florida department of elder affairs request for proposalf18978_requestforproposal18rfp001jt.pdf ·...
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DOEA Solicitation No.: 18-RFP-001-JT
Page 1 of 54
RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.
PRIMARY CONTACT: SECONDARY CONTACT:
NAME, TITLE: NAME, TITLE:
ADDRESS: ADDRESS:
PHONE NUMBER: PHONE NUMBER:
FAX NUMBER: FAX NUMBER:
EMAIL ADDRESS: EMAIL ADDRESS:
An equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice
telephone numbers on this document may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711.
FLORIDA DEPARTMENT OF ELDER AFFAIRS
REQUEST FOR PROPOSAL
Solicitation Acknowledgement Form
Page 1 of 54 Pages SUBMIT PROPOSAL TO:
Florida Department of Elder Affairs (DOEA) Bureau of Contract Administration & Purchasing Building 4040, Esplanade Way, 215 Tallahassee, Florida 32399 Telephone Number: 850-414-2134
AGENCY RELEASE DATE:
3/18/2018
SOLICITATION TITLE: SOLICITATION NO:
18-RFP-001-JT
PROPOSALS WILL BE OPENED: 4/18/2018, 3:00 PM, Eastern Time
and may not be withdrawn within 180 days after such date and time.
I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the Respondent and that the Respondent complies with all requirements of the Request for Proposal (RFP), including but not limited to, certification requirements. In submitting a proposal to an agency for the State of Florida, the Respondent offers and agrees that if the proposal is accepted, the Respondent will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the Respondent. By affixing my signature on this reply, I hereby state that I have read the entire RFP terms, conditions, provisions and specifications and all its attachments, including the PUR1000 and 1001. RESPONDENT NAME:
RESPONDENT MAILING ADDRESS:
CITY – STATE – ZIP:
* Authorized Representative’s Signature
PHONE NUMBER:
TOLL FREE NUMBER:
FAX NUMBER: * Name and Title of Authorized Representative
EMAIL ADDRESS:
FEID NO.: *This individual must have the authority to bind the Respondent.
TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):
DOEA Solicitation No.: 18-RFP-001-JT
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TABLE OF CONTENTS
COVER PAGE: Solicitation Acknowledgement Form
SECTION A: Introduction
SECTION B: Solicitation Process and Special Instructions
SECTION C: Scope of Work
ATTACHMENT A: Contact Information
ATTACHMENT B: Reference Form
ATTACHMENT C: Line Item Budget
ATTACHMENT D: Cost Proposal
ATTACHMENT E: Certifications and Assurances
ATTACHMENT F: Disclosure Statement
ATTACHMENT G: Evaluation of Past Performance
ATTACHMENT H: Evaluation Criteria
ATTACHMENT I: State of Florida Anticipated Authorized Positions
ATTACHMENT J: Non-Collusion Affidavit
ATTACHMENT K: Statement of No Involvement
ATTACHMENT L: Addendum Acknowledge Form
ATTACHMENT M: Responsive Requirements Checklist
ATTACHMENT N: Certified Minority Business Subcontractor Expenditures (CMBE Form)
ATTACHMENT O: Standard Contract
ATTACHMENT P: Drug-Free Workplace Program – Respondent Certification
ATTACHMENT Q: Programmatic Assurances For PY 2018 Funds
DOEA Solicitation No.: 18-RFP-001-JT
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A Introduction
A.1 Solicitation Objective
a. The Florida Department of Elder Affairs (Department or DOEA) is issuing this solicitation to establish
a contract for the Senior Community Service Employment Program (SCSEP). This solicitation will be
administered through the Vendor Bid System (VBS). Contractors interested in submitting a Proposal
must comply with all terms and conditions described in this solicitation.
b. This solicitation anticipates having an estimated annual spend of $4,403,737.00 in federal funds, for a
total anticipated federal funding amount of $13,211,211.00 for the three-year term of the contract,
subject to the availability of funds. This project is funded 90 percent by the federal government through
a grant from the U.S. Department of Labor (USDOL). Pursuant to 20 Code of Federal Regulations
(C.F.R.) § 641.809, matching funds of 10 percent of the total cost of activities must be provided by the
awarded Contractor(s). The CFR may be found at the following link:
https://www.doleta.gov/Seniors/pdf/FinalRule2010.pdf. The matching funds may be in cash or in-kind,
or a combination of the two, but shall not be other federal funds and must be used for SCSEP purposes.
This is for informational purposes only and should not be construed as representing actual, guaranteed
or minimum spend under any new contract.
c. The awarded Contractor must be financially in good standing to sustain the contract for three months
as Cost Reimbursement contracts are reimbursed after services have been provided and paid for in
advance, by the awarded Contractor.
d. The Department intends to make multiple awards. However, the Department reserves the right to make
a single award or to make no awards. Any contracts resulting from this RFP will be cost reimbursement
contracts.
A.2 Acronyms
a. Code of Federal Regulations (C.F.R.)
b. Department of Elder Affairs (DOEA)
c. Florida Statutes (F.S.)
d. Florida Administrative Code (F.A.C.)
e. Planning and Service Area (PSA)
f. Program Year (PY)
g. Request for Proposal (RFP)
h. Senior Community Service Employment Program (SCSEP)
i. SCSEP Performance and Results Quarterly Progress Report System (SPARQ)
j. Training and Employment Guidance Letters (TEGL)
k. U.S. Department of Labor (USDOL)
l. Vendor Bid System (VBS)
m. Workforce Innovation and Opportunity Act (WIOA)
A.3 Definitions
The following definitions apply to this solicitation, in addition to the definitions in the PUR 1000 and PUR
1001. Additional definitions may be found in the Statement of Work and in the DOEA Standard Contract,
which are incorporated as Section C Statement of Work and Attachment O – Standard Contract:
a. Authorized Participant Position: An enrollment opportunity for eligible individuals to receive SCSEP
services.
DOEA Solicitation No.: 18-RFP-001-JT
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b. Confidential Information: Any information contained within any documents, data or records a
Respondent discloses to the Department relating to its Proposal that the Respondent claims is protected
from disclosure as a public record by law, including information which is deemed “confidential” or
“confidential and exempt” from disclosure as a public record under Florida Statutes.
c. Community Service Assignment: Non-profit or governmental organization where participants are
placed to receive job training assistance.
d. Contract (contract or agreement): Any mutually binding written agreement, duly executed by and
between DOEA and the Contractor, including all documents, exhibits, and attachments, specifying
services to be performed or provided by the Contractor, billing rates for these services, and the manner
in which the Contractor shall be compensated for these services..
e. Contractor: The person or entity that enters into a contract to sell commodities or contractual services
to DOEA.
f. Contractor Personnel: Persons directly employed by the Contractor.
g. Contract Manager: An individual designated by the Department to be responsible for the monitoring
and management of the Contract.
h. Department (Department or DOEA): Florida Department of Elder Affairs.
i. Department Observed Holidays: The following holidays are currently observed by DOEA. If any of
these holidays fall on a Saturday, the preceding Friday is observed. If any fall on a Sunday, the
following Monday is observed.
i. New Year’s Day
ii. Martin Luther King Day
iii. Memorial Day
iv. Independence Day
v. Labor Day
vi. Veteran’s Day
vii. Thanksgiving Day and the following day
viii. Christmas Day
j. Durational Rejects: Errors that are reported in the SCSEP Performance and Results Quarterly Progress
Report System (SPARQ) Data Quality Report and are listed on the Durational Rejects Report. These
records are rejected by the Data Quality Report only if they contain serious errors affecting eligibility,
performance, or essential program requirements.
k. Host Agency: A public agency or private nonprofit organization exempt from taxation under Section
501(c)(3) of the Internal Revenue Code of 1986, which provides a training work site and supervision
for one or more SCSEP participants.
l. Individual Employment Plan (IEP): A plan for a SCSEP participant that is based on an assessment of
that participant conducted by the Contractor, or a recent assessment of a plan developed by another
employment and training program, and a related service strategy. The IEP must include an appropriate
employment goal (except that after the first IEP, subsequent IEPs need not contain an employment goal
if such a goal is not feasible), objectives that lead to the goal, a timeline for the achievement of the
objectives, and be jointly agreed upon with the participant.
m. Procurement Officer: The Department’s contracting personnel, as identified in the procurement.
n. Participant Staff: Participants who are enrolled in SCSEP and are assigned to receive job training at the
Contractor’s local program office. These participants receive job training related to SCSEP
administrative functions, such as employment coordination.
o. Participants: Senior clients who are eligible for services under the SCSEP.
DOEA Solicitation No.: 18-RFP-001-JT
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p. Planning and Service Area (PSA): The Department has designated 11 PSAs to serve all counties of the
state. This solicitation is for services in PSAs 2-11. The State of Florida does not have authorized
positions in PSA 1.
q. Program Year (PY): SCSEP services are provided during the Program Year, which is July 1 through
June 30 of the following year (i.e. July 1, 2019 – June 30, 2020).
r. Respondent: The entity that submits materials to the Department in accordance with these Instructions.
A.4 Background Information
The Department seeks the services of a Contractor or Contractors with the experience, resources, and
expertise to support the SCSEP throughout the state in accordance with 20 C.F.R. Part 641. Services are
to be provided in counties where state SCSEP Anticipated Authorized Participant Positions are located, as
listed in Attachment I. Prospective Contractors must be a public agency or a private nonprofit organization
exempt from taxation under 501(c)(3) of the Internal Revenue Code of 1986. Prospective Contractors must
have at least two (2) years of experience administering the SCSEP (either as a grantee of the USDOL or as
a sub-grantee through a National or State sponsor) or a similar program.
A.5 Supporting Documentation
Please click on the following links for information relevant to this solicitation:
http://elderaffairs.state.fl.us/doea/scsep.php, DOEA’s SCSEP webpage has copies of the Federal
Regulations (20 CFR §641), SCSEP Data Validation Handbook, SCSEP Data Collection Handbook,
DOEA SCSEP Handbook and Appendix.
A.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) 488-0439. Requests for accommodation for
meetings must be made at least five (5) working days 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) 955-8771
(TDD).
A.7 Procurement Officer
a. The Procurement Officer is the sole point of contact as described in PUR 1001, Section 21.
b. Procurement Officer for this solicitation is:
Justin Taylor
Procurement Officer, Bureau of Contract Administration & Purchasing
Florida Department of Elder Affairs
4040 Esplanade Way, Suite 215U
Tallahassee, FL 32399-0950
Phone: 850-414-2153
Email: [email protected]
***ALL EMAILS TO PROCUREMENT OFFICER SHALL CONTAIN THE SOLICITATION NUMBER
IN THE SUBJECT LINE OF THE EMAIL. ***
A.8 PUR 1001 – GENERAL INSTRUCTIONS TO RESPONDENTS
a. This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process,
and is a downloadable document incorporated into this solicitation by reference. This document should
not be returned with the Response:
http://dms.myflorida.com/content/download/2934/11780
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b. In the event of a conflict between the terms of the PUR 1001 and the terms of this solicitation, the terms
of this solicitation control. The following sections of the PUR 1001 (General Instructions) are
inapplicable:
i. Section 3. Electronic Submission of Proposals
Proposals shall be submitted in accordance with the terms of this solicitation.
ii. Section 4. Terms and Conditions
Terms and Conditions will be in accordance with the terms of this solicitation.
iii. Section 5. Questions
Questions shall be submitted in accordance with the terms of this solicitation.
A.9 PUR 1000 – GENERAL CONTRACT CONDITIONS
a. The General Contract Conditions (PUR 1000) is a downloadable document incorporated in this
solicitation by reference, which contains general contract terms and conditions that must apply to any
contract resulting from this RFP, to the extent they are not otherwise modified herein. This document
should not be returned with the Response: http://dms.myflorida.com/content/download/2933/11777
b. Failure to comply with terms and conditions found in this solicitation, including those specifying
information that must be submitted with a proposal, shall be grounds for rejecting a proposal.
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DOEA Solicitation No.: 18-RFP-001-JT
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B SOLICITATION PROCESS AND SPECIAL INSTRUCTIONS
B.1 Solicitation Number 18-RFP-001-JT
B.2 Solicitation Type Request for Proposal (RFP)
B.3 Issuing Office/Procurement Officer Justin Taylor
Procurement Officer
4040 Esplanade Way, Suite 225A
Tallahassee, Florida 32399
(850) 414-2153
B.4 General Overview
a. The RFP is a method of competitively soliciting a commodity or contractual service under Chapter 287,
Florida Statutes (F.S.). Respondents may submit formal questions in writing to the Procurement Officer
by the deadline listed in the Section B.7. Proposals must be submitted by the deadline listed in Section
B.7.
b. The Department will hold a public opening of the Proposals at the date, time and location listed in the
Estimated Timeline/Calendar of Events, below. Once the Department has reviewed and evaluated the
Proposals, the Department will post its decision on the VBS.
B.5 Restrictions on Communication with DOEA Staff
Respondents to this solicitation or persons acting on their behalf may not contact, between the release of
this solicitation and the end of the seventy-two (72) hour period following DOEA posting the notice of
intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive
or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer
named above. Violation of this provision may be grounds for rejecting a proposal. Section 287.057(23),
F.S.
B.6 Contract Term
a. The original contract term is anticipated to begin upon execution and remain in effect for a period of
thirty-six (36) months. The Contract resulting from this RFP is contingent upon the availability of
funds. DOEA reserves the right to renew the contract, as identified in the Standard Contract, Section
5, Attachment O resulting from this solicitation. Renewal of this contract shall be in writing and shall
be subject to the terms and conditions set forth in the existing contract. Renewal shall be limited to an
additional term not to exceed three (3) years. All renewals are contingent upon satisfactory
performance by the Contractor.
b. DOEA’s performance and obligation to pay under this contract, and any renewals, are contingent upon
an annual appropriation by the Legislature and grants from the USDOL.
c. Newly selected Contractors must be ready to assume responsibility of current program participants on
July 1, 2019. These participants must receive SCSEP services where they reside. If they are already
assigned to a community service position, the new Contractor must work with the current organization
to allow the participants to continue in their community service assignment until a new assignment is
developed, they enter unsubsidized employment, or they terminate from the program.
B.7 Estimated Timeline/Calendar of Events
a. The RFP is a method of competitively soliciting a commodity or contractual service under Chapter 287,
F.S. Respondents may submit formal questions in writing to the Procurement Officer by the deadline
listed in the Estimated Timeline/Calendar of Events. Proposals must be submitted by the deadline listed
in the Estimated Timeline/Calendar of Events .
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b. The Department will hold a public opening of the Proposals at the date, time, and location listed in the
Estimated Timeline/Calendar of Events below. Once the Department has reviewed and evaluated the
Proposals, the Department will post its decision on the VBS.
c. The table below contains the Estimated Timeline/Calendar of Events for this solicitation. Respondents
shall become familiar with the Estimated Timeline/Calendar of Events . The dates and times within
the Estimated Timeline/Calendar of Events are subject to change. It is the Respondent’s responsibility
to check for any changes. All changes to the Estimated Timeline/Calendar of Events will be made
through an addendum to the solicitation. Respondents are responsible for submitting all required
documentation by the dates and times specified below (Tallahassee, Florida local time). The
Department will not consider late submittals.
Estimated Timeline/Calendar of Events Date and Time
1.
RFP Advertised/Released-Date of Issuance and publication on the
Florida Vendor Bid System website at:
http://vbs.dms.state.fl.us/vbs/main_menu
3/18/2019 3:00pm
2. Technical Questions due from prospective Respondents (Only
email inquiries will be accepted). E-mail: [email protected]
Must be received prior to:
3/25/2019 12:00 PM
3.
Anticipated Posting of Questions and Answers to the Florida
Vendor Bid System website (via addendum) at:
http://vbs.dms.state.fl.us/vbs/main_menu
4/5/2019
4. Sealed Technical Proposals and Cost Proposals Due
Must be received prior to:
4/18/2019 3:00 PM
5. Public Opening
4040 Esplanade Way Tallahassee, Florida 32308 4/18/2019 3:00PM
6. Evaluation of Proposals (Anticipated Date)
Evaluation Team Members
to begin evaluations
individually.
4/22/2019
7. Anticipated Posting of Notice of Intent to Award, the Department
will post its decision on the VBS. 5/6/2019
8. Anticipated Contract Start Date 7/1/2019
B.8 Addendum to this Solicitation
The Department reserves the right to modify this solicitation by issuing an addendum posted on the VBS.
Addenda or clarifications to this RFP along with corresponding Addendum Acknowledgement Forms will
be posted on the VBS. The Addendum Acknowledgement Form that is issued with each posting shall be
signed and dated by an individual authorized to bind the Respondent and submitted with the proposal. It
is the Respondent’s responsibility to monitor the VBS for any solicitation updates.
B.9 Notice of Potential Federal Funding
All or some portion of this procurement may be funded with federal funds. The exact amount of federal
funding used will be based on DOEA’s federally approved cost allocation plan.
DOEA Solicitation No.: 18-RFP-001-JT
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B.10 Who May Respond
Respondents must provide proof of the ability to meet the Responsive Requirements listed in the RFP in
order to be considered for award.
