STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM

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1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES REFUGEE SERVICES PROGRAM INVITATION TO NEGOTIATE (ITN) EARLY CHILDHOOD DEVELOPMENT SERVICES FOR REFUGEES AND ENTRANTS IN DUVAL COUNTY ITN # 12K13BS1 Commodity Codes: , , , , , , , , , , , DCF ITN #12K13BS1 1 of 68 Early Childhood Development Duval

2 TABLE OF CONTENTS Early Childhood Education Services for Refugees and Entrants in Duval County 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 Service-Disabled Veterans Business Participation... 7 SECTION 2. ITN 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 Notice of Intent to Submit a Reply Solicitation Conference Call Written Inquiries Receipt of Replies Request to Withdraw Reply Cost of Preparation of Reply Form PUR Department s Reserved Rights SECTION 3. MINIMUM SPECIFICATIONS Vendor Qualifications Minimum Programmatic Specifications Composition of the Contract Order of Precedence Minimum Financial Specifications Invoicing and Payment of Invoices Vendor Registration in MyFloridaMarketPlace Performance Bond Not Required Prior to Contract Execution.35 SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN How to Submit a Reply DCF ITN #12K13BS1 2 of 68 Early Childhood Development Duval

3 4.2 Content of the Reply Reply Format Public Records and Trade Secrets SECTION 5. THE SELECTION METHODOLOGY Application of Mandatory Requirements Evaluation Methodology for Ranking and Shortlisting Negotiation Process for Final Selection Final Selection and Notice of Intent to Award Contract APPENDIX I Notice of Intent to Submit a Reply APPENDIX II Certificate of Signature Authority APPENDIX III Vendor s Certifications APPENDIX IV Budget Summary and Detail Instructions APPENDIX V Project Budget Summary APPENDIX VI Replied Cost Allocation Plan APPENDIX VII Mandatory Requirements Checklist DCF ITN #12K13BS1 3 of 68 Early Childhood Development Duval

4 SECTION 1. INTRODUCTION 1.1 Introduction to the Procurement. The Department of Children and Families (Department), Refugee Services (RS) Program is seeking interested parties to provide Early Childhood Development Services for Refugees and Entrants in Duval County. Any Vendor interested in submitting a reply must comply with any and all of the terms and conditions described in this Invitation to Negotiate (ITN). Refugee families have fled persecution in their home country and resettled in the United States (U.S.). Many families have lived in refugee camps, often for many years, while others have lived in insecure circumstances in other countries prior to resettlement. Many have had limited access to education, work opportunities and healthcare. After arriving to the United States, both parents and their children face a variety of challenges during the resettlement process. These sometimes include language learning, cultural divides, financial instability, and a wide array of other difficulties. These challenges can also present significant barriers as young children transition into an educational setting. While all refugees and entrants face challenges and barriers, the Department has noticed that certain refugees and entrants, including some young families and particularly those without family ties in the local community, have an even more difficult time adjusting and integrating. Through firsthand contact and through consultation with local providers, the Department has become aware of groups of refugees who have clustered together in specific apartment complexes and effectively become excluded from the general population. Many of the working age adults, and especially mothers of young children, lack the necessary skills and/or language abilities to obtain gainful employment. Some have been separated from family, including spouses, through the resettlement process. Some families have limited interaction with the world outside their immediate surroundings and English is rarely spoken. Young children not yet in school and not placed in daycare do not always receive the levels of supervision that U.S. culture requires, nor the English language skills or other developmental tools that will enable them to succeed upon entry into the educational system. The Department has concerns about the development and well-being of young refugee families not integrating into the community. The initial years of a child s life are crucial for optimal development and provide the groundwork for success in school and in later life. Parents are the first and most influential teachers in a child s life. However, many refugee parents lack the necessary tools to enhance child development and are not equipped to educate children or prepare them for entry into the U.S. K-12 system. Also, mothers who remain at home with little interaction with the local community, do not learn English or developmental skills and will be greatly disadvantaged when their children start school and they seek to enter the workforce. With Early Childhood Development Services, the Department wishes to address these concerns. The chosen Vendor will be expected to work closely with both young refugee children (ages 0 to 5) and their parents. Pregnant refugee woman may also be served through any resulting contract. The Department is looking for Vendors to propose creative and innovative techniques for assisting refugee children and supporting refugee parents. More details are included in Sections 1.2 and 3.2, but since Early Childhood Development Services are both new and unique to the Department s Refugee Services Program, the Department shall negotiate with potential Vendors to determine the best and most appropriate methods for delivering these services to the target populations. DCF ITN #12K13BS1 4 of 68 Early Childhood Development Duval

