Request for Quote Professionalizing Procurement Practices and Procedures February 11, 2014 Florida Department of Children and Families

Request for Quote Professionalizing Procurement Practices and Procedures February 11, 2014 Florida Department of Children and Families

Purpose The Florida Department of Children and Families (the Department ) is seeking qualified firms to assist the Department in the review and revision of the Department s procurement practices and procedures and the Procurement Manual and training to accompany said manual based on the Department of Management Services (DMS) State Term Contract number 973-000-14-01 for Management Consultant Services. The goal of the project is to present, both the provisions of Florida Statutes and Rules and the latest in best practices, in one location. The Department intends this Procurement Manual to provide procurement and contract managers techniques, examples, templates, and forms to assist during the procurement and contract management process. The Department expects this Procurement Manual to be a valuable resource to both the beginner and seasoned procurement professional alike. In addition, the Department will offer training to help facilitate the procurement and contract managers understanding of the process. This RFQ will develop a list of existing state term contract vendors that may be used to provide the desired services to DCF. This Request for Quotes (RFQ) will follow the following process: The Department will prequalify one or more state term contract vendors based on the selection criteria defined in this RFQ. The Department will meet with one or more of the prequalified vendors for each task order to determine which of the prequalified vendors best meet the needs of the task order. The Department will select the best vendor for each particular task order needed. The Department will issue a purchase order or a change order to the selected vendor for the task order. This process will result in one or more vendors who will have the opportunity to be selected for one or more task orders. The Department does not guarantee each vendor prequalified will receive a task order. 2/11/2014 Page 2 of 7

Scope of Work Vendors responding to this RFQ must submit quotes supported by pricing structures, a timeline/project plan, and a resume or summary of experience (including client references) on similar projects, related to the following scope of work and deliverables. For the initial task order, the Department is specifically seeking services to include, but not be limited to: Review, Edit, and Improve the Department Procurement Process o The vendor must assist the Department in reviewing and improving the effectiveness of the Department s procurement and contracting processes and in editing of Department written policies and procedures. In addition, the vendor must review and advise of improvements to relevant Department Contract Management Training. Schedule The following schedule has been defined to efficiently solicit multiple competitive quotes, select the most qualified vendor(s), and start one or more projects within a short time period. Event RFQ Advertised and Released on Florida Vendor Bid System (VBS): http://vbs.dms.state.fl.us/ Quote Due Date Date 02/11/14, 3:00 p.m. 02/19/14, 3:00 p.m. Anticipated Date for Identifying Pre-Qualified Vendor(s) 02/23/14 In order to expedite this procurement, there is no specific time period provided in the timeline for questions and answers. Interested vendors may, at any time during the procurement, provide questions in writing to the procurement officer. The Department will make reasonable efforts to respond to each interested vendor s questions individually, in a timely manner. 2/11/2014 Page 3 of 7

Selection Criteria This procurement will result in the selection of one or more vendors to provide services reflecting the needs described in this RFQ. The Department will select the vendor(s) who offer the best value. Specific Purchase Orders with an associated statement of work will subsequently be issued for services as may be required by the Department from time to time. All quotes will be reviewed using the following criteria: proven capability; demonstrated knowledge of the procurement practices and procedures for the State of Florida; demonstrated ability to craft training to educate employees on procurement practices and procedures; and cost. The Department reserves the right to not select the lowest cost and to not select a vendor if none sufficiently meet the goals of this RFQ. Quote Structure The following sections will be included, in this order: 1. Executive Summary This section will present a high-level synopsis of the vendor s response to the RFQ. The Executive Summary should be a brief overview of the procurement policies and procedures development and review services available, describe the team (the vendor and any subcontractors) assembled to provide the types of services described in this RFQ and should identify the experience in providing high quality procurement policy and procedure development and review services. 2. Service Capability Include descriptions of each type of procurement policies and procedures development and review services that is available from the team (the vendor and any subcontractors) offered by the vendor. Include samples of work performed as attachments to the quote to provide an example of the types of services that will be provided in response to this RFQ. 3. Contact Information Identify all key sales and project management contacts information including: name, title, address, email address and direct telephone numbers. 2/11/2014 Page 4 of 7