B.11 Questions (This section supersedes PUR 1001, Instruction #5, Questions)
a. Any questions from Respondents concerning this RFP shall be submitted in writing, identifying the
submitter, to Procurement Officer at the email address specified in Section B.3, by the date and time
specified in Section B.7, Estimated Timeline/Calendar of Events. Only e-mail inquiries will be
accepted. DOEA’s answers to written inquiries/questions and/or changes to the solicitation will be
posted on the VBS as an addendum. It is the prospective Respondent’s responsibility to periodically
check the VBS for any solicitation updates. DOEA bears no responsibility for any delays, or resulting
impacts, associated with a prospective Respondent’s failure to obtain the information made available
through the VBS. Questions are requested to be submitted in the following format:
Respondent
Question # Respondent Name RFP Section RFP Page # Question
b. All questions must have the solicitation number in the subject line of the email. Questions will not
constitute formal protest of the specifications of the solicitation.
c. Each Respondent shall be responsible for any and all services required under this solicitation. The
Respondent is required to carefully examine the specifications set forth and to be knowledgeable of
any and all conditions and requirements that may in any manner affect the work to be performed as
described in this solicitation. No allowances will be made to the selected Respondent because of lack
of knowledge of conditions or requirements, and the selected Respondent will not be relieved of any
liabilities or obligations.
d. INFORMATION WILL NOT BE PROVIDED BY TELEPHONE. Any information received
through oral communication shall not be binding on the Department and shall not be relied upon by
any Respondent.
e. Pursuant to Section 287.057(23), F.S., Respondents to this solicitation or persons acting on their
behalf may not contact, between the release of the solicitation and the end of the 72-hour period
following the agency posting the notice of intended award, excluding Saturdays, Sundays and
state holidays, any employee or officer of the executive or legislative branch concerning any
aspect of this solicitation, except in writing to the procurement officer or as provided in the
solicitation documents. Violation of this provision may be grounds for rejecting a response.
B.12 Submission of Proposal (This section supersedes PUR 1001, Instruction #3, Electronic Submission of
Responses)
a. Proposals must be submitted in a sealed package with the solicitation number and opening date and
time identified on the outside. Proposals must be submitted by U.S. Mail, Courier, or hand delivery.
PROPOSALS SUBMITTED ELECTRONICALLY WILL BE REJECTED.
b. Each proposal shall be prepared simply and economically, following the instructions contained herein.
c. It is recommended that all Proposals be hand-delivered or sent via certified mail or overnight courier
to ensure timely delivery. Since DOEA is a secured facility, if the Proposal is being hand delivered,
please allow for sufficient time to gain access into the building.
d. PROPOSALS RECEIVED AFTER THE EXACT TIME SPECIFIED WILL NOT BE
CONSIDERED AND WILL BE RETURNED TO THE RESPONDENT UNOPENED.
B.13 Withdrawal of Proposal
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A submitted response may be withdrawn if, within seventy-two (72) hours (Saturdays, Sundays, and state
holidays excluded) after the response due date and time indicated in Section B.7, Estimated
Timeline/Calendar of Events, the Respondent submits a signed written request for its withdrawal to
DOEA.
B.14 Response Opening
a. The proposal opening will be held at the time and date specified in Section B.7, Estimated
Timeline/Calendar of Events.
b. Any person with a qualified disability shall not be denied equal access and effective communication
regarding any proposal documents or the attendance at any related meeting or proposal opening.
c. Sealed proposals received by DOEA in response to this solicitation are subject to production,
disclosure, inspection and copying, in accordance with Chapter 119, F.S, once DOEA posts its
decision or intended decision pursuant to Section 120.57(3)(a), F.S., or thirty (30) days after the
proposal opening, whichever is earlier.
B.15 Solicitation Requirements
a. The following requirements must be met by the Respondent in order for its Proposal to be considered
responsive to this solicitation; however, this is not an exhaustive list of mandatory requirements.
Timely proposals that do not meet all mandatory requirements of this solicitation, including providing
all required information, documents or materials, will be rejected as non-responsive. Mandatory
requirements of the proposal are those set forth as mandatory, or without which an adequate analysis
and comparison of proposals is impossible, or those which affect the competitiveness of proposals or
the cost to DOEA.
b. Proposals may be rejected as non-responsible if past performance or current status do not reflect the
capability, integrity or reliability to perform fully and in good faith the requirements of the contract.
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B.16 Cost of Preparing Respondent’s Proposal
DOEA is not liable for any costs incurred by a Respondent in responding to this RFP, including those for
oral presentations, if applicable.
B.16 Disclosure and Ownership of Proposals by DOEA
A Respondent’s proposal shall be a public record and subject to production, disclosure, inspection and
copying consistent with the requirements of Chapter 119, F.S. A Respondent’s proposal, upon submission,
and any resulting contract shall be the property of DOEA except those parts asserted to be confidential or
MANDATORY REQUIREMENTS FOR EVALUATION
A. It is MANDATORY that the Respondent submits its proposal in the format prescribed and within the time frame specified in Section B.7, Estimated Timeline/Calendar of Events.
B. It is MANDATORY that the Respondent return, in accordance with the requirements of Sections B.34 and B.35, one (1) original, signed and sealed Technical Proposal in accordance with requirements in sections B.36, B.39, B.40, B.41, six (6) paper copies of the signed original and two (2) electronic copies of the signed original Technical Proposal (on a read-only compact disc), which include the following required attachments:
1. Contact Information (Attachment A);
2. Reference Form (Attachment B);
3. Line-Item Budget (Attachment C) and separate Budget Narrative;
4. Certification and Assurances Attachment (Attachment E);
5. Disclosure Statement/Conflict of Interest Disclosure (Attachment F);
6. Non-Collusion Affidavit (Attachment J);
7. Statement of No Involvement (Attachment K);
8. Addendum Acknowledgement Form (Attachment L);
9. Responsive Requirements Checklist (Attachment M);
10. CMBE Certification; if applicable (Attachment N). Attach a copy of your Certified
Minority Business Enterprise (CMBE) Certification; if certified with the Florida
Department of Management Services;
11. Standard Contract (Attachment O);
12. Drug-Free Workplace Program – Respondent Certification (Attachment P); and
13. Programmatic Assurances for FY 2018 Funds (Attachment Q).
D. It is MANDATORY that the Respondent return, in accordance with the requirements
of Sections. B.34 and B.37, one (1) original, signed and sealed Attachment D, Cost Proposal,
six (6) paper copies of the signed original and two (2) electronic copies of the signed original
Cost Proposal (on a read-only compact disc). Attachment D must be submitted in a sealed
package separate from the other attachments.
E. It is MANDATORY that the Respondents return one (1) original, Addendum
Acknowledgement Form that is included with each posting, signed and dated by the
individual authorized to bind the Respondent.
The use of the terms “shall”, “must”, or “will” within these solicitation documents indicate a
MANDATORY requirement or condition.
DOEA Solicitation No.: 18-RFP-001-JT
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exempt pursuant to Chapter 119, F.S., and DOEA, in its sole discretion, shall have the right to use,
reproduce, and disseminate the proposal and contract.
B.17 Respondent’s Duties to Assert Exemption from Disclosure as a Public Record
a. Any proposal content submitted to DOEA which is asserted to be exempted by law from disclosure as
a public record shall be set forth on a page or pages separate from the rest of the proposal and clearly
marked “exempt,” “confidential,” or “trade secret,” as applicable, with the statutory basis for each
claimed exemption specifically identified in writing on each such page. Failure to segregate and so
identify any such content shall constitute a waiver of any claim of exemption as applied to the portion
of the proposal or other document in which the content is set forth.
b. Pursuant to Section 215.985(14), F.S., the Department of Financial Services (DFS) has developed a
web-based system that provides information and documentation about government contracts called the
“Florida Accountability Contract Tracking System” or “FACTS.” An important aspect of this system
is the posting of contract images on the Internet, including contract attachments, which may include all
or part of your proposal to this solicitation.
c. Any claim of exemption from public disclosure is waived upon submission, unless addressed as set
forth above. DOEA will attempt to afford protection from disclosure of any trade secret as defined in
Section 812.081(1)(c), F.S., or Section 688.002, F.S., where identified as such in the reply, to the extent
permitted under Section 815.045, F.S., or Section 288.075, F.S., and Chapter 119, F.S. Each
Respondent acknowledges that the protection afforded by Section 815.045, F.S., is incomplete and
hereby agrees that no remedy for damages may arise from any disclosure by DOEA.
d. DOEA takes its public records responsibilities under Chapter 119, F.S., and Article I, Section 24 of the
Florida Constitution, very seriously. If a Respondent considers any portion of the documents, data,
or records submitted in response to this solicitation to be exempted by law from disclosure as a
public record, the Respondent must also provide DOEA with a separate Redacted Copy of its
proposal, in hard copy and on a read-only compact disc, at the time the proposal is submitted.
e. This Redacted Copy shall contain DOEA’s solicitation name, number, and the name of the Respondent
on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy shall be provided to
DOEA at the same time the Respondent submits its proposal to the solicitation and shall only exclude
or obliterate those exact portions which are exempted by law from public disclosure. Each individual
portion of the Redacted Copy that Respondent asserts is confidential must contain a citation to the
specific law making the content of the redacted portion confidential.
f. If Respondent has determined that the proposal does not contain any information which is exempted
by law from public disclosure, Respondent shall provide as part of the proposal a written statement to
that effect which is executed by an authorized representative of the Respondent’s company with legal
authority to make this determination on behalf of the Respondent.
g. Respondent shall protect, defend, and indemnify, save and hold harmless DOEA from any and all
claims, demands, liabilities, and suits of any nature arising out of, because of, or due to the failure of
DOEA to release information redacted by the Respondent, and to further indemnify DOEA for any
other loss DOEA incurs due to any claim being made against DOEA regarding portions of its Redacted
Copy being confidential, exempt, proprietary, trade secret, or otherwise not subject to disclosure.
h. If Respondent fails to submit a Redacted Copy with its proposal, DOEA is authorized to produce
the entire document(s), data, or records submitted by Respondent in answer to a public records
request.
B.18 Posting of Recommended Award
The Proposal Tabulation, with recommended award, will be posted for review by interested parties at the
location identified in Section B.7, Estimated Timeline/Calendar of Events, above and on the VBS for a
DOEA Solicitation No.: 18-RFP-001-JT
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period of seventy-two (72) hours, excluding weekends and State observed holidays. Any Respondent who
desires to protest the recommended award must file a protest with the Office of General Counsel, Florida
Department of Elder Affairs, 4040 Esplanade Way, Suite 315, Tallahassee, Florida 32399, within the time
prescribed in Section 120.57(3), F.S., and Chapter 28-110, Florida Administrative Code (F.A.C.).
B.19 Number of Awards
DOEA anticipates the issuance of multiple contracts for services under this solicitation. DOEA reserves
the right to issue one (1) contract if doing so is believed to be advantageous to DOEA and the State of
Florida. DOEA, at its sole discretion, shall determine whether multiple contracts will be issued. DOEA
reserves the right to make no awards.
B.20 Type of Contract Contemplated
a. A cost reimbursement contract is proposed; however, DOEA reserves the right to award another type
of contract if doing so is believed to be advantageous to DOEA and the State of Florida, considering
price and other factors. The Contractor shall be paid for the services rendered under the contract upon
satisfactory completion of these services. The awarded Contractor is expected to sustain the contract
for three (3) months as Cost Reimbursement contracts are reimbursed after services have been provided
and paid for in advance by the awarded Contractor.
b. A copy of the proposed contract is included as Attachment O, “Standard Contract”. The requirements
contained in the proposed Contract should be closely reviewed by the Respondent since modifications
proposed by the Respondent may not be considered.
B.21 Proposal Acceptance Period
DOEA intends to execute the contract(s) as soon as possible after the posting of DOEA’s decision. DOEA,
at its discretion, may terminate discussions with the highest ranked Respondent if an agreement is not
executed within thirty (30) days after the announcement of an award and may proceed to award the contract
to the second ranked Respondent.
B.22 Firm Response
Any submitted proposal shall remain firm and valid for one hundred eighty (180) days after the proposal
submission due date, or until a contract is fully executed, whichever occurs first. The Respondent shall not
withdraw any proposal within this time period except as described in paragraph B.13. Any proposal that
expresses a shorter duration of validity may, in DOEA’s sole discretion, be accepted or rejected.
B.23 Disclosure
Information will be disclosed to Respondents in accordance with Florida Statutes and rules applicable to
this solicitation.
B.24 Certifications, Licenses, Permits, Taxes, and Equipment
For the duration of the contract that results from this solicitation, Respondent must pay for and maintain
all licenses, permits, certificates and taxes, required to operate in the State of Florida. Respondent must
comply with all applicable federal, state, and local laws, rules, ordinances, codes, regulations, action
transmittals, program instructions, and other requirements whenever work is being performed under the
contract that results from this solicitation, at no cost to DOEA. Respondent shall supply all necessary
equipment to perform the contract.
B.25 Insurance
a. The Contractor selected under this RFP shall maintain, during the life of the Contract, flood insurance
as stipulated in the Flood Disaster Protection Act of 1973, as amended, 42 USC 4001 et seq. This
provides that no Federal financial assistance to acquire, modernize, or construct property may be
provided in identified flood-prone communities in the United States, unless the community participates
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in the National Flood Insurance Program and flood insurance is purchased within 1 year of the
identification. The flood insurance purchase requirement applies to both public and private applicants
for USDOL support. Lists of flood-prone areas that are eligible for flood insurance are published in the
Federal Register by the Federal Emergency Management Agency (FEMA).
b. The Contractor selected under this RFP shall maintain, during the life of the Contract, Workers’
Compensation Insurance for all of its employees connected with this Contract. Such insurance shall
comply fully with the Florida Workers’ Compensation Law. In case any class of employee engaged in
hazardous work under the contract is not protected under the Workers’ Compensation statute,
Contractor shall provide adequate insurance, satisfactory to DOEA, for the protection of its employees
not otherwise protected. In addition, when participants are not covered by the Florida Workers’
Compensation Law, the Contractor selected under this RFP must provide participants with workers’
compensation benefits equal to those provided by law for covered employment. 20 C.F.R. §
641.565(b)(1)(iii).
c. The Contractor selected under this RFP shall maintain, during the life of the Contract, comprehensive
general liability coverage with limits of not less than $100,000 per occurrence and $500,000 general
aggregate coverage for bodily injury and property damage; and comprehensive automobile liability
coverage with no less than a $100,000 combined single limit.
d. The selected Contractor’s current certificate of insurance shall contain a provision that the insurance
will not be canceled or modified for any reason except after thirty (30) days written notice to DOEA’s
Contract Manager, with the exception of ten (10) days’ notice for non-payment of premium by the
insured.
e. The selected Contractor shall be required to submit insurance certificates evidencing such insurance
coverage prior to the execution of a contract with DOEA. The insurance certificate must name DOEA
as an additional insured and identify DOEA’s Contract Number. Copies of new insurance certificates
must be provided to DOEA’s Contract Manager on an annual basis. Contractor’s failure to maintain
required insurance may result in the cancellation of the contract.
B.26 MyFloridaMarketPlace Vendor Registration
a. Prior to entering into a contract with DOEA, the selected Contractor must be registered with DMS’
MyFloridaMarketPlace Vendor Registration System located at the following website:
http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_v
endors/requirements_for_vendor_registration.
b. The awarded Respondent(s) will be required to pay the required MFMP transaction fee(s) as specified
in Section 14 of the PUR 1000, unless an exemption has been requested and approved prior to the award
of the contract pursuant to Rule 60A-1.031, F.A.C.
c. Respondents who do not have Internet access may request assistance from MyFloridaMarketPlace
Customer Services at (866) 352-3776.
d. The following DMS Class/Group codes are provided to assist you in your registration efforts:
Code Description 80000000 Management and business professionals and administrative services 80101600 Project management 80101604 Project administration or planning 80111504 Labor training or development 80111510 Job description development and writing services 80111700 Personnel recruitment 80172003 Public affairs service 86000000 Education and training services
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86100000 Vocational training 93141800 Employment 93141801 Employment promotion or planning services 93141802 Recruitment services 93141810 Career development services 93151500 Public administration 94100000 Work related organizations 94131607 Elderly assistance organizations
B.27 Florida Substitute Form W-9 Process
a. State of Florida vendors must register and complete an electronic Florida Substitute Form W-9. The
Internal Revenue Service receives and validates the information vendors provide on the Form W-9. For
instructions on how to complete the Florida Substitute Form W-9, please visit:
http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf
b. The awarded Respondent(s), if any, must have completed this process prior to execution of the contract.
B.28 Florida Department of State Registration Requirements
All entities identified under Chapters 607, 608, 617, 620, 621 and 865, F.S., seeking to do business with
DOEA shall, prior to entering into a Contract, be appropriately registered with the Florida Department of
State.
B.29 Contractors and Subcontractors
The resulting contract does not allow the Contractor to subcontract for any of the services provided in the
resulting contract.
B.30 Conflict of Interest
a. The Respondent covenants that it presently has no interest in and shall not acquire any direct or indirect
interest in the future which conflicts or would conflict in any manner of degree with the performance
of the services required to be performed under the contract resulting from this solicitation. The selected
contractor shall be required to provide written notification to DOEA within five (5) working days of
the discovery of a potential conflict of interest. DOEA shall have the authority to determine whether
or not a conflict of interest exists.
b. Contractor shall not knowingly engage, on a full or part-time basis, any personnel who are in the
employment of DOEA without prior written approval from DOEA.
c. Further, the Contractor shall not knowingly engage any former employee of DOEA where such
employment conflicts with the requirements of Section 112.3185, F.S.
B.31 Rights to Data and Copyright
Writings, publications, films, videos, technical reports, equipment, computer hardware and software,
recordings, computer programs, computerized databases, data processing programs, pictorial
reproductions, maps, drawings, specifications, graphical representations, and works of similar nature
(whether copyrighted or not copyrighted) which are submitted with a proposal or specified to be delivered
under a project contract shall be maintained by DOEA and may be released as public records. Additionally,
any writings, publications, films, videos, technical reports, equipment, computer hardware and software,
recordings, computer programs, computerized databases, data processing programs, pictorial
reproductions, maps, drawings, specifications, graphical representations, and works of similar nature
(whether copyrighted or not copyrighted) which are developed or produced and paid for, in whole or in
part, by contract funds become the property of DOEA except as may otherwise be provided in the contract.
