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Florida Department of Elder Affairs

INVITATION TO NEGOTIATE (ITN)

Electronic Training Program ITN # DOEA 11/12-005

TABLE OF CONTENTS SECTION 1: PURPOSE AND GENERAL INFORMATION

1.1 Purpose

1.2 Background

1.3 Glossary 1.3.1 Solicitation Definitions 1.3.2 Program Specific Definitions

1.4 Issuing Officer

1.5 Calendar of Events

1.6 Accessibility for Disabled Persons

SECTION 2: SPECIAL CONDITIONS 2.1 Negotiation Process

2.2 Responsiveness 2.3 Costs of Developing, Submitting Proposals, and Ownership

2.4 Addenda

2.5 Respondents Inquiries 2.6 Conflict of Interest and Disclosure 2.7 Contract 2.8 Subcontracting 2.9 Diversity 2.10 Vendor Registration

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2.11 General Conditions and Instructions

2.12 Confidential, Proprietary, Copyrighted, or Trade Secret Material 2.13 Alternative Replies 2.14 Amendments to the Solicitation Documents

SECTION 3: PROVISION OF SERVICES

3.1 Scope of Services

3.2 Major Program Goals

3.3 Task List 3.3.1 Tasks 3.3.2 Deliverables

3.4 Material Provisions and Use 3.5 Task Limits 3.6 Communication 3.7 Subcontractors 3.8 Department Determinations 3.9 Reports 3.10 Invoicing and Payment of Invoices 3.11 Cost Proposal

SECTION 4: INSTRUCTIONS FOR PROPOSAL

4.1 Proposal 4.1.1 Transmittal Letter 4.1.2 Narrative Discussion 4.1.3 Cost Proposal 4.1.4 Description of Relevant Experience 4.1.5 A project rollout and completion schedule 4.1.6 Description of resources 4.1.7 Customer References 4.1.8 Entity Information Form

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4.2 Labeling

4.3 Copies of Proposals

4.4 Document Delivery

4.5 Inspection or Examination of Proposals

4.6 Execution of Proposal

SECTION 5: EVALUATION OF PROPOSAL

5.1 Department Review

5.2 Fatal Criteria 5.3 Proposal Evaluation

SECTION 6: AWARD NOTICE

6.1 Selected Vendors

6.2 Negotiations 6.3 Notice of Final Award

SECTION 7: DISCLAIMER SECTION 8: PROTESTS ATTACHMENT I: ENTITY INFORMATION FORM ATTACHMENT II: ASSESSMENT INSTRUCTIONS FORM 701D ATTACHMENT III: COMPREHENSIVE ASSESSMENT FORM 701B ATTACHMENT IV: FLORIDA DEPARTMENT OF ELDER AFFAIRS, STANDARD

CONTRACT AND ATTACHMENTS

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SECTION 1: PURPOSE AND GENERAL INFORMATION 1.1 PURPOSE: The Florida Department of Elder Affairs (the Department or DOEA) is issuing this

solicitation to select a vendor to complete the following work: 1) developing a multi-media electronic training program for the modified 701B comprehensive client assessment that can easily and at low cost be modified by Department staff to reflect changes in the assessment, and 2) providing training and guidance to Department staff on how to modify the training material for each subject module.

1.2 BACKGROUND: The Department’s assessment instrument is used by DOEA staff and partners in Florida’s Aging Network to collect information to determine level of care, identify the needs of the aged and disabled service population, prioritize services, and design client care plans. In collaboration with DOEA staff, partners in the Aging Network, experts in geriatric medicine, and nationally renowned scholars in elder care, the Department has developed an updated version of the assessment instrument to better assess the needs of the service population. The new assessment instrument will be faster to administer and more flexible to allow for additional detail where necessary. The training program shall be designed to provide guidance and examples on how to use the 701B assessment, in a way that complements the written instruction materials and highlights the issues of importance within each module.

1.3 GLOSSARY

1.3.1. Solicitation Definitions

Contract: The award issued by DOEA to the successful Respondent to this ITN, which shall incorporate, among other provisions, the contents of this ITN and the successful Respondent’s proposal. Offeror/Proposer/Respondent/Vendor: Any firm or person who submits a proposal to the Department in response to this ITN. Proposal: All information and materials submitted by a Respondent in response to this ITN.

1.3.2. Program Specific Definitions

701B: The DOEA instrument used by various partners in the Aging Network to perform a comprehensive assessment of an individual’s condition and identify any areas of need where services and/or informal networks should be developed. Aging Network: A wide range of organizations and providers of publicly-funded aging services, including the Department of Elder Affairs, the Area Agencies on Aging, case management agencies, and local and regional service providers. CARES (Comprehensive Assessment and Review for Long-Term Care): Florida’s federally mandated pre-admission screening program for nursing home applicants. DOEA CARES staff performs client assessments to determine the medical eligibility for nursing facility care and Medicaid waivers. Case Management: A client-centered service that assists individuals in identifying physical, mental, emotional and material needs and problems through an interview and assessment

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process; discussing and developing a plan for services that addresses these needs; arranging and coordinating agreed-upon services; and monitoring the quality and effectiveness of the services. Case Management Agency: A private, non-profit or for-profit corporation, or a county government agency, affiliated through formal agreement with the Department that provides the service of case management.

