Invitation to Negotiate (ITN)

Transcription

1 Invitation to Negotiate (ITN) For Purchasing Card Services ITN No V ITN Issue Date: November 12, 2013 Responses Due: January 14, 2014 Please Refer All Inquiries To: Matthew A. Christovich, PMP Associate Category Manager Agency: Department of Management Services Division of State Purchasing Address: 4050 Esplanade Way, Suite 3 Tallahassee, FL Phone: (850) Fax: (850) Matthew.Christovich@dms.myflorida.com

2 ATTENTION VENDORS This document is the official version of the ITN No V for Purchasing Card Services. It contains the ITN as well as the attachments that are included as part of the ITN. This ITN requires Vendors to submit both written questions and Replies using the MyFloridaMarketPlace (MFMP) Sourcing Tool, which can be viewed using the following URL: The text of the ITN included in the MFMP Sourcing Tool is provided as a courtesy to Vendors. >>IMPORTANT<< Vendors MUST submit their Reply within the MFMP Sourcing Tool as directed in Section 3 of this solicitation. Replies not submitted in MFMP Sourcing are not responsive and will not be considered for award. ITN No V Page 2 of 22

3 Table of Contents 1 Introduction Solicitation Goals Solicitation Objective Current Program Information Internet-Based Real-Time Solution FLAIR Data Integration and Transition Other Eligible Users Term Who May Respond Definitions Solicitation Definitions (Attachment 1) Special Accommodations Procurement Officer Procurement Officer (Attachment 2) Timeline of Events Timeline of Events (Attachment 3) Vendor Admonishment Responsibility for Understanding and Requesting Clarification Capitalization and Usage Conventions Diversity The ITN Process Phases of the ITN The Solicitation Phase The Evaluation Phase The Negotiation Phase Public Meetings Vendor Pre-Reply Conference Public Opening Evaluation Team Recommendation Negotiation Team Recommendation Question Submission...13 ITN No V Page 3 of 22

4 2.4 Question and Answer Addendum Additional Addenda Special Instructions to Respondents General Instructions to Respondents (Form PUR 1001) Conflicts and Order(s) of Precedence Conflicts in Instructions Conflicts in Contract Conditions MFMP Registration How to Submit a Reply Submission Recommendations Entering and Saving Information in MFMP Sourcing Final Submission of a Reply Verification after Submission of a Reply Reply Contents Additional Information Reply Ownership Replacement or Withdrawal of a Reply Public Records and Redacted Submissions Marking Submissions as Confidential", Proprietary, or Trade Secret Submission of Redacted Copies Release of Redacted Copies Demands for Un-redacted Copies Protection, Defense, Indemnity, Damages, Sanctions, Costs, and Attorneys Fees 17 4 Respondent Submission Qualification Questions Required Documentation Technical Reply Requirements of Technical Reply (Attachment 6) Technical Reply Attachments Cost Reply Requirements of Cost Reply (Attachment 7) Cost Reply Attachments...20 ITN No V Page 4 of 22

5 4.5 Redacted Submissions Required Documentation Technical Reply Cost Reply Reply Evaluation & Selection Methodology Evaluation Criteria Evaluation Criteria (Attachment 8) Evaluation & Selection Methodology Evaluation & Selection Methodology (Attachment 9) Contract Formation Draft Contract (Attachment 14) General and Special Contract Conditions General Contract Conditions (Form PUR 1000) Special Contract Conditions (Attachment 10) Statement of Work Statement of Work (Attachment 11) Schedule of Deliverables (Attachment 12) Addenda...22 ITN No V Page 5 of 22

