STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES SUBSTANCE ABUSE AND MENTAL HEALTH REQUEST FOR QUOTES FOR CONSULTING SERVICES TO IDENTIFY REQUIREMENTS FOR A SAMH FINANCIAL AND SERVICES ACCOUNTABILITY MANAGEMENT SYSTEM DATE: SEPTEMBER 4, 2015
Purpose The Florida Department of Children and Families (the Department or DCF ) is seeking qualified firms to provide management consulting services as defined by DCF related to the Substance Abuse and Mental Health (SAMH) Financial and Services Accountability Management System (FASAMS). DCF seeks qualified companies to identify and validate all business and technical requirements that should be included in the uniform management information and fiscal accounting system, in collaboration with community substance abuse and mental health service managing entities. DCF may also request additional management consulting services related to the FASAMS project. The services requested will be based on Department of Management Services (DMS) State Term Contract, entitled Management Consulting Services, numbered 973 000 14 01. The selected vendor(s) must possess information system expertise and demonstrate an understanding of, and experience with, the State of Florida s information system requirements gathering and documentation processes. Substance abuse and mental health services experience will also be valued by the Department to the extent that it provides a deeper understanding of the needs and challenges faced by the State. Problem Statement: The Department has been directed by the Florida Legislature through Specific Appropriation 302A to develop and implement a uniform management information and fiscal accounting system to improve cost control for the State and its providers in accordance with Section 394.77, Florida Statutes. Scope of Work This RFQ will prequalify existing Management Consulting Services state term contract vendors to provide consulting services to the Department. The process this RFQ will follow is that, first, DCF will prequalify one or more Management Consulting Services state term contract vendors based on the Selection Criteria defined in this RFQ; second, DCF will either (a) select a vendor for Task Order 1 to deliver requirements to develop and implement a SAMH FASAMS based on evaluation of the vendor s response to this RFQ or (b) meet with one or more of the prequalified vendors for Task Order 1 to determine which of the prequalified vendors best meets the needs of the task order. DCF reserves the right to select the best vendor for each particular task order needed from the prequalified vendors. DCF will issue a purchase order or a change order to the selected vendor for each task order resulting from this RFQ. This prequalification process will result in one or more vendors who will have the opportunity to be selected for one or more task orders. DCF does not guarantee each vendor prequalified will receive a task order. 9/4/15 Page 2 of 7
For Task Order 1, DCF is seeking services from a third party vendor to assist in the development of the business and technical requirements for the SAMH Financial and Services Accountability Management System (FASAMS). The vendor will work with the Department and in collaboration with the managing entities and their service providers. The requirements must comply with section 394.77, Florida Statutes, and include interfaces to the Department s child welfare information system and the Agency for Health Care Administration s Medicaid Management Information System. FASAMS will be a commercial off the shelf (COTS) solution. In order to help the Department select and implement the most appropriate system, the vendor will develop an evidence based information technology framework with measureable objectives. This framework will be utilized in the evaluation and selection of a COTS product as well as providing a means for the Department to manage the implementing vendor s performance. These evidence based objectives will be incorporated into a solicitation document to be issued by DCF to procure an integrator s services. Additional services may be included in a task/purchase order issued by the Department including, but not limited to, project management office services and procurement support services. For reference purposes only, DCF is including a link to the DCF Pamphlet 155 2 (version II.I.2). This document defines the current data elements that the managing entities are required to submit to the Department. http://www.myflfamilies.com/service programs/substance abuse/pamphlet 155 2 v11 9/4/15 Page 3 of 7
Schedule Request for Quote: SAMH FASAMS Consulting Services The following schedule applies to this RFQ. Event Date 1. RFQ Released to Vendors September 4, 2015 2. Vendor Meeting for Questions and Answers (to be held at 1940 North Monroe Street, Suite 80) 3. Vendor Response(s) Due Date September 17, 2015 September 28, 2015 3:00 PM 4. Anticipated Date for Vendor Presentations October 12 13, 2015 5. Anticipated Date for Identifying Prequalified Vendor(s) October 22, 2015 6. Anticipated Start Date for Task Order 1: Requirements Identification for a Substance Abuse and Mental Health FASAMS System 7. Anticipated Due Date for Task Order 1: Requirements Identification for a Substance Abuse and Mental Health FASAMS System November 2, 2015, subject to Legislative Approval and Release of Funds March 1, 2016 Interested vendors may, at any time during the procurement, pose questions in writing to the Procurement Manager. In addition, the Department will conduct a Vendor Meeting for Questions and Answers. The purpose of the Vendor Meeting for Questions and Answers is to review the RFQ with interested vendors so that areas of misunderstanding or ambiguity are clarified. The Department encourages all prospective vendors to participate in the Vendor Meeting for Questions and Answers. The Department shall not be bound by oral information that is not contained within the RFQ document or formally provided in writing as a response to questions. Selection Criteria This RFQ will result in the selection of one or more vendors to provide the services described. The Department will select the vendor(s) who offer the best value. The Department will subsequently issue specific purchase orders (or purchase order change orders, as appropriate) from time to time. Each purchase order or purchase order change order will contain a specific statement of work. 9/4/15 Page 4 of 7