5 This solicitation is issued in accordance with the provisions of Section , Florida Statutes, Chapter 60A-1 of the Florida Administrative Code, 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 purpose of this ITN is to identify and negotiate with Vendors who are able to provide Early Childhood Development Services to both young refugee children (ages 0 to 5) and their parents. Pregnant refugee women may also be served through any resulting contract. The Department is open to considering a wide range of service delivery models designed to meet the needs of young refugee children and their parents. The Department strongly encourages creative and innovative replies that address the issues and concerns presented in Section 1.1. The Department also encourages partnership with organizations that specialize in relevant and related fields (i.e., organizations with expertise in child development or organizations with expertise in working with refugees), especially if the Vendor lacks experience in critical areas. All replies to this ITN must present strategies for bolstering the physical, emotional, cognitive, and social development of refugee children (ages 0 to 5). The reply must also address strategies for assisting refugee parents and pregnant refugee women in obtaining parenting skills that promote healthy child development and school readiness. Methods used must be evidence-based and draw from other successful programs. Since Early Childhood Development Services are both new and unique to the Department s Refugee Services Program, the Department will work closely and collaboratively with potential Vendors to develop a comprehensive program that best meets the needs of the target population. Programmatically, Early Childhood Development Services must involve intensive, hands-on case management and home visits. The linguistic and cultural realities of the target populations must be considered and will require a staff that is both culturally competent and fluent in languages spoken by the target populations. Potential Vendors shall consider hiring members of the target population as bilingual case aids or paraprofessionals with the purpose of building closer bonds with the refugee populations being served. In developing and proposing a comprehensive program designed to meet the needs of young refugee children and their parents, potential Vendors must keep the Department s goals and objectives in the forefront. These goals and objectives include, but are not limited to: Ensuring the physical, emotional, cognitive and social development of young refugee children (ages 0 to 5) Supporting parents of young refugee children and pregnant refugee women in obtaining parenting skills that promote healthy child development and school readiness Reinforcing English language acquisition in young refugee children and their parents Developing outreach strategies that reach out to the target population and encourage participation in the program. The Department anticipates that certain refugee groups may be reluctant to receive these particular services. Potential Vendors shall work to build trust with targeted populations and find ways to effectively explain the benefits of receiving Early Childhood Development Services Ensuring greater connectivity between the target population and the local community. Ensuring that families are connected to medical services when needed. DCF ITN #12K13BS1 5 of 68 Early Childhood Development Duval

6 1.3 Term of the Agreement. The anticipated start date of any resulting contract is May 1, The contract shall end on September 30, The contract may be renewed for a period that may not exceed three (3) years or the term of the original contract, whichever is longer. Such renewal(s) 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(s) shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments. The total estimated dollar range for any contract resulting from this ITN is subject to the availability of funds. Funds are estimated to be between $250,000 - $450,000 for each year depending on the number to be served, area of service, number of successful Vendors, and the types of services, as determined by the Department. Please note that this estimate is based on availability of funds. Due to the unpredictability of refugee arrival patterns, federal grant requirements and grant award amounts, the Department reserves the right to add funding to meet additional scope of services and tasks or decrease contract value if needs change. 1.4 Contact Person and Procurement Manager. This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is: Mailing Address: David Draper, Procurement Manager Florida Department of Children and Families Refugee Services 1317 Winewood Blvd, Building 6, Room 200 Tallahassee, Florida David_Draper@dcf.state.fl.us 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 document 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. Program or service specific terms used in this document can be found in the Department s Refugee Services Glossary, which is hereby incorporated by reference. The link to the glossary is: THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN #12K13BS1 6 of 68 Early Childhood Development Duval