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B.32 RFP Process
a. The RFP process is conducted in two sequential phases: (1) the Proposal Preparation Phase, and (2) the
Evaluation Phase.
b. In the Proposal Preparation Phase, Respondents will prepare and submit proposals to the Procurement
Officer based on the requirements identified previously in B.15 of this RFP and any addenda to the
RFP.
c. In the Evaluation Phase, an evaluation team will evaluate and score the proposals according to the
evaluation criteria contained in the RFP and DOEA will then post DOEA’s decision, as set out in
Section B.18.
B.33 Elaborate Proposals
It is not necessary to prepare your proposal using elaborate brochures and artwork, expensive paper and
bindings, or other expensive visual presentation aids. Your proposal shall be prepared in accordance with
the instructions herein.
B.34 Submittal Requirements
a. A signed original Technical Proposal and six (6) copies thereof shall be bound, enclosed, and sealed
individually for submission along with two (2) electronic copies of the signed original Technical
Proposal on read-only compact discs. The original shall be labeled “Original Technical Proposal” and
all copies shall be labeled “Technical Proposal Copy.’ The original and all paper and electronic copies
may then be submitted together to DOEA.
b. A signed original Cost Proposal and six (6) copies thereof shall be bound, enclosed and sealed
individually for submission along with two (2) electronic copies of the signed original Cost Proposal
on read-only compact discs. The original shall be labeled “Original Cost Proposal” and all copies shall
be labeled “Cost Proposal Copy.” The original and all paper and electronic copies may then be
submitted together to DOEA.
c. If a Respondent fails to submit any of the items required by this section, DOEA reserves the right to
contact the Respondent by email for submission of the document(s) via mail. This right may be
exercised when the proposal has met all other requirements of the solicitation.
d. The Respondent’s Technical Proposal shall be packaged separately from its Cost Proposal or the
proposal package will be rejected and deemed “non-responsive.”
e. If Respondent considers any portion of its Technical Proposal or Cost Proposal to be confidential, the
Respondent shall submit a read-only compact disc containing two (2) copies of the signed, original
proposal with the confidential information redacted. This read-only compact disc shall be titled
“Redacted Copy.”
B.35 Instructions for Preparation of the Proposal
The instructions for this solicitation have been designed to help ensure that all responses are reviewed and
evaluated in a consistent manner, as well as to minimize costs and response time.
a. Contents of Proposal-Technical Proposal Format
i. The Technical Proposal package shall be prepared by each Respondent utilizing 8.5” x 11” paper.
ii. Using the description of work outlined in Section C, Scope of Work, Respondents shall prepare
their technical proposal package in the order outlined below, with the sections tabbed for ease of
identification and review.
iii. The Respondent’s Technical Proposal must be for services to be provided for all state anticipated
Authorized Participant Positions within a Planning and Service Area (PSA), as identified in
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Appendix I. A separate Technical Proposal and Cost Proposal must be submitted for each PSA
where services are being proposed. The Department has the option to group multiple areas together
or to develop separate contracts for each area.
iv. The Respondent’s Technical Proposal shall be packaged and sealed separately from its Cost
Proposal. Failure of the Respondent to provide any of the information required in the Technical
Proposal portion of the proposal package shall result in a score of zero (0) for that element of the
evaluation which will result in the proposal being deemed non-responsive and rejected.
B.36 Proposal Organization
Proposals are to be organized in sections as directed below. Respondents shall complete each section
entirely or the Respondent may be deemed non-responsive. The following sections of the Proposal shall
be submitted in one sealed package to the Procurement Officer.
a. Cover Sheet DOEA Solicitation Acknowledgement Form.
b. DOEA’s Solicitation Acknowledgement Form shall be completed as instructed. Respondents are
required to complete, sign, and return the DOEA Solicitation Acknowledgment Form with its proposal
submittal. This form must be completed and signed by a representative who is authorized to
contractually bind the Respondent (MANDATORY).
c. If a Respondent fails to submit a signed DOEA Solicitation Acknowledgement Form with its proposal,
DOEA reserves the right to contact the Respondent by email for submission of this document via email
with follow-up via mail. This right may be exercised when the proposal has met all other requirements
of the solicitation.
d. In the event that Respondents submit a proposal as a joint venture, each member of the joint venture
must complete and sign a separate DOEA Solicitation Acknowledgement Form.
Tab 1 –Cover Letter on the Respondent’s letterhead with the following information:
1. Company name and physical address
2. Primary location where the work will be performed
3. Contact information for primary point of contact
4. Federal Employer Identification (FEID) Number
5. Dunn and Bradstreet Number
Tab 2 – Respondent’s Management Plan, Transition Plan, and Technical Approach
The Respondent shall provide a Management Plan which describes the administration, management,
key personnel and responsible office that will be used to oversee and execute the contract.
1. Administration and Management (Company Profile)
The Respondent shall include a description of the organizational structure and management style
established and the methodology to be used to control cost, ensure reliable services, and maintain
schedules, as well as the means of coordination and communication between the organization and
DOEA. Information about the company’s experience shall be submitted including company profile,
experience, years in business, and salary and benefits paid to employees. The proposal shall be
written in non-technical language to summarize the Respondent’s overall capabilities and approaches
for accomplishing the services specified herein.
2. Transition Plan
The Respondent shall include a description of how it plans to transition participants from the
incumbent contractor to the Respondent, if transition is required. Transition plans may require
implementation at beginning of the contract period, at the end of the contract period, or in the event
that the State’s authorized positions change at any point during the contract period. The Transition
Plan shall detail steps the Respondent will take to transition existing participants into community
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service assignments, specialized training, or unsubsidized employment. The plan shall include how
Respondent will work with DOEA SCSEP staff and incumbent grantees to ensure an orderly and
seamless transition of existing program participants.
The Department anticipates the transition from incumbent contractors to new contractors (if
necessary) to take place between April 1 – June 30, 2019, with an effective date of July 1, 2019 for
all transfers. Only incumbent contractors will receive funding and provide services during this
transition period. The transfer of participants will start with the new program year on July 1, 2019.
DOEA SCSEP staff, incumbent contractors, and new contractors will work together to ensure an
orderly and seamless transition of participants.
As participants are transferred from one contractor to another as a result of this procurement, the
enrolled participants must be given the opportunity to continue in the program. Therefore, by
submitting a response to this procurement, the selected Contractor(s) agree to assume responsibility
for all incumbent SCSEP participants, must offer incumbent SCSEP participants service in the same
county in which they currently enrolled, and offer incumbent SCSEP participants the opportunity to
remain in the same host agency until new host agency agreements are in place.
3. Technical Approach
The Respondent shall explain the approach, capabilities, and methods it proposes to use to
accomplish the tasks in the Scope of Work outlining specific details as to how the work will be
accomplished. The Respondent shall identify any safety concerns and how it will address those
issues. Any specific techniques it will use shall also be provided. The Respondent shall describe
how grant requirements will be communicated to program staff members and how systems will be
evaluated to ensure timely and accurate implementation.
4. Identification of Key Personnel
The Respondent must provide the names of key personnel on the Respondent’s team, as well as a
resume for each individual proposed and a description of the functions and responsibilities of each
key person relative to the tasks to be performed. The approximate percentage of time of each key
person to be devoted exclusively for this project and to the assigned tasks should also be indicated.
The Respondent shall also include this information for any vacant positions anticipated to be filled
and used on this Contract, including the number of proposed SCSEP participant staff (if relevant).
5. Responsible Office
The Respondent shall include a chart with the geographic area to be served, the Planning and Service
Area (PSA), counties, and the number of Anticipated Authorized Participant Positions (as listed in
Attachment I). It is mandatory that the Respondent propose service to all counties within the
PSA with Anticipated Authorized Participant Positions, and to serve at least the number of
Anticipated Authorized Participant Positions within those counties. If the Respondent does not
propose service to all counties within the PSA with Anticipated Authorized Participant
Positions or proposes to serve fewer than the Anticipated Authorized Participant Positions
within those counties, the proposal will not be evaluated.
The Respondent may have more than one office location to serve the PSA, but the office assigned
responsibility for the work shall be identified in the Technical Proposal. If different elements of the
work will be performed at different locations, those locations shall be listed.
6. Narrative on Experience and Ability
The Respondent shall furnish a narrative on their relevant experience, qualifications, and ability to
administer the SCSEP. Identify the primary staff contact person(s) in the PSA and document their
relevant experience in effectively managing a SCSEP or similar program. The narrative shall explain
how the Respondent will achieve the goals of the program, which are to enroll eligible SCSEP
participants in valuable community service assignments and to transition participants into
unsubsidized employment so that they can achieve economic self-sufficiency.
Tab 3 –Response to the RFP Requirements/ Respondent’s Proposed Technical Solution
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The Respondent shall fully describe their plan for carrying out the services requested in this solicitation. The Respondent shall describe in detail each activity and service listed below that will be performed and
the staff position(s) assigned to provide each service or activity. Adequate descriptions must be provided
for the reviewer to determine how the project will be implemented:
1. Recruitment and Selection of Participants – Outline a specific plan for recruitment and selection
of participants that ensures the maximum number of eligible individuals have an opportunity to
participate in the program, as described in 20 C.F.R. § 641.515.
2. Eligibility, Recertification, and Job Ready Individuals: Outline step-by-step procedures that will
be used to determine and document each participants’ initial eligibility and continued eligibility (as
stipulated in 20 C.F.R. §§ 641.500 and 641.505), including who will be responsible for this task.
Describe methods that will be used to ensure accurate and complete eligibility and how eligibility
documents will be maintained. Identify methods that will be used to avoid enrolling job-ready
individuals and identify the characteristics of a job-ready applicant, as described in 20 C.F.R. §
641.512.
3. Priority Groups: Describe specific procedures that will be used to ensure priority of service will be
afforded to individuals and the order in which the priorities will be applied, as described in 20 C.F.R.
§ 641.520.
4. Orientation: Describe the participant orientation process (as stipulated in 20 C.F.R. §
641.535(a)(1)), including when and how orientation will be provided, the person responsible for
providing it, the projected amount of time that will be devoted to orientation, and measures that will
be taken to ensure complete understanding of the program requirements. Also describe the host
agency orientation process, with the same requested information for participant orientation.
5. Assessment: Provide a description of the assessment process, detailing how and when assessments
will be performed for participants, as required in 20 C.F.R. § 641.535(a)(2).
6. Individual Employment Plan: Outline the process to develop and update an Individual Employment
Plan (IEP) for each participant, as described in 20 C.F.R. § 641.535(a)(3). Provide a detailed
description of the elements that will be included in the IEP and include a copy of a sample IEP.
7. Community Service Assignments: Describe how appropriate community service assignments, as
required in 20 C.F.R. § 641.535(a)(4), will be developed. Provide a list of potential host agencies
that may be used, the city in which they are located, and the types of training assignments available.
Describe criteria for selecting appropriate community service assignments, the process for ensuring
that community service activities provide training that prepares participants for unsubsidized
employment, and how participants will be matched with appropriate assignments. Explain
procedures that will be used to ensure participants are given adequate supervision during their
community service assignment by host agency staff. Describe how SCSEP staff will inform host
agency supervisors about each participant’s training plan and their specific learning objectives, and
how staff will monitor participants’ progress.
8. Training: Describe how training will be arranged for participants, as required in 20 C.F.R. §
641.535(a)(5). Identify different training opportunities that would be available to participants, as
detailed in 20 C.F.R. § 641.540, and list potential free or low-cost resources that may be used.
9. Supportive Services and Counseling: Describe how assistance will be provided to participants to
assist them in obtaining needed supportive services (as referenced in 20 C.F.R. § 641.545), how
appropriate services will be arranged for participants (as referenced in 20 C.F.R. § 641.535(a)(6)),
and how the Contractor will provide periodic counseling to participants regarding their progress in
meeting the goals and objectives identified in their IEPs (as referenced in 20 C.F.R. § 641.535(a)(8)).
Provide a list of supportive services that may be offered and organizations that may provide these
services at little or no cost.
10. Wages and Benefits: Describe procedures for providing participants with wages and benefits and
ensuring they will be paid the highest applicable required wage for time spent in the community
service assignment, orientation, and training, as stipulated in 20 C.F.R. § 641.565. The Respondent’s
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description shall include methods to ensure payment to participants is timely. The Respondent must
submit a copy of their proposed payroll schedule. Explain how the organization will ensure that
participants receive such benefits as are required by law and how benefits will be provided uniformly
to all participants. Describe how participants will be offered the opportunity to receive physical
examinations annually, indicate an understanding that participants may choose not to accept the
physical examination and explain how the refusal will be documented. The Respondent must submit
a copy of their fringe benefits policy to DOEA.
11. Safe and Healthy Working Conditions: Describe in detail the process for ensuring that each host
agency site is safe and healthy prior to developing an agreement and before participants begin their
assignment, as directed in 20 C.F.R. § 641.535(a)(10). A copy of a sample host site safety check list
must be included with the proposal.
12. Employment Assistance: Describe the process that will be used to ensure that participants are
receiving services and taking actions designed to help them achieve unsubsidized employment, as
required in 20 C.F.R. § 641.550, and how job development activities will be documented.
13. Job Development: Describe how private and public employers will be contacted directly or through
the State’s Workforce Development system to develop or identify suitable unsubsidized employment
opportunities and how host agencies will be encouraged to assist participants in their transition to
unsubsidized employment, including unsubsidized employment with the host agency, as required in
20 C.F.R. § 641.550. Identify staff that will be responsible for this task and how compliance with
this requirement will be verified.
14. Maximum Duration and Terminations: Describe how procedures will be instituted to ensure that
eligible individuals do not participate in the program in excess of a maximum duration of 48 months
in the aggregate (whether or not consecutive), as stipulated in 20 C.F.R. § 641.570. Describe steps
that will be taken to transition participants to unsubsidized employment or other assistance before
the maximum duration time period has expired.
Describe how participants will be informed about the DOEA’s SCSEP mandatory termination policy,
which clarifies provisions cited in 20 C.F.R. § 641.580 as it relates to circumstances for which
participants may be terminated. Describe procedures that will be adopted to ensure that all staff
understand that the DOEA’s SCSEP mandatory termination policy must be used and strictly adhered
to during the term of the grant. DOEA’s SCSEP mandatory termination policy can be found in the
DOEA SCSEP Handbook and Appendix, available at http://elderaffairs.state.fl.us/doea/scsep.php.
15. Maintenance of Effort: Describe specific actions that must be taken by each staff member prior to
the signing of a host agency agreement to ensure compliance with the maintenance of effort
requirements, as directed in 20 C.F.R. § 641.844. The Respondent must explain how they will work
with host agency supervisors to ensure their understanding and ongoing compliance with
maintenance of effort requirements.
16. Service to Minorities: Describe efforts that will be made to increase services to minority individuals
in the proposed service areas (as required in OAA Title V, Section 515, as reauthorized by Public
Law 114-144), including specific actions that will be taken to actively recruit eligible minorities.
Identify specific minority groups that will be targeted and creative steps that will be taken to
maximize enrollment.
17. Data Collection, Reporting, and Performance Measures: Describe how complete, accurate, and
timely data collection and reporting will be ensured, and specifically indicate: how any needed
hardware or Internet connectivity will be obtained; how and where data entry will be accomplished;
how those capturing and recording data will be familiar with the latest instructions for data collection,
including DOEA guidance, Older Worker Bulletins, TEGLs, the SCSEP Data Collection Handbook,
and Internet postings; how data will be submitted timely; and an understanding that the SPARQ (or
other system required by USDOL) must be used to enter complete, timely, and updated data
regarding participants that receive SCSEP services and all other mandated information, as directed
in 20 C.F.R. § 641.879.
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Provide a detailed description regarding how the following seven (7) SCSEP Performance Measures,
as established by the USDOL, will be achieved: (1) community service; (2) entered employment rate
(second quarter after exit); (3) entered employment rate (fourth quarter after exit); (4) median
earnings; (5) customer satisfaction of participants, host agencies, and employers; (6) services to most-
in-need; and (7) service level.
All successful Contractors will be required to achieve these goals or new goals that may become
effective during the contract period. The goals listed below are for Program Years 2018 and 2019,
as defined in the SCSEP Performance Accountability Final Rule (2018), which can be found at
https://www.doleta.gov/Seniors/html_docs/regs.cfm. Subject to change after final goals are
released and/or negotiated during the contract period.
Performance Measures The goals listed below are for Program Years 2018 and 2019, as
defined in the SCSEP Performance Accountability Final Rule
(2018).
Performance Measure for
Program Year
2018
Performance
Measure for
Program Year
2019
Community Service The number of hours of community service in the reporting period
divided by the number of hours of community service funded by
the grant minus the number of paid training hours in the reporting
period.
80.0% 80.0%
Employment Rate, Second Quarter After Exit
The number of participants employed in the second quarter
after the exit quarter divided by the number of participants
who exited two quarters earlier.
30.4% 35.1%
Employment Rate, Fourth Quarter After Exit
The number of participants employed in the fourth quarter
after the exit quarter divided by the number of participants
who exited four quarters earlier.
27.2% 31.7%
Median Earnings
Of those participants who are employed in the second quarter
after the quarter of program exit, the median value of
earnings in the second quarter after the exit quarter.
$3,621 $3,802
Customer Satisfaction
Satisfaction of the participants, employers, and their host
agencies with their experiences and the services provided,
resulting from customer satisfaction surveys administered to
each of these three customer groups.
Participant:
81.4% Host Agency:
81.2% Employer: 85.8%
Participant: 82.4% Host Agency:
82.2% Employer: 86.8%
Service Level
The number of participants who are active on the last day of
the reporting period or who exited during the reporting period
divided by the number of modified community service
positions.
