Administrative Lead: Central Purchasing Office Jessalyn Covell Florida Department of Health 4052 Bald Cypress Way Tallahassee, Florida

Transcription

1 SUSTAINABILITY AND SUCESSION PLANNING SERVICES DEPARTMENT OF HEALTH REQUEST FOR PROPOSAL MIAMI-DADE COUNTY HEALTH DEPARTMENT Administrative Lead: Central Purchasing Office Jessalyn Covell Florida Department of Health 4052 Bald Cypress Way Tallahassee, Florida Vendor Name Vendor Mailing Address City-State-Zip Telephone Number Address Federal Employer Identification Number (FEID) Authorized Signature (Manual) Authorized Signature (Typed) and Title 1

2 TABLE OF CONTENTS TIMELINE... 3 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001)... 4 SECTION 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000)... 4 SECTION 3.0 INTRODUCTORY MATERIALS... 4 SECTION 4.0 TECHNICAL SPECIFICATIONS... 6 SECTION 5.0 SPECIAL INTRUCTIONS TO RESPONDENTS SECTION 6.0 SPECIALCONDITIONS ATTACHMENT I EVALUATION CRITERIA ATTACHMENT II - REQUIRED CERTIFICATIONS ATTACHMENT III DEPARTMENT OF HEALTH SUBCONTRACTOR.. 26 ATTACHMENT IV STANDARD CONTRACT ATTACHMENT V DIRECT ORDER TERMS AND CONDITIONS...39 ATTACHMENT VI HIPAA BUSINESS ASSOCIATE AGREEMENT..41 2

3 TIMELINE DOH RFP EVENT DUE DATE LOCATION RFP Advertised 07/20/2012 Vendor Bid System: Evaluation Team Training 07/25/2012 Florida Department of Health, Purchasing Reservationless Conference #: (888) Conference Code #: Questions submitted in writing Anticipated Answers to Questions Sealed Proposals Due and Opened Anticipated Evaluation of Proposals Anticipated Posting of Intent to Award 07/27/ /01/ /15/2012 by 2:30PM ET 08/21/ /04/2012 Submit to: Florida Department of Health Purchasing Jessalyn Covell 4052 Bald Cypress Way, Bin B07 Tallahassee, Fl Vendor Bid System: Florida Department of Health Purchasing Jessalyn Covell 4052 Bald Cypress Way, Bin B07 Tallahassee, Fl Evaluation of proposals Note: Any Evaluation Team Meetings will be publicly noticed. Vendor Bid System: 3

4 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR1001) This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process, which is a downloadable document incorporated in this bid by reference. Please download and save this document to your computer for further review. There is no need to return this document with the bid response. SECTION 2.0 GENERAL CONTRACT CONDITIONS (PUR 1000) This section explains the General Contract Conditions (PUR 1000), which is a downloadable document incorporated in this bid by reference. Please download and save this document to your computer for further review. There is no need to return this document with the bid response. SECTION 3.0 INTRODUCTORY MATERIALS 3.1 Statement of Purpose and Programmatic Authority The purpose of this Request for Proposal (RFP) is to procure sustainability and sucession planning services for the Miami-Dade County Health Department (MDCHD). The main goal of the MDCHD is to build program and collaborative capacity for sustainability, enhance leadership, diversify membership, strengthen structure, stabilize vision-focus, instill resource balance and diversity, and evaluation through effective sustainability and succession planning. The successful respondent must comply with all applicable Federal laws, regulations, action transmittals, program instructions, review guides and similar documentation related to the following: Chapter 381, Florida Statutes. 3.2 Term It is anticipated that the formal contract resulting from this RFP shall be for a one (1) year period. The estimated annual funding is $100, Definitions Communities Putting Prevention to Work (CPPW) means community based obesity prevention campaign that will include culturally sensitive educational materials and resources aimed at supporting healthy policy, system and environmental changes, for impacting obesity, physical activity and nutrition in the Miami-Dade County area. Clients means individuals in Miami-Dade County. Contract Manager means the Department's employee responsible for enforcing the performance of contract terms and conditions. The contract manager is the Department's primary point of contact through which all contracting information flows between the Department and the provider. Corrective Action Procedures means procedures which will be used by the provider to respond to and correct deficiencies in service which have been identified by either the provider or contract manager. Fixed Price-Fixed Fee means a method of payment used when a Provider is paid a predetermined price for each unit of service delivered. A unit of service may be based on time, tasks, activities, contacts, or any combination thereof. MDCHD means the Miami-Dade County Health Department Hours of Operation means the Department s Hours of Operation are Monday through Friday, from 8:00 am - 5:00 pm, excluding holidays. 4