7 1.6 Supporting Documentation. Information below lists the supporting documentation, filename(s) of the supporting documentation, and the associated link to download the supporting documentation. These documents are incorporated into this ITN by reference as if fully recited herein Department of Children and Families, Refugee Services Program Current Refugee Services Contracted Vendors Administration for Children and Families, Office of Refugee Resettlement Florida s Refugees Population Statistical Reports Important Refugee Federal and National contact information Breakdown of Potential Target Populations * Number of Refugees and Entrants Receiving Services the Last Five (5) Years in Duval County Country Bhutan Burma Cuba Haiti Iraq # of Refugees 539 1,861 1, Zip Codes with Largest Populations of Refugees/Entrants Receiving Services the Last (5) Years Country Bhutan Burma Cuba Haiti Iraq * Please note these statistics only include refugees and entrants who have received services from a refugee service provider during the last five (5) years. In actuality, due to new births and a percentage of refugees who have never received services, the overall numbers will be higher than the numbers listed in this chart. 1.7 Small, Minority, and Service-Disabled Veterans Business Participation. Small Businesses, Certified Minority and Service-Disabled Veteran Business Enterprises are encouraged to participate in any conferences, conference calls, pre-solicitation, or pre-proposal meetings which are scheduled. All Vendors shall be accorded fair and equal treatment. DCF ITN #12K13BS1 7 of 68 Early Childhood Development Duval

8 SECTION 2. ITN PROCESS 2.1 General Overview of the Process. Replies that meet the Mandatory Requirements of this ITN (see Section 5.1 and Appendix VII) and are otherwise responsive will be eligible for evaluation. Responsive Vendors will be evaluated and ranked and a Short List (defined in Section 5.2) of Vendors selected for negotiation will be posted as described in Section of this ITN. Following negotiations with shortlisted Vendors, the Department will post a notice of intended contract award, identifying the Vendor selected for award. Final contract terms will be established with the selected Vendor. 2.2 Official Notices and Public Records Notices Regarding the ITN. All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the VBS website located at: In order to find postings at such location: 1. Click on Search Advertisements 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 ITN Public Records. All electronic and written communications pertaining to this ITN, 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 solicitation shall file with the Department a notice of protest in writing within 72 hours (Saturdays, Sundays, and state holidays excluded) after the posting of the notice of decision, or intended decision. 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 replies, awarding contracts, 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. DCF ITN #12K13BS1 8 of 68 Early Childhood Development Duval

9 2.3.3 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 section (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 check, official bank check, or money order in the amount of the bond 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 hand-delivery, courier, US Mail or facsimile transfer. Filing by will 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 SECTION (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, between the release of this ITN 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, 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. 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. THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN #12K13BS1 9 of 68 Early Childhood Development Duval

