STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES OFFICE OF CHILD CARE REGULATION AND BACKGROUND SCREENING

Transcription

1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES OFFICE OF CHILD CARE REGULATION AND BACKGROUND SCREENING REQUEST FOR PROPOSALS ACCREDITATION MANAGEMENT AND EDUCATIONAL SUPPORT SERVICES RFP-# 08C13AP1 Commodity Code #:

2 TABLE OF CONTENTS ACCREDITATION MANAGEMENT AND EDUCATIONAL SUPPORT SERVICES 4 SECTION 1. INTRODUCTION Introduction to the Procurement Statement of Purpose Term of the Agreement Contact Person and Procurement Manager Definitions Supporting Documentation Small, Minority, and Florida Certified Veterans Business Participation...7 SECTION 2. RFP PROCESS General Overview of the Process Official Notices and Public Records Protests and Disputes Limitations on Contacting Department Personnel and Others Schedule of Events and Deadlines Solicitation Conference Call Written Inquiries Receipt of Proposals and Waiver of Minor Irregularities Request to Withdraw Proposal Cost of Preparation of Proposal Form PUR Department s Reserved Rights...12 SECTION 3. MINIMUM SPECIFICATIONS 3.1 Vendor Qualifications Minimum Programmatic Specifications Minimum Financial Specifications Composition of the Contract Order of Precedence Vendor Registration in MyFloridaMarketPlace...20 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE RFP How to Submit a Proposal Content of the Proposal Proposal Format Public Records and Trade Secrets...26 SECTION 5. THE SELECTION METHODOLOGY Application of Mandatory Requirements

3 5.2 Evaluation Methodology Department s Reserved Rights Relating to Contract Award Posting Notice of Award...30 APPENDIX I - CERTIFICATE OF SIGNATURE AUTHORITY 31 APPENDIX II - VENDOR S CERTIFICATIONS 32 APPENDIX III- BUDGET SUMMARY AND DETAIL INSTRUCTIONS 36 APPENDIX IV - PROJECT BUDGET SUMMARY 38 APPENDIX V- PROPOSED COST ALLOCATION PLAN 39 APPENDIX VI- MANDATORY REQUIREMENTS CHECKLIST 40 APPENDIX VII - EVALUATION MANUAL 42 APPENDIX VIII - RATING SUMMARY SHEET 46 APPENDIX IX - RATING SHEET FOR PROGRAMATIC PROPOSAL 47 Criterion 1 - Understanding of the Purpose of Services Criteria...47 Criterion 2 - Organizational Qualifications Criteria:...48 Criterion 3 - Technical Capability Criteria:...49 Criterion 4 - Project Staffing Criteria:...50 Criterion 5 - Project Management Criteria:...51 Criterion 6 - Vendor s Approach and Solution Criteria:...52 Criterion 7 - Financial Stability Criteria:...53 Criterion 8 - Cost Proposal Evaluation Criteria:

4 SECTION 1. INTRODUCTION 1.1 Introduction to the Procurement. The Department of Children and Families (Department), Office of Child Care Regulation and Background Screening, is issuing this solicitation to interested parties for the purpose of obtaining accreditation management and educational support services. This solicitation is issued in accordance with the provisions of section , Florida Statutes, Chapter 60A-1 of the Florida Administrative Code (F.A.C.), and applicable Department policies and procedures. Any person interested in responding to the solicitation must comply with any and all of the terms and conditions described in the solicitation. A failure to read, understand, or comply with the terms of the solicitation may result in the Department s inability to accept or fully consider the response. 1.2 Statement of Purpose. The Department is seeking proposals from interested vendors to: Assist with the Department s compliance with statutory and administrative rule requirements for managing and evaluating new and renewal applications from accreditation agencies, approval and issuance of Gold Seal Quality Care designations to child care providers; and evaluation and approval of Florida Child Care Professional Credential (FCCPC) training providers. This contract will also support the dissemination of information for public awareness as provided in sections (4), (5), (9) and (6), F.S., to include help in determining appropriate child care options and best practices, child care regulation pamphlets, brochures, publications, semi-annual FCCPC newsletters and triannual newsletters for child care licensing staff, child care providers, and community partners. Educational support services will be provided through scholarships for approved specialized training, coordination/hosting an annual statewide training for the Department s child care licensing staff, and support educational efforts through collaboration with statewide training registries. The educational support services will focus on professional development, empower frontline child care staff with support and tools needed to deliver quality services, and apply proven best practices to maximize efficiencies and outcomes that ultimately promote the health and safety of children in child care. 1.3 Term of the Agreement. The anticipated start date of the resulting contract is October 11, The contract shall end on October 10, The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments; provided, however, that the Department may negotiate a lower price at the time of renewal. 4

