The overall goal of the Florida HS program is to improve maternal and infant health outcomes including reducing infant and maternal morbidity and mortality. Specifically, the infant mortality rate has remained between 7.0 and 7.5 per 1000 live births in Florida for the last ten (10) years and continues to be above the national rate of 6.8 per 1000 live births (it is acknowledged that the risk factors which contribute to infant mortality are multi-factorial and include medical, behavioral, social and environmental conditions). Therefore, the goal of redesigning the Florida HS support services component is to deliver effective evidence-based HS services reducing maternal and infant morbidity and mortality; reducing the number of low birth weight babies; and improving maternal health and infant health and developmental outcomes within our state. 3.2 Term The initial term of the contract resulting from this solicitation shall be 2 years and a fixed price contract. 3.3 Definitions Academia: Faculty and/or staff employed full-time by colleges and universities or institutions that are directly a part of a college or university. Department: Florida Department of Health Evidence-based program planning process: A program planning process that incorporates research-proven evidence into the design, structure, content and implementation of a program Page 1 of 31

8 using well-established effective planning practices and by demonstrating the effectiveness of a program using research principles including but not limited to randomized clinical trials. Evidence-based health program: A health program that has been designed using an evidencebased planning process. The program design, structure, content and implementation is shown to be effective in randomized clinical trials or comparable rigorous research and evaluation. Modular: Independent units or modules that can be rearranged, replaced, combined, or interchanged easily. Research-informed health program: A health program that has been designed using an evidence-based planning process where the program design, structure, content and implementation has been shown to be effective based on rigorous research and evaluation. Healthy Start Program (HS): Florida s maternal-child health program led by the department and the Healthy Start Coalitions that addresses the health and wraparound service needs of pregnant women, interconception women, and children birth to age three with emphasis on the uninsured, Medicaid recipients and other indigent individuals. Redesign Committee: A committee made up of HS stakeholders; the committee, at a minimum, must include the department and Healthy Start coalition representatives. SECTION 4.0 TECHNICAL SPECIFICATIONS 4.1 Scope of Service The purpose of this contract is to obtain a provider to: 1. review and evaluate the Florida HS program service components to assess which are research informed and evidence-based; 2. develop an evidence-based program planning process that redesigns the provision of HS services so that their provision is research informed / evidence-based; 3. develop a comprehensive plan for implementing the redesign to assure program quality and fidelity; 4. identify key effective program elements, processes, and quality indicators that must be monitored during implementation and maintenance; 5. propose the elements, process and options for a coalition allocation methodology that promotes quality, fidelity and productivity, and 6. develop a modular evaluation of the redesign of the program that can be implemented in phases. 4.2 Programmatic Authority The successful respondent must comply with all applicable federal and state laws, regulations, action transmittals, program instructions, review guides and similar documentation related to the following: Page 2 of 31