6 1 Introduction The State of Florida, Department of Management Services, Division of State Purchasing (Department) invites interested vendors who provide the commodities and/or contractual services described in this solicitation to submit a Reply to the Department to establish a contractual relationship for the provision of such commodities and/or contractual services with the State of Florida for the Agencies and Other Eligible Users (OEUs). Vendors interested in submitting a Reply to this solicitation must comply with all of the terms and conditions described within. This solicitation will be administered using the Department s e-sourcing tool, MyFloridaMarketPlace Sourcing (MFMP Sourcing Tool). Information about submitting a Reply can be found in the Special Instructions to Respondents (see section 3). 1.1 Solicitation Goals The goal of the Department in issuing this solicitation is to establish a State Term Contract (STC) as defined by Section , Florida Statutes (F.S.), and Rule 60A of the Florida Administrative Code (FAC) for provision of the commodities and/or contractual services described within this solicitation. Section , F.S., defines an STC as a term contract that is competitively procured by the department pursuant to s and that is used by agencies and Eligible Users ; Rule 60A-1.044, FAC, defines an STC as indefinite quantity contracts competitively procured by the Department pursuant to Section , F.S., available for use by Eligible Users. It is the Department s intention to solicit for, and contract with, responsive and responsible vendors for the provision of commodities and/or contractual services described within this solicitation under the authority and criteria established by Section , F.S. Pursuant to Section , F.S., once an STC has been established, Florida Agencies must consider and purchase commodities and/or contractual services from an STC before engaging any other vendor for the purchase of those commodities and/or contractual services. Additionally, as also provided in Section , F.S., OEUs, which include all municipalities and public colleges in the State of Florida, may also purchase commodities and/or contractual services from an STC as they desire. As such, it behooves a vendor that provides the commodities and/or contractual services described in this solicitation to submit a Reply to the Department if such vendor desires to provide the commodities and/or contractual services described in this solicitation to the State of Florida. 1.2 Solicitation Objective The Department, in concert with the Department of Financial Services (DFS), is seeking a vendor to provide State of Florida Agencies and OEUs with restricted-use non-revolving credit cards (Purchasing Cards or PCards) issued to designated cardholders for official business. ITN No V Page 6 of 22

7 Items which may be purchased with a PCard will include commodities, contractual services, and travel expenses such as: airfare, rental cars, and lodging expenses of authorized travelers. For all purchases and payments made using a PCard issued under the Contract resultant from this Solicitation, the appropriate Agencies and OEUs purchasing laws, rules, and regulations shall apply. For example, Agency PCards may be used for the acquisition of and payment for commodities and contractual services that do not exceed $75,000 in a state fiscal year or actual travel expenses otherwise fully reimbursable to the traveler pursuant to Section , F.S Current Program Information The State of Florida currently has a contract for Purchasing Card Services which includes 35 Agencies with over 20,000 cards and over 200 OEU participants with over 20,000 cards. For 2012, the Agency dollar volume was approximately $150,000,000, and the OEU dollar volume was approximately $300,000,000, bringing the total to approximately $450,000,000 in annual dollar volume for the Program Internet-Based Real-Time Solution As part of the offered services, the Department is seeking a vendor to provide an internet-based and internet accessible Solution that allows Agency and OEU Purchasing Card Administrator(s) to manage their participation in the Program in real time FLAIR Data Integration and Transition Before Agencies may begin using the Contractor s Solution, the Solution offered by the vendor must either 1) be capable of or 2) be made capable of integrating various data elements from the Florida Accounting Information Resource (FLAIR), the State of Florida s in-house accounting system, in order to maintain continuity with current state of Florida accounting practices. FLAIR is a legacy system, owned and managed by DFS, which the State of Florida uses for all accounting and is the system of record for all payments issued by the State of Florida. Under this Contract all Agencies will use the same form of payment: Electronic Funds Transfer in the form of an Automated Clearing House File, which is processed by FLAIR. The existing State of Florida systems and the current contract will be maintained and used by all Agencies until the new Solution is fully modified, tested, and implemented by the awarded Contractor. Once the Contractor s Solution is able to accommodate the data and payments from FLAIR, the Contractor will be required to manage the transition of the Agencies from the current system to the Contractor s Solution. The Contractor will be responsible for management, scheduling, training, customer support and a host of other services in order to facilitate a smooth and seamless implementation of the Solution with Agency Users. Details of the expectations for the Contractor under this Contract can be found in the Statement of Work (see section 7). After the implementation phase is finished, the Contractor will be responsible for ongoing Operation Services in accordance with the Statement of Work (see section 7) for the remaining term of the Contract. ITN No V Page 7 of 22