5 1.4 Contact Person and Procurement Manager. This RFP is issued by the Department. The mailing address and contact point for all communication regarding this RFP is: Michael Boland, Senior Management Analyst Supervisor (Procurement Manager) Florida Department of Children and Families 1317 Winewood Blvd., Building 6, Room 385 Tallahassee, Florida All contact with the Procurement Manager shall be in writing via electronic mail, U.S. mail, or other common courier. No facsimiles or telephone calls will be accepted for any reason. 1.5 Definitions Contract Terms Contract terms used in this RFP can be found in the Department s Glossary of Contract Terms, which is hereby incorporated by reference and maintained at the following website: Program or Service Specific Terms CF-FSP Form 5191 Birth Through Five Florida Child Care Professional Credential (FCCPC) Training Program Application-Exhibit A CF-FSP Form 5257 School-Age Florida Child Care Professional Credential (FCCPC) Training Program Application-Exhibit B CF-FSP Form 5315 Gold Seal Quality Care Accreditation Application- Exhibit C Early Childhood Education Refers to coursework, certification, a credential or degree that specializes in children ages birth through eight (8) FCCPC A Department-approved training program that consists of a minimum of 120 hours of early childhood training, 480 contact hours with children ages birth through eight (8), and at least two (2) methods of formal assessment. Two (2) age group credentials are available; Birth Through Five and School- Age FCCPC Training Program Provider Training agencies or educational institutions accredited by the Florida Department of Education, licensed by the Florida Commission for Independent Education, or that have met sponsorship criteria prior to June 30, 2005 as defined on versions of CF-FSP Forms 5191 and 5257 prior to April Gold Seal Quality Care Accrediting Association An accrediting agency approved by the Department and designated as a Gold Seal Quality Care Accrediting Association. Requirements for approval are outlined on CF-FSP Form 5315, Gold Seal Quality Care Accreditation Application. 5

6 Gold Seal Quality Care Designation The recognition of a child care program or child care provider that has been accredited by an accrediting association approved by the Department, pursuant to section (1), F.S., and has applied for and been issued the Department s Gold Seal Quality Care designation certificate Gold Seal Quality Care Providers Child care facilities, large family child care homes, and licensed family day care homes that are accredited by one of the recognized accrediting associations listed in statute or approved by the Department Office of Child Care Regulation Program within the Department that is statutorily responsible for the administration of child care licensing, registration and training of Florida licensed and registered child care providers Project Team Leader Individual who manages the Gold Seal Quality Care Accrediting Association and FCCPC Provider applications and support documentation for review, recruits review committee and subject matter team members as needed and appropriate, disseminates review material to committee members as needed and appropriate, communicates with members of applying accreditation associations and training providers regarding application process and status, coordinates conference calls as needed with review committee members, and confers with Office of Child Care Regulation and Background Screening staff Professional Training Registry A high quality, coordinated, documented, and accessible state career development system to promote a well trained/educated, and supported early childhood and school-age workforce. It is an information system that promotes quality educational services, professional growth and development, captures data on practitioners, provides a framework for career levels, and verifies training/education Subject Matter Expert Individual(s) who have knowledge of Florida Statutes, sections , Florida Statutes, and chapters 65C-20 and 65C-22, F.A.C., theories and best practices in early childhood education/child growth and development, adult learning strategies, and provision of child care services who participate on the Gold Seal review committee and FCCPC evaluation committee, as applicable. This Space Intentionally Left Blank 6

7 1.6 Supporting Documentation Standard Contract The Department s Standard Contract contains general contract terms and conditions required by the Department for all Respondents. The Department s Standard Contract is available as a separate document on the Vendor Bid System along with this RFP Exhibit A CF-FSP Form 5191, Birth Through Five Child Care Professional Credential (FCCPC) Training Program Application, March 2009 is located on the child care information website at: Exhibit B CF-FSP Form 5257, School-Age FCCPC Training Program Provider Application, March 2009 s located on the child care information website at: Exhibit C CF-FSP Form 5315, Gold Seal Quality Care Accreditation Application, March 2009 is located on the child care information website at: Small, Minority, and Florida Certified Veterans Business Participation. Small Businesses, Certified Minority, and Florida Certified Veterans Business Enterprises are encouraged to participate in any scheduled conferences, conference calls, pre-solicitation, or pre-proposal meetings. All vendors shall be accorded fair and equal treatment. SECTION 2. RFP PROCESS 2.1 General Overview of the Process. Proposals that meet the Mandatory Requirements of this RFP (see Section 5.1) and are otherwise responsive will be eligible for evaluation. Oral presentations by vendors may be permitted as part of the evaluation process. Following the evaluation and the Secretary s decision regarding the recommended ranking, the Department will post a notice of intended contract award, identifying the vendor(s) selected for award. 2.2 Official Notices and Public Records Notices Regarding the RFP All notices, decisions, intended decisions, addenda, and other matters relating to this procurement will be electronically posted on the Department of Management Services (DMS) Vendor Bid System (VBS) website located at: In order to find postings at such location: 1. Click on Search Advertisements 7