9 Section (2(e), Florida Statutes, requires each coalition, in coordination with the Department of Health, to develop a plan that includes a provision to Review, monitor, and advise the department concerning the performance of the services delivery system, and make any necessary annual adjustments in the design of the delivery system, the provider composition, the targeting of services, and other factors necessary for achieving projected outcomes. Rule 64F-2.002(8), Florida Administrative Code, requires coalitions to Develop and implement a methodology to evaluate the effectiveness of the service or services delivered by the provider. Each coalition will compile baseline data and update this data at least on a yearly basis and review the results with the department. The evaluation should address the performance of the delivery system compared to established outcome standards. 4.3 Major Program Goals The goals of redesigning the Healthy Start program are to: 1. Deliver effective, evidence-based services to decrease infant and maternal morbidity and mortality 2. Improve overall maternal and infant health outcomes, behaviors and developmental outcomes. 3. Establish the Florida Healthy Start program as a research informed / evidence-based program. 4.4 Task List The successful respondent shall perform the tasks listed below. 1. Task: Develop a written action plan that includes activities, a communication plan, a timeline and scheduling a working meeting with, at a minimum, the department s contract and project manager, Unit Director of the Infant, Maternal and Reproductive Health Unit and the state s maternal-child Health(MCH) epidemiologist within 30 days of an executed contract to discuss the action plan. a. Objective: To establish and agree upon a communication plan, provider and department activities, an action plan and timeline. b. Deliverable: Within 30 days of an executed contract: Submit a written action plan for the project and schedule the first meeting as described in the task above. 2. Task: Establish a redesign committee. a. Objective: The redesign committee will serve to guide and inform the provider of the purpose and desired goals of the Healthy Start program. It will ensure HS stakeholders (i.e. department s Central Office staff, Florida Healthy Start Coalitions, County Health Departments, Healthy Start Providers, consumer representatives and Academia) have input in the redesign and planning process. b. Deliverables: Within the first 60 days of the contract: Consult with the department s maternal-child health (MCH) leadership and Florida Association of Healthy Start Coalition leadership to identify potential committee members and submit a final approved membership roster. Schedule and conduct redesign committee meetings. 3. Task: Schedule, conduct and provide meeting minutes for all redesign committee meetings; the frequency and the attendees will be determined at the first meeting (see Task #1 as above). a. Objective: To keep all stakeholders informed Page 3 of 31

10 b. Deliverable: Development of agenda for scheduled meetings Facilitation of scheduled meetings Submit written minutes for each redesign committee meeting held during the contract period Establish lists for 1) those involved in the redesign committee and 2) other identified stakeholders 4. Task: Consult and collaborate with university faculty, graduate students, and consultants to contribute to the evidence-based program planning process. a. Objective: To ensure a quality assessment and process is conducted of the HS program by knowledgeable and skillful MCH constituents. b. Deliverable(s): Submit quarterly reports on activities and progress of the redesign planning process (may include meetings held and/or sub-contracts entered into with appropriate partners.) 5. Task: Review and summarize the current literature and best practices nationwide that identifies effective pregnancy, preconception/interconception and infant support services practices and theories. a. Objective: To establish a baseline of research or evidence-based practices on effective pregnancy, preconception/interconception and infant support services practices and theories. b. Deliverable(s): Within the first 3 months of the contract: Submit a summary of the research conducted on the current literature and best practices nationwide that identifies effective pregnancy, preconception/interconception and infant support services practices and theories. 6. Task: Review, document and evaluate Florida Healthy Start program components and support service practices to assess which of the current program support service practices are research informed / evidence-based. a. Objective: To identify and document current HS program components and support service practices that are research informed / evidence-based. b. Deliverable(s): Within the first 6 months of the contract: Documentation of the process used to perform the review and research of program components and support service practices. Submit a summary of Florida s current HS program components and support service practices. Identify the current HS program components and support service practices that are research informed / evidence-based. Identify the current HS program components and support service practices that are not research informed / evidence-based. Based on the review and evaluation performed, make recommendations regarding continuing the HS program components and support service practices that are research informed / evidence-based. Provide recommendations for those support service practices that are not research informed / evidenced based; these recommendations may include eliminating, strengthening or revising the program component(s) or support service(s) practice. Page 4 of 31