8 1.2.4 Other Eligible Users As an STC, this Purchasing Card Services Contract is designed primarily for Agencies who, pursuant to , F.S., must use this contract if they desire Purchasing Card Services. However, also pursuant to , F.S., OEUs may use this Contract to establish a Purchasing Card Program. As such, the Statement of Work (see section 7) contains specific requirements for services that the vendor must also provide for OEUs, if those services differ from those required for Agencies. 1.3 Term The initial term of the contract will be five (5) years with up to five (5) renewal years. The contract may be renewed in whole or in part for a period that will not exceed the renewal years, at the terms and conditions specified in the Contract. 1.4 Who May Respond Vendors who, are in good standing with the State of Florida, can provide the Services and Solution defined by the Statement of Work (see section 7), and possess the financial capability, experience, and personnel resources to provide the contractual services of the scope and breadth described in this solicitation. 1.5 Definitions The attached document, Attachment 1, contains the Definitions for this solicitation and shall apply to any Contract resultant from this solicitation Solicitation Definitions (Attachment 1) The information contained in this section can be found in Attachment 1 of the solicitation. 1.6 Special Accommodations Any person requiring a special accommodation due to a disability should contact the Department s Americans with Disabilities Act (ADA) Coordinator, at (850) Requests for accommodation for meetings must be made at least five workdays prior to the meeting. A person who is hearing or speech impaired can contact the ADA Coordinator by using the Florida Relay Service at (800) (TDD). 1.7 Procurement Officer The attached document, Attachment 2, lists the name and contact information for the Procurement Officer issuing this solicitation. The Procurement Officer is the sole point of contact from the date of release of this solicitation until the contract award is made Procurement Officer (Attachment 2) The information contained in this section can be found in Attachment 2 of the solicitation. 1.8 Timeline of Events The attached document, Attachment 3, contains the Timeline of Events for this solicitation Timeline of Events (Attachment 3) ITN No V Page 8 of 22

9 The information contained in this section can be found in Attachment 3 of the solicitation. 1.9 Vendor Admonishment This solicitation identifies the minimum requirements that must be met to be eligible for consideration and contains the instructions for the format and content of the Reply, including any additional materials required, and their submission to the Department. Interested vendors must comply with all procedures and requirements of this solicitation in order to be considered for award Responsibility for Understanding and Requesting Clarification Interested vendors should carefully read the entire solicitation before submitting a Reply. Interested vendors are responsible for their own understanding of this solicitation. If clarification is desired, it is the responsibility of the vendor to submit questions to the Department in accordance with the instructions contained in this solicitation (see section 2.3) Capitalization and Usage Conventions Words or phrases that have initial capitalizations are an indication that those words or phrases are either re-statements of titles used elsewhere in the solicitation such as Transition Approval & Transition Approval Workflow or defined terms found in Attachment 1, such as Cardholder. Letters within parentheticals following phrases may be used interchangeably for the phrases such as in the case of Statement of Work (SOW); thereafter SOW also means Statement of Work Diversity The Department is dedicated to fostering the continued development and economic growth of small, minority-, veteran-, and women-owned businesses. Participation of a diverse group of Respondents doing business with the State is central to the Department s effort. To this end, small, minority-, veteran-, and women-owned business enterprises are encouraged to participate in the State s procurement process as both prime Respondents and subcontractors under prime contracts. Enterprises that desire to be certified as a small, minority-, veteran-, or women-owned business can request certification information from the Department s Office of Supplier Diversity, which can be reached at this link: ITN No V Page 9 of 22

10 2 The ITN Process This section contains a description of the process that the Department will use to conduct the solicitation, evaluation, and negotiation for this ITN. This solicitation is issued under the authority of, and is governed by, Section , F.S., and Chapter 60A-1, FAC. 2.1 Phases of the ITN The ITN has the following three phases: The Solicitation Phase The Evaluation Phase The Negotiation Phase The Solicitation Phase All competitive solicitations issued by the Department begin when a solicitation is posted in the Vendor Bid System (VBS). The VBS is the State of Florida s system of record for posting all notifications regarding competitive solicitations. Currently, the Department uses an e-procurement system known as MyFloridaMarketPlace Sourcing (MFMP Sourcing) to conduct and manage solicitations online. Solicitations managed by the Department in MFMP Sourcing are scheduled to open simultaneously with their associated solicitation release in the VBS. Solicitations conducted in MFMP Sourcing can exist in two statuses: Preview Open Solicitation in Preview Status A solicitation published in MFMP Sourcing is initially in Preview Status. In Preview Status, the solicitation may be viewed and its included attachments downloaded. A solicitation remains in Preview Status until the Department issues a Question and Answer Addendum (see section 2.4). Please Note: When a solicitation is in Preview Status, vendors are able to view and download all the information related to a particular solicitation but may not submit a Reply. While the solicitation is in Preview Status, vendors who are registered with MFMP Sourcing (see section3.2) may submit questions regarding the solicitation using MFMP s Messaging tab. The Department will only answer questions regarding the solicitation submitted through the MFMP Messaging system. The Department s answers to all questions will be released simultaneously in a Question and Answer Addendum (see section 2.4) Solicitation in Open Status Once the Question and Answer Addendum is issued, a solicitation enters Open Status. In Open Status, any vendor registered with MFMP may submit a Reply. Replies to this solicitation must ITN No V Page 10 of 22

