The purpose of the proposed rule is to comply with Section 430.203(9)(a), F.S. The statute requires the department to adopt a rule creating a dispute resolution mechanism for substantially affected parties to protest an area agency on aging’s intent ...

DEPARTMENT OF ELDER AFFAIRS
Community Care for the Elderly

RULE NO: RULE TITLE
58C-1.0031: Lead Agency Dispute Resolution
PURPOSE AND EFFECT: The purpose of the proposed rule is to comply with Section 430.203(9)(a), F.S. The statute requires the department to adopt a rule creating a dispute resolution mechanism for substantially affected parties to protest an area agency on aging’s intent to award the designation of “lead agency” to a party or parties. The statute requires the rule to include standards for bid protest and procedures for resolution.
SUMMARY: The rule develops standards for bid protest and procedures for resolution. The rule also develops minimum requirements for an impartial decisionmaker.
The text of the proposed rule and DOEA Form CCE-001, incorporated by reference in the rule, are available on the following website under the heading “Community Care for the Elderly, Rule 58C-1.0031, F.A.C., CCE Lead Agency Dispute Resolution”: http://elderaffairs.state.fl.us/english/rulemaking.php
SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS: This proposed rule will have an impact on small employers as defined in Section 288.703, F.S. Pursuant to Section 120.54(3)(b)1., F.S., the department’s statement of estimated regulatory costs is provided. The cost of the initial hearing conducted by the impartial decisionmaker is estimated to be less than the $250.00 per hour. The estimated cost is determined to be approximately $250.00 per hour for review of the decision of the impartial decisionmaker.
Any person who wishes to provide information regarding a statement of estimated regulatory costs, or provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.
SPECIFIC AUTHORITY: 430.203(9)(a) FS.
LAW IMPLEMENTED: 430.203(9)(a) FS.
IF REQUESTED WITHIN 21 DAYS OF THE DATE OF THIS NOTICE, A HEARING WILL BE HELD AT THE DATE,TIME AND PLACE SHOWN BELOW(IF NOT REQUESTED, THIS HEARING WILL NOT BE HELD):
DATE AND TIME: July 6, 2009, 9:30 a.m. – 11:00 a.m. EDT.
PLACE: Department of Elder Affairs, 4040 Esplanade Way, Conference Room 225F, Tallahassee, Florida 32399-7000
Pursuant to the provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this workshop/meeting is asked to advise the agency at least 72 hours before the workshop/meeting by contacting: Jim Crochet, Department of Elder Affairs, Office of the General Counsel, 4040 Esplanade Way, Tallahassee, Florida 32399-7000. Telephone number: [phone]. Email address: [e-mail]. If you are hearing or speech impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: Jim Crochet, Department of Elder Affairs, Office of the General Counsel, 4040 Esplanade Way, Tallahassee, Florida 32399-7000; telephone number: [phone]. Email address: [e-mail]

THE FULL TEXT OF THE PROPOSED RULE IS:

58C-1.0031 Lead Agency Dispute Resolution.

(1) AREA AGENCY ON AGING PROCEDURES.

(a) In order to meet the requirement set forth in Section 430.203(9)(a)1., F.S., an area agency on aging must include language in its request for proposal that specifies the manner in which the notice of intent to award will be posted.

(b) An area agency on aging (AAA) must comply with the bid process standards set forth in Section 430.203(9)(a), F.S., and this rule.

(c) The AAA must post the notice of intent to award upon selection of a lead agency or lead agencies. This notice must include information that substantially affected parties will have an opportunity to request a hearing challenging the proposed action and instruction on how to request a hearing.

(d) Upon the effective date of this rule, the AAA must solicit and maintain a registry of at least 3 impartial decisonmakers. The decisionmaker must meet the minimum qualifications below:

1. Have at least 5 years of professional experience with procuring or managing government contracts;

2. Have experience as an issuer of, or responder to, at least 3 requests for proposal (RFPs), invitations to bid (ITBs), invitations to negotiate (ITNs) or other competitive procurements;

3. Have not been directly involved, or have any family member who was directly involved, in the award of the bid under protest; and

4. Not be currently employed by, or have a family member employed by, the AAA awarding the bid, or any lead agency or other agency that has filed a bid for lead agency designation with the AAA awarding the bid.

(e) Individuals interested in designation as an impartial decisonmaker must complete DOEA Form CCE-001, CCE Impartial Decisionmaker Application, August 2009, which is hereby incorporated by reference. The form may be obtained from the following website: http://elderaffairs.state.fl.us/english/ruleforms/CCE-001.doc.

(2) STANDARDS FOR BID PROTEST.

(a) In a protest to the notice of award, the following shall apply:

1. No submissions made after the bid or proposal opening that amend or supplement the bid or proposal shall be considered.

2. The burden of proof shall rest with the party protesting the proposed AAA award.

(b) In a protest, the decisionmaker must conduct a de novo proceeding to determine whether the AAA’s proposed action is contrary to its governing statutes or rules, or to the solicitation specifications. The standard of proof for the protestor must be whether the AAA’s action was clearly erroneous, contrary to competition, arbitrary or capricious.

(c) In any bid protest, the decisionmaker, or any party, may request expedited discovery, which may include mandatory disclosure of any relevant material.

(d) Informal disposition may be made of any proceeding in this rule by stipulation, agreed settlement or consent order.

(3) PROTESTING PARTY PROCEDURES.