11 7. Task: Based on the information obtained in Tasks #3-7, develop a proposal that redesigns the provision of Healthy Start support service practices so that their provision is research informed / evidence-based. a. Objective: To ensure the redesign of the HS program is research informed / evidenced-based. b. Deliverable(s): Within the first 12 months of the contract: Submit a proposal that redesigns the provision of Healthy Start support services so that their provision is research informed / evidence-based. The proposal at a minimum should include a complete description of revised Healthy Start services including, who will receive services, who will provide services, what services will be provided, the timing and components of the services, and the goals and objectives of the services. Description should be sufficient to establish a detailed program based on the description. 8. Task: Develop a comprehensive plan for implementing the proposed redesigned program to assure program quality and fidelity. a. Objective: To ensure there is a documented plan for implementing the redesigned program that assures program quality and fidelity. b. Deliverable(s): Within the first 15 months of the contract: Submit a comprehensive plan for implementing the proposed redesigned program to assure program quality and fidelity. The implementation plan should include at a minimum: a modular implementation; identification of resources that will be needed for plan implementation (funding and/or human resources); and identification of potential challenges and possible means in which to overcome the challenges; a modular evaluation for the redesign of the program that is executed in phases over time. 9. Task: Identify and document key effective program elements, processes, and quality indicators that must be monitored during implementation and maintenance. a. Objective: To ensure quality of, fidelity to and productivity of the program. b. Deliverable(s): Within the first 18 months of the contract: Identify and submit a written comprehensive monitoring plan that includes key effective program elements, processes, and quality indicators that must be monitored during development, implementation and maintenance. 10. Task: Propose coalition funding allocation methodology options that includes the elements and processes necessary for implementation. a. Objective: To ensure the development of an allocation methodology for funding services that assures program quality and fidelity while promoting productivity. b. Deliverable(s): Within the first 24 months of the contract: Submit a document that identifies the key program elements and processes that should be used in an allocation methodology and propose options for a methodology: Identify key program elements and processes that should be part of a funding methodology. Propose various options and describe, and where possible quantify, the strength and weaknesses of each methodology. Page 5 of 31

12 Identify the steps necessary for implementation of each funding allocation methodology option. Identify the potential challenges in implementing each allocation methodology option. 11. Task: Develop a modular evaluation for the redesign of the program that is implemented in phases. a. Objective: To ensure an evaluation process is in place and a realistic Timeline is established with identified phases. b. Deliverable(s): Within the first 21 months of the contract: Submit a modular evaluation plan for the redesign of the program that can be implemented in phases and pieces over time. This information should include sufficient specifics on the design, staffing and resources required so that the evaluation can be conducted based on the information. 4.5 Task Limits The successful respondent shall not perform any tasks related to the project other than those described in Section 4.8 without the express written consent of the department. 4.6 Staffing Levels Each respondent shall include their proposed staffing for professional, technical, administrative, and clerical support and the number of each. The successful respondent 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 respondent s staffing levels do not conform to those promised in the proposal, it shall advise the successful respondent in writing who shall have thirty (30) days to remedy the identified staffing deficiencies. The successful respondent shall replace any employee whose continued presence would be detrimental to the success of the project as determined by the department with an employee of equal or superior qualifications. The department s contract manager will exercise exclusive judgment in this matter. 4.7 Professional Qualifications The team completing this contract shall be staffed in such a way and at such a level as to assure a quality product and process in a timely fashion to meet the contract requirements. The provider shall meet all of the following minimum qualification requirements to be considered for a contract award: a. Have an assigned project manager with a Master s Degree in Public Health or a Health-related field and minimum of 5 years experience in project management; b. Have a minimum of 5 years experience managing Federal or State contracts or grants; c. Have previous documented experience working with Universities on health-related issues; d. Have previous documented experience working with community coalitions on health-related issues. Page 6 of 31

13 The provider will provide documentation and previous project material to reflect the following experience/expertise: a. Evidence-based program development; b. Program planning, monitoring and evaluation; c. Evaluation of programs for evidence-based content and process; and d. Maternal and child health services, specifically public-health programs. e. Development of funding allocation methodologies, which promote fidelity, quality and productivity. Provider will have the following skills and abilities: a. Ability to research and synthesize large amounts of information into an easy to understand report; b. Group facilitation; c. Excellent oral and written communication. 4.8 Staffing Changes The successful respondent shall staff the project with key personnel identified in the respondent's proposal who are considered by the department to be essential to this project. Prior to diverting any of the proposed individuals, the successful respondent shall notify and obtain written approval from the department of the proposed substitution. Written justification should include documentation of the circumstances requiring the changes and a list of proposed substitutions insufficient 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. 4.9 References Vendors are required to submit with their response, three (3) references that have been provided for services of a similar size and parameters of those requested in this solicitation. Vendors shall use Attachment III, Reference Form of this RFP to provide the required reference information. The Department will make only two attempts to contact each reference. The Department s reference determination is not subject to review or challenge. A reference listing the Department or Department employees as a named reference is prohibited Service Delivery Location The Provider s service delivery location shall be within the continental U.S Service Times The Provider service times shall be accessible to the department. Page 7 of 31