4. References Provide at least two clients where procurement consulting was performed. 5. Team Member Resumes Provide resumes and relevant experience of key staff and management personnel that will be involved in providing procurement policies and procedures development and review services. Deliverables As a result of this project, the Department of Children and Families requests: a project plan that defines the overall project timeline and includes key project milestones, and deliverables; weekly status reports; a Department procurement practices and procedures manual; and training to accompany the Department procurement practices and procedures manual. Pricing DCF requires hourly rates that identify the cost for each of the staffing classifications identified below. Hourly rate quotes should be submitted as a firm fixed hourly rate price that includes travel and living expenses. Staffing Classification from the Management Consulting State Term Contract Standard Hourly Rate State Term Contract Hourly Rate Hourly Rate Quote for DCF Principal Senior Consultant Consultant Junior Consultant Program and Administrative Support Please describe efforts to maximize the use of state residents, state products, and other Florida based businesses in fulfilling the contractual duties under this RFQ. 2/11/2014 Page 5 of 7

Vendors should not expect that DCF will pay an increase in the proposed hourly rates through December 31, 2014. All services for the term of any Purchase Order shall be subject to the availability of state funding and the approval of the Department s Contract Manager. DCF may also request task order work using Fixed Price Projects rather than basing all task orders on an hourly rates set out in the RFQ response. Authorization for Fixed Price Projects shall be by specific task orders attached to DCF issued purchase orders with the scope, fixed cost to the Department for each Fixed Price Project Deliverable and the completion date mutually agreed upon by both parties. The fixed cost shall be estimated by the vendor based on a department prepared statement of work and the fixed cost negotiated with the department. The Fixed Price Project cost must demonstrate the hourly rates quoted in response to this RFQ are not exceeded. The mutually agreed fixed cost shall be the only compensation paid to the provider for the Fixed Price Project, regardless of the number of hours actually worked by the provider to complete the Fixed Price Project. The completion date shall be based on the vendor s project plan and negotiated with the department. The vendor shall complete each project within the agreed fixed cost and by the estimated completion date, unless the completion date is modified by DCF s Project Manager. Submission of RFQ Responses Electronic responses are due to the DCF Procurement Office by the date and time specified in the Schedule section above. Responsibility for timely delivery rests with the Vendor. The Vendor electronic mail response to this RFQ should be addressed with the SUBJECT line as DCF Professionalizing Procurement Practices and Procedures and delivered to: Christopher_meadows@dcf.state.fl.us. All required documents may be included as an attachment to the email. Terms and Conditions Hourly rate price quotes must be based on the Department of Management Services (DMS) State Term Contract, Management Consultant Services numbered 973-000-14-01. The terms and conditions of the Purchase Order(s)/task order(s) resulting from this Request for Quote (RFQ) shall take precedence over the terms and conditions set forth in the DMS state term contract, except where the terms and conditions of the state term contract are required by law. Funding for the Purchase Order/task order is contingent upon annual state legislative appropriation. Although the document that will result from this RFQ will be a Purchase Order issued under the DMS state term 2/11/2014 Page 6 of 7

contract(s), the term contract is used in the RFQ as a matter of convenience to denote that document. Any task order entered into as a result of this RFQ process may be terminated if sufficient appropriations or authorizations do not exist. Sending written notice to the vendor will effect such termination. The Department s decision as to whether sufficient appropriations and authorizations are available will be accepted by the vendor as final. This RFQ is being issued and will result in a task order issued pursuant to State Term Contract 973-000-14-01. This RFQ is not an independent competitive solicitation and is not subject to the notice or challenge provisions of subsection 120.57(3), Florida Statutes. 2/11/2014 Page 7 of 7