1.4 ISSUING OFFICER: The Issuing Officer shall be the sole point of contact from the date of the

release of this ITN until a notice of intended award or decision is posted by the Department. All questions and requests for clarification should be in writing (includes fax and email) and directed to the Issuing Officer below.

Shelia McKinnon Florida Department of Elder Affairs 4040 Esplanade Way Tallahassee, Florida 32399-7000 (850) 414-2003 - Fax mckinnonsk@elderaffairs.org

Pursuant to s. 287.057(24), F.S., 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.

1.5 CALENDAR OF EVENTS

ITN Posted and available on the Florida Vendor Bid System (VBS) at http://myflorida.com/apps/vbs/vbs_www.main_menu

March 26, 2012

Due date for receipt of written questions April 2, 2012

Post answers to written questions on the VBS at http://myflorida.com/apps/vbs/vbs_www.main_menu

On or about April 9, 2012

Proposal due date. Proposals opened in room 215P, 4040 Esplanade Way, Tallahassee, FL 32399-7000

April 13, 2012, 2:00 pm

Post notice of Respondent(s) selected for negotiations On or about April 20, 2012

Negotiations with selected Respondent(s) On or about April 25-30, 2012

Post Notice of Intent to Award on the VBS at: http://myflorida.com/apps/vbs/vbs_www.main_menu

On or about May 4, 2012

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Listed above are important dates/times by which actions must be taken or completed. All times are listed in Eastern Time, local time in Tallahassee, FL. If the Department finds it necessary to update any of the dates/times noted it will be accomplished by an Amendment to the ITB. It is the responsibility of Respondent to monitor the VBS for any changes to the timeline.

1.6 ACCESSIBILITY FOR DISABLED PERSONS: If a special accommodation is needed,

please advise the Issuing Officer no later than five working days prior to the event. SECTION 2: SPECIAL CONDITIONS

2.1 NEGOTIATION PROCESS: This is a negotiation process. The DOEA reserves the right to

accept alternative means of accomplishing requirements, with reasonable assurance of satisfactory results, without addendum to the ITN. Any such alternative(s) proposed should be clearly identified by the Respondent in its proposal. The evaluation criteria set forth herein, and their relative weights, are also subject to modification in the negotiation process.

2.2 RESPONSIVENESS: The Department reserves the right to determine which proposals meet the material requirements of this ITN and which Respondents are responsive.

2.3 COSTS OF DEVELOPING, SUBMITTING PROPOSAL, AND OWNERSHIP: Neither the

Department nor the State is liable for any of the costs incurred by a Respondent in preparing and submitting a proposal. All proposals become the property of the Department upon receipt and will not be returned to the Respondents once opened. The Department shall have the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this ITN. Selection or rejection of the proposal will not affect this right.

2.4 ADDENDA: Any and all addenda to this ITN will be issued in writing and posted on the Florida

Vendor Bid System at:

http://myflorida.com/apps/vbs/vbs_www.main_menu It is the sole responsibility of Respondents to this solicitation to monitor the Vendor Bid System for any new or changed information relative to this procurement. The Department is not liable for any amendment or other information not received by the Respondent due to the Respondent’s failure to monitor the Vendor Bid System (VBS).

2.5 RESPONDENTS INQUIRIES: Inquiries concerning the ITN must be addressed to the Issuing

Officer in writing only. Inquiries via FAX and EMAIL are acceptable. Telephone calls will not be accepted. Any inquiries must be submitted no later than the date specified in the Calendar of Events, Paragraph 1.5. All written responses to questions will be prepared and posted on the Vendor Bid System as an addendum on or about the date specified in the Calendar of Events. No individual responses will be provided.

2.6 CONFLICT OF INTEREST AND DISCLOSURE: The award hereunder is subject to the

provisions of Chapter 112, Florida Statutes. Respondents must disclose with their proposals whether any officer, director, employee or agent is also an officer or an employee of the Department, the State of Florida, or any of its agencies. All Respondents must disclose the name of any state officer or employee who owns, directly or indirectly, an interest of five percent (5%)

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or more in the Respondent’s firm or any of its branches or affiliates. All Respondents must also disclose the name of any employee, agent, lobbyist, previous employee of the Department, or other person, who has received or will receive compensation of any kind, or who has registered or is required to register under s.112.3215, F.S., in seeking to influence the actions of the Department in connection with this procurement.