10 2.4.2 Contact During the Negotiations Phase. During the negotiations phase of this ITN: (i) any contact and communication between the members of the negotiations team for the prospective Vendor(s) with whom the Department is negotiating and the negotiations team for the Department is permissible, but only "on the record" (as required by section (2), F.S.) during the negotiations meetings; (ii) communication between the lead negotiator for the prospective Vendor(s) with whom the Department is negotiating and the lead negotiator for the Department outside of the negotiations meetings is permissible so long as it is in writing; and (iii) communications between prospective Vendor representatives and other Department representatives is permissible only as determined in writing by the Procurement Manager Violation of Contact Limitations. Violation of the provisions of Section 2.4 of this ITN will be grounds for rejecting a reply, if determined by the Department to be material in nature. 2.5 Schedule of Events and Deadlines ACTIVITY DATE TIME ADDRESS Section Reference ITN advertised and released on Florida Vendor Bid System: May 22, :00PM Vendor Bid System (VBS) Electronic Posting site: vbs_www.main_menu * Solicitation Conference Call to be held: June 24, :00AM Conference Call #: Participant Code: Submission of written inquiries must be received by: July 1, :00PM Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David_Draper@dcf.state.fl.us 2.8 Anticipated date for posting Department's Response to Inquiries: July 9, :00PM VBS Electronic Posting site: vbs_www.main_menu 2.8 Notice of Intent to Submit a Reply to be received by the Department: July 15, :00PM Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David_Draper@dcf.state.fl.us 2.6 Sealed Replies must be received by the Department: August 14, :40PM Attn: David Draper Dept. of Children and Families Refugee Services 1317 Winewood Blvd Bldg. 6, Room 200 Tallahassee, FL David_Draper@dcf.state.fl.us 2.9 DCF ITN #12K13BS1 10 of 68 Early Childhood Development Duval

11 ACTIVITY DATE TIME ADDRESS * Reply Opening and Review of Mandatory Requirements: * Final Debriefing Meeting of the Evaluators and ranking of the replies: Anticipated posting of qualified Vendors ( Short List ) for Negotiation: * Organizational Meeting of Negotiation Team Anticipated negotiation period: * Meeting of Negotiation Team to Develop Recommendation for Award: Anticipated posting of Intended Contract Award: Anticipated Effective Date of Contract: August 14, 2014 August 29, 2014 September 2, 2014 September 23, 2014 October 20, 2014 October 31, 2014 November 6, 2014 November 12, :45PM 10:00AM 5:00PM 2:00PM Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL Conference Call #: Participant Code: VBS Electronic Posting site: vbs_www.main_menu Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL Section Reference 2.9, TBD TBD :00AM 5:00PM Dept. Of Children and Families 1317 Winewood Blvd Bldg. 6, Conference Room A Tallahassee, FL VBS Electronic Posting site: vbs_www.main_menu 5.3, May 1, 2015 N/A N/A N/A *All Vendors are hereby notified that the meetings noted with an asterisk above (*) are public meetings 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 Call, in which comments and questions will be taken from Vendors). All times in the event schedule are local times for the Eastern Time Zone. Although the Department may choose to use additional means of publicizing the results of this ITN, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN #12K13BS1 11 of 68 Early Childhood Development Duval

12 2.6 Notice of Intent to Submit a Reply. Vendors who are interested in responding to this ITN are encouraged to send a Notice of Intent to Submit a Reply (Appendix I) to the Procurement Manager specified in Section 1.4, on or before the date and time specified in Section 2.5. Submission of a Notice of Intent is not a prerequisite for acceptance of replies from prospective Vendors. 2.7 Solicitation Conference Call. The purpose of the Solicitation Conference Call is to review the ITN with interested Vendors so that areas of misunderstanding or ambiguity are clarified. The Department encourages all prospective Vendors to participate in the Solicitation Conference Call, during which Vendors may pose questions. The Solicitation Conference Call for this ITN will be held at the time and date specified in Section Official Department Responses. Only responses posted on the VBS website are to be considered official Department responses to questions whether the question is presented during the Solicitation Conference Call or submitted in accordance with Section 2.8 below Participation is not a Pre-requisite. 2.8 Written Inquiries. Participation in the Solicitation Conference Call is not a pre-requisite for acceptance of replies 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. No questions will be accepted by facsimile or telephone. Copies of the responses to all inquiries, and clarifications or addenda if made to the ITN, will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS website at: Receipt of Replies Reply Deadline. Replies must be received by the Department no later than the date and time and at the address provided in Section 2.5. All methods of delivery or transmittal to the Department s contact person remain the responsibility of the prospective Vendor and the risk of non-receipt or delayed receipt shall be exclusively the risk of the prospective Vendor Binding Replies. By submitting a reply, each Vendor agrees that its reply shall remain a valid offer for at least 90 days after the reply 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 Bid Bond Not Required. A bid bond or equivalent security is not required in order to submit a reply to this ITN. DCF ITN #12K13BS1 12 of 68 Early Childhood Development Duval