5 Project Manager(s) means the Provider s employee responsible for the management of the contract, scheduling and monitoring of work being performed, inspection of Services provided and the submission of payment documents for all Services completed. The project manager is the Provider s primary point of contact through which all contracting information flows between the Department and the Provider. Consortium means the Consortium for a Healthier Miami-Dade. Proposer and Respondent mean the entity that submits materials to the Department in accordance with these instructions, or other entity responding to this solicitation. The term Vendor may also be used. Proposal and Response mean the complete written response of the Proposer to the RFP/ITN, including properly completed forms, supporting documents, and attachments. Business hours means 8 A.M. to 5 P.M. Eastern Time on all business days. Calendar days counts all days, including weekends and holidays. Contract means the contract that will be awarded to the successful Respondent under this RFP/ITN, unless indicated otherwise. Contractor or Provider means the business entity to which a contract has been awarded by the Department in accordance with a proposal submitted by that entity in response to this RFP/ITN. Department, DOH or Buyer means Department of Health and may be used interchangeably. Desirable Conditions means the use of the words "should" or "may" in this solicitation to indicate desirable attributes or conditions, but which are permissive in nature. Deviation from, or omission of, such a desirable feature or condition will not in itself cause rejection of a proposal. Mandatory Requirements or Minimum Requirements, means that the Department has established certain requirements with respect to proposals to be submitted by Respondent. The use of shall, must, or will (except to indicate simple futurity) in this solicitation indicates compliance is mandatory. Failure to meet mandatory requirements will cause rejection of the bid or termination of the Contract/Direct Order. Minor Irregularity, used in the context of this solicitation and perspective Contract/Direct Order, indicates a variation from the proposal terms and conditions which does not affect the price of the response, or give the respondent an advantage or benefit not enjoyed by other Bidders, or does not adversely impact the interests of the Department. Vendor Bid System and VBS refers to the State of Florida internet-based vendor information system at Major Program Goals The major program goals of this RFP are as follows: The CPPW Project goal is to increase physical activity, improve nutritional habits, and decrease screen time in order to manage the prevalence of obesity among underserved and underinsured population. To reach those geographical areas most at risk, the CPPW Project has offered culturally appropriated programs that will promote a community-based and/or workplace based intervention across the lifespan, through policy, system, and environmental changes. In essence, to ensure that the momentum created and built through CPPW efforts are maintained, community-level change, sustainability and succession planning is essential and required. In accordance to the Center for Disease for Control and Prevention s A Sustainability Planning Guide for Healthy Communities, the Miami-Dade County Health Department seeks to fulfill the following overarching objectives : 1. Organizing and maximizing community assets and resources 2. Identify and develop short- and long-term policy strategies 3. Institutionalize policies within member organizations and communities 5

6 4. Mobilize local resources at the organization and community-level for achieving policy strategies 5. Strengthen the capacity of committee members through succession planning 6. Determine measurable impact through documentation and organization of evaluation findings, listed strategies, sustainable policy criteria, case statement, budgets, etc. 3.5 Description of Staffing and Organizational Capacity Each respondent shall include in its reply, the proposed staffing for technical, administrative, and clerical support. 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. The respondent s proposal must include: 1. A description of the staff who will provide the service, their qualifications, resumes and their number; and, 2. A table of organization; 3. A synopsis of corporate qualifications, indicating ability to manage and complete the proposed project; 4. Description of similar projects to the one proposed in the RFP that the respondent has previously performed. SECTION 4.0 TECHNICAL SPECIFICATIONS 4.1 Task List The successful respondent is solely responsible for the satisfactory performance of the tasks described in this section. 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. Replies shall demonstrate how the respondent will complete the following required tasks under this contract: The successful respondent shall perform the tasks listed below. Outcome Objective 1.1: By December 2012, a sustainability and succession plan will have been created to ensure that the momentum created and built through CPPW is maintained through community-level change (Consortium for a Healthier Miami-Dade). Deliverable: Conduct an assessment of the current structure of the Consortium for a Healthier Miami-Dade as well as the communication strategies utilized 6