2.7 CONTRACT: The contract between the Department and the successful Respondent shall

incorporate this ITN, addenda to this ITN, and the Respondent’s proposal. In the event of a conflict in language among any of the documents referenced herein, the provisions and requirements of the contract shall govern. The contract shall be awarded in accordance with Rule 60A-1.002(9), Florida Administrative Code (FAC), and all applicable state and federal statutes. The initial awarded contract term shall be for six (6) months. This contract is contingent upon satisfactory performance and subject to the availability of funds. The Department shall not be liable for any costs incurred by the Respondent for any work performed before a contract is signed by both parties.

As provided in s. 287.042(16)(a), F.S., other state agencies may purchase from the resulting contract, provided that the Department of Management Services has determined that the contract’s use is cost-effective and in the best interest of the State. Upon such approval, the contractor may, at its discretion, sell these commodities or services to additional agencies, upon the terms and conditions contained herein. The contract resulting from this ITN may be identified as an Alternate Contract Source by the Department of Management Services (DMS) and, if so, will be posted on the DMS website for use by other agencies in accordance with Rule 60A-1.047, FAC.

2.8 SUBCONTRACTING: The contractor is responsible for all work performed and for all

commodities produced pursuant to this contract, whether actually furnished by the contractor or its subcontractors. Any subcontracts shall be evidenced by a written document and subject to any conditions of approval the Department deems necessary. The contractor further agrees that the Department shall not be liable to the subcontractor in any way or for any reason. The contractor, at its expense, will defend the Department against any such claims.

2.9 DIVERSITY: The State of Florida is committed to supporting its diverse business industry and

population through ensuring participation by minority, women, and service-disabled veteran business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and service-disabled veteran business enterprises with private corporations for business development mentoring. We strongly encourage firms doing business with the State of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915.

The state is dedicated to fostering the continued development and economic growth of small, minority, women, and service-disabled veteran business enterprises. Participation by a diverse group of Vendors doing business with the state is central to this effort. To this end, it is vital that small, minority, women, and service-disabled veteran business enterprises participate in the state’s procurement process as both contractors and subcontractors in this solicitation. Small, minority, women, and service-disabled veteran business enterprises are strongly encouraged to contribute to this solicitation. Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Diversity at:

http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd/.

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The contractor shall submit documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority, women, and service-disabled veteran business enterprises.

The Department, when considering two or more bids, proposals, or replies for the procurement of commodities or contractual services, at least one of which is from a certified service disabled veteran business enterprise, that are equal with respect to all relevant considerations, including price, quality, and service, shall award such procurement or contract to the certified service-disabled veteran business enterprise. Notwithstanding s.287.057(12), F.S., if a service-disabled veteran business enterprise entitled to the vendor preference under this section and one or more businesses entitled to this preference or another vendor preference provided by law submit bids, proposals, or replies for procurement of commodities or contractual services that are equal with respect to all relevant considerations, including price, quality, and service, then the state agency shall award the procurement or contract to the business having the smallest net worth. (For information on Certification Procedures for Vendor Preference programs, contact Thad Fortune, Certification Administrator, Office of Supplier Diversity, (850) 487-9863 or email: Thad.Fortune@dms.myflorida.com.)

Quarterly Reports of revenue paid to certified W/MBE and certified SDVBE contractors (agents or subcontractors) as a result of any award shall be provided to the Agency Purchasing Office by the Prime contractor on an Agency by Agency (or other eligible user) level.

2.10 VENDOR REGISTRATION: Each vendor doing business with the State for the sale of

commodities or contractual services as defined in s287.012, F.S., shall register in the MyFloridaMarketPlace system, unless exempted under subsection 60A-1.030(3), Florida Administrative Code. Information about the registration is available and registration may be completed at the MyFloridaMarketPlace website (link under Business on the state portal at www.myflorida.com (http://www.myflorida.com). Those lacking internet access may request assistance from the MyFloridaMarketPlace Customer Service at 866-352-3776 or from State Purchasing, Department of Management Services, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

2.11 GENERAL CONDITIONS AND INSTRUCTIONS: The standard “General Contract

Conditions” Form PUR 1000, and the standard “General Instructions to Respondents” Form PUR 1001, are hereby incorporated by reference. The forms are available on the internet at http://dms.myflorida.com/purchasing.

2.12 CONFIDENTIAL, PROPRIETARY, COPYRIGHTED, OR TRADE SECRET

MATERIAL: The Department takes its public records responsibilities as provided under Chapter 119, Florida Statutes and Article I, Section 24 of the Florida Constitution, very seriously. If Respondent considers any portion of the documents, data or records submitted in reply to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, Respondent must also simultaneously provide the Department with a separate redacted copy of its reply 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 Department’s

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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 Respondent submits its reply to the solicitation 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 reply are confidential, trade secret or otherwise not subject to disclosure. Further, Respondent shall protect, defend, and indemnify the Department for any and all claims arising from or relating to Respondent’s determination that the redacted portions of its reply are confidential, proprietary, trade secret or otherwise not subject to disclosure. If Respondent fails to submit a Redacted Copy with its reply, the Department is authorized to produce the entire documents, data or records submitted by Respondent in answer to a public records request for these records. Copyrighted material will be accepted as part of the reply or a negotiation session only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff, agents and public record requests. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes.