8 2. Under Agency select Department of Children and Families 3. Scroll down to the bottom of the screen and click on Initiate Search It is the responsibility of prospective vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this RFP Public Records All electronic and written communications pertaining to this RFP, whether sent from or received by the Department, are subject to the Florida public records laws. Section 4.4 addresses the submission of trade secret and other information exempted from public inspection. 2.3 Protests and Disputes Time Limits for Filing Protests Any person who is adversely affected by the decision or intended decision made by the Department pursuant to this RFP shall file with the Department a notice of protest in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the notice of decision, or intended decision. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed Protests of Terms, Conditions and Specifications With respect to a protest of the terms, conditions and specifications contained in this solicitation, including any provisions governing the methods for ranking proposals, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract, the notice of protest shall be filed in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the solicitation. For purposes of this provision, the term the solicitation includes any addendum, response to written questions, clarification or other document concerning the terms, conditions, or specifications of the solicitation. The formal written protest shall be filed within ten (10) days after the date the notice of protest is filed Protest Bond Requirement When protesting a decision or intended decision (including a protest of the terms, conditions and specifications contained in the solicitation), the protestor must post a bond equal to one percent (1%) of the Department s estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor. If no contract price was submitted, the Department shall provide the estimated contract amount to the protestor within 72 hours (excluding Saturdays, Sundays, and state holidays) after the notice of protest has been filed. The estimated contract amount is not subject to protest pursuant to s (3), F. S. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A REJECTION OF THE PROTEST. In lieu of a bond the Department may accept a cashier s check, official bank check, or money order in the amount of the bond. 8

9 2.3.4 Filing a Protest A notice of protest, formal protest, and bond are filed when received by the contact person listed in Section 1.4 above. Filing may be achieved by handdelivery, courier, US Mail or facsimile transfer. Filing by shall not be accepted. All methods of delivery or transmittal to the Department s contact person shall remain the responsibility of the protestor and the risk of non-receipt or delayed receipt shall be upon the protestor. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN S (3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S. 2.4 Limitations on Contacting Department Personnel and Others General Limitation Prospective vendors or persons acting on their behalf may not contact Department personnel or any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the contact person identified in Section 1.4 above or as provided in this solicitation, between the release of this RFP and the end of the 72-hour period (Saturdays, Sundays and state holidays excluded) following the Department's posting of the notice of intended award. Any such contact by an affiliate, a person with a relevant business relationship with a prospective vendor, or an existing or prospective subcontractor to a prospective vendor is assumed to be on behalf of a prospective vendor unless otherwise shown Violation of Contact Limitations Violation of the provisions of Section of this RFP will be grounds for rejecting a proposal, if determined by the Department to be material in nature. This Space Intentionally Left Blank 9

10 2.5 Schedule of Events and Deadlines. ACTIVITY DATE TIME Eastern RFP advertised and released on Florida VBS: *Solicitation Conference (Call) to be held: Submission of written inquiries must be received by: 8/13/13 5:00 p.m. 9/3/13 2:00 p.m. 9/6/13 5:00 p.m. ADDRESS DMS VBS Electronic Posting site: Dept. of Children & Families Office of Child Care Regulations Call in: Pin: Attn: Michael Boland Dept. of Children & Families Office of Child Care Regulation 1317 Winewood Blvd, Bldg 6, Rm 385 Tallahassee, FL Section Reference Deadline for Department's Response to Inquiries: Sealed Proposals must be received by the Department: *Proposal Opening and Review of Mandatory Requirements: *Evaluation Team Meeting *Debriefing Meeting of the Evaluators and ranking of the proposals: Anticipated posting of Intended Contract Award: Anticipated Effective Date of Contract: 9/10/13 5:00 p.m. 9/30/13 2:00 p.m. 9/30/13 2:30 p.m. 10/1//13 10/2/13 10:00 a.m. 10:00 a.m. 10/3/13 5:00 p.m. DMS VBS Electronic Posting site: Attn: Michael Boland Dept. of Children & Families Office of Child Care Regulation 1317 Winewood Blvd, Bldg 6, Rm 385 Tallahassee, FL Office of Child Care Regulation 1317 Winewood Blvd, Bldg 6, Rm 385 Tallahassee, FL Dept. of Children & Families Office of Child Care Regulation 1317 Winewood Blvd, Bldg 6, Rm 385 Tallahassee, FL Dept. of Children & Families Office of Child Care Regulation 1317 Winewood Blvd, Bldg 6, Rm 385 Tallahassee, FL VBS Electronic Posting site: /11/13 N/A N/A *All vendors are hereby notified that the meetings noted with an asterisk above (*) are open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from vendors or other members of the public (except for the Solicitation Conference, in which comments and questions will be taken from vendors) ,