11 be submitted through MFMP Sourcing on or before the date and time listed in the Timeline of Events (see section 1.8) The Evaluation Phase Once all Replies are received and opened, the Department begins the Evaluation Phase of the solicitation. The Evaluation Phase consists of two distinct steps: Reply Responsiveness Determination Reply Evaluation Reply Responsiveness Determination Each timely Reply will be examined to determine if it conforms in all material respects to the requirements (see section 4). Replies which do not conform in all material respects to the requirements are non-responsive and will not be presented to the Evaluation Team or considered for award Reply Evaluation Replies determined to be responsive will be presented for evaluation to the Evaluation Team established for this solicitation. The Evaluation Team will evaluate responsive Replies using the Evaluation Criteria (see section 5.1) to establish a competitive range of Replies reasonably susceptible of award. The Evaluation Team members will evaluate the Replies individually, and may meet in a Public Meeting (see section 2.2.3) to discuss Respondents Replies and the recommended competitive range. Upon completion of the evaluation, the Department may either reject all Replies or select one or more Respondents whose Replies are within the competitive range to enter the Negotiation Phase. The Department may or may not post a listing of Respondents invited to the Negotiations Phase. The Department reserves the right to accept or reject any and all replies, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the state. If the Department elects to reject all Replies, the Department reserves the right to re-solicit for the commodities and/or contractual services described in this solicitation as it deems appropriate. The Department reserves the right to use any or all ideas or adaptations of the ideas presented in any reply, selection or rejection of a reply will not affect this right The Negotiation Phase The Department may conduct negotiations, simultaneously or sequentially, with Respondent(s) whose Replies are deemed within the competitive range. The substance of these negotiations will be those terms, conditions, and Statement of Work for a potential Contract. The Department may, at any time, request revised Replies and/or best and final offers based on the negotiated terms, conditions, and Statement of Work. ITN No V Page 11 of 22

12 Following negotiations, the Negotiation Team will meet in a Public Meeting (see section 2.2.4) to discuss their recommendation to the Secretary. Upon the recommendation of the Negotiation Team and the decision of the Secretary, the Department may either reject all Replies or post a Notice of Intended Contract Award. 2.2 Public Meetings Any Public Meetings conducted during the course of this solicitation are open to all members of the general public, current vendors, potential vendors, and interested persons. Anyone attending these meetings is requested, but not obligated, to register their attendance in a means provided by the Department at the time and location of the meeting. The Public Meetings described in this section will be held according to the Timeline of Events (see section 1.8) Vendor Pre-Reply Conference The Department may hold a Pre-Reply Conference in accordance with the Timeline of Events (see section 1.8). The purpose of this conference is to assist the Department in assuring the vendors full understanding of the solicitation requirements. Anyone may attend the Pre-Reply Conference and ask the Department for clarification on the solicitation process, using MFMP Sourcing, or the requirements of the solicitation itself. Answers to questions given at the Pre-Reply Conference are preliminary, and are not binding on the Department. For instructions on how to receive a written, binding answer from the Department regarding any aspect of this solicitation, please see section Public Opening In accordance with section (1), F.S., the Department will conduct a Public Opening of Replies to this solicitation as listed in the Timeline of Events (see section 1.8). Members of the public, Respondents, and interested persons are invited to attend this event, but are not permitted to participate in any way. The Department will provide a listing of vendors who have submitted a Reply to this solicitation to attendees of this meeting, upon request Evaluation Team Recommendation At the conclusion of the Evaluation Phase (see section 2.1.2) the Department may conduct a Public Meeting. At this Public Meeting, the Evaluation Team will discuss Respondent Replies to this solicitation, determine the competitive range of Replies reasonably susceptible of award, and make a recommendation to the Department. Members of the public, Respondents, and interested persons are invited to attend this event, but are not permitted to participate in any way Negotiation Team Recommendation At the conclusion of the Negotiation Phase (see section 2.1.3) the Department may conduct a Public Meeting. At this Public Meeting, the Negotiation Team will discuss the results of negotiations and formulate their recommendations to the Department as to whether and how to award a Contract pursuant to this solicitation. Members of the public, Respondents, and ITN No V Page 12 of 22