2.13 ALTERNATE REPLIES: Alternate replies and exceptions to this solicitation are not permitted. If the Respondent has any issue with the requirements or terms and conditions of this solicitation, such issues shall be presented to the Department and addressed by the Department during the question and answer phase of the solicitation (see section 2.4). Including alternate replies or exceptions to this solicitation in any response may result in the response being deemed non-responsive to the solicitation.

2.14 AMENDMENTS TO THE SOLICITATION DOCUMENTS: The Department shall post

amendments to the solicitation documents on the Florida Vendor Bid System (VBS) at http://vbs.dms.state.fl.us/vbs/search.criteria_form, by selecting “Department of Elder Affairs” in the “Agency” drop down box. Each Respondent is responsible for monitoring the VBS for new or changing information.

SECTION 3: PROVISION OF SERVICES 3.1 SCOPE OF SERVICES: DOEA is seeking a vendor to develop electronic training materials

composed of subject area modules to accompany the sections of the 701B comprehensive client assessment. Users should have the option to print screens and to save portions of material off-line for personal use. Where appropriate, content within modules should include guidance for Aging Network case management agency staff to aid in the identification of gaps in and need for services and the determination of care plans, and the modules on functional limitations, health conditions and therapies should include special considerations for DOEA CARES assessors responsible for determining level of care. A test measuring attendees’ mastery of the material shall be provided following each module, culminating in a certificate of completion upon successful achievement. The content will be reviewed by Department staff and selected Aging Network partners, and revised by the contractor to meet Department satisfaction. The training shall be created in easy to use, inexpensive software that can be later modified easily by Department staff. An in-person training demonstration on how to update the training modules shall be provided by the contractor to DOEA staff along with a document that provides detailed instructions on how to update the training materials.

3.2 MAJOR PROGRAM GOALS: The primary goals under this project are to develop a web-

based, hosted, easy to use, training program for the modified 701B comprehensive client

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assessment that, with a short training session, can easily and at low or no cost be modified by Department staff in the future.

3.3 TASK LIST: The Respondent shall address all areas of work within this task list. The Respondent’s technical approach will demonstrate thorough understanding and insight into this project. At a minimum this section should address:

3.3.1 Tasks

(1) The training shall be created in easy to use, inexpensive software than can be later modified easily by Department staff at low or no cost. The selected vendor will be responsible for selecting software that is easy to use, easy to update and inexpensive or free.

(2) The selected vendor will be responsible for developing an electronic training seminar to accompany and relate to the newly revised assessment. The vendor shall include one or more options for hosting the training materials and test scores. Fees for hosting must be included in the proposal.

(3) The vendor may design the training with different means of imparting the information; these might include media such as voice recordings, animation, video, embedded presentations and photos. Additional points will be awarded if proposals specify software that accommodates the development of training that is easy to follow, informative, interesting to participants and presents information in a variety of ways.

(4) The training shall incorporate instruction about how to conduct an assessment in a variety of settings (nursing homes, private residences, hospitals, etc.), how to complete the assessment form, convey essential information about determining level of care, and explain the process of using the form to identify needs, supports and gaps in services.

(5) The training should be developed in separate subject area section modules that can be stopped and started, and viewed separately from one another. Each module should highlight important aspects of the section and provide a variety of examples and scenarios to illustrate the best use of the assessment. Additional points will be awarded if proposals include details regarding how users can save their progress and return to it later.

(6) The training should be developed in such a manner that every screen must be viewed (no skipping) and provide training coordinators with the ability to track performance details about test takers, such as length of time to complete.

(7) Each section of the training should be followed by a short quiz to measure trainees’ understanding of the material provided, and a longer test at the end to ensure comprehensive understanding. Individual performance on the tests should be aggregated at the end to indicate if the individual has met the 80% threshold needed for certification. Additional points will be awarded if proposals include details regarding an automated redirect to the material missed.

(8) Test material should be mixed so that no two exams are alike. This could be accomplished by random selection from a bank of questions (i.e., if the test has 25 items, have at least 100 in the test bank to pick from).

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(9) The vendor should propose how data can be stored from all tests taken, to afford for later analyses, and should discuss how test data can be rights secured so that only authorized staff can access it.

(10) Question level analyses must be readily available on all tests and scores, so that problems with the tests can be identified and process improvement can be made by staff in the future. Additional points will be awarded if proposals include details regarding the capacity to aggregate and analyze results.

(11) The vendor shall develop instructions to Departmental staff explaining how to modify electronic training modules to accommodate changes in the assessment. The contractor will conduct training with Department staff on using the software and develop written instructions detailing how to modify the electronic training materials.