11 Note: All times in the event schedule are local times for Eastern time zone. Although the Department may choose to use additional means of publicizing the results of this RFP, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. 2.6 Solicitation Conference Call. The purpose of the Solicitation Conference (Call) is to review the RFP with interested vendors so that areas of misunderstanding or ambiguity are clarified. The Department encourages all prospective vendors to participate in the Solicitation Conference, during which vendors may pose questions. The Solicitation Conference (Call) for this RFP will be held at the time and date specified in the Schedule of Events and Deadlines (Section 2.5) Official Department Responses Only responses posted on the VBS website are to be considered official Department responses to questions Participation is Not a Pre-requisite 2.7 Written Inquiries. Participation in the solicitation conference is not a pre-requisite for acceptance of proposals from prospective vendors. Other than during the Solicitation Conference (Call) prospective vendor questions will only be accepted if submitted in writing to the Procurement Manager specified in Section 1.4 via electronic mail, U.S. mail, or other delivery service, and received on or before the date and time specified in Section 2.5, Schedule of Events and Deadlines. No questions will be accepted by facsimile or telephone. Copies of the responses to all inquiries, and related clarifications or addenda if made to the RFP, will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS website at: Receipt of Proposals and Waiver of Minor Irregularities Proposal Deadline Proposals must be received by the Department no later than the date and time provided in Section 2.5 at the address listed in the Schedule of Events and Deadlines. All methods of delivery or transmittal to the Department s contact person shall remain the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be upon the prospective vendor Binding Proposals By submitting a proposal, each vendor agrees that its proposal shall remain a valid offer for at least ninety (90) days after the proposal opening date and that, in the event the contract award is delayed by appeal or protest, such 90-day period is extended until entry of a final order in response to such appeal or protest. 11

12 2.8.3 Changes to Proposals After Submission Prohibited Except as provided in Section , no changes, modifications, or additions to the proposal submitted (after the deadline for proposal opening has passed) will be accepted by or be binding on the Department. The Department reserves the right to correct minor irregularities as provided in Section , but is under no obligation to do so Receipt Statement Proposals that are not received at the specified place by the specified date and time will be rejected and returned unopened to the vendor by the Department. The Department will retain one unopened original for use in the event of a dispute. 2.9 Request to Withdraw Proposal. A written request to withdraw a proposal, signed by the vendor, may be considered if received by the Department within seventy-two (72) hours after the proposal opening time and date as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious vendor error Cost of Preparation of Proposal. By submitting a proposal, a vendor agrees that the Department is not liable for any costs incurred by the vendor in responding to this RFP Form PUR The standard General Instructions to Respondents Form PUR 1001 (10/06) is hereby incorporated into this solicitation by reference as if fully recited herein. Sections 3, 4, 5, and 17 of the Form PUR 1001 are not applicable to this RFP. In the event of any conflict between Form PUR 1001 and this RFP, the terms of this RFP shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes, in which case the term contained in Form PUR 1001 shall take precedence. The Form PUR 1001 form is available at: Department s Reserved Rights Waiver of Minor Irregularities The Department reserves the right to waive minor irregularities when doing so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this RFP which does not affect the price of the proposal or give the vendor a substantial advantage over other vendors and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities, but is under no obligation to do so. When correcting minor irregularities, the Department may request vendor to provide clarifying information or additional materials to correct the minor irregularity. However, the Department will not request and a vendor shall not provide additional materials that affect the price of the proposal, or give the vendor an advantage or benefit not enjoyed by other vendors. 12