14 4.12 Changes in Location The successful respondent shall notify the department in writing a minimum of one week prior to making changes in location that will affect the department s ability to contact the successful respondent by telephone or facsimile Equipment The successful respondent will be responsible for supplying, at their own expense, all equipment necessary to perform under the contract, including but not limited to computers, telephones, copiers, fax machines, maintenance and office supplies 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. It is specifically intended by the parties that acceptance of required reports shall constitute a separate act. The department reserves the right to reject reports as incomplete, inadequate, or unacceptable according to the parameters set forth in the resulting contract. The department, at its option, may allow additional time where the successful respondent may remedy the objections noted by the department. The department may, after having given the successful respondent a reasonable opportunity to complete, make adequate or acceptable, declare this agreement to be in default Records and Documentation 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 (1), 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, 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 the successful respondent s refusal to comply with Chapter 119, F.S., shall constitute an immediate breach of the contract results from this RFP/ITN, entitles the department to unilaterally cancel the contract agreement. The successful respondent will be required to promptly notify the department of any requests made for public records. Unless a greater retention period is required by state or federal law, all documents pertaining to the program contemplated by this RFP/ITN, shall be retained by the successful respondent for a period of six (6) years after the termination of the resulting contract or longer as may be required by any renewal or extension of the contract. During the records retention period, the successful respondent 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 (currently Microsoft Word 6.0). If this standard should change, it will be at no cost incurred to the department. Data files will be provided in a format readable by the department. The successful respondent agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful respondent further agrees to hold the department harmless from any claim or damage including reasonable attorney s fees and costs or from any fine or penalty imposed as a result of an improper disclosure by the successful Page 8 of 31

15 respondent of confidential records whether public record or not and promises to defend the department against the same at its expense. The successful respondent 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 Outcomes and Outputs (Performance Measures) The expected outcome of this RFP is to obtain a provider to develop an evidence-based program planning process that will direct the redesign of the HS support services component. Redesigning the HS support services assists the state and the Healthy Start Coalitions to move to a higher level of accountability and establishes Florida s Healthy Start program as research informed / evidenced based. Long term expected outcomes are: 1) improve infant morbidity and mortality rates 2) reduce the number of low birth weight babies; and 3) improve maternal and infant health outcomes Provider Unique Activities The successful respondent is solely and uniquely responsible for the satisfactory performance of the tasks described in Section 4.8. By execution of the resulting contract the successful respondent 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 Coordination with Other Entities The provider will collaborate and coordinate, at a minimum, with department s Central Office staff, Florida Healthy Start Coalitions, County Health Departments, Healthy Start Providers and Academia. The department may provide technical support and assistance to the successful respondent(s) within the resources of the department to assist the successful respondent(s) in meeting the required tasks in Section 4.8 Task List. The support and assistance, or lack thereof shall not relieve the provider from full performance of contract requirements Department Determinations The department reserves 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 Financial Specifications Funding Source The project is funded by the U.S. Department of Health and Human Services Health Resources and Services Administration Maternal and Child Health Bureau Division of State and Community Health, through the Florida Department of Health, Infant, Maternal and Reproductive Unit. CFDA # Page 9 of 31