All quotes will be reviewed using the following criteria: Company and staff qualifications that demonstrate the ability to perform the work specified in this RFQ; Demonstrated recent and relevant experience related to the purpose and scope of this RFQ; Approach to meeting the requirements of the RFQ; and Pricing. The Department reserves the right to award purchase orders to vendors that do not submit the lowest pricing structure, however, pricing will be a very significant element of the Department s evaluation of quotes. When in the best interest of the state the Department reserves the right to decline to issue task orders, to modify the scope of work reflected in task orders, and to issue task orders to multiple vendors. Quote Structure Quotes must include the following sections in the order prescribed below: 1. Executive Summary This section shall present a high level synopsis of the vendor s response to the RFQ. The Executive Summary should be a brief overview of: The approach to providing the services the vendor is offering; The team (the vendor and any subcontractors) assembled to provide the services described in this RFQ; and The experience of the vendor s organization and proposed team. 2. Past Experience This section shall include descriptions of relevant experience related to the services that are needed and available from the vendor. The Vendor should include samples of relevant work performed as attachments to the quote to provide an example of the types of capabilities that will be provided in response to this RFQ. 3. Approach and Price Quote This section shall include the vendor s approach to the delivery of the services required for Task Order 1, the Fixed Fee Price Quote for Task Order 1, as well as hourly rates for the relevant Management Consulting Services job categories for the purpose of DCF approved change orders. 4. Contact Information Identify all key sales and project management contacts information including name, title, address, email address and direct telephone numbers. 9/4/15 Page 5 of 7
5. References Provide at least three clients for which similar or identical services were performed. 6. Team Member Resumes Provide resumes and relevant experience of key staff and management personnel that will be involved in providing the services for Task Order 1. In order to be considered for one or more task orders each quote must completely address each section as described above. The Department reserves the right to reject any quote that does not properly address the above requirements, that fails to include the information requested, or that deviates from the requirements of this RFQ in any manner. Deliverables In order to be paid, the successful vendor(s) must provide proper supporting documentation of the services delivered. At a minimum supporting document will include: Pricing A project schedule that defines the overall project timeline and includes key project milestones, and deliverables; The estimated hours needed to complete each deliverable to demonstrate that the hourly rates do not exceed state term contract rates; Weekly status reports; and Invoice(s) with the completed deliverable(s) attached should be submitted once the deliverable(s) are accepted by DCF s project manager. Interested vendors must provide hourly rates 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. The Department reserves the right to negotiate lower rates with any vendor to which it offers a task order. Staffing Classification from the State Term Contract [enter the job title and scope variant from the state term contract] Standard Hourly Rate State Term Contract Hourly Rate Quoted Rate for the Department 9/4/15 Page 6 of 7
In addition to the hourly rates, the vendor must provide a fixed fee quote for Task Order 1. Once the compensation for any task order is established, the Department will not entertain any request for an increase, even if such increase would result in the compensation remaining at or below the rates contained in the state term contract. All services for the term of any task order shall be subject to the availability of state funding and the approval of the department s Contract Manager. The Department may also request that a task order, or any portion, be priced using a fixed price method of payment rather than being based on hourly rates set out in the quote. 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 must be less than the estimated cost that would be based on the hourly rates and the vendor must provide adequate supporting evidence of compliance with this requirement. The mutually agreed fixed cost shall be the only compensation paid to the provider regardless of the number of hours actually worked by the provider to complete the work for which a fixed price was negotiated. 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 upon fixed cost and by the estimated completion date, unless the completion date is modified by the Department s Contract Manager. Contact Person and Procurement Manager The sole contact point for all communication regarding this RFQ is: David Shepard, Procurement Manager 1940 North Monroe Street Florida Department of Children and Families Tallahassee, Florida 32399 Email: david.shepard@myflfamilies.com Submission of RFQ Responses Responses are due to the Procurement Manager by the date and time specified in the Schedule section above. The Department requires electronic responses only. Responsibility for timely delivery rests with the Vendor. Electronic responses are to be submitted via electronic mail to the Contract Manager. The Vendor electronic mail response to this RFQ should be addressed with the SUBJECT line as DCF SAMH FASAMS Consulting Services, and delivered to David Shepard at david.shepard@myflfamilies.com. All required documents may be included as an attachment to the email. Terms and Conditions The terms and conditions of the task order(s) resulting from this 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. 9/4/15 Page 7 of 7