RFP # 83103


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RFP # 83103

  1. 1. REQUEST FOR PROPOSAL (RFP) FOR FLORIDA POISON INFORMATION CENTER NETWORK Public Awareness Effort RFP # 83103 Proposals must be submitted no later than 2:00 PM November 25, 2002 For further information regarding this RFP, contact Shannon M. Mason, CPS/CAP at (904) 244-4465. Issued by Florida Poison Information Center – Jacksonville October 21, 2002 LATE PROPOSALS WILL BE REJECTED
  2. 2. TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 Introduction and background 1.2 Scope 1.3 Project Management 1.4 Definitions 1.5 Clarification of the specifications 1.6 Vendor conference 1.7 Reasonable accommodations 1.8 Calendar of events 1.9 Contract term and funding 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions 2.2 Proprietary Information 2.3 Incurring costs 2.4 Submitting the proposal 2.5 Proposal organization 2.6 Multiple proposals 2.7 Oral presentations and site visits 2.8 Demonstrations 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Preliminary evaluation 3.2 Proposal scoring 3.3 Right to reject proposals 3.4 Evaluation criteria 3.5 Award and final offers 3.6 Notification of intent to Award 4.0 GENERAL PROPOSAL REQUIREMENTS 4.1 Introduction 4.2 Organization capabilities 4.3 Staff qualifications 4.4 Proposer references 4.5 Mandatory requirements 5.0 COST PROPOSAL 5.1 General instructions on submitting cost proposals 5.2 Fixed Price Period 6.0 REQUIRED FORMS ATTACHMENTS A. Signature Affidavit B. Vendor Data Sheet C. Reference Data Sheet D. Cost Summary Page
  3. 3. 1.0 GENERAL INFORMATION 1.1 The Florida Poison Information Center Network (FPICN) was established by an act of Florida Legislature (FS 395.038) in 1989 and includes centers in Jacksonville, Miami, and Tampa. The poison centers provide confidential, free poison information and treatment recommendations to the public as well as healthcare professionals. All three centers are accessible 24 hours a day by calling a new nation-wide, toll-free, emergency hotline; 1-800-222-1222. This hotline allows for the caller to be automatically connected to a specialist in poison information (specially trained nurses, physician assistants, pharmacists and physicians) at the regional poison center covering their geographic area. These specialists will assess each case and provide recommendations for the treatment of the accidental or intentional drug overdose or an exposure to a poisonous substance. The poison center can also provide general information and poison related questions about medicines, plants, animals, insects, food poisoning and other potentially dangerous substances. The specialists at the poison center will prioritize the calls by medical need and determine if an exposure is non-toxic, the patient can be treated at home or if he or she needs to be referred to a health care facility. If it is determined safe for home treatment, instructions are provided on simple home remedies and what symptoms to observe for. Follow-up calls are placed to ascertain continuous patient condition. If the patient is referred to the hospital, the poison center will contact the health care facility to provide recommendations for continued assessment. The overall mission of the poison centers is to provide exceptional patient care services while minimizing overall healthcare costs relating to poisoning exposures through epidemiological surveillance, preventive educational programs and consultative services to the community and health care professionals. Last year the FPICN handled 173,096 poison exposures, performed 101,057 follow-up calls and treated 82.9% of the exposures safely at home. Poison centers rank second only to childhood immunization programs for their ability to save health care dollars. The FPICN is cost effective in that $7.00 in health care expenditures are saved for every $1.00 spent on this service. Poison prevention is a primary focus of the FPICN. All three centers provide a variety of poison prevention educational programs targeting the general public (all ages), as well as health care professionals. It is the intent of the Florida Poison Information Center Network to solicit proposals to assist in promoting public awareness of the new nation-wide number and the services the centers provide in accordance with all requirements stated herein. The Network as represented by a Public Awareness Program Committee, intends to use the results of this process to award a contract for assistance in public awareness efforts through marketing and media activities. -1-
  4. 4. 1.2 Scope of the Project 1.2.1 Project Description To increase public awareness in the State of Florida of the Florida Poison Information Center Network and its services. 1.2.2 Objectives 1. Increase awareness of who can benefit from FPICN services. 2. Increase awareness of toll-free number. 3. Increase awareness of what free services are available from FPICN. 4. Increase public awareness in demographic areas of concern. 5. Provide method for tracking and measuring resulting increase in awareness 6. Increase awareness of the health professionals providing the services in the center. (i.e. no operators, all health care professionals) 1.2.3 Needs 1. Multimedia statewide marketing and awareness campaign involving, but not limited to, television, radio, print, etc. 2. Primary focus on adult population, secondary attempt at education of children 3. Stay within current budgetary constraints. Due to these constraints, any services provided pro bono would be viewed favorably 4. Utilize new nation-wide toll-free 800 number as primary contact method 5. Ability to monitor results/outcomes of media campaign 1.2.4 Current Operations In addition to patient care services described in section 1.1, the FPICN public education outreach program currently includes: (some pro-active, some reactive) 1. Educational programs for children, adults, seniors, health care professionals. 