16 The funding for this RFP may be up to $200,000 and is contingent upon availability of funds. Invoicing and Payment of Invoices The department shall pay the successful respondent for the delivery of units provided in accordance with the terms of the executed agreement. Pursuant to Chapter , Florida Statutes, all invoices must be submitted in detail sufficient for a proper pre-audit and post-audit thereof. The contract resulting from this RFP will be fixed price/fixed fee. Payment shall be made upon the receipt, review, and approval of deliverables and a properly completed invoice. The DOH shall determine the reasonableness of the progress and may prorate the scheduled payment accordingly. These invoices are subject to approval by the contract manager after evaluation of the submitted deliverables. All invoices will be reviewed for accuracy. After approval, the invoice will be processed for payment. Payments shall be made in accordance with Section , Florida Statutes. All supporting documentation will be legible and copy ready. All submissions not in compliance with these guidelines will be returned to the respondent for re-submission. All documentation must be provided electronically ( or CD). The review time determining the acceptance of deliverables will be in accordance with Department standards. Invoices will be processed only after acceptance of the deliverable is determined by the Department, and the contract manager signs the invoice. Disputed invoices will be returned to the successful respondent for correction. The contract manager will ensure that invoices are processed and sent to the appropriate fiscal office for payment within five (5) working days, will conduct ongoing programmatic monitoring, will provide technical assistance, and will relay to the provider information regarding any departmental or governmental changes that may have a direct impact on the contract terms and conditions. The successful respondent shall submit the final invoice for payment to the contract manager no more than 45 days after termination of the contract. If the contractor fails to do so, all right to payment is forfeited, and the Department will not honor any request submitted after aforesaid time. All invoices will be in accordance with DOH payment procedures and schedules Cost Proposal Each respondent must submit a cost proposal that contains a detailed line-item budget. Narrative explanations for each line-item should also be submitted that justifies costs Documentation Submit the following documentation, including but not limited to: Title Page Response to Section 4.21, titled Cost Proposal Attachment II- Required Certifications Attachment III - Reference Form A fifteen to thirty minute (no longer) video presentation, on a universally playable DVD- ROM, providing the department with a description of how the respondent will approach Page 10 of 31

17 the tasks related to the proposed project. Please see Section 5.3 for number and type of copies Evaluation of Proposal Each response will be evaluated and scored based on the criteria defined in Attachment I. Evaluation sheets (Attachment I) will be completed by the Evaluation Team to designate the point value assigned to each written proposal and video presentation. The scores of each member of the Evaluation Team will be averaged with the scores of the other members to determine the final scoring. The respondent receiving the highest averaged score will be selected for the award Description of Approach to Performing Task The proposal shall include a section to provide insight into the respondent s approach to providing the services as specified in this solicitation. The respondent will address all areas of work within the Task List. The respondent s technical approach will demonstrate a thorough understanding and insight into this project. At a minimum, this section should address: a. The respondent s demonstrated technical knowledge, expertise and ability to meet the specifications stated in the Scope of Service; b. A detailed explanation and timeline of how the respondent will complete the tasks as outlined in this RFP; c. Documented successful experience in providing similar services Description of Staffing and Organizational Capacity The proposal shall include a section to provide insight into the respondent s staffing and organizational capacity. At a minimum, this section should address: a. A description of the staff who will provide the service, their qualifications, resumes and their number; and, b. A table of organization; c. A synopsis of corporate qualifications, indicating ability to manage and complete the proposed project; d. Description of similar projects to the one proposed in the RFP; e. Documentation of financial stability such as a financial statement or audit; f. A sample product of related work by staff that will work on the proposed project Cross Reference Table In order to assist the respondent(s) in the development of a responsive proposal and to facilitate proposal evaluation by the DOH, the respondent(s) is required to provide a table, which crossreferences the contents of the offer with the following sections of the RFP. There is no specified or standard format for this table; however the following sample is provided as a suggestion. Page 11 of 31