13 Reserved Rights After Notice of Award The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen discussions with any vendor at any time prior to execution of a contract Withdrawal of RFP The Department reserves the right to withdraw the RFP at any time, including after an award is made, when doing so would be in the best interest of the State of Florida, and by doing so assumes no liability to any vendor Other Reserved Rights The Department reserves all rights described elsewhere in this RFP. SECTION 3. SPECIFICATIONS 3.1 Vendor Qualifications Experience The Provider must have a demonstrated history of successfully providing assessment/evaluation services, educational support services, public awareness outreach, and event planning services Staff Qualifications The Provider must provide the staff qualifications for those staff that will be designated to support the requirements specified in Section 3.2 of this RFP Professional Qualifications The Project Team Leader shall meet the following educational and experience requirements: Bachelors degree or higher in early childhood education, child growth and development or closely related field, and experience in a child care setting serving children ages birth through eight (8) years. All members of review teams (subject-matter experts) must have the ability to: Understand and apply theories and best practices in early childhood education/child growth and development, emergent literacy, and the provision of child care services. Be familiar with adult learning strategies and teaching methods. Design and implement review processes that ensure compliance to criteria and that can identify shortfalls. Effectively communicate verbally and in writing to provide clear and concise recommendations and feedback reports and collect data as needed. Refrain from activities that would be considered a conflict of interest. 13

14 3.1.4 Staffing Levels Function as part of a team that works together to achieve inter-rater agreement. Meet established timeframes. The Provider must maintain sufficient staff to deliver the services specified in this RFP. 3.2 Minimum Programmatic Specifications Program Requirements Evaluate and recommend approval or denial of initial and renewal applications submitted by accrediting associations seeking Department approval to become or continue as a Gold Seal Quality Care Accrediting Association which shall include the following: Coordinate, manage, and direct committee reviews. List of team reviewers will be coordinated with the Department pursuant to section (3)(b), Florida Statutes. Develop tools to track submitted applications from intake to final determination or approval. These tools shall include the date the Gold Seal Quality Care Accreditation Application was received; the date the application was assigned to the team members for review; the date each team member completed the application review; the date of all correspondence or communication relating to the application; and the date the application was approved or denied by the Department. Within forty-five (45) days of the team s completed review of the application, documentation of Gold Seal Quality Care Accreditation application approval, and all requests for additional information and/or denial shall be submitted to the Department prior to notification to the Gold Seal Quality Care Accrediting Association applicant. Generate and disseminate all correspondence to the Gold Seal Quality Care Accrediting Association applicant to include: application approval, request for additional documentation, and/or application denial in accordance with Exhibit D, Application Review Timeline. Develop an application file for each applicant. This file shall contain all original documents, which shall be returned to the Department upon completion of the application review process. The file shall include: the application, the evaluation tools completed by each team member, the application tracking log, and all correspondence exchanged between the Provider and the applicant. The original applicant file shall be submitted to the Department upon final determination. Maintain and update Exhibit E, Gold Seal Quality Care Program Side-by-Side Comparison Matrix, which is available at immediately upon approval of new programs or when existing programs modify their standards so the public have accurate, real-time information. 14

15 3.2.2 Evaluation and Approval - Gold Seal Quality Care Designation Applicants Evaluate and determine approval for child care providers seeking designation as a Gold Seal Quality Care provider, which shall include: Issue Gold Seal Quality Care certificates to child care providers accredited by approved Gold Seal Quality Care Associations that meet the statutory definition of child care, and meet the licensing compliance requirements for Gold Seal Quality Care designation, as established by statute. At least twice weekly prepare and disseminate Gold Seal Quality Care designation certificates at time of approval or renewal. This includes the preparation and printing of mailing labels and the printing and preparation of Gold Seal certificates for the Department to mail to child care providers that have earned the Gold Seal designation. Update and maintain the Gold Seal database, which includes monthly updates by approved Gold Seal Quality Care Associations submitted to the Department that designates Gold Seal child care providers accredited by the Gold Seal Quality Care Accrediting Association. Generate and provide ad hoc Gold Seal reports from the Gold Seal database to the Department as requested. Provide technical assistance to individuals regarding Gold Seal designation, or about the status of their Gold Seal certificates or their Gold Seal Quality Care Accrediting Association application Evaluation and Approval of FCCPC Training Providers Evaluate and approve applications submitted by organizations, colleges, and universities seeking Department approval to provide the FCCPC training program, which shall include: Develop and/or adapt application evaluation tools (Tools) and notification documents in collaboration with the Department. The Tools shall be used by all team members to review new FCCPC training program provider applications, and programmatic changes from existing FCCPC training program providers to determine compliance with the Birth Through Five FCCPC Training Program Provider Application, CF-FSP Form 5191, and School Age FCCPC Training Program Provider Application, CF-FSP Form Establish and manage team reviews of FCCPC training program provider applicants. The roster of subject matter experts will be coordinated with the Department. Develop an application tracking log for each applicant. The log shall include: date Provider received the FCCPC application from the Department, date the application was assigned to the team members for review, date each team member completed the application review, date the application was approved or denied by the Department, and all correspondence communicated between the Provider and the applicant. Within forty-five (45) days of the team s completed review of the application, documentation of FCCPC application approval, request for additional information, 15