3.3.2 Deliverables

The successful Respondent shall provide the Department with the following deliverables:

(1) Description of Methodology to be used to accomplish the tasks identified in Paragraphs 3.1, Scope of Services, and 3.3.1, Tasks. This deliverable will be due two weeks after initial meeting with the Department, and no later than one month after contract execution. This will serve as a means for the Department to ensure that the contractor has a thorough understanding of the issues and ensure that all relevant issues are addressed.

(2) Weekly Progress Reports that describe progress and decisions made, due by the end of each week after acceptance of the ITN.

(3) Final Electronic Training Program must include all modules incorporating all sections of the assessment. The last complete draft shall be completed and submitted to the Department by August 1, 2012 for final comments and requested revisions. The final training program with all edits incorporated must be submitted by August 13th, 2012.

(4) DOEA Staff Training Seminar shall be completed by August 20th, 2012 and final instructions documents must be submitted by August 31st, 2012. The staff training seminar and instruction document must include the following parts: a) How to update, revise, add and delete content within the training program

modules. b) How to retrieve score data and training program feedback data at the individual

and aggregate levels. c) How to change the end of module tests, scoring system and training coordinator

information.

(5) Schedule of additional deliverables

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Meet with DOEA to collect relevant materials and examples, and to discuss preferences, comments, concerns, and needs for the training program. -

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Submit Training project methodology description to the Department for review and approval (per 3.3.3.1 above) -

Submit first draft of section A of the training program. -

Receive and incorporate feedback from DOEA on section A. -

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4 Submit first draft of section B of the training program. -

Receive and incorporate feedback from DOEA on section B. -

Submit second draft of sections A and B with all DOEA edits implemented. -

Submit first invoice in the amount of ten percent of total job. 10%

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k 5 Submit first draft of section C of the training program. -

Receive and incorporate feedback from DOEA on section C. -

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Submit first draft of section D of the training program. -

Receive and incorporate feedback from DOEA on section D. -

Submit second draft of sections C and D with DOEA edits implemented. -

Submit second invoice in the amount of fifteen percent of total job. 15%

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k 7 Submit first draft of section E of the training program. -

Receive and incorporate feedback from DOEA on section E. -

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Submit first draft of section F of the training program. -

Receive and incorporate feedback from DOEA on section F. -

Submit second draft of sections E and F with DOEA edits implemented. -

Submit third invoice in the amount of ten percent of total job. 10%

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k 9 Submit first draft of section G of the training program. -

Receive and incorporate feedback from DOEA on section G. -

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Submit first draft of section H of the training program. -

Receive and incorporate feedback from DOEA on section H. -

Submit second draft of sections G and H with DOEA edits implemented. -

Submit fourth invoice in the amount of fifteen percent of total job. 15%

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Submit first draft of section I of the training program. -

Receive and incorporate feedback from DOEA on section I. -

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Submit first draft of section J of the training program. -

Receive and incorporate feedback from DOEA on section J. -

Submit second draft of sections I and J with DOEA edits implemented. -

Submit fifth invoice in the amount of ten percent of total job. 10%

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Submit first draft of section K of the training program. -

Receive and incorporate feedback from DOEA on section K. -

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Submit first draft of section L of the training program. -

Receive and incorporate feedback from DOEA on section L. -

Submit second draft of sections K and L with DOEA edits implemented. -

Submit sixth invoice in the amount of fifteen percent of total job. 15%

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Submit final draft of entire training program. -

Receive and incorporate feedback from DOEA. -

Submit a revised draft of the training program with all DOEA edits implemented for final review. -

After completing all revisions and submitting final versions to DOEA, submit final invoice in the amount of twenty-five percent of total job. 25%

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3.4 MATERIAL PROVISIONS AND USE: Ownership of all data, materials, and reports originated with and prepared exclusively for the Department pursuant to any contract resulting from this ITN shall belong to the Department. In addition, the successful Respondent will conduct evaluations and revise all materials as necessary throughout the term of the awarded contract.

3.5 TASK LIMITS: The successful Respondent shall not perform any tasks related to the project

other than those described in Paragraph 3.3 without the express written consent of the Department.

3.6 COMMUNICATION: Frequent communication between the Department and the successful

Respondent will be required under this project. The successful respondent must select a project manager to act as a single point of contact. The successful respondent shall have, at a minimum, weekly calls with the Department to discuss the project.

3.7 SUBCONTRACTORS: The successful Respondent will be required to assume responsibility

for all services performed or produced by it and its subcontractors. The Department will consider the primary successful Respondent to be the sole point of contact and responsible for contractual matters, including invoicing and payment of any and all charges resulting from the contract. All payments shall be made to the contractor and under no circumstances shall the Department make payments to any subcontractor.

3.8 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.

3.9 REPORTS: The Department requires expeditious performance of the services sought by this

ITN. As a monitoring tool, the successful respondent shall provide the Department with frequent and regular informative progress reports as described in Paragraph 3.3.3.