13 2.9.4 Payment and Performance Bond Not Required. A payment and performance bond is not required for this contract and submission of evidence of the Vendor s ability to do so is not required in order to submit a reply to this ITN Changes to Replies After Submission Prohibited. Once the reply opening deadline has passed, no changes, modifications, or additions to the reply submitted will be accepted by or be binding upon the Department until the Department initiates negotiations or requests supplemental replies. The Department reserves the right to correct minor irregularities as provided in Section 2.13, but is under no obligation to do so Receipt Statement. Replies that are not received at the specified address, 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 Request to Withdraw Reply. A written request to withdraw a reply, signed by the Vendor, may be considered if received by the Department within 72 hours after the reply opening date and time 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 Reply. By submitting a reply, a Vendor agrees that the Department is not liable for any costs incurred by the Vendor in responding to this ITN Form PUR The standard General Instructions to Respondents Form PUR 1001 (11/06) is hereby incorporated into this solicitation by reference as if fully recited herein. Sections 3, 4, 5, 14, and 17 of the Form PUR 1001 are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this solicitation, the terms of this solicitation 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: THIS SPACE LEFT BLANK INTENTIONALLY DCF ITN #12K13BS1 13 of 68 Early Childhood Development Duval

14 2.13 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 ITN which does not affect the price of the reply 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 the 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 Right to Inspect, Investigate and Rely on Information. In ranking replies for negotiation and in making a final selection, the Department reserves the right to inspect a Vendor s facilities and operations, to investigate any Vendor representations and to rely on information about a Vendor in the Department s records or known to its personnel Rejection of All Replies. The Department reserves the right to reject all replies 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 Withdrawal of ITN. The Department reserves the right to withdraw the ITN 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 Reserved Rights After Notice of Award The Department reserves the right to schedule additional negotiation sessions with Vendors identified in the posting of a Notice of Award in order to establish final terms and conditions for contracts with those Vendors The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen negotiations with any Vendor at any time prior to execution of a contract Other Reserved Rights. The Department reserves all rights described elsewhere in this ITN. DCF ITN #12K13BS1 14 of 68 Early Childhood Development Duval

15 SECTION 3. MINIMUM SPECIFICATIONS Specifications relevant to the Vendor s preparation of a response to this solicitation can be found in Section 4 that focuses on the formatting of replies. Section 4.2 focuses on the content of the reply. The selected Vendor shall also perform the tasks and be compensated in the manner set forth in any resulting contract in accordance with all terms thereof. A draft version of the contract will be posted on the VBS along with this solicitation, and is herein incorporated by reference. The final resulting contract will be negotiated with the successful reply. 3.1 Vendor Qualifications The Vendor will be required to specify at a minimum specific or essential qualifications as it relates to the proposed services of this ITN. These qualifications may include, but are not limited to, size, experience, required licenses, staffing levels, facilities, legal status, organizational type, financial qualifications, governance structures, or mandatory relationships or affiliations The Vendor submitting a reply must comply with all the Mandatory Requirements in order to be considered for selection under this ITN. The mandatory requirements for this ITN are set forth in Appendix VII Vendors must provide thorough and specific responses for how they propose to address each of the programmatic specifications, cost allocations, and required Financial Stability Documentation as outlined in Sections 4.1 through , of this ITN Vendors must comply with the Project Budget Summary and Detail Instructions, Project Budget Summary, and Replied Cost Allocation forms (Appendix IV, Appendix V, and Appendix VI) that provide a detail description for each item listed Vendors must comply with Section in demonstrating financial stability through financial documentation and/or certified financial reports in support of the Vendor s Financial Stability Vendor Disqualification Under PUR Form Persons or affiliates placed on the Convicted Vendor List or the discriminatory Vendor list are disqualified pursuant to sections 7 and 8 of the PUR Form Vendor Disqualification for Previous Failure to Perform. In addition to other criteria set forth herein, failure to have performed any previous contractual obligations with the Department in a manner satisfactory to the Department will be a sufficient cause for disqualification or termination. To be disqualified as a Vendor under this provision, the Vendor must have: Previously failed to satisfactorily perform in a contract with the Department, been notified by the Department of the unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of the Department; Had a contract terminated by the Department or other State of Florida agency for cause; or Failed to sign a certification regarding debarment, suspension, ineligibility and voluntary exclusion contract/subcontracts (Appendix III). DCF ITN #12K13BS1 15 of 68 Early Childhood Development Duval