2. Visits to health care agencies, with/without lectures 3. Direct mailings to pediatricians, health departments, hospitals 4. Distribution of educational materials at health fairs 5. Coordinated outreach with other health and safety education agencies 6. Posters in public transportation vehicles 7. Media press releases and interviews 1.3 Project Management The Florida Poison Information Center-Jacksonville, issues this Request for Proposal (RFP), and remains the sole point of contact for the Network during the selection -2-
  5. 5. process. The person responsible for managing the procurement process is Shannon M. Mason, CPS/CAP. The contract resulting from this RFP will be administered by the Florida Poison Information Center – Jacksonville. The contract administrator will be Jay L. Schauben, Pharm.D., DABAT, FAACT 1.4 The following definitions are used throughout the RFP. Network means Florida Poison Information Center Network (FPICN) Proposer/vendor means a firm submitting a proposal in response to this RFP. Contractor means proposer awarded the contract. 1.5 Any questions concerning this RFP must be submitted in writing by email, mail or fax on or before November 11, 2002 to Shannon M. Mason, CPS/CAP Florida Poison Information Center - Jacksonville 655 West 8th Street Jacksonville, FL 32209 Email: mason@fpicjax.umc.ufl.edu VOICE: (904) 244-4465 FAX: (904) 244-4063 Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP. Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof. 1.6 A vendor conference will be held on November 15, 2002 at the Florida Poison Information Center - Jacksonville to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. If no questions are received, the Network reserves the right to cancel the vendor conference. All vendors who intend to respond to the RFP are strongly encouraged to attend the vendor conference. (NOTE: videoconferencing may be considered) 1.7 The Network will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, -3-
  6. 6. contact the Project Manager at (904) 244-4465 (voice) or 904-244-4480 (TTY.) 1.8 Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the Network. In the event that the Network finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times. DATE EVENT October 21, 2002 Date of issue of the RFP November 11, 2002 Last day for submitting written inquiries November 15, 2002 Vendor Conference November 18, 2002 Mail notification to vendors of supplements or revisions to the RFP November 25, 2002 RFP Proposals due from vendors December 20, 2003 Demonstrations by invited vendors January 6, 2003 Notification of intent to award sent to vendors January 10, 2003 Contract start date 1.9 The contract shall be effective on the date indicated on the purchase order or the contract execution date and must be completed by August 31, 2003. The University of Florida must approve all contracts. 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 The evaluation and selection of a vendor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response. Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired. 2.2 All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Florida State Statute(s). To the extent permitted by law, it is the intention of the FPICN to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of FPICN. At that time, all proposals will be available for review in accordance with the Florida Open Records Law. -4-
  7. 7. 2.3 The Florida Poison Information Center Network is not liable for any cost incurred by proposers in replying to this RFP. 2.4 Proposals may be submitted by mail (hardcopy) or via electronic mail (email.) A. Hard Copy Proposals submitted as a hard copy must have an original and seven copies of all materials required for acceptance of their proposal. Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. All proposals must be packaged, sealed and show the following information on the outside of the package: · Proposers name and address · Request for proposal title · Request for proposal number · Proposal due date B. Electronic Copy Proposals submitted by electronic mail must be submitted as a .pdf document. The subject line must include the request for proposal title and number All proposals must be submitted by November 25, 2002 at 2:00 p.m. to: FLORIDA POISON INFORMATION CENTER - JACKSONVILLE 655 WEST 8TH STREET JACKSONVILLE, FL 32209 The Florida Poison Information Center-Jacksonville must receive all proposals by the stated time. Proposals received after the deadline will not be accepted. 2.5 Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. The RFP sections which should be submitted or responded to are: · Introduction (See Section 4 of this RFP) · Response to general requirements (See Section 4 of this RFP) Organizational qualifications Staff qualifications and Facilities References · Response to technical requirements (See Section 5 of this RFP) · Cost proposal (See Section 6 of this RFP) · Required forms (See Section 8 of this RFP) Attachment A Signature Affidavit Attachment B Vendor Data Sheet Attachment C Reference Data Sheet -5-