3.10 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 agreement. The method and frequency of payments to the contractor will be indexed to the successful completion of the deliverables to the satisfaction of the Department. All invoices will be reviewed for accuracy. After approval, the invoice will be processed for payment. Payments shall be made in accordance with s.215.422, F.S.

3.11 COST PROPOSAL: The Respondent shall prepare a cost proposal for all program requirements

as listed in Paragraphs 3.1, Scope of Services, and 3.3, Task List. The cost proposal shall indicate the Respondent’s proposed cost, including the costing method (e.g., unit cost, hourly rate, subscription for services, etc.). In particular, the cost proposal should include all costs for software for developing, hosting and editing content. The cost proposal should also include any travel and material costs for providing on-site training to Department staff. The cost proposal shall not to exceed $60,000.

SECTION 4: INSTRUCTIONS FOR PROPOSAL

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4.1 PROPOSAL: This ITN is a two-stage process of contractor selection. In the first stage, each interested Respondent is to submit a proposal by the date and time set forth in Paragraph 1.5, “Calendar of Events.” Proposals must contain: 4.1.1 Transmittal Letter. On letterhead stationery, identify the proposal as "Proposal to the

State of Florida Department of Elder Affairs for the Electronic Training Program, ITN #_______.” Identify the name, address, telephone number of Respondent, name and title of Chief Executive Officer or authorized representative submitting the proposal, names of any and all joint proposing firms or subcontractors, and the name, address, telephone number of the person the Department may contact for information if needed.

4.1.2 A Narrative Discussion of the proposal and how the Respondent will meet or exceed the specifications in Paragraph 3.3, Task List, specifically addressing the following: (1) Paragraph 3.3.1, Tasks

a. Technical components should include: web-hosted, multi-media, tracking, data storage, rights, individual features, separate subject modules, ability to save modules, as well as ease of modification.

(2) Paragraph 3.3.3, Deliverables

4.1.3 Cost Proposal: All costs associated with the services to be provided pursuant to this ITN for an amount not to exceed $60,000, subject to negotiation and availability of funds. See Paragraph 3.11 of this ITN for a description of what should be provided in this section.

4.1.4 Relevant experience, work product, and personnel resources to be assigned to this project, including a brief description of qualifications. Content of prior work should illustrate technical experience and demonstrate the following: clarity of writing, concept illustration, ease of use, simplicity, engaging and creative examples, subject area expertise, and appropriateness for Department users.

4.1.5 A project rollout and completion schedule, including the estimated time to complete

the work outlined in this Invitation to Negotiate. 4.1.6 A description of the Respondent’s resources available to support the project (i.e.,

computer, phone, Internet). 4.1.7 Customer References: The State is interested in the Respondent’s experience and

performance in developing a multi-media electronic training programs that can easily and at low cost be modified by Department staff and in providing training and guidance on how to modify the training material. Interested vendors should include three customer references including the customer’s name, point of contact, telephone number, project beginning and ending dates, and an explanation as to the relevance or similarity to this project. Failure to provide the required customer references or failure to provide accurate and current contact information for each reference will be construed as being non-responsive. Vendors are also encouraged to provide copies of (or links to) previous work that is demonstrative of their ability to develop such programs.

4.1.8 Entity Information Form. This form is attached to this ITN.

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NOTE: (1) Above should be typed single-sided on 8.5 X 11 inch white paper, with a Times New Roman, 12 font size, and should not exceed 60 single-spaced pages. The proposal should be submitted with Respondent's name and page number on each page.

4.2 LABELING: The face of the envelope or other container shall contain the following information

as applicable:

ITN NUMBER Title of ITN Name of Respondent

4.3 COPIES OF PROPOSALS: Respondents shall deliver an ORIGINAL, THREE (3) COPIES

OF THE PROPOSAL, and A CD COPY to the Department no later than the date and time indicated in the Calendar of Events to the Issuing Officer. One copy of the proposal must be unbound so the Department can make additional copies if needed. See Paragraphs 1.4 and 1.5.

4.4 DOCUMENT DELIVERY: It is the Respondent's responsibility to ensure that its proposal is

delivered by the proper time at the office identified in Paragraph 1.4 of this ITN. Proposals, which for any reason are not timely received, may not be considered. Late proposals may be declared non-responsive, and may not be scored. Unsealed and/or unsigned proposals and those submitted by telegram, telephone, or facsimile transmission or other electronic means are not acceptable.

4.5 INSPECTION OR EXAMINATION OF PROPOSALS: Proposals are not public records

subject to the provisions of Section 119.07(1), Florida Statute, until such time as the Department provides notice of a decision pursuant to Section 120.53(5), Florida Statutes, or until 10 days after opening, whichever is earlier.

4.6 EXECUTION OF PROPOSAL: Each proposal must contain the company name and F.E.I.D. or

Social Security number and the original signature of an authorized representative of the Respondent.