16 and/or denial shall be submitted to the Department prior to notification to the FCCPC applicant. Generate and disseminate all correspondence to the FCCPC applicant to include: application approval, request for additional documentation, and/or application denial in accordance with Exhibit D, Application Review Timeline. Develop an application file for each applicant. This file shall contain all original documents, which shall be returned to the Department upon completion of the application review process. The file shall include the application, an application review instrument completed by each team member who evaluated the application, a completed application tracking log, and a copy of all correspondence exchanged between the Provider and the applicant, including any recommendation or denial correspondence. Develop a multi-section file for each applicant. The file shall contain all original documents submitted by the applicant. The file shall include: the application, the evaluation tools completed by each team member, the application tracking log, and all correspondence exchanged between the Provider and the applicant. The original applicant file shall be submitted to the Department upon final determination. Develop and maintain a tracking log for accreditation and licensure status of active FCCPC training program providers. Communicate pending expiration of accreditation/licensure status with the FCCPC training program providers. Provider will notify the Department of FCCPC training program providers inactive status. The Department will prepare and disseminate correspondence describing the conditions of the FCCPC training program provider inactive status. Receive and log the annual Attestation from active FCCPC training program providers, including providers that did not submit timely. Provider shall submit a copy of the Attestation to the Department within five (5) business days of receipt Provide Outreach and Public Relations Activities for the Department Develop and publish one (1) electronic newsletter annually for FCCPC training program providers. Maintain up-to-date electronic mailing list of FCCPC training program providers. Develop and publish three (3) electronic newsletters annually for the Office of Child Care Regulation and Background Screening. Provide a Training Registry or coordinate with at least one established nationally recognized Florida Registry to review and approve training curricula and trainers to promote and improve the quality of early care and education services statewide, which shall include: Coordinate with a nationally recognized training registry to review and approve training and trainers, and enhance the training delivery system to promote quality statewide. Provide Interface with the Department s Child Care Training Application to feed approved professional development training information into the Child Care Training Transcript. 16

17 3.2.5 Coordinate and Host Statewide Training and Provide Scholarships for Staff Professional Development Subject to Department approval, host a statewide training meeting annually, bringing Department staff together to orient and disseminate information regarding issues related to the provision of quality child care in the State of Florida, which shall include: Procure a meeting venue, audio-visual aids, trainers, and speaker stipends. Develop a meeting timeline detailing task due dates and individual/agency responsible. Prepare a website link for staff to use to register for the training and make hotel room reservations. Develop a training registration and hotel reservation database, and provide the confirmation list to the Department weekly. Develop training meeting notebook cover, cover artwork, meeting signage. Assemble training meeting notebooks, including the purchase of notebooks, tabs, and printing of all meeting materials. Facilitate the registration process on the date of the training event by providing: sign-in sheets, name tags, notebooks, and other items to staff attending the training. Provide scholarships for Department staff annually to support the costs associated with Child Care Regulation staff attending specialized training. Specialized training will provide support and tools to empower Child Care Regulation staff to deliver world class service to Florida s child care providers. A list of eligible Child Care Regulation staff will be submitted by the Department Client Eligibility Participation in the services provided under the terms and conditions of this contract shall be in compliance with section , Florida Statutes Accrediting associations who meet the requirements for Gold Seal Quality Care program as determined by the Department. Child care providers who meet the requirements for Gold Seal Quality Care designation. Training providers that are accredited by a national or regional accreditation organization recognized by the United States Department of Education, or licensed by the Florida Commission for Independent Education pursuant to CF- FSP Form 5191, Birth Through Five FCCPC Training Program Provider Application and CF-FSP Form 5257, School Age FCCPC Training Program Provider Application Client Determination 17