16 3.2 Minimum Programmatic Specifications General Statement. Early Childhood Development Services will be provided to both young refugee children (ages 0 to 5) and their parents. Pregnant refugee women may also be served through any resulting contract. Under the circumstances described in 45 C.F.R where one or both of the parents are refugees, non-refugee children may also be eligible for these services. These services will be provided with the purpose of strengthening the physical, emotional, cognitive and social development of young refugee children and supporting parents of refugee children in obtaining parenting skills that promote healthy child development and school readiness Programmatic Authority. This program is administered under the authority of section , Florida Statutes, 45 C.F.R. Part 400 (Health and Human Services Refugee Resettlement Program), 45 C.F.R. Part 401 (Cuban/Haitian Entrant Program), and the State of Florida's plan for the provision of refugee services through the State's Refugee Program. The successful Vendor must comply with all applicable state and federal laws, regulations, action transmittals, program instructions, review guides, and similar documentation, including, but not limited to, the applicable laws and regulations as outlined in any resulting contract Scope of Service. Early Childhood Development Services will be provided to eligible refugees/entrants who reside in Duval County, Florida. Refugees/Entrants residing in neighboring counties may be served with prior written approval from the Department Major Program Goals. The primary purpose of Early Childhood Development Services is to bolster the physical, emotional, cognitive and social development of young refugee children (ages 0 to 5) and to support parents of young refugee children in obtaining parenting skills that promote healthy child development and school readiness. Reinforcing English language acquisition will also be an important component of the program. It is the goal of the Department to develop a comprehensive program that meets the needs of young refugee children and their parents. The Department envisions a program that involves intensive, hands-on case management and home visits. The Department is open to considering a wide array of service delivery models to accomplish its goals and strongly encourages creative and innovative replies that address the issues and concerns presented in Section 1.1. The Department also encourages partnership with organizations that specialize in relevant and related fields (i.e., organizations with expertise in child development, refugee services, etc.), especially if the potential Vendor lacks experience in critical areas. DCF ITN #12K13BS1 16 of 68 Early Childhood Development Duval

