STATE OF FLORIDA DEPARTMENT OF CHILDREN AND …

STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

Office of Information Technology Services

INVITATION TO NEGOTIATE (ITN) Comprehensive Child Welfare Information System (CCWIS)

Planning Project ITN#: 01U18GN1 Release Date: JULY 27, 2018

DCF ITN: 01U18GN1 CCWIS Planning Project (PMT-06-1516)

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TABLE OF CONTENTS SECTION 1. INTRODUCTION .......................................................................................................... 4

1.1 Introduction to the Procurement .............................................................................................. 4 1.2 Statement of Purpose .................................................................................................................. 4 1.3 Term of the Agreement............................................................................................................... 4 1.4 Contact Person and Procurement Manager ............................................................................ 4 1.5 Definitions .................................................................................................................................... 4 1.6 Supporting Documentation ....................................................................................................... 5 1.7 Small, Minority, and Florida Certified Veterans Business Participation ......................... 5

SECTION 2. ITN PROCESS................................................................................................................. 6 2.1 General Overview of the Process ............................................................................................. 6 2.2 Official Notices and Public Records ........................................................................................ 6 2.3 Protests and Disputes ................................................................................................................. 6 2.4 Limitations on Contacting Department Personnel and Others .......................................... 6 2.5 Schedule of Events and Deadlines ........................................................................................... 7 2.6 Solicitation ................................................................................................................................... 9 2.7 Written Inquiries ......................................................................................................................... 9 2.8 Notice of Intent to Submit a Reply .......................................................................................... 9 2.9 Receipt of Replies ........................................................................................................................ 9 2.10 Form PUR 1001 ........................................................................................................................... 10 2.11 Department's Reserved Rights ............................................................................................... 10

SECTION 3. SPECIFICATIONS ....................................................................................................... 12 3.1 Mandatory Requirements ........................................................................................................ 12 3.2 Minimum Programmatic Specifications ............................................................................... 12 3.3 Minimum Financial Specifications ........................................................................................ 12 3.4 Vendor Registration in MyFloridaMarketPlace .................................................................. 16 3.5 Composition of the Contract ................................................................................................... 16 3.6 Order of Precedence .................................................................................................................. 16

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN .......................................... 18 4.1 How to Submit a Reply ............................................................................................................ 18 4.2 Content of the Programmatic Reply....................................................................................... 19 4.3 Content of the Financial Reply ............................................................................................... 22

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4.4 Public Records and Trade Secrets .......................................................................................... 23

SECTION 5. THE SELECTION METHODOLOGY ...................................................................... 24 5.1 Selection Criteria ....................................................................................................................... 24 5.2 Application of Mandatory Requirements............................................................................. 24 5.3 Evaluation Phase Methodology for Ranking and Shortlisting......................................... 24 5.4 Negotiation Process for Final Selection ................................................................................ 27 5.5 Final Selection and Notice of Intent to Award Contract .................................................... 28

APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY ........................................................ 30 APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY ................................................... 31 APPENDIX III: VENDOR'S CERTIFICATIONS ............................................................................. 32 APPENDIX IV: QUESTION SUBMITTAL FORM ......................................................................... 38 APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST ................................................ 39 APPENDIX VI: SUBCONTRACTOR LIST ...................................................................................... 41

APPENDIX IX: Form PUR 1000 APPENDIX X: Form PUR 1001 NOTE: In addition to the Appendices included in this document, the Appendix listed as IX ? XII above are stand-alone documents that must be included in this solicitation. These documents can be found as artifacts in the Department's Procurement and Contract Management Playbook and the Department's Office of Contracted Client Services (OCCS) Intranet site.

DCF ITN: 01U18GN1 CCWIS Planning Project (PMT-06-1516)

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SECTION 1. INTRODUCTION

1.1 Introduction to the Procurement

Any person interested in submitting a reply must comply with any and all terms and conditions described in this Invitation to Negotiate (ITN).

1.2 Statement of Purpose

The new federal Comprehensive Child Welfare Information System (CCWIS) rules afford the states an opportunity to enhance child welfare systems to better support each state's environment. In the State of Florida's fiscal year 2018-2019 budget, the Florida legislature approved designation of the State's child welfare system as a CCWIS. DCF has now notified the Division of State Systems at the federal Administration for Children and Families (ACF) of the State's election to become CCWIS compliant. In this ITN, DCF is seeking services that result in:

1. Defining a multi phased-based approach for transitioning, to include a system design for a CCWIS compliance, and developing requirements that enable and align the State's child welfare system to CCWIS requirements that will serve as the basis for system enhancements that can be estimated and presented for State and federal approval;

2. Developing the State and federal funding documentation required for funding support of a multi phased-based transition to a CCWIS child welfare system;

3. Developing a data quality management plan aligned with federal CCWIS regulations; and 4. Facilitating activities that result in State and federal approval of a plan that clearly defines

Florida's phased-based CCWIS transition plan.

1.3 Term of the Agreement

The anticipated start date of the resulting contract is November 5, 2018. No renewal is expected for any contract resulting from this ITN.

1.4 Contact Person and Procurement Manager

This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is:

Florida Department of Children and Families David Shepard

Mailing Address: Florida Department of Children and Families 1317 Winewood Blvd, Building 5, Room 150 Tallahassee, FL 32399-0700

david.shepard@

All contact with the Procurement Manager shall be in writing via electronic mail, U.S. Mail, or other common courier. Use of email for contact is permitted.

1.5 Definitions

The program or specific terms and definitions that apply to this ITN can be found in Appendix VII: Glossary of Terms, and on DCF website at:

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1.6 Supporting Documentation Not applicable.

1.7 Small, Minority, and Florida Certified Veterans Business Participation Small Businesses, Certified Minority and Florida Certified Veteran Business Enterprises are encouraged to participate in any scheduled conferences, conference calls, pre-solicitation, or preproposal meetings. All vendors shall be accorded fair and equal treatment.

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