153.4% 156.4%
Services to Most-in-Need Average number of barriers per participant. The total number of the
following characteristics: severe disability, frail; age 75 or older,
old enough for but not receiving SS Title II, severely limited
employment prospects and living in an area of persistent
unemployment, limited English proficiency, low literacy skills,
disability, rural, veterans, low employment prospects, failed to find
employment after using WIA Title I, and homeless or at risk of
homelessness divided by the number of participants who are active
on the last day of the reporting period or who exited during the
reporting period.
2.90 2.90
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18. Internal Programmatic and Financial Monitoring Processes:
Provide information regarding how often host agencies will be visited for purposes of monitoring the
training provided to participants. Describe how monitoring will be conducted, what monitoring will
consist of, how corrective actions will be prescribed and followed-up on, and who will conduct
programmatic monitoring. Include a sample internal programmatic monitoring tool used to evaluate
program services.
Describe procedures that will be used to conduct financial monitoring of project activities. Identify
the person(s) responsible for monitoring program expenditures. Provide a sample financial
monitoring tool, which clearly outlines monitoring processes that will be utilized, the frequency of
monitoring of expenditures, and methods for prescribing corrective actions and follow-up
procedures.
19. Collaboration/Leveraged Resources: Describe collaboration activities with other entities serving
the same area to maximize opportunities for SCSEP participants to obtain intensive training services
and to move into unsubsidized employment. This includes coordination with the public workforce
system, Area Agencies on Aging, other SCSEP providers, and other key partners in the community.
Describe how Memoranda of Understanding (MOUs) will be established, the timeline for having
agreements with all proposed service areas, and provide a chart with all current MOUs and proposed
MOUs. Strategies for obtaining and maintaining MOUs with the One-Stop delivery system must be
included and demonstrate how the MOUs will meet the requirements of TEGL 17-16, which can be
found at: https://www.doleta.gov/Seniors/html_docs/TechAssist.cfm.
Describe any strategies for leveraging other resources, in addition to the non-federal share (i.e. the
required match) from other key partners in the proposed service area(s), including organizations in
both the public and private sector to support the SCSEP program.
20. Past Performance – Monitoring Reports: The Respondent shall provide a copy of their most recent
SCSEP monitoring report or their most recent monitoring report for a similar program. If the
Respondent has previously administered SCSEP, then it shall provide a copy of its most recent
SCSEP monitoring report.
21. Past Performance – Performance Measures: The Respondent shall provide a copy of their most
recent performance report for SCSEP or a similar program to clearly demonstrate that federal or state
grant performance goals were achieved. Examples of performance reports for similar programs
include the SCSEP Final Quarterly Progress Report for Program Year 2017, the Workforce
Innovation and Opportunity Act (WIOA) Annual Performance Report, a programmatic annual report
submitted to the federal or state grantor, etc. If the Respondent has previously administered SCSEP,
then it shall provide a copy of its most recent performance report for SCSEP.
Tab 4 - Line-Item Budget and Budget Narrative:
1. The Respondent must submit a completed Line-Item Budget (Attachment C) and a separate Budget
Narrative including the initial and renewal periods, if applicable.
2. The Line-Item Budget shall only contain allowable expenditures and the functions and activities must
be properly allocated to programmatic activities, as directed in 20 C.F.R. § 641.856, § 641.859, and
§ 641.864. The SCSEP has legislated limitations on the expenditures of Title V funds. The
administrative cost limitation for this RFP is 6.5 - 9 percent, dependent upon the approved budget
from the USDOL. A minimum of 75% of the total budget must be allocated to participant wages and
fringe benefits under the programmatic activity cost category and the balance must be allocated to
other program costs under the programmatic activity cost category. The functions and activities listed
in the budget must be properly allocated and the budget must be consistent with the activities
presented in the proposal.
3. The Line-Item Budget shall include costs for infrastructure funding of the One-Stop delivery system,
in accordance with TEGL 17-16, which is available at the following link:
DOEA Solicitation No.: 18-RFP-001-JT
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https://www.doleta.gov/Seniors/html_docs/TechAssist.cfm.
4. The Line-Item Budget shall include an allocation of time spent on the SCSEP for each staff member
who will be paid with contract funds.
5. The Respondent shall provide a separate Budget Narrative. Failure to provide a response to any
required components may deem the Respondent’s Budget Narrative non-responsive. The Budget
Narrative must clearly explain why each line-item expense is necessary, how each line-item expense
was calculated, and each expense must be sufficiently justified. The line-item expenses listed under
the approved Object Class Categories (i.e., personnel, fringe benefits, travel, supplies, indirect, and
other operating costs) must be allowable, reasonable, and necessary for the effective administration
of the program. If indirect expenses are listed in the Line-Item Budget, a copy of the current approved
indirect rate must be provided.
6. The Budget Narrative must identify the source(s) and methods of calculation for the 10% match, how
the match will be captured, and how staff will ensure the accuracy of the match before reporting it
to the Department. The Respondent shall describe the non-federal resources or in-kind services that
are proposed.
7. The Budget Narrative shall describe in detail how documentation to support billed expenses will be
collected and maintained for each reporting period and it must identify individual financial records
that will be available to reconcile billed expenditures. The Budget Narrative must also identify the
fiscal point of contact who will be responsible for submitting monthly invoices to the Department
and who may be called upon for budget updates and explanations of costs. Provide a description of
the point of contact’s relative experience managing federal funds, collecting and maintaining fiscal
documentation, creating monthly expenditure reports, submitting complete and accurate invoices to
a funding entity, and analyzing budgets to ensure full and accurate use of funds.
8. The Respondent shall describe its internal control system regarding how Respondent accounts for
cash, property, and other assets. The Respondent must show that it has sufficient internal controls to
prevent fraud and misuse of funds and that the budget control system ensures that actual expenditures
do not exceed the approved budget. Information must be provided that explains how all funds will
be properly accounted for (e.g. separate bank accounts or project cost records). Explain how the
accuracy and reliability of accounting data is checked on a routine basis, including segregation of
duties, authorization, execution and payment, personnel, timely posting of debt, etc.
9. The Budget Narrative shall provide a Cost Allocation for any direct costs that will be shared with
other funding sources. The Budget Narrative must identify all funding sources for each staff member
listed in the Line-Item Budget, their percentage of time allocated to each funding source, how that
percentage was determined, and their total annual salary. For all other shared costs, a cost allocation
methodology shall be provided in the Budget Narrative which identifies all other funding sources for
that cost, how the cost will be proportionately allocated to the SCSEP budget and to the other funding
sources, how that allocation was determined, and the total annual cost.
Tab 5 - Duty of Continuing Disclosure of Legal Proceedings
1. Respondent must disclose, as part of its Proposal, all prior and on-going civil or criminal litigation,
investigations, arbitration, or administrative proceedings (Proceeding) involving Respondent (and
each subcontractor) in a written statement to DOEA. Thereafter, Respondent has a continuing duty
to promptly disclose all Proceedings upon occurrence.
2. This duty of disclosure applies to Respondent’s or its subcontractor’s officers and directors when the
Proceeding relates to the officer’s or director’s business or financial activities. Details of settlements
that are prevented from being disclosed by the terms of the settlement may be annotated as such.
3. Respondent shall promptly notify DOEA of any Proceeding relating to or affecting the Respondent’s
or subcontractor’s business. If the existence of such Proceeding causes DOEA concern that
Respondent’s ability or willingness to perform the Contract is jeopardized, Respondent shall be
required to provide DOEA all reasonable assurances requested by DOEA to demonstrate that:
DOEA Solicitation No.: 18-RFP-001-JT
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a. Respondent will be able to perform this Contract in accordance with its terms and conditions;
and
b. Respondent and/or its subcontractor(s) has/have not and will not engage in conduct in performing
services for DOEA which is similar in nature to the conduct alleged in such Proceedings.
Tab 6 – Attachments
Responses to this RFP must include the following documents and certifications:
1. Contact Information (Attachment A);
2. Reference Form (Attachment B);
3. Line-Item Budget (Attachment C)and separate Budget Narrative;
4. Cost Proposal (Attachment D) Must be submitted separately in sealed envelope, per Section B.35
and B.37;
5. Certification and Assurances Attachment (Attachment E);
6. Disclosure Statement/Conflict of Interest Disclosure (Attachment F);
7. Non-Collusion Affidavit (Attachment J);
8. Statement of No Involvement (Attachment K);
9. Addendum Acknowledgement Form (Attachment L);
10. Responsive Requirements Checklist (Attachment M);
11. CMBE Certification; if applicable (Attachment N). Attach a copy of your Certified Minority
Business Enterprise (CMBE) Certification; if certified with the Florida Department of Management
Services;
12. Standard Contract (Attachment O); and
13. Drug-Free Workplace Program – Respondent Certification (Attachment P).
Tab 7 – Other Required Documentation
Programmatic Assurances (Attachment Q)
B.37 Cost Proposal Submittal
a. Each Respondent shall use the forms provided as Attachment D, Cost Proposal, to provide the proposed
contract amount for the services requested in this solicitation for the initial and renewal term(s). The
Respondent’s Cost Proposal shall be sealed and packaged separately from its Technical Proposal.
Failure by the Respondent to submit the Cost Proposal sealed separately from the Technical Proposal
shall result in the proposal package being deemed non-responsive and, therefore, the proposal will be
rejected.
b. The proposed contract amount provided shall include the cost of all things necessary to accomplish the
services outlined in Section C, Scope of Work, and the Respondent’s proposal hereto including, but not
limited to, Respondent’s furnishing the necessary personnel and labor, supplies, equipment, services,
insurance, MyFloridaMarketPlace transaction fees, miscellaneous expenses and the application of all
multiples (i.e. overhead, fringe benefits, etc.), and travel and incidental expenses. Failure to complete
and submit Attachment D, Cost Proposal, will result in the proposal being deemed non-responsive and
therefore the proposal will be rejected. Any proposal submitted with a proposed contract amount
exceeding the maximum anticipated funding amount (listed in Attachment I, State of Florida SCSEP
Anticipated Authorized Positions) shall be rejected. Footnotes, notations, and exceptions made to
Attachment D shall not be considered.
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B.38 Past Performance References
a. The Respondent shall include with its response a completed Attachment B, Reference Form, for at least
four (4) separate and verifiable references for which the Respondent performed work similar to that
specified in this solicitation for a period of at least two (2) years.
b. In the space provided on Attachment B, Reference Form, the Respondent must list all the names under
which it has ever operated. In the event the Respondent has had a name change since the time work
was performed for a listed reference, the name under which the Respondent operated at that time must
be provided in the space provided for Prospective Contractor’s Name.
c. References should be directly relevant to the services in the solicitation. Incomplete Reference Forms
will not be evaluated.
d. References will not be accepted from:
i. Current employees of DOEA.
ii. Spouses or children of current employees of DOEA.
iii. Former employees of DOEA within the past three (3) years.
iv. Persons currently or formerly employed by the Respondent’s organization.
v. Board members of the Respondent’s organization.
vi. Relatives.
vii. Corporations based solely in a foreign country.
viii. A member of the Respondent’s organization who has written, completed, and submitted the form on
behalf of the reference.
ix. Subcontractors of the Respondent.
x. Entities having an affiliation with the Respondent (i.e. parent companies or subsidiaries having
common ownership, having common directors, officers, or agents or sharing profits or liabilities).
Firms that are currently parent or subsidiary companies to the Respondent will not be accepted as
Past Performance references under this solicitation.
xi. The same reference may not be listed for more than one (1) reference and confidential clients shall
not be included.
xii. Confidential references shall not be included.
e. The Department reserves the right to contact references other than those identified by the Respondent to
obtain additional information regarding past performance. Any information obtained as a result of such
contact may be used to determine whether or not the Respondent is a “Responsible Vendor,” as defined
in Section 287.012(25), F.S.
f. In the event that Respondents submit a proposal as a joint venture, at least one (1) past performance
reference must be listed for each member of the joint venture. However, the total minimum number of
references to be listed remains four (4).
g. References should be available to be contacted during normal working hours. DOEA will choose, at
its own discretion, a minimum of three (3) of the Respondent’s references to contact in order to
complete an evaluation questionnaire as provided in Attachment G.
h. DOEA will attempt to contact each selected reference by phone or email up to three (3) times. In the
event that the contact person cannot be reached following the specified number of attempts, the
Respondent shall receive a score of zero (0) for that reference evaluation. DOEA will not attempt to
correct incorrectly supplied information and will not select a replacement for a non-responding
reference.
i. Failure to provide the required information for a minimum of four (4) separate and verifiable
references in the spaces provided on Attachment B or failure to provide the required information
DOEA Solicitation No.: 18-RFP-001-JT
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for each reference shall result in the Respondent receiving a score of zero (0) for the Past
Performance section of the evaluation criteria.
B.39 State Project Plan
The Respondent must submit a written plan addressing the State’s four (4) objectives listed below, to the
extent applicable to the items/services covered by this solicitation. DOEA expects Respondents to address
each objective. Objectives not addressed in the selected Respondent’s proposal must be addressed prior to
Contract execution. The State reserves the right to negotiate mutually acceptable changes with the
Respondent selected for award, prior to execution of the contract.
a. Environmental Considerations: The State supports and encourages initiatives to protect and preserve
our environment. The Respondent shall submit, as part of this plan, the Respondent’s plan to support
the procurement of products and materials with recycled content. The Respondent shall also provide a
plan for reducing and/or handling of any hazardous waste generated by the Respondent which must
comply with the provisions of Rule 62-730.160, F.A.C., and applicable State and Federal laws. It is a
requirement of the Florida Department of Environmental Protection that a generator of hazardous waste
materials that exceeds a certain threshold must have a valid and current Hazardous Waste Generator
Identification Number. This identification number shall be submitted as part of the Respondent’s
explanation of its company’s hazardous waste plan and Respondent shall explain in detail its handling
and disposal of waste.
b. Certification of Drug Free Workplace Program: The State supports and encourages initiatives to keep
the workplace of Florida’s suppliers and contractors drug free. Section 287.087, F.S., provides that,
where proposals which are equal with respect to price, quality, and service are received, preference
shall be given to a proposal received from a Respondent that certifies it has implemented a drug-free
workforce program. If the Respondent has a drug-free workplace program, the Respondent shall sign
and submit the Certification of Drug Free Workplace Program Form, attached hereto and made a part
hereof as Attachment P.
c. Products Available from the Blind or Other Handicapped (RESPECT): The State supports and
encourages the gainful employment of citizens with disabilities. Information about RESPECT and the
products it offers is available at http://www.respectofflorida.org.
The Respondent shall describe how it will support the use of RESPECT in offering the services/items
being procured under this solicitation. Respondents proposing the use of RESPECT as a subcontractor
shall be required to provide written proof of a subcontractor agreement for this solicitation with
RESPECT with their proposal. The written documentation shall be a one (1) page letter supplied by
the subcontractor on its letterhead stationery, clearly identifying the DOEA Solicitation Number, the
project title, and the prime contractor with whom the firm intends to subcontract.
d. Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE): The State supports and
encourages the use of Florida Correctional work programs. Information about PRIDE and the products
it offers is available at http://www.pride-enterprises.org.
The Respondent shall describe how it will support the use of PRIDE in offering the services/items
being procured under this solicitation. Respondents proposing the use of PRIDE as a subcontractor
shall be required to provide written proof of a subcontractor agreement for this solicitation with PRIDE
with their proposal. The written documentation shall be a one (1) page letter supplied by the
subcontractor on its letterhead stationery, clearly identifying the DOEA Solicitation Number, the
project title, and the prime contractor with whom the firm intends to subcontract.
B.40 Financial Information
a. The Department will perform a review to determine the integrity and reliability of the Respondents.
The Department may use subject matter experts during this review. The review, at a minimum, will
include:
i. Confirmation that the Respondent’s financial statements, as described below, appear to reflect a
financially stable firm, which is described further below.
DOEA Solicitation No.: 18-RFP-001-JT
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ii. Confirmation that the Respondent is responsible based on a review of the information provided
below.
b. The information provided below will be reviewed by a representative of DOEA’s Division of Financial
and Support Services. The review of financial statements consists of those documents submitted in
accordance with below. The financial status or any information provided below may be a basis for
rejection of a Reply if the Department determines that such a circumstance poses any risk that the
Respondent may be compromised in its ability to perform the Services sought in the RFP, or would
tend to undermine the public trust, or would cause a lack of confidence in the propriety of the
Respondent, or would otherwise result in a perceived detriment to the State.
c. The Department may request, and the Respondent must provide, supporting information or
documentation. Failure to supply supporting information or documentation as required and requested
may be deemed nonresponsive.
d. Full disclosure as to whether, within the last 10 years, the Respondent has filed (or had filed against it)
any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the
appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation
providing relevant details;
e. Copies of Respondent’s most recent, independently audited, financial statements, as well as those for
the preceding year. Include the audit opinion, balance sheet, income statement, statement of retained
earnings, statement of cash flows, and the notes to the financial statements. If independently audited
financial statements do not exist for the Respondent, document the reason and, instead, submit
sufficient information, including financial statements or redacted information, for the two most recent
fiscal years, stipulating whether the provided information is for the Respondent’s consolidated parent
entity or Respondent’s subsidiary, to enable the Department to assess the financial stability of the
Respondent. Such financial statements must be prepared substantially according to generally accepted
accounting principles or other comprehensive basis of accounting principles. The Department reserves
the right to request that the Respondent submit additional financial information the Department deems
necessary to complete its assessment; and
f. Submit a copy of the Respondent’s most recent SSAE 16 reports or SOC audit report, if applicable for
any facilities Respondent proposes or plans to use for performance of the Services. Label it Confidential
and redact it from the Redacted Version of the Reply.