(a) Any party who is substantially affected by the AAA’s intended decision to award a contract for lead agency must file a written notice of protest with the AAA within 72 hours after the posting of the notice of award, excluding Saturdays, Sundays and state holidays.

1. A formal written protest must be filed within 10 calendar days after the date the notice of protest is filed.

2. The formal written protest must state, with particularity, the facts and law upon which the protest is based.

3. Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings.

4. If any substantially affected party who bid on the RFP, other than the AAA or the protesting party, decides to participate in the protest proceedings, that party must give notice within 3 business days of the posting of the initial notice of protest by the AAA.

(4) PROCEDURES FOR BID PROTEST. Upon receipt of a timely filed formal written protest, the AAA must take the following steps:

(a) Stop the solicitation or contract award process until the subject of the protest is resolved by final action as required by Section 430.03(9)(a)2., F.S.

(b) Immediately post the notice of protest in the same manner as the notice of intended award was posted.

(c) Select an impartial decisionmaker as required by Section 430.203(9)(a), F.S., from the registry referenced in subsection (1) of this rule.

1. The decisionmaker must be randomly selected.

2. The AAA must immediately provide the protesting party with the name of the appointed impartial decisionmaker.

3. If the protesting party has an objection to the selected decisionmaker, the protesting party must raise the objection in writing with the AAA within 48 hours, excluding Saturdays, Sundays and state holidays, or the objection is deemed to be waived.

4. Upon receipt of a timely objection, the AAA must randomly select another decisionmaker.

(d) Provide an opportunity to resolve the protest by mutual agreement between the parties within 7 days, excluding Saturdays, Sundays, and state holidays. If the subject of a protest is not resolved by mutual agreement within the time frame set forth in this paragraph, a proceeding must be conducted as set forth in subsection (5) of this rule.

(5) DISPUTE RESOLUTION.

(a) If the protest is not resolved pursuant to paragraph (4)(d) of this rule, the impartial decisionmaker must commence a hearing within 30 calendar days after the AAA receives the formal written protest. The provisions of this subsection may be waived only upon stipulation by all parties.

(b) In addition to the provisions included in Section 430.203(9)(a)3., F.S., which outline the rights of all substantially affected entities, the following procedures shall apply:

1. All discovery must be concluded at least 48 hours prior to the scheduled hearing date. All discovery requests must be commenced in a manner that allows discovery to be concluded at least 48 hours prior to the scheduled hearing.

2. The decisionmaker shall have the authority to issue subpoenas.

3. Requests for production, requests for admissions and interrogatories must be answered within 5 business days.

4. All depositions must have at least 3 business days notice.

5. If a party fails to comply with the discovery rules provided herein, the decisionmaker must exclude such evidence from the hearing, unless just cause is shown as specified in subparagraph (d)1. of this subsection.

6. Should any party be prejudiced by another party’s failure to provide discovery, the decisionmaker may continue the hearing for a period not to exceed 5 business days. The non-complying party must comply with the requested discovery within 48 hours after the decision to continue the hearing.

(c) The decisionmaker must render a written decision to the AAA and each party protesting the award within 30 calendar days after the hearing.

(d) A default must be entered against a party who:

1. Fails to appear at a hearing as directed by the decisionmaker, unless at least one of the following conditions exists:

a. Illness of a party, witness or attorney that would prevent attendance at the hearing;

b. An act of God that would prevent attendance at the hearing.

c. A designated threat to public safety that would prevent attendance at the hearing; or

d. Any other circumstance in the opinion of the decisionmaker that would warrant a continuance of the hearing.

2 Fails to comply with discovery after being granted a continuance as provided in subparagraph (b)6. of this subsection.

(e) An entry of default against a party is deemed the final decision of the decisionmaker and is not subject to the provision of subsection (6) of this rule.

(6) REVIEW OF DECISION.

(a) Pursuant to Section 430.203(9)(a), F.S., in the event the protesting party or the AAA wishes a review of the decision by the decisionmaker, the protesting party or the AAA must contact one of the entities referenced in subparagraphs 1. and 2. of this paragraph:

1. An arbitrator with the American Arbitration Association. The arbitrator must have experience with government contracts. Contact information for the association is American Arbitration Association, Bank of America Tower at International Place, 100 S. E. 2nd Street, Suite 2300, Miami, FL 33131, telephone number [phone].

2. A circuit civil mediator certified by the Florida Supreme Court, who has experience with government contracts. Contact information for the Florida Supreme Court Dispute Resolution Center is http://199.242.69.70/pls/drc/drc_main_screen.

(b) This action must be taken within 10 calendar days after the date of the decision from the decisionmaker.

(c) The review shall not be a de novo proceeding, but only a review of the decision based on the record from the hearing.

(d) The written decision of the reviewer must be made within 30 calendar days after the request for review. The decision shall be binding upon both parties.

Rulemaking Authority 430.203(9)(a) FS. Law Implemented 430.203(9)(a) FS. History–New________.

NAME OF PERSON ORIGINATING PROPOSED RULE: Jim Crochet
NAME OF AGENCY HEAD WHO APPROVED THE PROPOSED RULE: Douglas Beach, Ph.D., Secretary
DATE PROPOSED RULE APPROVED BY AGENCY HEAD: June 3, 2009
DATE NOTICE OF PROPOSED RULE DEVELOPMENT PUBLISHED IN FAW: May 8, 2009