17 3.2.5 Contract Limits Services funded under any resulting contract may be only refugee/entrant specific services, which are designed to meet refugee/entrant needs and are in keeping with the rules and objectives of the refugee program Funds for any resulting contract may be administered under the terms of the Social Services Grant and 45 C.F.R. Parts 400 and 401 and are subject to all grant and federal regulatory requirements. Discretionary funding and other sources may also be utilized if administered by the Department The Department reserves the right to alter or adjust the service locations and the number of clients by any amount Client Eligibility Clients to be served are young refugees and entrants (ages 0 to 5) living in Duval County requiring Early Childhood Development Services. Also being served are the refugee parents of these young children. Pregnant refugee women may also be served under any resulting contract. Refugees/Entrants residing in neighboring counties may be served with prior written approval from the Department Refugees are eligible if they have been in the United States for sixty (60) months or less. The Vendor shall not deny any services under any resulting contract to any individual because an individual refuses to provide his or her social security number United States citizens are generally not eligible to receive services. However, under the circumstances described in 45 C.F.R , non-refugee children, including U.S. citizens, may also be eligible for these services Client Determination Eligibility shall be determined as it is defined within 45 C.F.R. Parts 400 and 401 and other eligibility memoranda distributed by the Department. The Department has final authority on client eligibility Client Eligibility Determination. The successful Vendor shall determine refugee/entrant program eligibility based on the individual s immigration status, country of origin and date of entry to the U.S. using original immigration documents provided by the client. The period of eligibility is calculated from the client s date of arrival in the U.S., with the exception of asylees, whose period of eligibility is calculated from the date asylum was granted, and victims of severe forms of trafficking whose eligibility is determined using the date on the Office of Refugee Resettlement s (ORR) eligibility letter (children) or certification letter (adults). A legible copy (front and back) of immigration documentation verifying refugee/entrant eligibility is required to accurately determine eligibility. An eligibility guide describing specific client determination information is available from the Department. DCF ITN #12K13BS1 17 of 68 Early Childhood Development Duval

18 Immigration Status Verification. In the event the successful Vendor elects to utilize the SAVE/VIS system, the successful Vendor shall follow the procedures for the system included in any resulting contract. Not-for-profit entities are not required to verify eligibility through the SAVE/VIS Program. Client documentation that provides proof of eligibility in accordance with RS guidelines is sufficient to provide services Service Priorities. The Department has established general guidelines that define the priority level of each client enrolled in Early Childhood Development Services. Service priorities based on funding type are listed below. This information can also be found in any resulting contract as it is finalized with the successful vendor. Social Services Grant Social Services funds can be used to serve refugees/entrants residing in Duval County, Florida, requiring Early Childhood Development Services who have been in the United States for less than sixty (60) months. The following priorities apply to clients eligible for services funded through the Social Services Grant: First Priority. All newly arriving refugees/entrants during their first year in the U.S. who apply for Early Childhood Development Services; Second Priority. Refugees/Entrants who are receiving cash assistance; Third Priority. Unemployed refugees/entrants who are not receiving cash assistance; and Fourth Priority. Employed refugees/entrants in need of Early Childhood Development Services Service Components Task List. Early Childhood Development Services are both new and unique to the Department s Refugee Services Program. The Department is open to considering creative and innovative methods for delivering these services. As stated prior, the Department envisions a comprehensive program that assists both young refugee children and their parents and addresses the issues discussed in Section 1.1. While putting together a reply, potential Vendors should pay close attention to the tasks listed in Section (Early Childhood Development Services). The Department is intentionally leaving this section flexible and open. Vendors should consider their own capacity and capabilities as an organization in determining the best and most appropriate methods for assisting the target population. Partnership with organizations that specialize in relevant and related fields (i.e. child development) is also strongly encouraged. Although the Department is open to exploring a variety of paths to accomplish its goals, potential Vendors should propose methods that are evidence-based and draw from other successful programs. The successful Vendor shall perform the following substantive service tasks at a minimum: DCF ITN #12K13BS1 18 of 68 Early Childhood Development Duval