7 Deliverable: Establish a process to clearly understanding of what sustainability means in the context of the consortium s policy strategies and activities Deliverable: Develop a CPPW Leadership Team annual commitment letter. Leadership team members will be requested to sign a commitment letter annually to ensure continued participation and interest. Deliverable: Obtain buy-in, from the Consortium for a Healthier Miami-Dade Executive Board committee and the CPPW Leadership Team to ensure that each agree that the need for sustainability and succession planning is essential. Deliverable: Development of a Consortium sustainability process plan (that entails CPPWrelated efforts), including a timetable. Deliverable: Establish a Consortium for a Healthier Miami-Dade sustainability and succession planning team. The team will be responsible for overseeing planning and implementation of both the sustainability and succession plan. The team should include representatives of the following organizations or corporations, but not limited to: i. External Representatives; 1. community officials 2. businesses or corporations, 3. nonprofit organizations or foundations, 4. local, regional, and state policy-making groups. ii. Internal Stakeholders: 1. Executive committee members, 2. Coalition leaders and CPPW project managers 3. Staff and volunteers (i.e. Consortium Liaison, Community Liaison, etc.) Deliverable: Submit documentation of ground rules for meeting participation. Deliverable: Conduct two (2) meetings with the CPPW leadership team, to discuss planning and to provide direction. Deliverable: Conduct ongoing monthly meetings with the Consortium for a Healthier Miami- Dade sustainability and succession planning team to discuss proposed timeline, review action items that had been accomplished and by whom, and to review remaining tasks. Deliverable: Ensure that consortium members that are not part of the planning team are continually informed and engaged. Develop communication strategies. Deliverable: Develop action-oriented task forces within respective Consortium for a Healthier Miami-Dade committee. Deliverable: Conduct an assessment of infrastructure, operational practices, and financial resources to support and sustain goals; and partner relationships and connections to determine assets and connections. Deliverable: Develop a visual map of assets and connections, as well as gaps amongst groups, based on assessment results. 7

8 Deliverable: Conduct an evaluation of the Consortium for a Healthier Miami-Dade that includes coalition and leadership structure, functionality, resources, membership; and current and pending activities/events/initiatives, policy and system changes, performance measures, and funding. Deliverable: Develop a list of community level activities, events, and initiatives that complement or duplicate the consortium strategies and activities. Deliverable: Develop a criteria that is aligned to the Consortium s mission and vision, to determine appropriate efforts and policies to sustain (i.e. criteria grid). Additional items to consider are the consortium s structure and the long-term goal of each of your policy efforts. A value-added benefit of each effort (effort selected is required to have available data) is required to be defined, based on the established criteria. Criteria are to be reviewed and approved by the planning committee. Deliverable: Prioritize activities in accordance to value-added benefits identified and evaluation data that is available. Deliverable: Develop short- or long-term SMART (specific, measurable, achievable, relevant, and time-bound) objectives and strategies for each prioritized activity. Deliverable: Utilize CPPW evaluation data to: assist with development and refinement of criteria; contribute to sustainability implementation over a period of time; and promote sustainability. Deliverable: Develop a logic model that shows the benefits of continuing proposed sustainable strategies. Deliverable: Assess the impacts of the Consortium for a Healthier Miami-Dade. Assessment should entail the impacts at the individual and at the community level (i.e. capacity, system, and policy impacts). Deliverable: Develop a report that describes the return on social investment, particularly explaining how strategies may save lives. Deliverable: Assess what to continue and prioritize, based on criteria and decision making process. Respondent will be required to utilize CPPW successes, accomplishments, and lesson learned to guide future efforts. Deliverable: Facilitate a discussion to determine the following: the consortium s current funding circumstances and each funding sources timeframes; major supporters; potential supporters; and funding gaps. Deliverable: Develop options for maintaining priority strategies (based of planning team s discussion) Deliverable: Develop a sustainability plan and corresponding action plans for each strategy. Succession Planning Deliverable: Develop a competency model that is based on knowledge, attitudes, and additional abilities. Deliverable: Conduct an (i.e. multi-rater full circle) assessment to further understand the competencies required for success as well as gaps between competencies. Deliverable: Develop and conduct a performance measure assessment. 8