SECTION 5: EVALUATION OF PROPOSALS 5.1 DEPARTMENT REVIEW: The Department will appoint an Evaluation Committee that will

evaluate all responsive proposals in accordance with the criteria contained below. The Department may also have the proposals or portions of them reviewed and evaluated by independent third parties or other personnel with technical or professional experience that relates to the work or to a criterion in the evaluation process. The Department will select Respondents for the negotiations process. Notice of the selected Respondents to enter the negotiations phase of this ITN will be posted on the Vendor Bid System, on or about the date and time indicated in the Calendar of Events, Paragraph 1.5, at:

http://myflorida.com/apps/vbs/vbs_www.main_menu

5.2 FATAL CRITERIA

Failure to provide the following will render proposal non-responsive, and the proposal will not be evaluated.

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Transmittal Letter. On letterhead stationery, identify the proposal as “Proposal to the State of Florida Department of Elder Affairs for the Electronic Training Program, ITN #_______.” Identify the name, address, telephone number of Respondent, name and title of Chief Executive Officer or authorized representative submitting the proposal, names of any and all joint proposing firms or subcontractors, and the name, address, telephone number of the person the Department may contact for information if needed.

__Yes__No

Customer References: The State is interested in the Respondent’s experience and performance in developing a multi-media electronic training programs that can easily and at low cost be modified by Department staff and in providing training and guidance on how to modify the training material. Include three references including the customer’s name, point of contact, telephone number, project beginning and ending dates, and an explanation as to the relevance or similarity to this project.

__Yes__No

Entity Information From. This form is attached to this ITN. __Yes__No

Cost Proposal: All costs associated with the services to be provided pursuant to this ITN. See Paragraph 3.11 of this ITN for a description of what should be provided in this section.

__Yes__No

Timeline: A project rollout and completion schedule including all tasks pursuant to this ITN. Timeline must adhere to the 21-week deliverables schedule; see Paragraph 3.3.2.

__Yes__No

Ease of Modification: All proposals must demonstrate the ease and low cost to modify the electronic training materials by Department staff. __Yes__No

PROPOSAL EVALUATION: Responsive proposals will be evaluated on the following basis:

The maximum number of points a proposal may receive for all elements is 100.

PARAGRAPH 4.1— POSSIBLE POINTS

TOTAL POINTS

A Narrative Discussion of the proposal and how the Respondent will meet or exceed the specifications in Section 3, Provision of Services, and Section 4.1, Proposal, specifically addressing the following:

(100 points total)

(1) Paragraph 4.1.2, Tasks and Deliverables 0 - 40 (2) Paragraph 4.1.4 Relevant experience, work product,

and personnel resources 0 - 30

(3) Paragraph 4.1.7 Customer references 0 - 30

SECTION 6: AWARD NOTICE

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6.1 SELECTED VENDORS: The names of the Respondents with whom the Department will enter into the negotiations process pursuant to this Invitation to Negotiate will be posted on the VBS on or about the date indicated in the Calendar of Events, Paragraph 1.5.

http://myflorida.com/apps/vbs/vbs_www.search.criteria_form

6.2 NEGOTIATIONS: Negotiations will take place on or about the date specified in the Calendar

of Events, Paragraph 1.5. During this process, the Department anticipates the Scope of Work for the project to be negotiated. As to the Invitation to Negotiate process, Section 287.057(1)(c), F.S., provides in part:

(c) Invitation to negotiate.—The invitation to negotiate is a solicitation used by an agency which is intended to determine the best method for achieving a specific goal or solving a particular problem and identifies one or more responsive vendors with which the agency may negotiate in order to receive the best value.

4. The agency shall evaluate replies against all evaluation criteria set forth in the Invitation to Negotiate in order to establish a competitive range of replies reasonably susceptible of award. The agency may select one or more vendors within the competitive range with which to commence negotiations. After negotiations are conducted, the agency shall award the contract to the responsible and responsive vendor that the agency determines will provide the best value to the State, based on the selection criteria.

Using the evaluation criteria specified above, in accordance with Section 287.057, F.S., in order to establish a competitive range of replies reasonably susceptible of award, the Department will evaluate and rank the replies and, at the Department’s sole discretion, proceed to negotiate with Respondent(s) as follows: A. The highest ranked Respondent(s) will be invited to negotiate a contract, including the

prospective compensation models. Respondents are cautioned to propose their best possible offers in their initial reply as failing to do so may result in them not being selected to proceed to negotiations. If necessary, the Department will request revisions to the proposal submitted by the top-rated Respondent(s) or amend any specification in this ITN until it is satisfied that the proposal will serve the State’s needs and is determined to provide the best value for the State.

B. The Department reserves the right to negotiate with any or all responsive and responsible Respondents serially or concurrently, to determine the best-suited solution. The ranking of replies indicates the perceived overall benefits of the proposed solution, but the Department retains the discretion to negotiate with other qualified Respondents as deemed appropriate.