18 RFP Section Subject Offer Page Title Page Response to Introduction Description of Approach Task List Description of Staffing Proposed Budget SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS These Special Instructions shall take precedence over form PUR 1001 unless the conflicting term in PUR 1001 is statutorily required, in which case the term contained in the form PUR 1001 shall take precedence. 5.1 Instructions For Submitting Proposals Electronic submission of proposals are not required and will not be accepted for this solicitation. This Special Instruction takes precedence over General Instruction #3. Proposals may be sent by U.S. Mail, courier, overnight, or hand-delivered to the location as identified in the Timeline. Proposals must be submitted in a sealed envelope and shall be clearly marked on the outside with the proposal number, date and time of opening, as identified in the Timeline. It is the responsibility of the respondent to assure their proposal is submitted at the place and time indicated in the Timeline. Late proposals/offers will not be accepted. 5.2 Public Records and Trade Secrets Article I, Section 24, Florida Constitution, guarantees every person access to all public records, and Section , Florida Statutes, provides a broad definition of public record. As such, all responses to a competitive solicitation are public records unless exempt by law. Any vendor claiming that its response contains information that is exempt from the public records law shall clearly segregate and mark that information, CONFIDENTIAL and provide the specific statutory citation for such exemption. Failure to comply with this section will result in the complete disclosure of all submitted materials not in compliance with this section. Page 12 of 31

19 The Department of Health will not defend the Vendor s claim of public record exemption, but will notify the Vendor of receipt of a public records request so that the Vendor may defend its claim in court. 5.3 Instructions For Formatting Proposals and submission of copies: Respondents are required to complete, sign, and return the, Title Page with their proposals. The proposal should be single-spaced. Include 1) table of contents, 2) index, 3) appendices, 4) references, with contact information, 5) other support materials. The pages should be numbered and one-inch margins should be used. The font size and type is at the discretion of the respondent but must be at least as large as the font type you are currently reading (Arial 11). One (1) hard copy of the original proposal, five (5) hard copies of the proposal, and one electronic copy of the proposal on CD, and all supporting documents must be submitted. Five (5) copies of the original video presentation on a universally playable DVD-ROM must be submitted. Materials submitted will become the property of the State of Florida. The state reserves the right to use any concepts or ideas contained in the response. 5.4 Respondents Inquiries These instructions take precedence over General Instruction #5. Questions related to this RFP must be received in writing by the contact person listed below by the time indicated in the Timeline. The questions may be sent US mail, courier, , fax, or handdelivered. During an active competitive solicitation, communications are restricted to those submitted in writing during the period identified in the Timeline. No telephone calls will be accepted. Inquiries submitted after the period specified in the Timeline will not be addressed. Answers will be posted on the MyFlorida.com Vendor Bid System web site. as indicated in the Timeline. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, 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 officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Florida Department of Health Attention: Renee Gregory 4052 Bald Cypress Way, Bin B07 Tallahassee, FL Fax: renee_gregory@doh.state.fl.us Page 13 of 31

20 5.5 Special Accommodations Any person requiring special accommodations at DOH Purchasing because of a disability should call DOH Purchasing at (850) at least five (5) work days prior to any pre-proposal conference, proposal opening, or meeting. If you are hearing or speech impaired, please contact Purchasing by using the Florida Relay Service, which can be reached at (TDD). 5.6 Subcontractors The successful bidder may, only with prior written approval of the department, enter into written subcontracts for performance of specific services under the contract resulting from this solicitation. If a subcontract has been identified at the time of proposal submission, a copy of the proposed subcontract must be submitted to the department and the amount of the subcontract and description of staff, as outlined in Section 4.10 and 4.11 of this RFP, shall be submitted. If a subcontract is unknown but the Provider anticipates subcontracting tasks the Provider must identify the tasks to be subcontracted. No subcontract that the bidder enters into with respect to performance under the contract shall in any way relieve the bidder of any responsibility for performance of its contract responsibilities with the department. The department reserves the right to request and review information in conjunction with its determination regarding a subcontract request. The successful bidder shall provide a monthly Subcontract Report (Attachment IV) summarizing all subcontracting/material suppliers performed during the prospective contract period. This report shall include the name and address, Federal Employment Identification number and dollar amount expended for any subcontractor. A copy of this form shall be submitted to the DOH Contract Manager of the Department of Health. The Department of Health encourages the use of MWBE and SDVBE vendors for subcontracting opportunities. For assistance locating a certified MWBE or a SDVBE, contact the Department of Health s Minority Coordinator ( ) or the Office of Supplier Diversity ( ), as needed. SECTION 6.0 SPECIAL CONDITIONS These Special Conditions shall take precedence over form PUR 1000 unless the conflicting term in PUR 1000 is statutorily required, in which case the term contained in the form PUR 1000 shall take precedence. 6.1 Cost of Preparation Neither the Department of Health nor the State is liable for any costs incurred by a respondent in responding to this solicitation. Page 14 of 31