9 Deliverable: Conduct an assessment to determine potential for success, particularly for advancement. Deliverable: Develop and implement a systematic individual development planning system. Deliverable: Develop a skill-set or expertise inventory system, as well as depth and development chart that exemplifies how people fall into different categories. Deliverable: Develop a systematic succession planning system to ensure development of skill sets over time, thus minimizing developmental gaps. Deliverable: Attend Consortium Executive Board meetings (monthly) to provide updates on project progress as well as to receive feedback from committee members. 4.2 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: The respondent s demonstrated technical knowledge, expertise and ability to meet the specifications stated in the Scope of Service A detailed explanation of how general maintenance and system support services will be provided, with consideration for the team structure as defined above in Department Obligations. A guarantee that the respondent understands the Department s standards is able to perform in a manner consistent with Department standards, and that system operation will not be interrupted if these standards change. Documented successful experience in providing similar services. 4.3 HIPAA Business Associate Agreement The successful respondent will be required to execute a HIPAA Business Associate Agreement and comply with all provisions of state and federal law regarding confidentiality of patient information, see Attachment VI. 4.4 Responsive and Responsible The Respondent shall complete and submit the following mandatory information or documentations as a part of the response. Any response which does not contain the information below shall be deemed non-responsive. Comment [c1]: JC to finalize last once receive final version from the program office. Attachment II - Required Certifications Cost Proposal as outlined in Section 4.5 of this RFP 4.5 Cost Proposal All respondents shall provide a cost proposal. This shall include a breakdown and explanation of all requested cost items that will be incurred as they directly relate to the proposal submitted for this RFP. The method of cost presentation will be a line-item budget. Respondents shall include only expenses directly related to the project and necessary for project implementation. 9

10 4.6 Equipment The successful respondent will be responsible for supplying, at its own expense, all equipment necessary to perform under the contract, including but not limited to computers, telephones, copiers, fax machines, maintenance and office supplies. Respondents must include any consideration for costs associated with the provision of equipment in the cost proposal in response to Section 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 its response, and declare this agreement to be in default. 4.8 Outcomes and Outputs (Performance Measures) Over the course of the resulting contract, the successful respondent will be required to complete and provide at a minimum, an acceptable performance and compliance for the following performance measures: Outcome Objective 1.1: By December 2012, a sustainability and succession plan will have been created to ensure that the momentum created and built through CPPW is maintained through community-level change (Consortium for a Healthier Miami-Dade). Performance Measure: Conduct an assessment of the current structure of the Consortium for a Healthier Miami-Dade as well as the communication strategies utilized Reporting Frequency: The successful respondent must submit documentation of assessment tool and results within thirty (30) days of execution of contract or as agree upon during the contract negotiation. Performance Measure: Establish a process to clearly understanding of what sustainability means in the context of the consortium s policy strategies and activities Reporting Frequency: The successful respondent must submit sustainability process outline within thirty (30) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measure: Develop a CPPW Leadership Team annual commitment letter. Leadership team members will be requested to sign a commitment letter annually to ensure continued participation and interest. Reporting Frequency: The successful respondent must submit signed copies of letters from leadership team members within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. 10

11 Performance Measure: Obtain buy-in, from the Consortium for a Healthier Miami-Dade Executive Board committee and the CPPW Leadership Team to ensure that each agree that the need for sustainability and succession planning is essential. Reporting Frequency: The successful respondent must submit a commitment letter that is signed by each Consortium Executive Board member within thirty (30) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measure: Development of a Consortium sustainability process plan (that entails CPPW-related efforts), including a timetable. Reporting Frequency: The successful respondent must submit a process plan that is aligned with the consortium s mission and vision, by the end of the contract term. The plan should include a timeline and proposed benchmarks. Performance Measure: Establish a Consortium for a Healthier Miami-Dade sustainability and succession planning team. The team will be responsible for overseeing planning and implementation of both the sustainability and succession plan. The team should include representatives of the following organizations or corporations, but not limited to: iii. External Representatives; 1. community officials 2. businesses or corporations, 3. nonprofit organizations or foundations, 4. local, regional, and state policy-making groups. iv. Internal Stakeholders: 1. Executive committee members, 2. Coalition leaders and CPPW project managers 3. Staff and volunteers (i.e. Consortium Liaison, Community Liaison, etc.) Reporting Frequency: The successful respondent must ensure team members participate in monthly team meetings. The structure of the meeting should entail the following, but not limited: discussion about the timeline, accomplished tasks, and tasks that still required fulfillment. Supporting documentation of attendance, agenda, copies of presentation, worksheets, and minutes should be submitted monthly. Performance Measures: Submit documentation of ground rules for meeting participation. Reporting Frequency: The successful respondent must submit documentation of ground rules for meeting participation within thirty (30) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Conduct two (2) meetings with the CPPW leadership team, to discuss planning and to provide direction. Reporting Frequency: The successful respondent must submit documentation of committee meetings by the end of the contract term. Performance Measures: Conduct ongoing monthly meetings with the Consortium for a Healthier Miami-Dade sustainability and succession planning team to discuss proposed timeline, review action items that had been accomplished and by whom, and to review remaining tasks. 11