B.41 Responsive Requirements
Respondents shall provide the required documentation requested in this section and submit a completed
Responsive Requirements checklist (Attachment M). A Respondent must meet the minimum qualifications
listed in this solicitation in order to be considered for award. The Department will not review Proposals
from Respondents who do not provide documentation to support the ability to meet the minimum
qualifications listed on Attachment M, Responsive Requirements Checklist.
a. Does the Respondent have a minimum of at least two (2) years’ experience providing the commodities
and/or services described in this solicitation? If so, did the Respondent provide documentation on a
completed Attachment B Reference Form?
b. Did the Respondent provide documentation of a completed Attachment D, Cost Proposal, including
initial and renewal years?
c. Proof of the Respondent’s Irrevocable Letter of Credit. Respondent must submit a letter, signed within
the previous thirty (30) days of this RFP’s submission deadline per the Estimated Timeline/Calendar
of Events, from a surety company or bonding agent authorized to do business in the State of Florida
and written on company letterhead, that documents the Contractor’s present ability to obtain an
irrevocable letter of credit in an amount sufficient to cover all program related costs and expenses for
any three-month period. If awarded the contract, the Respondent shall obtain the Irrevocable Letter of
Credit prior to providing any services pursuant to the contract.
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d. Did the Respondent provide financial information, as described in B.40?
e. Copies of the Respondent’s Articles of Incorporation and/or proof of Respondent’s registration with
the Florida Department of State Division of Corporations.
f. NOTE: Pursuant to Section 607.1501, F.S., out-of-state corporations are required to obtain a Florida
Certificate of Authorization pursuant to Section 607.1503(1), F.S., from the Florida Department of
State, Division of Corporations, to transact business in the State of Florida. The Respondent agrees to
attain such authorization within seven (7) business days of notice of award, should the Respondent be
awarded. Website: www.sunbiz.org
B.42 Additional Information
a. By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in
this solicitation. The Department may request, and the Respondent shall provide, supporting
information or documentation. Failure to supply supporting information or documentation as required
and requested may result in the Proposal being deemed non-responsive.
B.43 Evaluation Criteria
a. General
i. DOEA reserves the right to accept or reject any or all proposals received and reserves the right to
make an award without further discussion of the proposals submitted.
ii. Non-responsive proposals shall include, but not be limited to, those that:
(a) Fail to meet any statutory requirements;
(b) Are irregular or are not in conformance with the requirements and instructions contained
herein;
(c) Fail to utilize or complete prescribed forms; or
(d) Have improper or undated signatures.
A NON-RESPONSIVE PROPOSAL WILL NOT BE CONSIDERED UNLESS, IN DOEA’S
DISCRETION, THE DISCREPANCY DOES NOT PREVENT REVIEW OF THE
PROPOSAL BY DOEA AND CAN BE EASILY AND QUICKLY REMEDIED.
iii. In determining whether a Respondent is responsible, DOEA may consider any information or
evidence which comes to its attention and which reflects upon a Respondent’s capability to fully
perform the contract requirements and/or the Respondent’s demonstration of the level of integrity
and reliability which DOEA determines to be required to assure performance of the Contract.
DOEA may deem the Respondent as non-responsible.
b. Evaluation Review
Each proposal is ranked according to how the Respondent addressed the criteria listed in Attachment
H, Evaluation Criteria, based on instructions in the RFP and adherence to 20 CFR §641. The evaluators
will independently review the responsive proposals using the Scoring Guidelines provided in
Attachment H.
c. Evaluation Scoring
Each proposal will be reviewed by at least three (3) evaluators who will independently score the
proposal based on the criteria contained in Attachment H.
B.44 Basis of Award
a. Upon completion of the evaluations, the Contract, if awarded, will be made to the highest averaged
scored Respondent, including pricing and technical scoring.
b. The Department reserves the right to award as determined to be in the best interest of the state and to
accept or reject any and all Proposals or separable portions and to waive any minor irregularity if the
Department determines that doing so will serve the best interest of the state. An irregularity is not
DOEA Solicitation No.: 18-RFP-001-JT
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material, and therefore minor, when it does not give the Respondent a substantial advantage over other
Respondents and thereby restrict or stifle competition.
B.45 Identical Tie Proposals
In a circumstance where proposals which are equal with respect to price, quality, and service are received,
preference will be given to a business that certifies that it has implemented a drug-free workplace program
in accordance with section 287.087, F.S.
B.46 Proposal Disqualification
Proposals that do not meet all requirements, specifications, terms and conditions of the solicitation or
failure to provide all required information, documents or materials may be rejected as non-responsive.
Proposals that contain provisions that are contrary to the requirements of the solicitation are not permitted.
Proposals with alternate provisions and conditions that are not consistent with the primary goals of the
solicitation may be deemed non-responsive. A Respondent whose Proposals, past performance or current
status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements
of this solicitation may be rejected as non-responsive. The Department reserves the right to determine
which Proposals meet the requirements of this solicitation and which Respondents are responsive and
responsible.
B.47 Rights for Award
a. The Department reserves the right to:
i. Divide the work among Contractors by type of service, geographic area, and/or both; and
ii. Award contracts for less than the entire service area, less than all services encompassed by this
solicitation, or both.
B.48 Terms and Conditions (This section supersedes Section A, PUR 1001, Instruction #4, Terms and
Condition).
a. All proposals are subject to the terms of the following sections of this solicitation, which, in case of
conflict, shall have the order of precedence listed:
b. Scope of Work (Section C);
c. DOEA Standard Contract (Section D);
d. Special Instructions for the Preparation and Submission of Proposals (Section B);
e. General Conditions (PUR 1000);
f. General Instructions to Respondents (PUR 1001); and
g. Respondent’s Proposal.
h. DOEA objects to and shall not consider any additional terms and conditions submitted by a Respondent,
including and appearing in documents attached as part of the Respondent’s proposal. In submitting its
proposal, a Respondent agrees that any additional terms or conditions, whether submitted intentionally
or inadvertently, shall have no force or effect. Failure to comply with terms and conditions found in
this solicitation, including those specifying information that must be submitted with a proposal, shall
be grounds for rejecting a proposal.
i. Any instance of noncompliance with a requirement of this solicitation, for which there is a consequence,
shall be strictly enforced.
B.49 Agency Decision
a. The Department will post a Notice of Intent to Award to enter into one or more contracts with the
Respondent(s) identified therein, on the VBS website: http://vbs.dms.state.fl.us/vbs/main_menu.
b. If the Department decides to reject all Proposals, it will post its notice on the VBS website:
http://vbs.dms.state.fl.us/vbs/main_menu.
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B.50 Respondent’s Responsibility
It is understood, and the Respondent hereby agrees to be solely responsible for obtaining all materials and
determining the best methods that will be utilized to meet the intent of the requirements of this solicitation.
B.51 Accessible Electronic Information Technology
Respondents submitting proposals in response to this solicitation must provide electronic and information
technology resources in complete compliance with the accessibility standards provided in Rule 60-8.002,
F.A.C. These standards establish a minimum level of accessibility.
B.52 Strict Enforcement
DOEA reserves the right to enforce strict compliance with any requirement of this solicitation.
B.53 Cooperation with the Inspector General
a. Pursuant to section 20.055(5), F.S., the Contractor and any subcontractors understand and will comply
with their duty to cooperate with the inspector general in any investigation, audit, inspection, review,
or hearing.
B.54 Protests
a. Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post a bond
or other security required by section 287.042(2)(c), F.S., within the time allowed for filing a bond shall
constitute a waiver of proceedings under Chapter 120, F.S.
b. Only documents delivered by the U.S. Postal Service, a private delivery service, in person, or by
facsimile during business hours (8:00 a.m. - 5:00 p.m., Eastern Time) will be accepted. Documents
received after hours will be filed the following business day. No filings may be made by email or any
other electronic means. All filings must be made with the Office of General Counsel ONLY and are
only considered "filed" when time-stamped by the Office of General Counsel. Documents submitted
via facsimile to the Office of General Counsel are considered “filed” on the date and time received and
as when the Department receives the complete transmission. It is the Contractors responsibility to
ensure complete transmission. It is the responsibility of the filing party to meet all filing deadlines.
c. Do not send bids, only send protests, to the Agency Clerk’s Office. Send all bids to the
Procurement Officer and address listed in the Timeline.
Office of General Counsel’s mailing address is: Office of General Counsel’s physical address for
hand deliveries is:
Florida Department of Elder Affairs Florida Department of Elder Affairs
4040 Esplanade Way, Suite 315 4040 Esplanade Way
Tallahassee, Florida 32399-7000 Tallahassee, Florida 32399
Telephone No. (850) 414-2114
DOEA Solicitation No.: 18-RFP-001-JT
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C Scope of Work
C.1 Purpose
The Florida Department of Elder Affairs (DOEA) seeks the services of a vendor or vendors who have the
experience, resources, and expertise to support the SCSEP throughout the state in accordance with 20
C.F.R. Part 641. Services are to be provided in counties where state SCSEP anticipated Authorized
Participant Positions are located, as listed in Attachment I. Prospective vendors must be a public agency or
a private nonprofit organization exempt from taxation under 501(c)(3) of the Internal Revenue Code of
1986. Prospective vendors must have at least two (2) years of experience administering SCSEP (either as a
grantee of the USDOL or as a sub-grantee through a National or State grantee) or a similar program.
C.2 Programmatic Authority
The relevant federal and state authority governing the SCSEP includes:
Title V of the OAA of 1965, as amended, including the Older Americans Act Reauthorization Act of
2016, Public Law 114-144;
SCSEP Final Rule, 20 CFR, Part 641;
SCSEP Performance Accountability Final Rule (2018)
Consolidated Appropriations Act of 2017 (Public Law 115-31); and
Catalog of Federal Domestic Assistance, section 17.235.
C.3 Background/Overview
SCSEP serves the mission of the Department by enhancing employment opportunities for older Americans
and by promoting older workers as a solution for businesses seeking a trained, qualified, and reliable
workforce. SCSEP is a program administered by the U.S. Department of Labor (USDOL) that serves
unemployed low-income persons who are 55 years of age and older and who have poor employment
prospects by training them in part-time community service assignments and by assisting them in developing
skills and experience to facilitate their transition to unsubsidized employment.
C.4 General Description
The selected Respondent(s) will be responsible for the programmatic, fiscal, and operational management
of the SCSEP within its designated Planning and Service Area(s). The selected Respondent(s) shall perform
the services identified below in Section C.5 Contractor’s Responsibilities, with no more than the contract
amount specified, or as amended.
In addition to providing community services, part-time work-based training, and additional job skills
training, the program has a goal of assisting SCSEP participants in finding, obtaining, and maintaining
unsubsidized employment. The selected Respondent(s) will ensure that participants understand that their
community service experiences will serve as a bridge to unsubsidized employment.
a. Onboarding
The Contractor shall meet with DOEA SCSEP staff for a series of onboarding activities prior to the
execution of the contract. Onboarding activities include face-to-face meeting(s) either at DOEA or the
Awarded Contractor’s project office, in addition to conference calls and/or via teleconference. Any
travel expenses the Awarded Contractor incurs will be at their own expense.
b. Recruitment and Selection of Participants
The Contractor, if applicable, shall work with DOEA SCSEP staff and the incumbent grantees to ensure
an orderly and seamless transition of existing program participants. The Contractor shall develop
recruitment and selection methods that assures the maximum number of eligible individuals has an
opportunity to participate in the program, as described in 20 C.F.R. §641.515. The State’s One-Stop
Delivery system, through CareerSource Florida, must be used as one method in the recruitment and
selection of eligible individuals. The Contractor shall seek to enroll individuals who are eligible
minorities, limited English speaking, Indians, or those who have the greatest economic need at least in
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proportion to their numbers in the area, taking into consideration their rates of poverty and
unemployment.
i. The Contractor shall closely monitor the number of active participants to ensure each county is not
over or under-served, in accordance with Attachment I. The Department will review SPARQ (or
other system required by USDOL)and www.scseped.org quarterly to ensure enrollment levels are
properly maintained and will require a Corrective Action Plan for each county that is over or under-
served.
c. Program Promotion
The Contractor must promote the SCSEP in its communities by participating in job fairs; arranging
speaking engagements with key organizations; seeking opportunities for free or reduced cost
advertisements with the local media; dissemination of flyers, postcards and other promotional material
at churches, senior centers, nutritional centers, supermarkets and other prominent locations.
i. The Contractor should take advantage of public service announcements and potential in-kind
resources or donations to assist in attracting eligible individuals to the program.
ii. The Contractor shall ask One-Stop Centers to display promotional material produced nationally
and locally in strategic locations; to incorporate information about the program in workshops and
training presentations; to provide meeting and office space for recruitment activities and program
staff; and to endorse the value and skill set of program participants through various regional
initiatives.
iii. The role of partners in this effort is critical because it expands the resources and increases the
opportunities for success. The Contractor shall document and maintain all of its outreach and
recruitment efforts in the Contractor’s outreach and recruitment file.
iv. Media Approval - All media, including but not limited to publications, flyers, outreach
presentations, radio, or television spots and interviews, require prior approval by the DOEA
Communications Director.
d. Eligibility, Recertification, and Job Ready
The Contractor shall implement procedures that will be used to determine and document each
participants’ initial eligibility and continued eligibility. Each applicant’s eligibility must be determined
by an interview and must be documented on an Eligibility Form. The individual must provide
documentation to support eligibility. The required documentation is described in the SCSEP Data
Collection Handbook, which is available at http://elderaffairs.state.fl.us/doea/scsep.php. The
Contractor must have procedures in place to ensure accurate and complete eligibility for participants;
to ensure all eligibility documents are maintained in accordance with the law; and ensure proper
training is provided to staff who will be responsible for accurately performing eligibility
determinations.
i. Initial Eligibility
To be eligible for initial enrollment, each individual must be unemployed and shall meet the
following criteria for participation: age, income, and place of residence. Age, income, and residence
are defined as follows:
(a) Age - Participants in the SCSEP must be 55 years of age or older. There is no upper age limit
for eligibility.
(b) Income – The income of the family of which the individual is a member shall not exceed the
low-income standards as issued annually by the Department of Health and Human Services.
TEGL No. 12-06 should be used to identify the types of income that are included and excluded.
(c) Residence - Each individual, upon initial enrollment, shall reside in Florida.
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ii. Ineligibility
When the Contractor makes an unfavorable determination of enrollment eligibility, it should assure
that the individual is given a reason for non-enrollment and, when feasible, should refer the
individual to other potential sources of assistance. In addition to individuals who are determined
ineligible based on age, income, or residence, the Contractor shall not enroll individuals who are
job-ready and who can be directly placed into unsubsidized employment. Job-ready individuals are
ineligible for SCSEP. This program is solely for those applicants needing community service
assignments to become job-ready. Job-ready applicants and those capable of obtaining
unsubsidized employment without a community service assignment should be referred to the One-
Stop Service Centers for assistance.
iii. Continued Eligibility
The Contractor shall recertify the income of each participant at least once every 12 months.
Documentation to support the recertification must be maintained in each participant’s file. Required
documentation is listed in the SCSEP Data Collection Handbook. Each participant’s eligibility for
continued enrollment must be established and documented by a signed and dated statement
indicating the participant’s current income, exclusive of wages accrued under the project.
(a) If the Contractor becomes aware of a change that will make a participant ineligible, a
recertification should be completed as soon as possible.
(b) If the Contractor determines that a participant is no longer eligible for the SCSEP, the reasons
for the determination must be explained in writing to the participant. Along with the
explanation of the determination of ineligibility, the Contractor shall give the participant
written notification of termination from SCSEP, and the Contractor shall terminate the
participant 30 days after the participant receives the notice. The Contractor shall refer ineligible
individuals to the services provided under the One-Stop Delivery System or, when feasible, to
other appropriate partner programs or other potential sources of assistance. Participants may
file a grievance according to the DOEA's SCSEP Grievance Procedures, as found in the DOEA
SCSEP Handbook and Appendix.
(c) If at any time, the Contractor determines that a participant was incorrectly declared eligible
through no fault of the participant, the Contractor must give the participant an immediate
written notice explaining the reason or reasons for termination, and the participant must be
terminated 30 days after receipt of the notice.
(d) If the Contractor makes an unfavorable determination on continued eligibility, the reasons for
the determination must be explained in writing to the participant and the participant must be
provided a notice of the right of appeal. When the Contractor terminates a participant for cause,
the Contractor must inform the participant of the reason(s) for termination in writing and of the
right of appeal in accordance with the required procedures.
(e) When the Contractor makes an unfavorable determination of enrollment eligibility, it should
assure that the individual is given a reason for non-enrollment and, when feasible, should refer
the individual to other potential sources of assistance.
(f) Each participant’s eligibility for continued enrollment must be established and documented by
a signed and dated statement indicating the participant’s current income, exclusive of wages
accrued under the project.
iv. Job Ready
The Contractor shall not use SCSEP funds for individuals who only need job search assistance or
job referral services. However, the Contractor may provide job search assistance and job club
activities to participants who are enrolled in the SCSEP and are assigned to community service
assignments.
e. Priority Groups
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In selecting eligible individuals for participation in the SCSEP, priority must be given to individuals in
the following order, as described in 20 C.F.R§ 641.520:
i. Persons who qualify as a veteran or qualified spouse under the Jobs for Veterans Act, 38 U.S.C.
§4215(a), and who possess at least one of the other priority characteristics;
ii. Persons who qualify as a veteran or qualified spouse under the Jobs for Veterans Act, 38 U.S.C.