21 6.2 Vendor Registration Each vendor doing business with the State for the sale of commodities or contractual services as defined in Section F.S., shall register in the MyFloridaMarketPlace system, unless exempted under subsection 60A-1.030(3), F.A.C. Also, an agency shall not enter into an agreement for the sale of commodities or contractual services as defined in Section F.S. with any vendor not registered in the MyFloridaMarketplace system, unless exempted by rule. A vendor not currently registered in the MyFloridaMarketPlace system shall do so within five (5) days after posting of intent to award. Information about the registration is available, and registration may be completed, at the MyFloridaMarketPlace website. Those lacking internet access may request assistance from the MyFloridaMarketPlace Customer Service at or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida For vendors located outside of the United States, please contact Vendor Registration Customer Service at (8:00 AM - 5:30 PM Eastern Time) to register. 6.3 Identical Tie Proposals When evaluating vendor responses to solicitations where there is identical pricing or scoring from multiple vendors, the department shall determine the order of award in accordance with Rule 60A F.A.C. 6.4 Renewal This Special Condition takes precedence over General Conditions #27 in PUR1000 of this solicitation. The contract resulting from this solicitation may be renewed, in whole or in part, for a period that may not exceed two (2) years or the term of the original contract, whichever period is longer. For each renewal period of this RFP after the original contract period or after the first year of the original contract period, a negotiated annual price increase of up to five percent (5%) and will be evaluated by the Department in accordance with Ch Law of Florida. Proposers must include the renewal costs in the submitted cost proposal. The renewal pricing shall not exceed 5% of the original proposal price submitted. The renewal shall be in writing and subject to the same terms and conditions set forth in the original contract. If the department and contractor are in agreement, the contractor will be required to submit a letter to the department stating the new price agreed upon. The renewal shall be in writing and subject to the same terms and conditions set forth in the original contract. The renewal shall be contingent upon satisfactory performance evaluations by the agency and subject to the availability of funds. The renewal may not include any compensation for costs associated with the renewal. 6.5 Verbal Instructions Procedure No negotiations, decision, or actions shall be initiated or executed by the respondent as a result of any DISCUSSIONS WITH ANY State employee. Only those communications, which are in writing from the Department of Health s Purchasing Office, may be considered as a duly authorized expression on behalf of the State. Only communications from respondents in writing will be recognized by the State as duly, authorized expressions on behalf of the bidder. Page 15 of 31

22 6.6 Addenda If the Department of Health finds it necessary to supplement, modify or interpret any portion of the specifications or documents during the solicitation period a written addendum will posted on the MyFlorida.com Vendor Bid System, It is the responsibility of the respondent to be aware of any addenda that might have bearing on their proposal. 6.7 Unauthorized Aliens NOTICE TO CONTRACTOR: The employment of unauthorized aliens by any contractor is considered a violation of section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this contract. 6.8 Certificate of Authority All corporations, limited liability companies, corporations, not-for-profit, and partnerships seeking to do business with the State shall be registered with the Florida Department of State in accordance with the provisions of Chapter 607, 608, 617, and 620, Florida Statutes, respectively. Page 16 of 31

