INVITATION TO NEGOTIATE ITN#: C9CBCITN2011. To become the Lead Agency for Community-Based Care in Circuit 9/Central Region Orange and Osceola Counties. ADDENDUM #: 003 CHANGES TO SCHEDULE OF EVENTS AND EVALUATION METHODOLOGY. Due to scheduling conflicts, additional changes are required for the Schedule of Events. The Evaluation Methodology section was revised to reflect the number of financial and programmatic team members. The Department apologizes for any inconvenience. REVISION TO THE SCHEDULE OF EVENTS: Section 2, pages 9 and 10 as follows: SECTION 2: INVITATION TO NEGOTIATE (ITN) PROCESS 2.4 Schedule of Events and Deadlines ITN Advertised/Released: Monday, April 26, 2010, 3:00 p.m. Florida Communities Network Electronic Posting site: http://fcn.state.fl.us/owa_vbs/owa/vbs_www.main_menu Notice of Intent to Submit a Reply to be received by the Department: Monday, May 3, 2010, 10:00 a.m. Attn.: Christine Barbery, CBC Contract Manager, 400 W. Robinson St., Suite S1118, Orlando, FL 32801 Vendor’s Conference: Thursday, May 13, 2010, 2:00 p.m., 400 W. Robinson St., Suite S1112, Orlando, FL 32801 Deadline for Submission of Inquiries: Friday, May 28, 2010, 11:00 a.m. Attn.: Christine Barbery, CBC Contract Manager, 400 W. Robinson St., Suite S1118, Orlando, FL 32801 Deadline for Department’s Response to Inquiries: Monday, June 14, 2010, 11:00 a.m. Florida Communities Network Electronic Posting site: http://vbs.dms.state.fl.us/vbs/main_menu Sealed Replies must be received by the Department: Wednesday, July 14, 2010, 3:00 p.m. Attn.: Christine Barbery, CBC Contract Manager, 400 W. Robinson St., Suite S1118, Orlando, FL 32801 Reply Opening and Review of Mandatory Criteria: Wednesday, July 14, 2010, 3:05 p.m. Attn.: Christine Barbery, CBC Contract Manager, 400 W. Robinson St., Suite S1112, Orlando, FL 32801 Evaluation Team Meeting: Monday, July 19, 2010, 10:00 a.m. 400 W. Robinson St., Suite S1112, Orlando, FL 32801 Debriefing Meeting of the Evaluation Team: Monday, August 2, 2010, 4:00 p.m. 400 W. Robinson St., Suite S1112, Orlando, FL 32801 Posting of Response Scores and Notice of Intent to Negotiate: Tuesday, August 10, 2010, 3:00 p.m. Florida Communities Network Electronic Posting site: http://vbs.dms.state.fl.us/vbs/main_menu Period of Negotiation Tuesday, September 14, 2010 through Friday, October 8, 2010 Posting of Notice of Intent to Award: Friday, October 22, 2010, 3:00 p.m. Florida Communities Network Electronic Posting site: http://vbs.dms.state.fl.us/vbs/main_menu Anticipated Effective Date of Contract: January 1, 2011 The ITN C9CBCITN2011 To Become the Lead Agency for Community Based Care in the Central Region – Circuit 9, Orange and Osceola Counties, was released on April 26, 2010. Three replies were received and evaluated. The three vendors responding were CBC of Seminole, Inc., Choices, Inc. and Family Services of Metro Orlando, Inc. On August 2, 2010, the Department held its Debriefing Meeting of the Evaluation Team. The Department’s Response Evaluation Scorebook is attached hereto. As a result of the Department’s screening of replies received in response to ITN #C9CBCITN2011, the Department has compiled a list of vendors with whom it wishes to negotiate: Family Services of Metro Orlando, Inc. CBC of Seminole, Inc. This list contains the vendors who have been determined to meet the basic requirements set out in the ITN and demonstrate the potential for fulfilling the services needs of the Department. The Department of Children and Families reserves the right, should it determine in its sole judgment that negotiations with CBC of Seminole or Family Services of Metro Orlando, Inc., are not proceeding in a beneficial manner, to initiate negotiations with Choices, Inc., without further notice. Such negotiations may be in parallel with or in lieu of negotiations with any vendor. No presumption of preference or merit in the negotiation process or for contract award shall arise from the order of vendors listed in this posting. The Department will meet with both prospective vendors at an agreed upon date and time during a negotiation period of September 14, 2010 through October 8, 2010. All negotiation meetings are closed to the public. Accordingly, the Department hereby amends, modifies, supplements and/or clarifies the ITN as follows: Pages 9-10, section 2.4, Schedule of Events and Deadlines, original version, is hereby deleted and the attached Addendum #003 is inserted in lieu thereof. The department reserves the right to change the method of negotiation (concurrent versus by order of ranking), if it determines that to do either would be in the best interests of the State. After the initial negotiation session with the selected vendors, in its sole discretion, the department shall determine whether to hold additional negotiation sessions and with which vendors it will negotiate. The department reserves the right at any time during the negotiation process to: • Schedule additional negotiating sessions with any or all short-listed vendors; • Require any or all short-listed vendors to provide additional or revised detailed written proposals addressing specified topics; • Require any or all short-listed vendors to provide a written best and final offer; • Require any or all short-listed vendors to address services, prices, or conditions offered by any other vendor; • Pursue a contract with one or more short-listed vendors for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written proposals or request for best and final offers; • Arrive at an agreement with any short-listed vendor, finalize contract terms with such vendor and terminate negotiations with any or all other vendors, regardless of the status of or scheduled negotiations with such other vendors; and • Decline to conduct further negotiations with any vendor; • Reopen negotiations with any vendor; and • Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this solicitation. The department has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive vendor or vendors affected and whether to provide concurrent notice of such decision. Any person who is adversely affected by the terms, conditions and specifications contained in this Notice of Intent to Conduct Negotiations with Vendor, including any provisions governing the methods of ranking bids, proposals or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract shall file a notice of protest in writing within 72 hours (Saturday, Sundays and state holidays excluded) after the posting of the decision, or intended decision. The formal written protest shall be filed within 10 days after the date the notice of protest is filed. Failure to file a protest within the time prescribed in Section 120.57(3), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S. When protesting a decision or intended decision the protestor must post a bond equal to one percent (1%) of the department’s estimated contract amount. The bond is not to be filed with the notice of protest, but must be filed with the formal written protest or within the 10-day period allowed for the filing of the formal written protest. The estimated contract amount is listed in the Invitation to Negotiate number C9CBCITN2011. The estimated contract amount is not subject to protest pursuant to Section 120.57(3), F.S. The bond shall be conditioned upon the payment of all cost and charges that are adjudged against the protestor in the administrative hearing in which action is brought and in any subsequent appellate court proceeding. Failure to file the proper bond at the time of filing the formal protest will result in a rejection of the protest. In lieu of a bond the department may accept a cashier’s check, official bank check, or money order in the amount of the bond. Invitation to Negotiate will be available at: 400 W. Robinson Street, Suite S1118, Orlando, FL 32814 Please direct all questions to: Christine Barbery at (407)317-7057, Fax: (407)245-0575, email: Christine_Barbery@dcf.state.fl.us. Any person with a qualified disability requiring special accommodations at the pre-solicitation conference and/or bid/proposal opening shall contact purchasing at the phone number above at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1(800)955-8771 (TDD). The Department reserves the right to reject any and all bids or accept minor irregularities in the best interest of the State of Florida.