13 interested persons are invited to attend this event, but are not permitted to participate in any way. 2.3 Question Submission The Department invites interested and registered vendors to submit questions regarding the solicitation through the MFMP Sourcing Messaging tab (referred to as the Q&A Board in Form PUR 1001 cited below) during the defined Question Period. The Question Period begins in MFMP Sourcing when the Department publishes a solicitation and closes according to the Timeline of Events (see section 1.8). The purpose of this Question Period is to assist the Department in assuring the vendor s full understanding of the solicitation requirements by providing registered vendors with written binding answers to questions about the solicitation. In order to submit a question, vendors must be registered in MFMP Sourcing and able to access the Messages tab in the solicitation dashboard. For information about registering with MFMP Sourcing, please see section 3.2. Per the PUR 1001 Form, included in this solicitation in section 3.1, Questions must be submitted via the Q&A Board within MyFloridaMarketPlace and must be RECEIVED NO LATER THAN the time and date reflected on the Timeline [of Events]. Questions shall be answered in accordance with the Timeline [of Events]. All questions submitted shall be published and answered in a manner that all respondents will be able to view. Respondents shall not contact any other employee of the Buyer or the State for information with respect to this solicitation. Each respondent is responsible for monitoring the MyFloridaMarketPlace site for new or changing information. The Buyer shall not be bound by any verbal information or by any written information that is not contained within the solicitation documents or formally noticed and issued by the Buyer's contracting personnel. 2.4 Question and Answer Addendum The Department will issue an addendum containing the questions submitted by registered vendors and the written answers of the Department. This addendum will be issued according to the Timeline of Events (see section 1.8). 2.5 Additional Addenda The Department reserves the right to modify any aspect of this solicitation by issuing addenda. All addenda issued will be posted on the VBS and within the MFMP Sourcing Tool and become binding upon release. It is the vendor s responsibility to check for any changes to a solicitation prior to submitting a Reply. ITN No V Page 13 of 22

14 3 Special Instructions to Respondents This section contains the General Instructions to Respondents (Form PUR 1001) and Special Instructions to Respondents particular to this solicitation. Per Rule 60A-1.002(7)(a), FAC, in the event of any conflict between Form PUR 1001 and the additional instructions the additional instructions 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 PUR 1001 shall take precedence. 3.1 General Instructions to Respondents (Form PUR 1001) The information contained in this section can be found in Form PUR 1001 of the solicitation. 3.2 Conflicts and Order(s) of Precedence All Replies are subject to the terms of the following sections of this ITN which, in case of conflict, shall have the order of precedence listed: a) Addenda, in reverse order of issuance (Section 8) b) Introduction (Section 1) c) Reply Evaluation and Selection Methodology (Section 5) d) Statement of Work (Section 7) e) Vendor Submission (Section 4) f) Special Instructions to Respondents (Section 3) g) The ITN Process (Section 2) h) General Instructions to Respondents (Form PUR 1001) (Section 3.1) i) Special Contract Conditions (Section 6.2) j) General Contract Conditions (Form PUR 1000) (Section 6.1) k) Respondent's Reply Conflicts in Instructions In the event any conflict exists between the General Instructions to Respondents, Form PUR 1001 and the additional instructions contained in this solicitation, the instructions contained in this solicitation shall prevail Conflicts in Contract Conditions In the event any conflict exists between the General Contract Conditions, Form PUR 1000, and the Special Contract Conditions, Attachment 10, (see section 6.2) shall prevail. 3.3 MFMP Registration In order to submit a Reply, vendors must have a current vendor registration in MFMP and be listed as active for Sourcing Events within the MFMP Vendor Information Portal (VIP). The VIP can be accessed via this link: How to Submit a Reply ITN No V Page 14 of 22