  8. 8. Attachment D Cost Summary Page 2.6 Multiple proposals from a vendor will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals. 2.7 Selected vendors may be required to make oral presentations and/or site visits to supplement their proposals, if requested by the Network. The Network will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the Network on the date scheduled may result in rejection of the vendor’s proposal. (NOTE: video conference may be considered) 2.8 Due to our conservative funding sources, the Network would view any pro bono services offered in conjunction with the proposal favorably. Effort(s) being demonstrated must be delivered to the Network upon two (2) weeks notice by the Network to the vendor(s) and must be prepared and ready for the demonstration within one (1) week of delivery. Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the Network’s specified requirements during the demonstration may result in rejection of the vendor’s proposal. The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the Network. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those, which will be furnished if a contract results. 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 The proposals will first be reviewed to determine if requirements in Section 2.0 are met, and if additional mandatory requirements are met. (see Section 4.0). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the Network reserves the right to continue the evaluation of the proposals and to select the proposal, which most closely meets the requirements, specified in this RFP. 3.2 Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request oral presentations, and conduct an on-site visit and use the results in scoring the proposals. 3.3 Right to Reject Proposals and Negotiate Contract Terms The Network reserves the right to reject any and all proposals and to negotiate the terms -6-
  9. 9. of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the Network may negotiate a contract with the next highest scoring proposer. 3.4 The proposals will be scored using the following criteria: Description Percent General Requirements 80 a. Multimedia Approach 30 b. Target Appropriate Population 10 c. Utilize National Number 30 d. Supplement Educational Demographic Concerns 10 Cost 20 Total 100 3.5 The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer. 3.6 As a courtesy, the Network may send a notification of award memo to responding vendors at the time of the award. 4.0 GENERAL PROPOSAL REQUIREMENTS 4.1 Introduction 4.2 Describe the firm’s experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results. 4.3 Provide resumes describing the educational and work experiences for each of the key staff that would be assigned to the project. 4.4 Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of service required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals. 4.5 The following general requirements are mandatory and must be complied with. -7-
  10. 10. 4.5.1 Utilization of National, Toll-free, 800 number 4.5.2 Multimedia Approach 5.0 COST PROPOSAL 5.1 The cost proposal should be submitted in a separate envelope than the written proposal. The proposal will be scored using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies and models are available to analyze the cost information submitted to determine the lowest costs to the Network. The Network will select one method and use it consistently throughout its analysis. Due to our conservative funding sources, the Network would view any pro bono services offered in conjunction with the proposal favorably. 5.2 All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals. 6.0 REQUIRED FORMS The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached. Attachment A Signature Affidavit Attachment B Vendor Data Sheet Attachment C Reference Data Sheet Attachment D Cost Summary Page -8-
  11. 11. ATTACHMENT A SIGNATURE AFFIDAVIT In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury. The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by the Network in this Request for Bid, and declares that the attached proposal and pricing are in conformity therewith. Name (Type or Print) Title Signature Firm Address: (Street, City, State, Zip Code) Telephone Fax E-Mail Date -9-
  12. 12. ATTACHMENT B VENDOR DATA SHEET 1. Proposing Company Name Telephone Toll Free Telephone Fax Address: City: State: Zip + Four: 2. Contact Person in the event there are questions about your proposal Name: Title: Telephone: Toll Free Telephone: Address: City: State: Zip + Four: 3. All vendors that have 20 or more employees and that are awarded $20,000 or more on this contract will be required to submit confidentiality agreement information to the Contract Compliance Office. Please list the Person in your Company we can contact about this plan. Name: Title: Telephone: Toll Free Telephone: Address: City: State: Zip + Four: 4. Mailing address where Network purchase orders/contracts are to be mailed and person the Network can contact concerning orders and billing. Name: Title: Telephone: Toll Free Telephone: Address: City: State: Zip + Four: -10-
  13. 13. ATTACHMENT C REFERENCE DATA SHEET FOR VENDOR: Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for three (3) or more services with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Company Name: Address: Telephone: Contact Person: Product(s) and/or Service(s) Used: Company Name: Address: Telephone: Contact Person: Product(s) and/or Service(s) Used: Company Name: Address: Telephone: Contact Person: Product(s) and/or Service(s) Used: Company Name: Address: Telephone: Contact Person: Product(s) and/or Service(s) Used: Company Name: Address: Telephone: Contact Person: Product(s) and/or Service(s) Used: -11-