§4215(a), who do not possess any other of the priority characteristics;
iii. Persons who do not qualify as a veteran or qualified spouse under 2(a) of the Jobs for Veterans Act
(nonveterans), and who possess at least one of the following other priority characteristics:
(a) Are 65 years of age or older;
(b) Have a disability;
(c) Have limited English proficiency or low literacy skills;
(d) Reside in a rural area;
(e) Have low employment prospects;
(f) Have failed to find employment after using services provided through the One-Stop delivery
system; or
(g) Are homeless or are at risk for homelessness.
f. Participant and Host Agency Orientation
The Contractor shall provide participants and host agencies orientation in a one-on-one or group setting
to ensure that both parties understand program requirements. The Department will closely monitor this
requirement to ensure that the Contractor properly acclimates participants and host agencies to the
SCSEP.
i. Participant orientation shall include an overview of the SCSEP and specific details about project
objectives, community service assignments, training, hours of work, fringe benefits, participant
meetings, supportive services, responsibilities, rights and duties, permitted and prohibited political
activities, grievance procedures, transition to unsubsidized employment, and the average
participation and maximum duration time limits. Participant orientation must also include a
discussion about safe working conditions at the host agencies, supervision, and instruction
regarding job duties. The Contractor shall document the completion of orientation and it must be
maintained in each participant’s file. Limited orientation can be provided to each participant at the
time of enrollment, but participants cannot be paid for hours of orientation until they are assigned
to a legitimate community service position.
ii. Host agency orientation must address the goals and objectives of the program, the importance of
considering participants for employment, maintenance of timesheets, the importance of safe
working environments, how to report concerns or problems, site reviews, participant evaluations,
grievance procedures, potential reassignments, maintenance of effort, training requirements, match
expectations, required postings, and other procedures that must ensure the host agency’s complete
understanding of the program.
g. Assessment
The Contractor shall have a process in place to ensure that each SCSEP participant receives a suitability
assessment before enrolling in the program. Additionally, the Contractor must conduct a formal
assessment upon enrollment into the program, and no less frequently than two times during a twelve-
month period. Assessments should be conducted as required in 20 C.F.R. §641.535(a)(2).
i. Suitability Assessment
The Contractor shall conduct preliminary suitability assessments during the intake and eligibility
process to ensure that effective community service assignments are made. The assessment must be
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made in partnership with the participant and should consider the participant’s educational level,
work history, skills, interests, talents, physical capabilities, aptitudes, and potential for performing
proposed community service assignments. Other issues affecting a participant’s ability to secure
unsubsidized employment should also be considered when completing the assessment. Participants
cannot be paid during the suitability assessment.
ii. Formal Assessment
Once the suitability assessment is done, the Contractor must also conduct a formal assessment of
the applicant upon his or her enrollment into the program. The formal assessment is designed to
determine the applicant’s job aptitude, job readiness level, and job interest. The Contractor must
conduct the formal assessment through personal interviews. Within six (6) months after enrollment,
the Contractor must complete a second formal assessment of the applicant. Subsequent
assessments may be made as necessary, but must be made no less frequently than two times during
a twelve-month period. Assessments are an on-going process requiring ongoing updates. Formal
assessment instruments may be incorporated into the evaluation process to better identify the skills,
abilities and interest of program participants. The Contractor must use the assessment results to
identify supportive services that may enhance a participant’s chance of success in the program.
h. Individual Employment Plan (IEP)
i. The Contractor must develop and implement an IEP and record information revealed or discovered
during the assessment process in each participant’s IEP. The IEP must identify services needed to
assist the participant in securing a community service assignment and eventually unsubsidized
employment. The IEP also serves as a road map for outlining a specific plan for achieving program
goals. This document must be jointly prepared and signed by the participant and the Contractor,
and updated bi-annually. When there are changes in the participant’s progress, interest, attitude, or
employment goal, the IEP must be updated to reflect the changes.
ii. Since the IEP identifies action items for participants, the contents of the IEP must be shared with
each respective participant. Consequently, the Contractor must meet with program participants
periodically to identify goals that must be achieved at various intervals throughout the program and
determine if modifications are needed to better reflect the participant’s progress and/or ability to
achieve the goals.
i. Community Service Assignments
The Contractor shall have criteria in place for selecting appropriate community service assignments,
ensuring that community service activities provide training that prepares participants for unsubsidized
employment, and how participants will be matched with appropriate assignments. The Contractor must
assign participants to community service employment activities based on information obtained during
the assessment and as identified in the participant’s IEP. The assignments are to reflect a combination
of elements such as, the expressed needs of the participant, the results of the assessment process, and
other factors that influence the participant’s ability to perform successfully. Community service
assignments may include services to the elderly, office and clerical, educational services, and work that
contributes to the general welfare of the community.
i. The Contractor shall use host agencies that are public agencies and private organizations exempt
from taxation under the provisions of Section 501(c)(3) of the Internal Revenue Code of 1986, and
projects sponsored by organizations other than political parties. The host agency should contribute
to the general welfare of the community, and should provide services related to publicly owned and
operated facilities and projects. Host agencies shall be located throughout each county within a
PSA where there are authorized positions, providing training to participants throughout the entire
county. The Contractor shall evaluate the procedures and criteria for selecting working assignments
on the uniqueness of job descriptions, innovative nature of services offered, appropriateness of job
assignments for older workers, and potential for unsubsidized employment. Examples of suitable
host agencies include, but are not limited to, the following: public schools, hospitals, nutrition
centers, community action agencies, Area Agencies on Aging, state and local governments, and
libraries. The Contractor shall ensure that participants are not assigned to work involving the
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construction, operation, or maintenance of any facility used or to be used as a place for sectarian
religious instruction or worship, or which primarily benefits private, profit-making organizations.
Host agencies that offer training in green jobs are highly encouraged.
ii. The Contractor shall develop and execute a host agency agreement with the host agency prior to
assigning participants to the host agency for training. The agreement must be renewed annually
and must contain clauses and provisions outlined in the DOEA SCSEP Handbook and Appendix
or the sample host agency agreement.
iii. The Contractor must develop a Training Plan which describes how the participant’s Community
Service Assignment is related to the participant’s assessment and IEP. Host Agency Supervisors
must be informed about each participant’s training plan and their specific learning objectives and
how staff will monitor participants’ progress.
iv. Time limits and rotation policies are not imposed for Community Service Assignments. However,
the Contractor must ensure that participants are receiving training and gaining skills in their
assignments that will increase opportunities for unsubsidized employment. If the assignment is not
in the best interest of the participant, the Contractor may discuss a potential training improvement
plan with the participant and host agency. If training activities or opportunities for employment do
not improve, the participant should be transferred to another host agency.
j. Average Hourly Wage
The Contractor must pay participants the highest applicable required wage for time spent in orientation,
training, and community service assignments, as directed in 20 C.F.R. §641.565(a)(1)(i). The highest
applicable wage is either the minimum wage applicable under the Fair Labor Standards Act of 1938;
the State or local minimum wage for the most nearly comparable covered employment; or the prevailing
rate of pay for persons employed in similar public occupations by the same employer, as directed in 20
C.F.R. §641.565(a)(2). For this contract, the average hourly wage paid to participants is the state
minimum wage of $8.46, unless updated by the Florida Department of Economic Opportunity.
Participants serving in program administration positions may be paid higher wages due to the nature of
their jobs, which involves maintenance of sensitive records. The wage paid to SCSEP participant staff
cannot exceed $12.00 per hour. Participants cannot receive wages until assigned to a community service
position. Each community service position must be a legitimate position. Unassigned participants may
still receive services such as training or orientation. The Contractor must serve all participants under
the same administrative requirements as outlined in the Contractor’s participant handbook. Violations
observed or discovered during Department program reviews or interviews with participants will result
in requiring the Contractor to take mandatory corrective action.
k. Average Number of Hours
The Contractor must offer each participant an opportunity to work an average of 20 hours a week, or
fewer hours per week if both the participant and the Contractor mutually agree or the Department issues
directives to reduce hours due to budgetary constraints. The Contractor may submit a written request
to increase participant work hours up to five extra hours per week if it appears that attrition or funding
adjustments will prevent a portion of the project funds from being fully utilized. The Department must
approve, in writing, any major adjustments to participant work hours to determine if the adjustments
have a positive or negative impact on the program’s budget. The SCSEP offers Community Service
Assignments as part-time positions, and therefore participants cannot exceed 29 hours of training in a
one-week pay period, unless they are receiving training in an approved On-the-Job Experience (please
see Section C.4.m.iv.(C) below).
l. Work Site Supervision
To ensure participants are given adequate work site supervision, the Contractor is required to make
periodic announced and unannounced site visits to host agencies to review the level of supervision
provided. The Contractor must also meet with participants to discuss the amount and type of
supervision they receive. DOEA staff will also evaluate the level of supervision provided during on-
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site monitoring reviews. If it is determined that proper supervision is not being provided, DOEA staff
will implement corrective measures immediately. Under no circumstance shall a SCSEP participant be
the only person at a Community Service Assignment.
m. Training
The Contractor may arrange additional training beyond a participant’s Community Service Assignment
if the training will assist the participant in gaining new skills that increase opportunities for
unsubsidized employment. The Contractor must arrange skill training that is realistic and consistent
with the participants' IEP, and that makes the most effective use of their skills and talent, as guided in
20 C.F.R. §641.540.
i. Training may be offered through classroom instruction, lectures, seminars, other employment, local
educational institutions, on the job experience, or other arrangements with workforce development
programs such as WIOA. Participants must be enrolled in SCSEP and must be assigned to a
community service activity prior to being enrolled in a permissible training activity. The Contractor
must identify training provided to program participants in their IEP. The Contractor must develop
a Training Plan which describes how the participant’s training is related to the participant’s
assessment and IEP. Training may be provided before or during a Community Service Assignment.
ii. The Contractor may provide training based on the participant’s expressed needs or desires in the
following preferred occupations: administrative and support services, social assistance,
telecommunications, educational services, health and personal care. However, other desired
training may be approved based on local demands. The Contractor must first seek to provide
training at a reduced rate or that is free to program participants, through locally available resources,
including host agencies, at no cost or reduced cost to the SCSEP. Most training opportunities of
this nature are identified through working relationships established with One-Stop centers, public
libraries, other community-based organizations, and through partnerships with various entities
within the community. Skill training may be provided in addition to the training provided in a
Community Service Assignment, when it:
(a) Is realistic and consistent with the participant’s IEP;
(b) Makes the most effective use of the participant’s skills and talents; and
(c) Prepares the participant for unsubsidized employment.
iii. Time spent by participants in training must be considered as training under the community service
assignment and shall be reimbursed at the participant’s established rate of pay or for on-the-job
experience at the applicable rate. The Contractor shall pay reasonable costs for instructors,
classroom rental, training supplies and materials, equipment, tuition, and other training resources.
The DOEA Contract Manager will determine reasonableness of such costs. All training charged to
the contract must be approved by DOEA five business days prior to the commencement of the
training activity. Extenuating circumstances preventing this will be reviewed on a case-by-case
basis by the DOEA Contract Manager to determine training approval. Approval is not required in
advance of free trainings; however, all trainings must be reported each month and submitted with
the monthly invoice.
iv. Additional Training consists of the following:
(a) General Training: In providing general training, such as skills training, classroom training,
lectures, seminars, and individual instruction, the Contractor must ensure that the participants
have an IEP that details skills to be attained and timelines for achieving the goal. The types of
training and associated training curriculum shall be consistent with the participant’s IEP.
Agreements developed with local vendors must include the approved training, and the cost of
the training must be reasonable and at no or low cost to the program. DOEA must be informed
of all third-party training vendors. General training may be combined with other training
activities, such as community service, specialized training, on-the-job experience, or other
general training options.
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(b) Computer Training: Computer training is often requested by program participants to increase
their job marketability or for social purposes. The Contractor shall conduct an assessment to
determine the level of interest in computer training for all SCSEP participants. All participants
that need computer training to help develop skills that will lead to unsubsidized employment
must be encouraged to take advantage of free or low-cost training programs within the
community. The Contractor is required to identify programs that will accommodate participants
as needed.
(c) On-the-Job Experience (OJE): The Contractor may develop OJE contracts with a public or
private employer when a participant’s goal is to obtain an unsubsidized job with a public or
private employer that requires specific skills that are not attainable through the regular
community service assignment. In these instances, if the participant has completed at least two
weeks at a Community Service Assignment, the Contractor may provide the participant with
an OJE assignment. The Contractor must first negotiate the OJE agreement with the public or
private employer, specifying skills, timelines, and benchmarks the participant must achieve in
order to be hired permanently by the public or private employer.
(i) The Contractor shall ensure the potential employer places the participant in a suitable
training assignment for no more than 40 hours a week for up to twelve weeks to achieve
the needed skill levels. The potential employer must also stipulate that at the end of the
training period, if the participant's OJE has been satisfactory, the participant must be placed
or remain on the potential employer's payroll. All OJE contracts must be developed in
accordance with OWB 04-04, which can be reviewed at
https://www.doleta.gov/Seniors/html_docs/TechAssist.cfm.
(d) Specialized Training: The Contractor shall provide specialized training to prepare a participant
for a particular job or industry after completion of the assessment, the IEP, and the assignment
to a community service position. Specialized training is designed to enhance the participant's
opportunity to obtain unsubsidized employment. The Contractor should provide this training
at no cost to the participant. The Contractor may also elect to enroll the participant in a
customized training class through a workforce partner, an educational institution, or other
training vendor.
n. Wages and Benefits:
The Contractor must ensure timely payment of participants wages and fringe benefits, in accordance
with the Payroll Schedule attached to the resulting contract. The Contractor shall ensure payment to
participants is made timely on at least a bi-weekly basis.
i. The Contractor shall make available electronic funds transfer (EFT) to all participants, although
participants shall not be required to accept payments via EFT. The Contractor shall document in
each participant file whether the participant elected payment via EFT or via check or via reloadable
debit/prepaid card. Contractor shall use the Election of Payment Method Form in the DOEA SCSEP
Handbook.
ii. The Contractor must provide fringe benefits to participants in accordance with 20 C.F.R.
§641.565(b) and must include the fringe benefit policy in its participant handbook. The Contractor
must inform the participants about the fringe benefit policy during orientation. The Contractor
cannot develop or implement policies that conflict with the Department’s directives.
iii. The Contractor must also ensure that participants are covered by a worker’s compensation policy.
Since this is a training program and participants are not employees while enrolled in the program,
unemployment compensation is not a required fringe benefit.
iv. Participants are not permitted to earn or accumulate sick leave or annual leave, but are allowed to
make-up time if they must be away from their community service assignment due to illness, death
in the family, jury duty, or personal leave if it is approved by the host agency supervisor and the
Contractor. Per the DOEA grant with the USDOL, if participants are scheduled to work in a
Community Service Assignment during the following holidays established under federal law (5
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U.S.C. 6103) they shall be properly compensated for hours worked: New Year’s Day; Birthday of
Dr. Martin Luther King, Jr.; President’s Day; Memorial Day; Independence Day; Labor Day;
Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day.
v. Participants may be granted leave without pay, but the break cannot exceed ninety (90) days. The
affected participant should be contacted when they have been on leave approximately forty-five
(45) days to determine his/her status and the anticipated return date. If the anticipated return date
exceeds the ninety (90)-day maximum, the participant shall be informed of his/her termination date,
which must be on the Ninetieth (90th) day. Once the participant reaches sixty (60) days of approved
leave they shall be given a thirty (30)-day termination notice and informed that his/her termination
date will be on the ninetieth (90th) day. A copy of the grievance procedures must also be submitted
whenever a termination notice is provided to the participant.
vi. The Contractor shall provide participants with the opportunity to have a free physical examination
when they begin the program, and annually thereafter, as required in 20 C.F.R. §641.565(b)(1)(ii).
Program participants shall be informed that physical examinations are a fringe benefit of the
program, and the results of the examination will not affect their eligibility. Participants shall be
advised of their option to share the results of their physical examination with the Contractor or to
maintain their privacy by not sharing the results. When participants elect to provide a written report
of their physicals, the results shall be maintained and secured in a separate locked file in the
Contractor’s office. If a participant refuses the physical examination, the Contractor shall document
the refusal by obtaining the participant’s signature on a physical examination waiver form. Refusal
to have the physical examination shall not affect the participant’s eligibility.
(a) The Contractor shall ask local physicians to provide participants with free physical
examinations. Community resources such as local public health clinics must also be used to
serve participants in this capacity. The importance of participant physical examinations must
be stressed to ensure that potentially serious health conditions are detected and treated as
necessary.
vii. In the event that Contractor does not have funds to pay participants their wage or fringe benefits, it
shall use its irrevocable line of credit to pay participants according to the Payroll Schedule. Failure
to access the irrevocable line of credit may result in termination of the contract at DOEA’s sole
discretion.
o. Supportive Services/Counseling:
The Contractor shall provide or arrange for supportive services to assist participants in successfully
participating in SCSEP projects, in accordance with 20 C.F.R. §641.545. These services shall include,
but not be limited to, payment of reasonable costs of transportation, including gas or bus tokens; health
care and medical services; special job-related or personal counseling; incidentals such as work shoes,
badges, uniforms, eyeglasses, and tools; child and adult care; temporary shelter; and other supplies
necessary to help participants better perform their job duties. The Contractor should provide for the
payment of these expenses from other resources, prior to using SCSEP funds for services. Supportive
services shall be provided to participants in Community Service Assignments or in the first six months
of unsubsidized employment.
i. Transportation assistance may be offered to participants when opportunities for providing free or
reduced cost services through local resources are not available. If program funds are used to provide
such services, it must be documented in each participant's IEP. The Contractor must use the
Department’s approved transportation policy, which stipulates that the maximum rate of
reimbursement for mileage cannot exceed the state statutory reimbursement rate of $.0445 per mile.