15 Vendors must submit their Reply electronically via this MFMP Sourcing Tool. Vendors are responsible for submitting their Reply by the date and time specified in the Timeline of Events (see section 1.8) Submission Recommendations It is strongly recommended that Respondents not wait until the last minute to upload or verify a submitted Reply to this solicitation. The Department is not responsible for last minute technical or operator errors on the part of a Vendor, nor will late Replies be accepted due to errors made by the Vendor while using MFMP Sourcing. Vendors that fail to timely submit Replies are not responsive vendors and their Replies will not be evaluated. Vendors should submit Replies and verify whether a Reply is submitted correctly while there is sufficient time remaining in the Solicitation Phase to correct any error that is discovered or which may require a Vendor to resubmit a revised Reply Entering and Saving Information in MFMP Sourcing When working in the MFMP Sourcing tool, please be aware of the twenty minute time-out function. In order to prevent idle terminals from being used fraudulently, MFMP Sourcing will only allow a session to be open for a maximum of twenty (20) minutes without interaction. This means that Vendors should save work (click the SAVE button) often to ensure entries are not lost Final Submission of a Reply Please note that clicking the SAVE button within the Sourcing tool only saves the information entered into MFMP Sourcing as a Reply. The SAVE button does not transmit your Reply to the State. In order to transmit a Reply to the State, a Respondent must navigate to the SUMMARY page and click the SUBMIT button. After clicking the SUBMIT button, it is the responsibility of the Respondent to verify that the Reply is accurately and completely captured within MFMP Sourcing as intended Verification after Submission of a Reply To verify Submission of a Reply, a Respondent should follow the procedure listed below: Step 1: After submitting a Reply, select the My Responses tab within the MFMP Sourcing Tool. Step 2: Click on the Response ID number of your last submitted Reply. Step 3: Review the Reply to make sure all responses are complete, accurate, and as intended. Minimum areas to check are: Area 1: Text boxes: Is the entire answer viewable? Area 2: Yes/No questions: Is the displayed answer correct? ITN No V Page 15 of 22

16 Area 3: Uploaded files / scanned documents: Can attached documentation be opened and is the entirety of its content clearly viewable? Area 4: Required Items: Are all items listed as required completed? Respondents should verify the submission of a Reply before the Public Opening, listed in the Timeline of Events (see section 1.8). 3.5 Reply Contents Replies shall be prepared simply and economically, providing a straightforward, concise delineation of the contractor s capabilities to satisfy the requirements of this solicitation without the use of marketing materials, white papers, fancy or flashy graphics, case studies or other promotional materials. The emphasis of each Reply should be on completeness and clarity of content. 3.6 Additional Information By submitting a Reply, the vendor certifies that it agrees to and satisfies all criteria specified in the solicitation. The Department may request, and a Respondent shall provide, supporting information or documentation. Failure to supply supporting information or documentation as requested may result in the Respondent being determined not to be a responsive vendor and their Replies not being evaluated. 3.7 Reply Ownership All documentation and information supplied by a Respondent as part of its sealed Reply to this solicitation is the exclusive property of the Department and cannot be returned to the Respondent unless the sealed Reply is withdrawn by the Respondent prior the Public Opening listed in the Timeline of Events (see section 1.8). 3.8 Replacement or Withdrawal of a Reply A Respondent may replace or withdraw a sealed Reply to a solicitation at any time prior to the Public Opening listed in the Timeline of Events (see section 1.8). 3.9 Public Records and Redacted Submissions The following replaces section 19 of the PUR 1001: Marking Submissions as Confidential", Proprietary, or Trade Secret If a Respondent considers any portion of the documents, data, or records submitted in response to this solicitation to be confidential or exempt from disclosure under chapter 119, Florida Statutes, the Florida Constitution, or other authority, the Respondent must clearly mark each such submission, or portions of the submission, considered to be confidential or exempt from disclosure as Confidential, Proprietary, or Trade Secret Submission of Redacted Copies If a Respondent marks any portion of the documents, data, or records submitted in response to this solicitation Confidential, Proprietary, or Trade Secret, the Respondent must simultaneously provide the Department with a separate redacted copy of their entire submission ITN No V Page 16 of 22