C. Before award, the Department reserves the right to seek clarifications, to request reply revisions, and to request any information deemed necessary for proper evaluation of replies. Respondents that proceed to negotiations will be required to make a presentation / demonstration, and may be required to provide additional references, an opportunity for a site visit, etc. The Department reserves the right to require attendance by particular representatives of the Respondent. Any written summary of presentations or

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demonstrations provided by the Respondent shall include a list of persons attending on behalf of the Respondent, a copy of the agenda, copies of all visuals or handouts, and shall become part of the Respondent’s reply. Failure to provide requested information may result in rejection of the reply.

D. As part of the negotiation process, the Department may check references provided to obtain independent verification of the information provided in the Reply and to assess the extent of success of the projects associated with those references. The Department also reserves the right to contact references not provided by the Respondent. Respondents may be requested to provide additional references. The results of the reference checking may influence the final negotiation and selection of the vendor.

E. In submitting a reply a Respondent agrees to be bound to the terms of the General and Special Contract Conditions. Proposed e-mail solutions and compensation models should assume those terms apply, but the Department reserves the right to negotiate different terms and related price adjustments if the Department determines that it provides the best value to the State.

F. The Department reserves the right to reject any and all replies if the Department determines such action is in the best interest of the State. The Department reserves the right to negotiate concurrently or separately with competing Respondents. The Department reserves the right to accept portions of a competing Respondent’s reply and merge such portions into one project, including contracting with the entities offering such portions. The Department reserves the right to waive minor irregularities in replies.

G. At the conclusion of negotiations, the Department may issue a written request for best and final offer(s) to one or more of the Respondents with which the negotiation team has conducted negotiations. The Respondent’s best and final offers will be returned to the negotiation team for review. Thereafter the negotiation team may meet in a public meeting to determine which offer constitutes the best value to the state based upon the selection criteria as described in subsection E above. The Negotiation Team’s decision will be based whose proposal the Negotiation Team has determined best meets the primary goals and provides the best value.

6.3 NOTICE OF FINAL AWARD will be posted on or about the date indicated in the Calendar

of Events, Paragraph 1.5, on the Vendor Bid System at:

http://myflorida.com/apps/vbs/vbs_www.search.criteria_form SECTION 7: DISCLAIMER The Department of Elder Affairs reserves the right to reject all proposals submitted, suspend and/or withdraw from negotiations at any time if the Department deems it to be in the best interest of the State of Florida.

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SECTION 8: PROTESTS Pursuant to s. 120.57(3)(b), F.S., with respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, a notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date the notice of protest is filed. Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2)(c) of the Florida Statutes and Chapter 28-110 of the Florida Administrative Code. Questions to the Issuing Officer shall not constitute formal notice of a protest. It is the Department's intent to ensure that specifications are written to obtain the best value for the State and that specifications are written to ensure competitiveness, fairness, necessity and reasonableness in the solicitation process. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

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ATTACHMENT I

Entity Information Form

Official Entity Name: ________________________________________________________________________

Federal Employer Identification Number (including the State of Florida Offeror Sequence Number): ______________________ Physical Address: ___________________________________________________________________________

Mailing Address (if different): _________________________________________________________________

Telephone Number: ________________________________ Fax Number: ______________________________

Name of Contracting Officer: _______________________________ Title: _____________________________ (This individual must have the authority to bind the Respondent, as evidenced by submission of documentation from the governing board if this individual is not the owner or Chief Executive Officer/President of the company) Respondent’s Contract Manager Name: _______________________ Title: ______________________________

Mailing Address: ____________________________________________________________________________

Telephone Number : ___________________________ Email Address: _________________________________

Is the Proposing Entity a “DBA” or “Doing Business As” Yes No

If yes, please explain why: ____________________________________________________________________

Certifications

On behalf of ___________________________, this document certifies that the _________________________: • Agrees to all terms and conditions contained in the Invitation to Bid for which this bid is submitted.

• Has met all conditions and requirements of this ITB, including that neither it nor its principals are presently debarred, suspended, or proposed for debarment, or have been declared ineligible or voluntarily excluded from participation in this procurement/contract by any federal or state Department or agency. If the Respondent is unable to certify to any part of this statement, such Respondent shall include an explanation in the transmittal letter.

• Neither anyone acting on its behalf has contacted anyone, between the release of the solicitation and due date of this solicitation, 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.

• Neither anyone acting on its behalf or with an interest in the Respondent’s firm has: o Had a contract that was not competitively procured to perform a feasibility study for the potential implementation of a subsequent contract, or o Participated in the drafting of this solicitation, o Developed a program for future implementation dealing with the specific subject matter of this solicitation.

____________________________________ _____________________ Signature Date ___________________________________ Official Title

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ATTACHMENT II

DOEA 701B

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ATTACHMENT III

DOEA 701D

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ATTACHMENT IV

DOEA standard contract