18 An accrediting association that meets the requirements as a Departmentapproved Gold Seal Quality Care Accrediting Association as determined by CF- FSP Form Child care providers that meet the requirements for Gold Seal Quality Care designation as determined by a copy of the accreditation certificate or letter from the association verifying that the provider is accredited. Any organization, college, or university that meets the requirements of a Department-approved FCCPC training program provider as determined by CF FSP Form 5191-Birth Through Five Florida Child Care Professional Credential (FCCPC) Training Program Application or CF-FSP Form 5257-School Age Florida Child Care Professional Credential (FCCPC) Training Program Application Contract Limits Only accrediting agencies seeking to become a Gold Seal Quality Care Accrediting Association in Florida will be evaluated through this contract. Only child care providers that meet the requirements for Gold Seal Quality Care designation will be evaluated through this contract. Only organizations, colleges, and universities that wish to become a FCCPC training program provider will be evaluated through this contract. Scholarships will only be considered for child care licensing staff in good standing (not on probation or a corrective action plan) as determined by their supervisor or program manager and coordinated with the Office of Child Care Regulation and Background Screening Service Location and Equipment The provision of services outlined under the terms and conditions of this RFP will be located within Florida at sites determined by the Provider and approved by the Department. The Provider shall determine the work hours of the staff and review teams. Department staff will be available to provide consultation Monday through Friday from 8:00 a.m. 5:00 p.m., Eastern Time, excluding the State of Florida recognized holidays. All property/equipment purchased under this contract shall be listed on an annual property inventory list, including a description of the property, model/serial number, date of acquisition, and unit cost Subcontractors- All subcontracting is subject to the approval of the Department s contract manager. The Department s agreement to allow these services to be subcontracted does not in any way alter the Provider s responsibility to the Department for all work performed. 3.3 Minimum Financial Specifications Method of Payment 18

19 This is a Fixed Price Contract. The Department agrees to pay the Provider for delivery of service units in accordance with the terms and conditions of this contract; based on the Provider s proposed project budget summary (Appendix X), agreed to by the Department, and subject to the availability of funds Proposed Budget A detailed budget summary (Appendix X) must be included which provides an explanation and justification of all line items listed on the vendor s proposed budget and supports the budget as acceptable Minimum Financial Specifications Provider must have previous experience demonstrating the financial ability to provide services per the terms and conditions of the contract with no advance payment Records and Documentation The Provider shall maintain copies of applications, along with supplemental documents submitted with the application. Original files, including applications and supplemental documents, will be returned to the Department once the evaluation review process is complete for each accrediting agency and FCCPC training program provider. The Provider shall maintain a log of any and all correspondence regarding the applications and all other documentation related to evaluation of applications. The Provider shall maintain supporting documentation related to the education and experience qualification of the lead project reviewer and the subject matter experts identified to perform the services outlined in this contract. The Provider shall maintain a log of scholarships provided to child care licensing staff, DCF-approved training provided, sign-in sheets, and evaluations submitted by the participants. Where the resulting contract requires the delivery of reports to the Department, mere receipt by the Department shall not be construed to mean or imply acceptance of those reports. The Department reserves the right to reject reports as incomplete, inadequate, or unacceptable according to the parameters set forth in the resulting contract Contract Renewals The resulting contract may be renewed for one (1) term not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments; provided, however, that the Department may negotiate a lower price at the time of renewal. 3.4 Composition of the Contract. The contract awarded as a result of this RFP will be composed of: 19

20 3.4.1 Standard Contract The Department s Standard Contract (Appendix III) contains general contract terms and conditions required by the Department for all vendors. The Department s Standard Contract is available as a separate document on the Vendor Bid System along with the advertisement for this RFP. The terms and conditions contained in this RFP document constitute the basis for Attachment I, which contains additional contract terms and conditions which may be required of the successful vendor. It will be inserted into the contract after all terms and conditions have been determined. All appropriate clauses will be included at that time Attachment I Attachment II Attachment III Form PUR 1000 The PUR 1000 is incorporated by reference into the Department s Standard Contract. 3.5 Order of Precedence. In the event of conflict in terms among the foregoing, the following order of precedence will apply The Department s Standard Contract Form PUR The Vendor s Proposal The proposal submitted in response to this RFP may be incorporated into or attached to the contract but will not change the provisions of the above documents. 3.6 Vendor Registration in MyFloridaMarketPlace. In order to be paid, each vendor doing business with the state must register in the MyFloridaMarketPlace system and pay the required transaction fees, unless exempted under Rule 60A-1.030(3), F.A.C. If the vendor is already registered in MyFloridaMarketPlace prior to submitting a proposal, the vendor may include a signed Certificate of Registration. Vendors who are not subject to registration requirements should include proof of exemption from registration. Failure to include either proof of registration or exemption will not prevent the evaluation of the proposal; however, proof of registration or exemption must be provided prior to execution of a contract, if any. SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE RFP 4.1 How to Submit a Proposal Mandatory Proposal Deadline 20