12 Reporting Frequency: The successful respondent must submit documentation of planning team meetings, monthly or as agreed upon during contract negotiation. Performance Measure: Ensure that consortium members that are not part of the planning team are continually informed and engaged. Develop communication strategies. Reporting Frequency: Submit documentation of communication strategies to effectively inform and engaged consortium members. Furthermore, successful respondent must submit documentation of information being shared at committee meetings as well as appropriate media channels (i.e. internet, newsletter, etc.). Performance Measures: Develop action-oriented task forces within respective Consortium for a Healthier Miami-Dade committee. Reporting Frequency: The successful respondent must submit a list of action-oriented task force members within 30 days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Conduct an assessment of infrastructure, operational practices, and financial resources to support and sustain goals; and partner relationships and connections to determine assets and connections. Reporting Frequency: The successful respondent must submit an assessment report within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop a visual map of assets and connections, as well as gaps amongst groups, based on assessment results. Reporting Frequency: Submit a copy of a finalized visual map within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Conduct an evaluation of the Consortium for a Healthier Miami-Dade that includes coalition and leadership structure, functionality, resources, membership; and current and pending activities/events/initiatives, policy and system changes, performance measures, and funding. Reporting Frequency: The successful respondent must submit a comprehensive report of consortium efforts that includes coalition and leadership structure, functionality, resources (i.e. staffing and funding), membership; and current and pending activities/events/initiatives, policy and system changes, and performance measures within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop a list of community level activities, events, and initiatives that complement or duplicate the consortium strategies and activities. Reporting Frequency: The successful respondent must submit a list of community-level activities, events, and initiatives that complement or duplicate the consortium strategies and activities of within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop a criteria that is aligned to the Consortium s mission and vision, to determine appropriate efforts and policies to sustain (i.e. criteria grid). Additional items to consider are the consortium s structure and the long-term goal of each of your policy efforts. A value-added benefit of each effort (effort selected is required to have available data) is required to be defined, based on the established criteria. Criteria are to be reviewed and approved by the planning committee. 12

13 Reporting Frequency: The successful respondent must submit a criteria that has been approved by the planning committee within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Prioritize activities in accordance to value-added benefits identified and evaluation data that is available. Reporting Frequency: The successful respondent is required to submit documentation of prioritize activities based on the value-added benefits and available evaluation data, within ninety (90) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop short- or long-term SMART (specific, measurable, achievable, relevant, and time-bound) objectives and strategies for each prioritized activity. Reporting Frequency: Submit documentation of develop and approved SMART objectives for each prioritized activity within ninety (90) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Utilize CPPW evaluation data to: assist with development and refinement of criteria; contribute to sustainability implementation over a period of time; and promote sustainability. Reporting Frequency: Successful respondent is required to submit documentation of reviewing evaluation data (CPPW evaluation data) to further develop and refine criteria. Finalize criteria is required to be submitted within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures; Develop a logic model that shows the benefits of continuing proposed sustainable strategies. Reporting Frequency: Successful respondent is required to review CPPW lessons learned prior to developing a logic model. Submit documentation of approved logic model within sixty (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Assess the impacts of the Consortium for a Healthier Miami-Dade. Assessment should entail the impacts at the individual and at the community level (i.e. capacity, system, and policy impacts). Reporting Frequency: The successful respondent must submit assessment results by the end of the contract term. Performance Measures: Develop a report that describes the return on social investment, particularly explaining how strategies may save lives. Reporting Frequency: The successful respondent must submit final report by the end of the contract term. Performance Measures: Assess what to continue and prioritize, based on criteria and decision making process. Respondent will be required to utilize CPPW successes, accomplishments, and lesson learned to guide future efforts. Reporting Frequency: The successful respondent must submit a report and a decision-making flow-chart within ninety (90) days of execution of the contract or as agreed upon during the contract negotiation. 13

