florida department of elder affairs request for proposalf18978_requestforproposal18rfp001jt.pdf ·...

DOEA Solicitation No.: 18-RFP-001-JT

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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and may not be withdrawn within 180 days after such date and time.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.):


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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


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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.

https://www.doleta.gov/Seniors/pdf/FinalRule2010.pdf


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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.


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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

http://elderaffairs.state.fl.us/doea/scsep.php

mailto:[email protected]



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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.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK



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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

[email protected]

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 .

mailto:[email protected]


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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:


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.




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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.


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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


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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

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration

http://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration


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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.

http://www.myfloridacfo.com/Division/AA/StateAgencies/W-9Instructions022212.pdf


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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


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:

https://www.doleta.gov/Seniors/html_docs/TechAssist.cfm


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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:



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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


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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.

http://www.respectofflorida.org/

http://www.pride-enterprises.org/


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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

http://www.sunbiz.org/


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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


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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.

http://www.scseped.org/



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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.


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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


who exited two quarters earlier.

30.4% 35.1%

Employment Rate, Fourth Quarter After Exit

The number of participants employed in the fourth quarter


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/.


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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.


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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:

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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/


Minimum


Data collection, data

entry, Data Validation,

Performance

Reporting, and follow-

up reporting






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.




required Source




1% of the total monthly

Administrative Costs

reimbursement amount per

business day that the Source


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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/


Minimum


Monthly Expenditure

Report






The Contractor will submit

forms 105V and 106V with

complete and accurate cost

reimbursement supporting

documentation and cumulative

non-federal match and source

documentation.


documentation and

deliverables.

A Monthly Expenditure Report

returned to the Contractor to

correct inaccurate or

incomplete Source




1% of the total invoice amount

per business day that the

Source Documentation is not

submitted.

Deliverable No. 4 – Final Fiscal Report

Task/


Minimum


Final Report




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


required by USDOL)

Participant Action Report and


required by USDOL) Host

Agency Action Report.


documentation and

deliverables.




required Source




1% of the total Deliverable

amount per business day that

the Source Documentation is

not submitted.

Deliverable No. 5 – Final Programmatic Report

Task/


Minimum

Performance Level

Financial

Consequences

Recertification,

Individual

Employment Plan

(IEP) development and

tracking, Community

Service Assignments,

participant wages and




program year that are directly

related to the SCSEP. The

Contractor will submit a



documentation and

deliverables, per

Sections C.4.d., C.4.h.,

C.4.i., C.4.n., and

C.4.y.




required Source




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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


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



program year;

- $50 for each

Physical/waiver that was



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


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/


Minimum


Annual performance

and meeting or

exceeding the

Performance Measures

The Contractor will submit a


required by USDOL) Final End-

of-Year Quarterly Progress

Report within 10 working days

of notice from the Department

that the SPARQ (or other


report is available.


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.




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

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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.