23 6.9 Minority and Service-Disabled Veteran Business--Participation The Department of Health encourages minority and women-owned business (MWBE) and servicedisabled veteran business enterprise (SDVBE) participation in all its solicitations. Respondents are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for more information on becoming a certified MWBE or SDVBE or for names of existing businesses that may be available for subcontracting or supplier opportunities Standard Contract/Purchase Order Each respondent shall review and become familiar with the department s Standard Contract and/or Purchase Order which contains administrative, financial and non-programmatic terms and conditions mandated by federal or state statute and policy of the Department of Financial Services. Use of one of these documents is mandatory for departmental contracts as they contain the basic clauses required by law. The terms and conditions contained in the Standard Contract or Purchase Order are non-negotiable. The terms covered by the DEPARTMENT APPROVED MODIFICATIONS AND ADDITIONS FOR STATE UNIVERSITY SYSTEM CONTRACTS are hereby incorporated by reference. The standard contract/purchase order terms and conditions are Attachments V and VI Licenses, Permits, and Taxes Respondent shall pay for all licenses, permits and taxes required to operate in the State of Florida. Also, the respondent shall comply with all federal, state and local codes, laws, ordinances, regulations and other requirements at no cost to the Florida Department of Health Conflict of Interest Section (18), Florida Statutes, provides, A person who receives a contract that has not been procured pursuant to subsections (1) through (5) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest in not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information form being eligible to contract with an agency. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the contract of any specification or procurement standard, rendering of advice investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation Termination Termination shall be in accordance with Department of Health Standard Contract, Attachment V, Section III B or Department of Health Purchase Order Terms and Conditions, Attachment VI. Page 17 of 31

24 ATTACHMENT I Proposal Evaluation Criteria This evaluation sheet will be used by the Evaluation Team to assign scores to all proposals that were evaluated and designated as qualified. Scores will be averaged and ranked, highest to lowest averaged score. Both the presence and quality of the response will be evaluated when determining point value. Point Value (Unless otherwise indicated, zero is lowest possible and the number indicated in this column is the highest possible) Points Awarded (Total number of points given by the evaluator) Category Section I: General Information RFP Question Number Question 1. a. How well does the respondent s proposal describe the necessary qualifications knowledge, skills, abilities and expertise of key contract personnel. Point Value (320 total possible points) 0-20 Points Awarded Note: If the proposer s key personnel do not meet the minimum qualification requirements set forth in section 4.7 the proposal will not be considered. 2. How well does the respondent s proposal outline a timeline: a. reflecting appropriate time intervals related to the task and b. reflect the inclusion of all tasks required? 3. How well does the respondent s proposal and submitted materials demonstrate that its staff has the necessary experience in the following areas to successfully complete the contract requirements? a. Evidence-based program development; b. Research informed program development; c. Program planning, monitoring and evaluation; d. Evaluation of programs for evidence-based content and process; e. Maternal and child health services, specifically public-health programs; Page 18 of 31

25 Section II: Description of Approach to Performing Tasks Related to Proposed Project Section III: Budget f. Funding allocation methodology processes. g. Visual presentation of information in a logical and concise format. 1. How well does the respondent s proposal describe an evidence-based planning process that uses the necessary outside resources to successfully complete the contract requirements including academic consultants, practice/program consultants, national centers/institutes, and other information sources? 2. How well does the respondent s proposal describe an approach that will successfully redesign the provision of Healthy Start support services so that their provision is research informed / evidence-based? 3. How well does the respondent s proposal describe the necessary processes and resources to successfully complete the contract for collecting research and evidence-based practices on effective pregnancy, preconception/interconception and infant support services practices and theories? 4. How well does the respondent s proposal describe a successful approach for developing an Implementation Plan for use by Healthy Start? 5. How well does the respondent s proposal describe a successful approach for developing a Monitoring Plan for use by Healthy Start? 6. How well does the respondent s proposal describe a successful approach for developing funding allocation options for use by Healthy Start including documented strengths and weaknesses specific to Healthy Start? 7. How well does the respondent s proposal describe a successful approach for developing an Evaluation Plan for use by Healthy Start including the modular components that can be implemented over time based on timing and resources? 8. To what extent does the respondent s proposal demonstrate the ability to fully and successfully initiate services immediately upon execution of the contract with the Department? 1. How well does the respondent s proposal provide sufficient detail in its proposed budget to demonstrate that the costs are directly related to the tasks? Page 19 of