14 Performance Measures: Facilitate a discussion to determine the following: the consortium s current funding circumstances and each funding sources timeframes; major supporters; potential supporters; and funding gaps. Reporting Frequency: The successful respondent will be required to submit documentation of the outcome of topics discussed with one-hundred and twenty (120) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop options for maintaining priority strategies (based of planning team s discussion) Reporting Frequency: The successful respondent will be required to submit documentation of options for maintaining priority strategies. Performance Measure: Develop a sustainability plan and corresponding action plans for each strategy. Reporting Frequency: The successful respondent will be required to submit a sustainability plan by the end of the contract term. The plan should entail the following elements: executive summary, situational analysis, criteria to determine program value-added benefits, sustainability planning goals, sustainability strategies, and action plan by strategy. Succession Planning Performance Measures: Develop a competency model that is based on knowledge, attitudes, and additional abilities. Reporting Frequency: The successful respondent will be required to submit documentation of competency model developed within (30) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Conduct an (i.e. multi-rater full circle) assessment to further understand the competencies required for success as well as gaps between competencies. Reporting Frequency: The successful respondent will be required to submit assessment results within (60) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop and conduct a performance measure assessment. Reporting Frequency: The successful respondent will be required to submit assessment results within one-hundred and twenty (120) days of execution of the contract or as agreed upon during the contract negation. Performance Measures: Conduct an assessment to determine potential for success, particularly for advancement. Reporting Frequency: The successful respondent will be required to submit assessment results within one-hundred and twenty days (120) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop and implement a systematic individual development planning system. 14

15 Reporting Frequency: The successful respondent will be required to submit assessment results within one-hundred and twenty (120) days of execution of the contract or as agreed upon during the contract negation. Performance Measures: Develop a skill-set or expertise inventory system, as well as depth and development chart that exemplifies how people fall into different categories. Reporting Frequency: The successful respondent will be required to submit individual development plans developed within one-hundred and twenty days (120) days of execution of the contract or as agreed upon during the contract negotiation. Performance Measures: Develop a systematic succession planning system to ensure development of skill sets over time, thus minimizing developmental gaps. Reporting Frequency: The successful respondent will be required to submit documentation of implemented system by the end of the contract term. Performance Measures: Attend Consortium Executive Board meetings (monthly) to provide updates on project progress as well as to receive feedback from committee members. Reporting Frequency: The successful respondent must submit documentation of attending committee meetings, monthly. 4.9 Coordination with Other Entities The successful respondent will coordinate with the Miami-Dade County Health Department and Consortium for a Healthier Miami-Dade member organization to facilitate the performance of tasks or services under the contract. Failure of other entities does not alleviate the successful responded from any accountability for tasks or services the successful respondent is obligated to perform pursuant to the contract Department Obligations 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 4.1 Task List. The support and assistance, or lack thereof shall not relieve the successful respondent 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 This project is funded by the Centers of Disease Control and Prevention s Communities Putting Prevention to Work Initiative (Grant #1U58DP ). Matching There is no matching requirement for this project. Allowable and Unallowable Expenditures 15

16 The following lists of allowable and unallowable costs were created solely to be used as a helpful guide for successful respondents. These lists do not supersede the federal or state definitions of allowable and unallowable costs. Allowable costs - must be reasonable and necessary and may include, but are not limited to the following: Personnel to implement worksite wellness collaborative activities Project related expenses, such as office supplies, postage, copying, and advertising for the worksite wellness initiative Outreach expenses and incentives (i.e. promotional items, signage, etc.) Programmatic initiatives to address the CPPW goals and strategies Unallowable costs - include, but are not limited to the following: Building alterations or renovations Direct services (e.g., hiring grant writers to prepare competitive grant applications, supporting direct patient services such as counseling) Fringe benefits for temporary employees Fund raising activities Food or beverages Travel within state nor out-of-state Invoicing and Payment of Invoice The Department shall pay the providers using a fixed price/fixed fee method of payment for the delivery of services provided in accordance with the terms and conditions of the agreement. Payment is contingent upon the submission of: a properly completed invoice as described in the next paragraph; required supporting documentation; approval of said documentation by the program manager; and compliance with other requirements of the contract. Payment may be authorized only for the service units and activities that are in accordance with those identified in the agreement and that are in compliance with the terms and conditions. Providers shall submit a properly completed invoice for payment within 5 days following the end of the service period. In addition to the invoice, a monthly and quarterly progress report and other supporting documentation as required by the Department shall be submitted using the forms provided. Notwithstanding any other provisions of the agreement, failure of the provider to provide the services and activities as specified under the resulting contract may result in the Department reducing or withholding payment. The following documents shall be submitted: Monthly Submissions to DOH: 1) A properly completed invoice 2) A properly completed monthly progress report 3) Documentation such as receipts, canceled checks, paid invoices, timesheets, etc. 4) Other reports as required Quarterly Submissions to DOH:. 1) A properly completed quarterly progress report 2) Supporting documentation 3) Other reports as required 16