17 in response to this solicitation which only excludes or obscures those exact portions of the submission which are claimed confidential or exempt from disclosure under Chapter 119, Florida Statutes, the Florida Constitution or other controlling authority. This redacted copy shall contain the solicitation name and number, and shall be clearly titled REDACTED COPY (in electronic versions, this title, along with the solicitation name and number, must be included in the file name, and must appear in the footer of each page or sheet of the file if the file has pages or sheets or other such separations). Where the portion of the documents, data or records which is claimed confidential or exempt from disclosure under Chapter 119, Florida Statutes, the Florida Constitution or other controlling authority is excluded rather than obscured, the redacted copy must indicate the precise location within the submission of the portion that has been excluded. The redacted copy must also include the grounds for each individual claim of confidentiality or exemption from disclosure under Chapter 119, Florida Statutes, the Florida Constitution or other controlling authority. Absent any of these above items, the document shall not be a redacted copy and the Respondent shall be considered as having not supplied a redacted copy Release of Redacted Copies In the event of a request for public records pursuant to chapter 119, Florida Statutes, the Florida Constitution, or other authority, for any portion of the documents, data, or records submitted in response to this solicitation, the Department shall respond with the redacted copy if supplied by the Respondent Demands for Un-redacted Copies Where the Respondent supplied a redacted copy the Department shall refer to the Respondent all demands, including legal process when permitted by law, for the un-redacted version Protection, Defense, Indemnity, Damages, Sanctions, Costs, and Attorneys Fees The Respondent is solely responsible to protect, defend, and indemnify the Department for any and all claims arising from or relating to Respondent s determination that the un-redacted version, in whole or in part, is confidential or exempt from disclosure under Chapter 119, Florida Statutes, the Florida Constitution or other controlling authority, including damages, sanctions, costs and attorneys fees. If, within 7 business days of service of process, or less if the process requires earlier response, the Respondent fails to obtain either: (i) a withdrawal or abatement of the process; or (ii) an order from a court of competent jurisdiction instructing the Department to not respond with the un-redacted submission, the Department may produce the un-redacted version in response to the demand. ITN No V Page 17 of 22

18 4 Respondent Submission This section contains the location(s) for a Respondent to provide the requested Reply. Respondents do not need to respond to any other sections, or provide any other documentation than is required by the items presented in this section. Respondents shall answer all questions and submit all documentation required by this section, in accordance with the instructions presented. The following conditions apply to each requirement in this section: In all cases, each link in MPMP Sourcing will only accept a single attachment which can be no more than 20 Megabytes in size. In the case where the Department provides an attachment that is able to be electronically filled in, Respondents must download the attachment, fill it out, and then attach the filled-out copy in the link provided. In the case of original or signed documentation, Respondents must attach scanned copies of original documents in the link provided. In the case where multiple original or signed items are required to respond to a single requirement, these items must be combined into a single PDF attachment and placed in the single link provided. 4.1 Qualification Questions Each Respondent shall submit Yes or No answers to each of the following Qualification Questions. A Respondent must meet the qualifications identified and certify their compliance with the requirements in the following Qualification Questions in order to be considered for award. Respondents that answer No to any of the Qualification Questions are not responsive vendors and their Replies will not be forwarded to the Evaluation Team. The Qualification Questions must be answered in MFMP Sourcing. The questions that must be answered in MFMP Sourcing can be found on Attachment 4 of the solicitation. 4.2 Required Documentation Each Respondent shall upload an electronic copy of the documentation required in the following sections. The Required Documentation must be attached to the corresponding section in MFMP Sourcing. The documents that must be supplied by the Respondent in MFMP Sourcing can be found on Attachment 5 of the solicitation. ITN No V Page 18 of 22

19 4.3 Technical Reply Each Respondent shall submit a Technical Reply detailing their qualifications, capabilities, and a description of the commodities and contractual services that they will provide in response to this solicitation. The Technical Reply is to be organized as directed in the attachment(s) provided and must contain complete replies to the questions asked. Respondents shall submit complete Technical Replies as specified in the attachment(s) or the Respondent may be determined to be nonresponsive. Please attach the Technical Reply, as directed in the attachment(s), in the link(s) provided in MFMP Sourcing Requirements of Technical Reply (Attachment 6) The information contained in this section can be found in Attachment 6 of the solicitation Technical Reply Attachments Respondents should attach the required Technical Reply sections to the links provided here: Respondents shall attach the specified document(s) to the appropriate link(s) in MFMP Sourcing Tab A: Company Overview Tab B: Project Management Tab C: Customer Support Tab D: Implementation Tab E: Operation Tab F: Transition Tab G: FLAIR Data Integration Tab H: User Training Tab I: Card Production & Issuance Tab J: Program Performance Measures & Contract Reporting Tab K: Solution 4.4 Cost Reply Each Respondent must submit a Cost Reply organized as directed in the attachment(s) provided. Respondents shall submit complete Replies exactly as specified in the attachment(s) or the Respondent may be determined to be nonresponsive. Please attach the Cost Reply, as directed in the attachment(s) in the link(s) provided in this section. ITN No V Page 19 of 22