19 Outreach Services. The Vendor shall ensure that outreach activities designed to familiarize potentially eligible clients with available contract services, to explain the purpose of these services, and to facilitate access to these services are carried out as needed. Since the refugee/entrant population will be largely unfamiliar with Early Childhood Development Services, it is vital that the Vendor make outreach and explanations of the service and it benefits a priority. The Department anticipates that certain refugee groups may be reluctant to receive these particular services. Potential Vendors shall work to build trust with the targeted populations and find ways to effectively explain the benefits of receiving Early Childhood Development Services. The Vendor must develop concrete strategies for reaching out to these target populations (see Section for a list of potential target populations). The Vendor shall focus outreach efforts primarily on refugees that have arrived within the last three years. The Vendor must concentrate on refugees that are of child-bearing age (18-40) and on populations that have traditionally struggled with integration into U.S. culture. Outreach activities may include, but are not limited to, the development of brochures, posters, media advertisements, presentations at church services or meetings of Ethnic Community Based Organizations (ECBOs), and public announcements regarding meetings, workshops, or training. The successful Vendor shall submit all materials to the Department for review and approval thirty (30) calendar days prior to publication and dissemination Uptake Analysis Intake. The Vendor shall conduct an annual uptake analysis which identifies the number of eligible clients in the county and the number and percentage who use the service. The analysis will also explain any gaps in providing this service, such as clients who already participate in Head Start or Early Head Start or receive services through other similar programs. Upon determination of client eligibility, the Vendor shall conduct an intake and initial data collection including, but not limited to, legal name, alien number, country of origin, immigration status, arrival date in the United States, current county of residence, date of birth, gender, and, if applicable and if available, social security number and port of entry. The Vendor shall also request the client complete the Client Release of Information form (available from the Department) with an explanation of the purpose of the form and to whom the information may be released. The Client Release of Information form must be provided to clients in their native language per the Limited English Proficiency (LEP) policy referenced in any resulting contract. In the event a client refuses to sign the form, the Vendor shall complete the Vendor section of the form. The Vendor shall obtain clients signatures on the RS approved intake form attesting to the accuracy of information and the acceptance of services. DCF ITN #12K13BS1 19 of 68 Early Childhood Development Duval

20 Forms must be provided to clients in their native language in compliance with the LEP policy referenced in any resulting contract Assessment Process Within fifteen (15) calendar days of intake, the Vendor must initiate an assessment process with each client receiving services. The Vendor will need to determine which assessments are most appropriate to use with the targeted population and with the varying age groups. Any assessment used must be evidence-based, supported by research, and approved by the Department. The Vendor shall administer and/or utilize chosen assessment tools throughout the course of service delivery. The assessment tools must be capable of measuring client progression over time and in a meaningful way. The Vendor may want to consider utilizing some of the same tools used to evaluate children and parents participating in the Early Head Start Program. For more information on the tools used to evaluate these individuals, follow the link below: Please note, in Section and Section , Vendors will be asked to propose appropriate performance measures based on the programmatic methods presented in the reply. Vendors must base some of these performance measures on the assessment tools that they choose to utilize. Also, during the assessment process, the Vendor shall work with each family to identify the range of services that will be needed and the overall goals for each age group. The services that family members receive and the goals of each family member shall be monitored and reevaluated on a regular basis Early Childhood Development Services The Vendor shall provide Early Childhood Development Services to young refugee children (ages 0 to 5), parents of young refugee children, and pregnant refugee women. Services provided must be evidence-based and draw from other successful programs. The approach taken and the methods used by the Vendor must be presented in the reply. The Vendor must work to strengthen the physical, emotional, cognitive and social development of young refugee children. The Vendor shall strive to help children become school ready by the time they enroll in Kindergarten. The Vendor may utilize any method that effectively addresses the issues presented in Section 1.1 and takes into account the Department s goals listed in Section 1.2. The Vendor must also ensure that parents of young refugee children and pregnant refugee women are served and supported. The Vendor shall assist parents and future parents in developing parenting skills that promote healthy child development and school readiness. The Vendor must help refugee parents become more involved in the local community and more integrated into society in general. The Vendor must ensure that refugee parents and children are connected to medical services when needed. The Vendor is free to propose any technique that effectively addresses the issues presented in DCF ITN #12K13BS1 20 of 68 Early Childhood Development Duval

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