17 4.13 Evaluation of Proposal Each response will be evaluated and scored based on the criteria defined in Attachment I. Evaluation sheets will be used by the Evaluation Team to designate the point value assigned to each proposal. 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 score will be selected for award Recipient/Sub-Recipient of State and Federal Funds Documentation: Provider is required to maintain separate accounting of revenue and expenditures of funds under this contract and each CSFA or CFDA number identified on Exhibit I attached hereto The following documentation shall be submitted by proposers participating in this solicitation: Documentation: Provider is required to maintain separate accounting of revenues and expenditures of funds under this contract and each CSFA or CFDA number identified on Exhibit I attached hereto in accordance with generally accepted accounting practices and procedures. Expenditures which support Provider activities not solely authorized under this contract must be allocated in accordance with applicable laws, rules and regulations, and the allocation methodology must be documented and supported by competent evidence. Provider must maintain sufficient documentation of all expenditures incurred (e.g. invoices, canceled checks, payroll detail, bank statements, etc.) under this contract which evidences that expenditures are: 1. Allowable under the contract and applicable laws, rules, and regulations; 2. Reasonable; and 3. Necessary in order for Provider to fulfill its obligations under this contract. The aforementioned documentation is subject to review by the Department and/or the State Chief Financial Office and Provider will timely comply with any requests for documentation. Financial Report: The Provider shall submit a quarterly financial report stating, by line item, all expenditures made as a direct result of services provided through the funding of this contract to the Department within 45 days of the end of each quarter. Each report must be accompanied by a statement signed by an individual with legal authority to bind Provider certifying that these expenditures are true, accurate, and directly related to this contract. Spending Plan: If this contract is funded with federal awards and/or state financial assistance, and the Provider is determined to be a recipient or sub-recipient pursuant to OMB Circular A- 133 and/or (2)(m) and (v), F.S. (2004), as indicated on Exhibit I, Provider must ensure that funding received under this contract in excess of expenditures is remitted to the Department within 45 days of the earlier of the expiration of, or termination of, this contract unless, prior to the expiration of this contract, the Provider has submitted a Spending Plan to the Department which has been approved, in writing, by the Department. The Spending Plan must outline the plan for expending the excess funds in a period of no more than 90 days unless a longer period is agreed to by the Department and shall be submitted to the Department no later than fifteen (15) business days following the identification of the excess amount. The Department s approval or disapproval of the Spending Plan will be in writing no later than 10 days after receipt of the Spending Plan. Any excess funds that remain unexpended after the agreed upon time period will be returned to the Department forthwith. 17

18 SECTION 5.0 SPECIAL INTRUCTIONS TO RESPONDENTS The following Special Instructions shall take precedence over Section 1.0 General Instructions to Respondents. PUR1001 unless a statutorily required provision in the PUR 1001 supersedes. 5.1 Instructions For Submittal Proposals may be sent via U.S. Mail, Overnight, Courier, or Hand-Delivered to the location as identified in the Timeline. Electronic submission of responses will not be accepted for this solicitation. This Special Instruction takes precedence over General Instruction #3 in PUR1001. Proposals must be submitted in a sealed envelope/package with the solicitation number and the date and time of the bid opening clearly marked on the outside. The Department is not responsible for any envelope which is not properly marked. It is the responsibility of the respondent to assure their response is submitted at the proper place and time indicated in the Timeline. The Department s clocks will provide the official time for response/reply receipt and opening. Late responses/replies will not be accepted. 5.2 Instructions For Formatting Respondents are required to complete, sign, and return the Title Page with their responses (Mandatory Requirement). The response should be single-spaced. Include 1) table of contents, 2) index, 3) appendices, 4) experience and 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 should be at least as large as the font type you are currently reading (Arial 11). One (1) original response, five (5) copies of the response, and one electronic copy of the response on a CD. The electronic copy should contain the entire response as submitted, including all supporting and signed documents. RFP Section Subject Proposal Page 5.2 Title Page 3.1 & 3.4 Response to Introduction 4.1 & 4.2 Task List & Description of Approach to Performing Task 3.5 Description of Staffing and Organizational Capacity 18