In addition to mileage reimbursement, bus passes and related public transportation expenses may
be used when necessary to assist the participant in fulfilling the goals of the program. Gas cards
and other such cards cannot be purchased in bulk. They can only be purchased to address an
immediate need that has been sufficiently justified by the participant. Allowable transportation
expenditures are restricted to providing a benefit to participants, and cannot be used to support
other programs or services.
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ii. The Contractor must provide periodic counseling to participants regarding their progress in meeting
the goals and objectives identified in their IEPs. Counseling should be provided at bi-annual IEP
updates, or more frequently, as needed.
p. Safe and Healthy Working Conditions
The Contractor shall complete safety checks prior to placing participants at host agencies to ensure that
participants will not be working in an unhealthy or hazardous environment. The Contractor shall also
periodically review the sites after assignments are made to ensure that the working conditions continue
to be safe and meet the standards of the program. The safety checks shall be maintained with the host
agency agreements.
q. Employment Assistance
i. The Contractor shall ensure that participants are receiving services and taking actions designed to
help them achieve unsubsidized employment. The Contractor shall document job development
activities on the participant’s IEP. The Contractor shall ensure participants understand they are
responsible for actively seeking unsubsidized employment, if it is their employment goal
established in their IEP.
ii. The Contractor shall give all host agencies a list of activities they can incorporate into their
oversight and training schedule to ensure participants are developing new skills to enhance their
employment opportunities. For oversight, the Department will conduct a random sample review of
employment strategies annually of selected participants and host agency supervisors. This will be
used as an opportunity to determine if skills outlined in each participant’s training plan have been
addressed through hands on training, verbal instruction or demonstration. If it is determined through
the assessment process that participants and/or host agency supervisors are not operating within the
scope of skill development plan, remedial action will be taken. The Contractor’s staff will work to
ensure that host agency supervisors are given the opportunity to contribute to the strategic skill
development plan by soliciting input from them as part of the placement process. The Contractor
shall work with host agencies to ensure that they are using the strategies listed below to provide
sufficient skill development for participants:
(a) understanding the goals outlined in the participant’s training plan;
(b) offering skills training that will improve the participant’s employment outlook;
(c) providing critical feedback regarding performance strengths and weaknesses;
(d) offering supplemental or remedial training to help support training plans; and
(e) allowing participants to attend agency-sponsored professional development.
r. Job Development
The Contractor shall contact private and public employers directly or through the State’s Workforce
Development system to develop or identify suitable unsubsidized employment opportunities. The
Contractor shall also work with host agencies to assist participants in their transition to unsubsidized
employment, including unsubsidized employment with the host agency.
s. Maximum Duration and Terminations
The Contractor shall inform program participants of the 27-months-average participation cap and the
48-months-in-the-aggregate, maximum time period they may spend in the program. The Contractor is
required to provide this information during initial orientation, and must properly reflect participant
understanding of this requirement in its records by having participants sign a Durational Limit
Acknowledgement Form. The Contractor must also remind all participants of the requirements during
their bi-annual assessment and/or recertification.
i. A leave of absence consisting of four (4) days or more that is properly entered into SPARQ (or
other system required by USDOL) will not be included in calculating the durational limits for
projects or participants. Failure to enter a leave of absence will work to the disadvantage of the
participant.
DOEA Solicitation No.: 18-RFP-001-JT
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ii. Through use of the SPARQ (or other system required by USDOL), the Contractor shall identify
participants who are approaching the maximum time they can spend in the program. The Contractor
shall work to transition participants from the program into unsubsidized employment or into an
alternate training program that will assist them in meeting their employment and training goals.
The Contractor shall document all of its efforts to transition participants in the Department’s
SCSEP Transitional Individual Employment Plan. The Contractor must also make additional
efforts to generate positive program exits for all participants in jeopardy of reaching the durational
limit. Emphasis is to be placed on job search and development activities, meetings with host
agencies to encourage participant hiring, increased job club participation, and one-on-one meetings
with participants to design a secondary placement plan.
iii. The Contractor shall begin transitional services for participants no later than twelve (12) months
prior to them reaching their durational limit. The services will include intense job search, providing
information and referrals to One Stop Career Centers, providing information about the Employ
Florida Market Place and the Silver Edition website at http://silver.employflorida.com.
iv. A Transitional IEP must be developed for all program participants no less than twelve (12) months
from their durational limit date. The Contractor shall undertake the following action steps to ensure
participants receive timely and coordinated transition planning to ensure the best possible outcome
upon exit. Activities listed in the schedule below should be followed and they may be augmented
as necessary to address the needs of the participants. The Contractor must record the following
transitional services in each participant’s Transitional IEP with dates, activities and outcomes:
12 Months prior to
Durational Limit
6 Months
prior to
Durational
Limit
1 Month
prior to
Durational
Limit
One Week Prior to
Durational Limit
Review of Durational
Limitation Policy
Intense
Employability
Skills Training
Follow up on
need for
social services
One-on One counseling
on service options
Registration with Employ
Florida Marketplace
Job Search
Workshops
Job Search
Workshops
Job Search Workshops
Group counseling on
resources for addressing
meeting unmet needs
Info on job and
career fairs
Info on job
and career
fairs
Info on job and career
fairs
One-Stop Center
Presentations regarding
services
Distribution of
information
regarding local
social services
Information on
volunteer opportunities
to stay actively
engaged
Meeting with host agencies
about job opportunities
Aggressive Job
Development
Aggressive Job
Development
v. The Contractor shall provide all participants a written copy of the Department’s SCSEP
Termination Policy during initial enrollment. The Contractor shall not use its own Termination
Policy. Participants may only be terminated when it is clear that a program violation has occurred
and a record of the incident is properly recorded in each participant’s program file. All terminations
require a written notice of termination at least 30 days before the termination date, which includes
notification of the participant’s right to file an appeal or grievance. This does not apply to exits for
employment.
t. Maintenance of Effort
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The Contractor shall inform host agencies both verbally and in writing that the employment of
participants funded under SCSEP shall comply with Maintenance of Effort provisions as specified in
federal regulations (20 C.F.R. §641.844) and the OAA Amendments (OAA 502(b)(1)(G)). DOEA and
the Contractor must evaluate adherence to maintenance of efforts requirements on a continuous basis
to ensure that participants are not placed with host agencies that may reduce the number of employment
opportunities or vacancies that would otherwise be available to non-SCSEP participants, nor displace
currently employed workers. Existing contracts cannot be impaired or result in the substitution of
federal funds or other funds in connection with work that would otherwise be performed; and the
Contractor cannot assign or continue to assign any eligible individuals to perform the same work or
substantially the same work as that performed by any other individuals who are on layoff status.
u. Service to Minorities
The Contractor shall ensure that services are available to all eligible SCSEP participants, but special
efforts must be made to increase services to minority individuals in the contracted service areas (as
required in OAA Title V, Section 515, as reauthorized Public Law 114-144). The Contractor shall make
active and continuous efforts to increase services to minority SCSEP-eligible individuals. The
Department will analyze the Contractors’ performance in this area through Quarterly Progress Reports
(QPRs) generated in SPARQ (or other system required by USDOL). These reports contain data
elements for the following five minority groups: Hispanic, American Indian or Alaskan Native, Asian,
African American, Native Hawaiian or Pacific Islander. SCSEP staff evaluates the service level in each
group and determines if increased efforts are required.
v. Data Collection and Transfer of Files and Data
The Contractor shall collect complete and accurate data and ensure that it is reported on a regular basis
and timely in SPARQ (or other system required by USDOL). In addition, the Contractor must ensure
that data in the program files matches data contained in SPARQ (or other system required by USDOL).
If the Contractor lacks the capacity to perform data entry, the Contractor is to immediately alert the
SCSEP state director so that steps can be taken to correct the problem. For information on how to enter
data into SPARQ (or other system required by USDOL), the Contractor shall follow the guidelines in
the SCSEP Data Collection Handbook, which is available at:
http://elderaffairs.state.fl.us/doea/scsep.php. The Contractor is obligated to enter all required data
relating to participants served during the grant year. If the Department determines that such information
is not being submitted as required, the Contractor shall implement corrective measures which will be
implemented immediately. The Contractor shall turn over complete data files in the specified electronic
format, as well as hard copy case files to the Department at the time the Contractor ceases to administer
the SCSEP.
i. All information that is collected must remain confidential, and be collected and stored in
compliance with federal and state laws. Only authorized Contractor staff shall have access to
records as needed. The Contractor must ensure that all program correspondence contain only basic
information about participants that would not compromise their identity or safety.
ii. The Contractor shall maintain all participant files and related personnel records at the Contractor’s
office in hard copy and/or electronic format. The Contractor shall establish a file for each
participant. The Contractor shall use a two (2) tab minimum classification folder to set up hard
copy participant files with each section properly labeled with a cover sheet that identifies
documents contained in each section such as eligibility, assessments, IEP, and case notes. Each
file must contain the Participant Form, the Community Service Assignment Form, the Exit Form,
the Unsubsidized Employment Form, assessment records, an IEP, eligibility documents, orientation
records, signed grievance procedures, Durational Limit Acknowledgement Form, record of job
development and job search activities, the Host Site Assessment Form and other required program
records. The same organizational structure is required for electronic participant files. The
Contractor shall secure all SCSEP programmatic records in dedicated file cabinets under lock and
key or by electronic storage that is secure requiring a password. The Contractor may maintain the
I-9 form separately.
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iii. The Contractor must maintain case notes in hard copy or electronically. The notes must be in
sufficient detail to explain why decisions were made about the participant and accurately record
events that support program activities. Each case note entry must include the date, name of the
participant and the case manager’s signature.
iv. Data Validation: The Contractor shall maintain accurate and up-to-date records to assist in
expediting successful data validations. The Department will use data validation to determine the
accuracy of the data elements used to calculate the QPR by examining a sample of participant
records. The eligibility sample will validate those data elements used to demonstrate program
eligibility for a sample of participants who enrolled in SCSEP during the program year being
validated. The performance sample validates data elements used in performance calculation for a
sample of participants whose final performance was included in the QPR for the program year
being validated.
v. Transfer of Files and Data: When the contract ends for any reason, including termination, the
Contractor shall transfer complete and readable files and data to the Department or to any entity
selected by the Department to receive such files and data. The Contractor acknowledges that all
files and data are the property of the Department and the USDOL.
w. Performance Reporting
The Contractor is required to collect data and submit reports about the demographic characteristics of
program participants in accordance with instructions provided by the USDOL. The Contractor is
required to maintain records that contain any other information that the USDOL determines to be
appropriate in support of any other reports they may require.
i. The Contractor shall submit a Monthly Performance Report, which identifies the number of
participants served and other performance information. The Contractor shall submit any
management reports not accessible through SPARQ (or other system required by USDOL). If the
Contractor submits reports that cannot be validated or verified, the Department will treat the
Contractor as failing to achieve responsibilities and conditions outlined in 20 CFR §641.440 and
Section 514(c) of the OAA.
x. Performance Measures
The Contractor has ___ authorized SCSEP positions under this contract. The Contractor will be
required to meet or exceed the following seven (7) SCSEP Performance Measures, as established by
the USDOL. Failure to meet the Performance Measures based on the SPARQ (or other system required
by USDOL) Final End-of-Year Quarterly Progress Report may result in a Corrective Action Plan,
financial consequences as outlined in C.5., or termination of the contract at DOEA’s sole discretion.
Performance Measures The goals listed below are for Program Years 2018 and 2019, as
defined in the SCSEP Performance Accountability Final Rule
(2018).
Performance Measure for
Program Year
2018
Performance
Measure for
Program Year
2019
Community Service The number of hours of community service in the reporting period
divided by the number of hours of community service funded by
the grant minus the number of paid training hours in the reporting
period.
80.0% 80.0%
Employment Rate, Second Quarter After Exit
The number of participants employed in the second quarter
after the exit quarter divided by the number of participants
who exited two quarters earlier.
30.4% 35.1%
Employment Rate, Fourth Quarter After Exit
The number of participants employed in the fourth quarter
after the exit quarter divided by the number of participants
who exited four quarters earlier.
27.2% 31.7%
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Median Earnings
Of those participants who are employed in the second quarter
after the quarter of program exit, the median value of
earnings in the second quarter after the exit quarter.
$3,621 $3,802
Customer Satisfaction
Satisfaction of the participants, employers, and their host
agencies with their experiences and the services provided,
resulting from customer satisfaction surveys administered to
each of these three customer groups.
Participant:
81.4% Host Agency:
81.2% Employer: 85.8%
Participant: 82.4% Host Agency:
82.2% Employer: 86.8%
Service Level
The number of participants who are active on the last day of
the reporting period or who exited during the reporting period
divided by the number of modified community service
positions.
153.4% 156.4%
Services to Most-in-Need Average number of barriers per participant. The total number of the
following characteristics: severe disability, frail; age 75 or older,
old enough for but not receiving SS Title II, severely limited
employment prospects and living in an area of persistent
unemployment, limited English proficiency, low literacy skills,
disability, rural, veterans, low employment prospects, failed to find
employment after using WIA Title I, and homeless or at risk of
homelessness divided by the number of participants who are active
on the last day of the reporting period or who exited during the
reporting period.
2.90 2.90
y. Internal Programmatic and Financial Monitoring Processes
i. The Contractor shall monitor host agencies to ensure that participants are learning new skills as
outlined in their training plans, there are no maintenance of effort violations, participants are
working in a safe environment, time sheets are properly maintained, and other requirements are
met. The Contractor shall maintain records which clearly demonstrate that host agency monitoring
was conducted no less than once during the Program Year.
ii. The Contractor shall conduct financial monitoring of project activities. The Contractor shall ensure
that all expenses charged to the SCSEP are allowable, reasonable, and necessary to fulfill the
requirements of this contract. The Contractor shall maintain all documentation to support program
expenses and to ensure that all expenses are charged to the correct category listed in the
Contractor’s Line-Item Budget attached to the resulting contract.
z. Collaboration /Leveraged Resources
The Contractor shall collaborate with other entities serving the same area to maximize opportunities
for SCSEP participants to obtain intensive training services, and to move into unsubsidized
employment. This includes coordination with the public workforce system, Area Agencies on Aging,
other SCSEP providers and other key partners in the community. To remain in compliance with TEGL
17-16 (available at https://www.doleta.gov/Seniors/html_docs/TechAssist.cfm), SCSEP is a required
partner in the One-Stop Delivery system, and therefore required to assist with Infrastructure costs, as
negotiated at the local program level. The Contractor must have an executed Infrastructure
Memorandum of Understanding (MOU) with each Workforce Development Board that serves within
the contracted area. The MOU(s) must be completed within three months of the execution of this
contract. A list of the State’s Workforce Development Boards can be found at:
http://www.floridajobs.org/onestop/onestopdir/.
DOEA Solicitation No.: 18-RFP-001-JT
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aa. Placement into Unsubsidized Employment
In order to increase unsubsidized placements, the Contractor shall have a strong presence in the
community by developing and maintaining a positive working relationship with host agencies,
businesses, and community organizations. Listed below are some steps that the Contractor shall take to
achieve placement goals:
i. Provide information to One-Stop centers about the availability of SCSEP participants and their
skills and qualifications;
ii. Develop promotional brochures and distribute them at various community events, including, but
not limited to, job fairs and senior expos;
iii. Provide program information at several state sponsored events to help promote the hiring and
retention of older workers;
iv. Make local Chambers of Commerce, business development boards, and economic councils aware
of the value and availability of SCSEP participants;
v. Provide ongoing counseling to participants to encourage individual job search and eventual
placement in unsubsidized employment; and
vi. Contact private and public employers directly, or through the One-Stop Delivery System, to
identify suitable unsubsidized employment opportunities. Job development is a vital component of
this program. The Contractor shall record development activities in each participant’s file. The
Contractor shall also encourage host agencies to assist participants in their transition to
unsubsidized employment.
bb. Over-enrollments
The Contractor may use contract funds during the period of the agreement to enroll additional eligible
individuals, if participant attrition or funding adjustments prevent a portion of the project funds from
being fully utilized. Payments to or on behalf of participants in such positions must not exceed the
amount of the unused funds available. The Contractor must utilize over-enrolled program
participants in the same capacity as regularly enrolled participants. The Contractor shall make sure that
over-enrollments are properly managed to ensure that an increased number of participants are not
enrolled during the last quarter of the program year with subsequent terminations during the same
period.
cc. Applicant, Employee, and Participant Complaint Resolution
The Contractor shall ensure that when an adverse action is contemplated against a participant or in
cases where an applicant for enrollment wishes to dispute an unfavorable determination of eligibility,
the grievance procedures issued by DOEA are used to resolve the issue. During participant orientation,
the Contractor shall discuss the grievance procedures, give a copy of the procedures to each participant,
and have the participant sign the Grievance Receipt form. The Contractor shall notify participants with
complaints alleging discrimination on the basis of race, color, religion, sex, national origin, handicap,
or age of their right to appeal to the Civil Rights Center for investigation and possible resolution. If it
is alleged that federal law has been broken, the Contractor shall inform participants of their right to
appeal to the USDOL. The Contractor shall maintain documentation of all adverse actions and steps to
resolve complaints in the participant’s file.
dd. Follow-Ups
Follow-ups are required in order to obtain information needed for the performance measures (see
C.4.x.); to provide case management to the newly placed participant; to establish or maintain contact
with the employer; and to deliver the customer service survey to the employer. The Contractor shall
conduct follow-ups. Failure to conduct required follow-ups may be considered a violation of the
administrative requirements of the contract. The SCSEP Data Collection Handbook provides detailed
instructions regarding follow-up procedures.