20 4.4.1 Requirements of Cost Reply (Attachment 7) The information contained in this section can be found in Attachment 7 of the solicitation Cost Reply Attachments Respondents should attach the required Cost Reply to the links provided here: Cost Reply Respondents shall attach the specified document(s) to the appropriate link(s) in MFMP Sourcing. 4.5 Redacted Submissions Pursuant to section 3.9.1, if a Respondent marks any portion of their Reply as Confidential, Proprietary or Trade Secret, the Respondent shall attach the redacted copies of their Reply required by section to the appropriate links below Required Documentation Respondents who mark any portion of the Required Documentation as Confidential, Proprietary or Trade Secret shall attach their redacted copies in the links below Redacted Required Documentation Respondents shall attach the specified document to the appropriate link in MFMP Sourcing Technical Reply Respondents who mark any portion of the Technical Reply as Confidential, Proprietary or Trade Secret shall attach their redacted copies in the links below Redacted Technical Reply Respondents shall attach the specified document to the appropriate link in MFMP Sourcing Cost Reply Respondents who mark any portion of the Cost Reply as Confidential, Proprietary, or Trade Secret shall attach their redacted copies in the links below Redacted Cost Reply Respondents shall attach the specified document to the appropriate link in MFMP Sourcing. ITN No V Page 20 of 22

21 5 Reply Evaluation & Selection Methodology This section describes the Reply evaluation and selection methodology that the Department will use during the Evaluation and Negotiation Phases. The Department will only evaluate Replies that have been submitted using MFMP Sourcing and which have been determined to be responsive (see section ). Replies determined to be non-responsive are not eligible for award and will not be forwarded to the Evaluation Team. 5.1 Evaluation Criteria Responsive Replies will be evaluated using the Evaluation Criteria provided in the attached document, Attachment Evaluation Criteria (Attachment 8) The information contained in this section can be found in Attachment 8 of the solicitation. 5.2 Evaluation & Selection Methodology Responsive Replies will be evaluated and Respondents selected as detailed in the attached document, Attachment 9. The Department will use the Evaluation Criteria presented in Attachment 8 above and the methodology presented in Attachment 9 here to establish the competitive range of Replies reasonably susceptible of award. Attachment 9 also explains the methodology the Department will use to select the final Respondents(s) to be recommended to the Department Secretary for award Evaluation & Selection Methodology (Attachment 9) The information contained in this section can be found in Attachment 9 of the solicitation. 5.3 Contract Formation The Department intends to negotiate a Contract during the Negotiation Phase using Attachment 14 as the basis. The specific terms and conditions of the Contract may be refined and clarified during negotiations. The Department may enter into a Contract with Respondent(s) pursuant to: 1) specific Selection Criteria developed by the Negotiation Team during the Negotiations Phase and 2) the decision of the Department Secretary upon recommendations made by the Negotiation Team. The final Contract resultant from this solicitation may be comprised of the following: 1. Contract (Attachment 14) 2. Terms and Conditions (Form PUR 1000 and Attachment 10, section 6 of this solicitation) 3. Statement of Work (Attachment 11, section 7 of this solicitation) 4. Respondent Cost Reply 5. Agency Service Level Agreement 6. Additional Documentation (as required) Draft Contract (Attachment 14) The information contained in this section can be found in Attachment 14 of the solicitation. ITN No V Page 21 of 22

22 6 General and Special Contract Conditions This section contains the attached documents, Form PUR 1000 and Attachment 10, the General Contract Conditions (Form PUR 1000) which apply to all State of Florida solicitations as well as Special Contract Conditions (Attachment 10) particular to this solicitation. Per Rule 60A-1.002(7)(b), FAC, In the event of any conflict between the PUR 1000 form and any Special Conditions attached by the agency, the Special Conditions shall take precedence over the PUR 1000 form unless the conflicting term in the PUR form is required by any section of the Florida Statutes, in which case the term contained in PUR 1000 shall take precedence. 6.1 General Contract Conditions (Form PUR 1000) The information contained in this section can be found in Form PUR 1000 of the solicitation. 6.2 Special Contract Conditions (Attachment 10) The information contained in this section can be found in Attachment 10 of the solicitation. 7 Statement of Work This section contains the attached document, Attachment 11, the Statement of Work for this solicitation which shall be included in any Contract resultant from this solicitation. 7.1 Statement of Work (Attachment 11) The information contained in this section can be found in Attachment 11 of the solicitation. 7.2 Schedule of Deliverables (Attachment 12) The information contained in this section can be found in Attachment 12 of the solicitation. 8 Addenda This section contains, as attached document(s), all addenda to this solicitation made by the Department during the Solicitation Phase. Addenda to the solicitation will be made in accordance with sections 2.4 and 2.5. ITN No V Page 22 of 22