19 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. 5.3 Public Records and Trade Secrets 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 or administrative rule or regulation requiring otherwise, shall be made available for inspection and copying by any person upon request as provided in Art. I, Sec. 24, Fla. Constit. and Chapter 119, F.S. It is expressly understood that any state contractor s refusal to comply with these provisions of law shall constitute an immediate breach of the contract resulting from this ITB entitling the department to unilaterally terminate the contract. The successful bidder will be required to 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 ITB shall be retained by the successful respondent for a period of six years after the termination of the resulting contract or longer as may be required by any renewal or extension of the contract. During this period, the successful bidder shall provide any documents requested by the Department in its standard word processing format (currently Microsoft Word 6.0). If this standard should change, the successful vendor shall adopt the new standard at no cost to the department. Data files will be provided in a format directed by the department. The successful bidder agrees to maintain the confidentiality of all records required by law or administrative rule to be protected from disclosure. The successful bidder 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 failure to comply with the public records law or an improper disclosure of confidential information and promises to defend the department against the same at its expense. 5.4 Public Records and Trade Secrets Notwithstanding any provisions to the contrary, public records shall be made available pursuant to the provisions of the Public Records Act. If the respondent considers any portion of its response to this solicitation to be confidential, exempt, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the respondent must segregate and clearly mark the document(s) as CONFIDENTIAL. Simultaneously, the Respondent will provide the Department with a separate redacted paper and electronic copy of its response with the claimed protected information redacted and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Solicitation name, number, and the name of the respondent on the cover, and shall be clearly titled REDACTED COPY. The Redacted Copy shall be provided to the Department at the same time the respondent submits its response and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, trade secret or otherwise not subject to disclosure. Further, the respondent shall protect, defend, and indemnify the Department for any and all claims arising from or relating to the determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the respondent fails to submit a redacted copy with its response, all 19

20 records submitted are public records and the Department shall produce all documents, data or records submitted by the respondent in answer to a public records request. 5.5 Inquiries These instructions take precedence over General Instruction #5 in PUR1001. Questions related to this solicitation must be received, in writing (either via U.S. Mail, courier, e- mail, fax, or hand-delivery), by the contact person listed below, within the time indicated in the Timeline. Oral inquiries or those submitted after the period specified in the Timeline will not be answered. Answers to questions submitted in accordance with the RFP Timeline will be posted on the MyFlorida.com Vendor Bid System web site: All inquiries must be submitted to: Florida Department of Health Attention: Jessalyn Covell 4052 Bald Cypress Way, Bin B07 Tallahassee, FL NOTE: FLORIDA LAW: 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 or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Section (23), Florida Statutes 5.6 Special Accommodations Any person who requires special accommodations at DOH Purchasing because of a disability should contact the DOH Purchasing Office at (850) at least five (5) work days prior to any pre-offer conference, response opening, or meeting. If you are hearing or speech impaired, please make contact through the Florida Relay Service, at (TDD). 5.7 Minority and Service-Disabled Veteran Business - Participation The Department of Health encourages minority and women-owned business (MWBE) and service-disabled veteran business enterprise (SDVBE) participation in all its solicitations. Bidders are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for information on becoming a certified MWBE or SDVBE or for names of existing businesses who may be available for subcontracting or supplier opportunities. 5.8 Subcontractors The successful respondent 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. Anticipated subcontract agreements known at the time of the proposal submission and the amount of the subcontract must be identified in the proposal. If a subcontract has been identified at the time of the proposal submission, a copy of the proposed subcontract must be submitted to the department. No subcontract that the respondent enters into with respect to 20