DOEA Solicitation No.: 18-RFP-001-JT
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ee. Customer Satisfaction Surveys
The Contractor must deliver an employer survey to all employers if unsubsidized employment was the
result of a service provided to the employer and the employer was aware of the referral. The SCSEP
Data Collection Handbook provides detailed instructions regarding employer survey requirements. In
addition, Contractors should refer to employer survey instructions posted at:
http://www.charteroakgroup.com/resources/scsep.html.
C.5 Contractor’s Responsibilities
All tasks listed above in Section C are solely and exclusively the responsibility of the Contractor and for
which, by execution of this contract, the Contractor agrees to be held accountable. Notwithstanding that
services for which the Contractor is held accountable involve coordination with other entities in performing
the requirements of this contract, the failure of other providers or entities does not alleviate the Contractor
from any accountability for tasks or services that the Contractor is obligated to perform pursuant to this
contract.
The Contractor will be responsible for meeting the following deliverables and providing the required
documentation:
DOEA Solicitation No.: 18-RFP-001-JT
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Deliverable No. 1 – SCSEP Participant Management
Task/
Deliverables Source Documentation
Minimum
Performance Level Financial Consequences
Enrollment and
Recertification,
Individual
Employment Plan
(IEP) development and
tracking, training,
participant wages and
fringe benefits
(physical/waiver), safe
and healthy working
conditions, and
durational limit
The Contractor will be
reimbursed only for budgeted
expenses incurred during the
agreement time month that are
directly related to the SCSEP.
The Contractor will submit a
Monthly Performance Report
containing: Authorized
Positions by County, Current
Enrollment by County,
Participants that Exited During
the Month, Participants who
were on Approved Break during
the month, Participants One
Year or less from Durational
Limit Date, Durational Limit
Date, Exit Date and Exit Code,
and training conducted outside
of Community Service
Assignments. The Contractor
will submit a SPARQ (or other
system required by USDOL)
Participant Action Report
containing: Number of
Enrollments by PSA and the
Number of IEPs,
Recertifications,
Physical/Waiver, and Safety
Consultations conducted during
the month. The Contractor will
submit a Participant Payroll
Report which lists all
participants, their hours worked
during the pay period, fringe
benefits received, and final
check amounts.
Timely submission of
documentation and
deliverables, per
Sections C.4.d., C.4.h,
C.4.i, C.4.m. ,C.4.n.,
C.4.l., C.4.p., and
C.4.s.Timely payment
of participant wages
and fringe benefits, per
Sections C.4.j., C.4.k.,
and C.4.n. and in
accordance with the
Payroll Schedule. A
minimum of one (1)
active participant for
each county served.
Failure to perform the
Tasks/Deliverables specified in
this contract and to submit the
required Source
Documentation will result in
the invoice payment being
withheld and/or reduction of
1% of the total invoice amount
per business day that the
Source Documentation is not
submitted. Any participant
wage and fringe payment not
paid in accordance with the
Contractor’s payroll schedule
will result in the invoice
payment being withheld and/or
reduction of 1% of the total
monthly Administrative Costs
and Participant Wage and
Fringe reimbursement amount
for each business day that the
participant is not paid in
accordance with the
Contractor’s payroll schedule.
Deliverable No. 2 – Data Entry
Task/
Deliverables Source Documentation
Minimum
Performance Level Financial Consequences
Data collection, data
entry, Data Validation,
Performance
Reporting, and follow-
up reporting
The Contractor will be
reimbursed only for budgeted
expenses incurred during the
agreement time month that are
directly related to the SCSEP.
The Contractor will enter
accurate participant data
including community service
assignments, performance and
data validation information in
the National SCSEP data base
SPARQ (or other system
required by USDOL); SCSEP
Timely data entry in
SPARQ (or other
system required by
USDOL), per Sections
C.4.v., C.4.w., C.4.x.,
and C.4.dd. Durational
Rejects must be
cleared within five (5)
business days
following notification
from the DOEA
Contract Manager.
Failure to perform the
Tasks/Deliverables specified in
this contract and to submit the
required Source
Documentation will result in
the invoice payment being
withheld and/or reduction of
1% of the total monthly
Administrative Costs
reimbursement amount per
business day that the Source
DOEA Solicitation No.: 18-RFP-001-JT
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Performance and Results QPR
system. The information must
be updated as necessary to
ensure that accurate
management and progress
reports can be generated.
Documentation is not
submitted.
Deliverable No. 3 – Monthly Expenditure Report
Task/
Deliverables Source Documentation
Minimum
Performance Level Financial Consequences
Monthly Expenditure
Report
The Contractor will be
reimbursed only for budgeted
expenses incurred during the
agreement time month that are
directly related to the SCSEP.
The Contractor will submit
forms 105V and 106V with
complete and accurate cost
reimbursement supporting
documentation and cumulative
non-federal match and source
documentation.
Timely submission of
documentation and
deliverables.
A Monthly Expenditure Report
returned to the Contractor to
correct inaccurate or
incomplete Source
Documentation will result in
the invoice payment being
withheld and/or reduction of
1% of the total invoice amount
per business day that the
Source Documentation is not
submitted.
Deliverable No. 4 – Final Fiscal Report
Task/
Deliverables Source Documentation
Minimum
Performance Level Financial Consequences
Final Report
The Contractor will be
reimbursed only for budgeted
expenses incurred during the
program year that are directly
related to the SCSEP. The
Contractor will submit forms
105V and 106V with accurate
cost reimbursement data and
cumulative non-federal match
and source documentation. The
Contractor will submit a
SPARQ (or other system
required by USDOL)
Participant Action Report and
SPARQ (or other system
required by USDOL) Host
Agency Action Report.
Timely submission of
documentation and
deliverables.
Failure to perform the
Tasks/Deliverables specified in
this contract and to submit the
required Source
Documentation will result in
the invoice payment being
withheld and/or reduction of
1% of the total Deliverable
amount per business day that
the Source Documentation is
not submitted.
Deliverable No. 5 – Final Programmatic Report
Task/
Deliverables Source Documentation
Minimum
Performance Level
Financial
Consequences
Recertification,
Individual
Employment Plan
(IEP) development and
tracking, Community
Service Assignments,
participant wages and
The Contractor will be
reimbursed only for budgeted
expenses incurred during the
program year that are directly
related to the SCSEP. The
Contractor will submit a
SPARQ (or other system
Timely submission of
documentation and
deliverables, per
Sections C.4.d., C.4.h.,
C.4.i., C.4.n., and
C.4.y.
Failure to perform the
Tasks/Deliverables specified in
this contract and to submit the
required Source
Documentation will result in
the invoice payment being
DOEA Solicitation No.: 18-RFP-001-JT
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C.6 Staffing Levels
fringe benefits
(physical/waiver), and
safe and healthy
working conditions
required by USDOL)
Participant Action Report
containing the last updated date
for each participant’s IEP,
Recertification,
Physical/Waiver, and Safety
Consultation. The Contractor
will submit a SPARQ (or other
system required by USDOL)
Host Agency Action Report
containing the last date for each
host agency agreement and
monitoring visit.
withheld and/or the following
reductions:
- $50 for each
Recertification that was
due but not completed
before the end of the
program year;
- $50 for each IEP that was
due but not completed
before the end of the
program year;
- $50 for each
Physical/waiver that was
due but not completed
before the end of the
program year;
- $50 for each Safety
Consultation that was due
but not completed before
the end of the program
year;
- $50 for each Host Agency
agreement not signed
before the end of the
program year; and
- $50 for each host agency
monitoring visit not
completed before the end
of the program year.
Deliverable No. 6 – Annual Performance
Task/
Deliverables Source Documentation
Minimum
Performance Level Financial Consequences
Annual performance
and meeting or
exceeding the
Performance Measures
The Contractor will submit a
SPARQ (or other system
required by USDOL) Final End-
of-Year Quarterly Progress
Report within 10 working days
of notice from the Department
that the SPARQ (or other
system required by USDOL)
report is available.
Timely submission of
documentation and
deliverables. Meeting
or exceeding the
Performance
Measures, per Section
C4.x. Performance
Measures are
evaluated individually
and as an aggregate.
The aggregate is
calculated by
combining the
percentage of goal
achieved on each of
the individual
Performance Measures
to obtain an average
score.
Failure to perform the
Tasks/Deliverables specified in
this contract and to submit the
required Source Documentation
will result in the following
financial consequences:
- $250 for each individual
Performance Measure not
at or above 100%;
- $500 for aggregate
between 80-99.9%; and
- $1,000 for aggregate
below 80%.
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The Contractor shall assign its own administrative and support staff as needed to perform the tasks,
responsibilities, and duties under this contract.
C.7 Professional Qualifications
The Contractor shall ensure that the staff responsible for performing any duties or functions within this
contract have the qualifications needed to perform the tasks, responsibilities, and duties under this contract.
C.8 Staffing Changes
The Contractor shall notify the DOEA Contract Manager of any staffing changes as soon as possible, but
no less than five (5) business days prior to substituting any key personnel.
C.9 Service Times
The Contractor shall ensure the provision of the services listed in this contract is available at times
appropriate to meet client service needs, at a minimum, during normal business hours. Normal business
hours are defined as Monday through Friday, 8:00 a.m. to 5:00 p.m. local time.
C.10 Contract Document
The interpretation and performance of the contract, and all transactions under it shall be governed by the
laws of the State of Florida. The Contract documents shall include terms and conditions of this solicitation,
any addenda, response, and Department contract issued as a result of this Request for Proposal.
Respondents must become familiar with the Department’s Standard Contract which contains
administrative, financial, and non-programmatic terms and conditions mandated by federal law, state
statute, administrative code rule, or directive of the Chief Financial Officer.
Use of the Standard Contract is mandatory for Departmental contracts and the terms and conditions
contained in the Standard Contract are non-negotiable. The Standard Contract is attached to this RFP
(Attachment O).
C.11 Conflict of Law and Controlling Provisions
Any Contract resulting from this RFP, plus any conflict of law issue, will be governed by the laws of the
State of Florida. Venue shall be Leon County, Florida.
C.12 Requests for Reimbursement
All requests for reimbursement must be submitted in detail sufficient for a preaudit and post audit in
accordance with subsection 287.058(1)(a), Florida Statutes.
C.13 Background Screening
The Contractor shall ensure that the requirements of s. 430.0402 and Chapter 435, F.S., as amended, are
met regarding background screening for all persons who meet the definition of a direct service provider and
who are not exempt from the Departments level 2 background screening pursuant to s. 430.0402(2), F.S.
The Contractor must also comply with any applicable rules promulgated by the Department and the Agency
for Health Care Administration regarding implementation of s. 430.0402 and Chapter 435, F.S. Further
information concerning the procedures for background screening is found at
http://elderaffairs.state.fl.us/doea/backgroundscreening.php.
C.14 DOEA Responsibilities
a. Data Collection and Reporting
The Department will conduct bi-weekly reviews of data uploads and ensure that the Contractor is
generating new reports so that the most up-to-date participant data is contained in SPARQ (or other
system required by USDOL). If the Contractor fails to comply in this area, the Department may
disallow or delay reimbursement.
b. Program Guidance and Technical Assistance
The Department will provide to the Contractor guidance and/or technical assistance as needed to ensure
the successful fulfillment of the contract by the Contractor. The Department’s provision of guidance
DOEA Solicitation No.: 18-RFP-001-JT
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and/or assistance, or lack thereof, shall not relieve the Contractor from full performance of contract
requirements.
c. Program/Contract Monitoring
The Department will review and evaluate the performance of the Contractor under the terms of this
contract. Monitoring shall be conducted through direct contact with the Contractor through telephone,
in writing, or an on-site visit. The Department’s determination of acceptable performance shall be
conclusive. The Contractor agrees to cooperate with the Department in monitoring the progress of
completion of the service tasks and deliverables. The Department may use, but is not limited to, one
or more of the following methods for monitoring:
i. Desk reviews and analytical reviews;
ii. Scheduled, unscheduled and follow-up on-site visits;
iii. Client visits;
iv. Review of independent auditor’s reports;
v. Review of third-party documents and/or evaluation;
vi. Review of progress reports;
vii. Review of customer satisfaction surveys;
viii. Agreed-upon procedures review by an external auditor or consultant;
ix. Limited-scope reviews; and
x. Other procedures as deemed necessary.
C.15 Contractor’s Responsibilities upon Termination
After receipt of a Notice of Termination, and except as otherwise specified by DOEA, the Contractor shall:
a. Stop work under this Contract on the date and to the extent specified in the notice.
b. Complete performance of such part of the work as shall not have been terminated by DOEA.
c. Work with DOEA SCSEP staff and other entities, as identified by the Department, to ensure an orderly
and seamless transition of existing program participants.
d. Take such action as may be necessary, or as DOEA may specify, to protect and preserve any property
related to this Contract which is in the possession of the Contractor and in which DOEA has or may
acquire an interest.
e. Upon the effective date of termination of the contract, Contractor shall transfer, assign, and make
available to DOEA all property and materials belonging to DOEA. The Contractor shall turn over
complete and readable data files in the specified electronic format, as well as all hard copy case files to
the Department or to any entity selected by the Department to receive such data and files at the time
the Contractor ceases to administer the SCSEP. No extra compensation will be paid to Contractor for
its services in connection with such transfer or assignment.
C.16 Financial Consequences for Failure to Timely and Satisfactorily Perform
The Contractor shall ensure that all participants served under this agreement are eligible for the program,
accurate performance data is entered into the SPARQ (or other system required by USDOL) system and all
Monthly Performance Reports and financial records are maintained for each reporting period and submitted
as stipulated in Section C.5. Any nonconforming program services, performance reports or financial
records not meeting the aforementioned requirements shall not be eligible for reimbursement under this
program. The costs associated with enrolling, training, reporting and/or managing the program shall be
borne solely by the Contractor. The Department requires immediate notice of any significant and/or
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systemic infractions that compromise the Contractor’s ability to provide participant services, to achieve
programmatic performance or to provide sound financial management of the program.
Failure to complete the deliverables in accordance with the requirements of this Contract, and in particular
as specified in Section C.5 Contractor’s Responsibilities, of this Scope of Work will result in substantial
injury to DOEA and damages arising from such failure cannot be calculated with any degree of certainty.
Therefore, it is hereby agreed that if the services/items are not timely and satisfactorily performed, and the
parties agree to a corrective action plan, but Contractor then fails to comply with the approved corrective
action plan, Contractor(s) may be assessed 1% on the monthly contract cost for each calendar day
Contractor fails to perform according to the terms and conditions of this Contract.
If Contractor(s) has only one instance of failure to timely and satisfactorily comply with an approved
corrective action plan, DOEA, in its complete discretion, may grant a one-time waiver upon Contractor
coming into compliance with the corrective action plan.
This provision for financial consequences shall in no manner affect DOEA’s right to terminate the Contract
as provided elsewhere in DOEA’s Standard Contract.
C.17 Liquidated Damages upon Contract Termination
DOEA is entitled to completion of the services/items within the schedules fixed in Section C, Scope of
Work hereof or within such further time, if any, as may be allowed in accordance with the provisions of the
Contract. In the event of termination of the Contract by DOEA for cause, Contractor shall be liable to
DOEA for an amount to be determined in final contract negotiations for each calendar day after termination,
up to 60 days, for DOEA’s expenses for additional managerial and administrative services required to
complete or obtain the services/items from another contractor. Liquidated damages for this period of time,
is in addition to the financial consequences assessed (as provided for in Section C.5) prior to termination.
This liquidated damages provision addresses only the cost to DOEA for re-procurement of these services
and does not limit DOEA’s ability to pursue other damages it incurs as a result of Contractor’s breach.
C.18 Notification of Instances of Fraud
Instances of Contractor operational fraud or criminal activities shall be reported to DOEA’s Contract
Manager within twenty-four (24) chronological hours upon Contractor’s discovery of the instance of fraud
or criminal activities.
C.19 Confidentiality and Safeguarding Information
Contractor may have access to confidential information during the course of performing the services
described in this RFP. The Contractor must implement procedures to ensure protection and confidentiality
of data, files and records involved with this Contract. All Contractor personnel assigned to this project
must sign a confidentiality statement which will be provided by DOEA upon awarding the services
described in this RFP. The Contractor’s confidentiality procedures must be approved by DOEA and must
comply with all State and Federal confidentiality requirements, including but not limited to section 430.105,
F.S. and section 443.1715(1), F.S., and 20 C.F.R. part 603.
C.20 Change of Ownership
If a change of ownership of the company is anticipated during the twelve (12) months following the RFP
Technical Proposal Due date, the Contractor must describe the circumstances of such change and indicate
when the change is likely to occur.
C.21 Ownership and Intellectual Property Rights
All rights, title, and interest, including copyright interests and any other intellectual property, in and to the
work developed or produced under the Contract, alone or in combination with DOEA and/or its employees,
under this contract shall be the property of DOEA. Contractor agrees that any contribution by the
Contractor or its employees to the creation of such works, including all copyright interest therein, shall be
considered works made for hire by the Contractor for DOEA and that such works shall, upon their creation,
be owned exclusively by DOEA. To the extent that any such works may not be considered works made for
hire for DOEA under applicable law, Contractor agrees to assign and, upon their creation, automatically
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assigns to DOEA the ownership of such works, including copyright interests and any other intellectual
property therein, without the necessity of any further consideration.
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D DOEA Standard Contract D.1 The proposed contract language contained in DOEA’s Standard Contract should be reviewed by all
Respondents. In responding to DOEA solicitation 18-RFP-001-JT, Respondent agrees to accept the terms
and conditions of DOEA’s Standard Contract. Respondent has read and understands these Contract terms
and conditions, and the submission is made in conformance with those terms and conditions.
D.2 DOEA reserves the right to make modifications to this contract if it is deemed to be in the best interest of
DOEA or the State of Florida.
D.3 DOEA Standard Contract is Attachment O and incorporated by reference within this solicitation.
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