21 All proposals must be received by the Procurement Manager by the deadline and at the location set forth in Section 2.5, Schedule of Events and Deadlines. Late proposals will not be evaluated. See also Section Electronic Proposals Not Acceptable Facsimile or electronic transmissions of proposals will not be accepted. The vendor may choose the appropriate means for delivery, and is responsible for receipt of the proposal by the Procurement Manager at the address listed in Section 1.4 by the date and time indicated in Section 2.5. Late proposals will not be evaluated Proposal Amendments Any amendments to the proposal as originally submitted by the vendor, not required by the Department, must comply with the requirements of this section and must be received on or before the due date as specified in Section Number of Copies Required Vendors shall submit one (1) original and two (2) copies of the Programmatic Proposal, one (1) original and two (2) copies of the Cost Proposal, and three (3) copies of the Financial Stability Documentation. The original copy of both the Programmatic Proposal and the Cost Proposal submitted to the Department must contain an original signature of an official who is authorized to bind the vendor to its proposal. One (1) electronic version of the whole proposal, containing all three parts (Programmatic Proposal, Cost Proposal, and Financial Stability Documentation), identical to the hard copies, must also be submitted with the hard copies (see Section 4.3. for formatting instructions) Proposals to be in Sealed Envelopes The original and each copy of the Programmatic Proposal, the Cost Proposal, and the Financial Stability Documentation must be individually sealed in separate envelopes. The outside of each envelope must be clearly marked with the title of the proposal, the RFP number, the vendor's name, and identification of enclosed documents (i.e., Programmatic Proposal for Accreditation Management and Educational Support Services, the Cost Proposal for Accreditation Management and Educational Support Services, Financial Stability Documentation for Accreditation Management and Educational Support Services). The original proposal must be clearly marked as such, and the copies identified and numbered (i.e., original, copy #1 of 3, etc). All individually sealed envelopes must be placed in an appropriate sealed mailing container. Clearly mark the exterior of the mailing container Proposal to DCF Competitive Solicitation Number [RFP 08C13AP1]; for Accreditation Management and Educational Support Services. 4.2 Content of the Proposal Title Page 21

22 The first page of the proposal shall be a Title Page that contains the following information: Department to which proposal is submitted; Title of proposal; Service area (This is a statewide contract); RFP number; Identification of enclosed documents; Prospective vendor s name and federal tax identification number; Name, title, telephone number and address of person who can respond to inquiries regarding the proposal; and Name of program coordinator (if known) Vendor s Cross Reference Table Vendor proposals must include a cross-reference between the proposal and the RFP requirements in Section 4. Separate cross-reference tables must be developed for the Programmatic and Cost Proposals. The Programmatic crossreference table must be directly behind the title page in the Programmatic Proposal. The Cost Proposal cross-reference table must be directly behind the title page in the Cost Proposal. Both cross-reference tables must be formatted as follows: This Space Intentionally Left Blank 22

23 SAMPLE RFP / PROPOSAL CROSS REFERENCE TABLE RFP PROPOSAL Page(s) Sect/Part Subject Subject Page(s) Sect/ Part 33 Appendix II Title Page Required Vendor s Statements and Certifications Mandatory Requirements Response to Understanding the Statement of Purpose Description of the Vendor s Organizational Qualifications Title Page Required Vendor s Statements and Certifications Mandatory Requirements Response to Understanding the Statement of Purpose Description of the Vendor s Organizational Qualifications Programmatic Proposal TAB 1: Required Vendor s Statements and Certifications Mandatory Requirements The proposal must include all of the Mandatory Requirements, described below, and must be received by the date and time and at the address specified in Section 2.5. A proposal that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated Certificate of Signature Authority The proposal must include a signed certificate, completing either Section A (or providing a corporate resolution or other duly executed certification issued in the Vendor s normal course of business), or Section B, demonstrating that the person signing the proposal and its statements and certifications is authorized to make such representations and to bind the Vendor. (Appendix II) Acceptance of Contract Terms and Conditions The proposal must include a Mandatory Certifications - Master Certification (Appendix I) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor and the true box must be checked next to each of the Certifications (a) through (k) Programmatic Proposal Tie Breaking Certifications The proposal may include the Master Certification - Tie Breaking Certifications (also in Appendix III). The vendor may check the true box for any or all Tie Breaking Certifications identified in Appendix III l. through o. for which a vendor qualifies. Completion of the Tie Breaking Certifications is optional for qualifying vendors; however, a vendor waives all rights to consideration of a tie breaker if it fails to timely submit the certification for a tie breaker. 23