Addendum No. 1 - Revised RFI 2027001.pdf

Request for Information

Volunteer Management System

RFI No.: 2027001

RFI No. 2027001 1 of 15 (Revised 04.25.22)

ADDENDUM NO. 1

REVISED REQUEST FOR INFORMATION

Volunteer Management System DEP Posting Number: 2027001

The Florida Department of Environmental Protection (“Department”) is issuing this Request for Information (RFI), as defined in Section 287.012(22), Florida Statutes (F.S.), to Interested Entities concerning certain commodities and services relating to an enterprise Volunteer Management System (VMS). The Department is interested in reviewing responses for both SaaS solutions and custom-built solutions. Please note that under Section 287.012(22), F.S., responses to this request are not offers and will not be accepted by the Department to form a binding contract.

Interested Entities can view and download this RFI from the Vendor Information Portal (VIP) website at https://vendor.myfloridamarketplace.com/. Once at this site, the steps listed below should be followed to access the VIP.

• Click “Search Advertisements”

• Under the “Organization” search field, select the “Department of Environmental

Protection”

• Scroll down and click on “Search”

• Click on the applicable RFI number https://vendor.myfloridamarketplace.com/

DEP RFI No. 2027001 Page 2 of 15

TABLE OF CONTENTS

SCHEDULE OF EVENTS

Section 1.00 – INTRODUCTION

1.01. Purpose and Scope

1.02. Procurement Officer

1.03. Questions

1.04. Addenda

1.05. Submittal of Response

1.06. Public Records

1.07. RFI Process

SECTION 2.00 – REQUIREMENTS

2.01. Overview

2.02. Volunteer Profile Management

2.03. Volunteer Opportunity Management

2.04. Time Tracking & Milestone Recognition

2.05. Scheduling Tools

2.06. Communications & Notifications

2.07. Reporting & Data Exports

2.08. Event & Group Volunteer Management

2.09. Data Sharing & Integrations

2.10. Background Checks & Credential Verification

2.11. Technical System Requirements

2.12. Hosted Solution Support & Maintenance Requirements

2.13. Documentation & Training

SECTION 3.00 – VENDOR CONTACT INFORMATION

SECTION 4.00 – COST INFORMATION: FIXED-PRICE SAAS SOLUTION PRICING (PART A)

SECTION 4.00 – COST INFORMATION: CUSTOM-BUILT SOLUTION PRICING (PART B)

DEP RFI No. 2027001 Page 3 of 15

SCHEDULE OF EVENTS

The following schedule will be strictly adhered to in all actions relative to this posting. The Department reserves the right to make adjustments to this schedule and will notify Interested Entities in the request by posting an addendum on the VIP. It is the responsibility of the Interested Entity to check VIP on a regular basis for such updates.

DATES EVENTS METHOD

July 1, 2026 RFI Advertised Vendor Information Portal https://vendor.myfloridamarketplace.com/

July 14, 2026 Questions Submitted in Writing

Submit via email:

Attn: Wanda Norton, Procurement Officer E-mail: Wanda.Norton@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

On or about, July 21, 2026

Answers to Questions Posted

Vendor Information Portal https://vendor.myfloridamarketplace.com/

August 4, 2026

August 6, 2026, by

3:00 PM (ET)

Response Due

Submit via email:

Attn: Wanda Norton, Procurement Officer E-mail: Wanda.Norton@FloridaDEP.gov

RFI NUMBER MUST BE IN SUBJECT LINE OF EMAIL

– Remainder of Page Intentionally Left Blank – mailto:Wanda.Norton@FloridaDEP.gov mailto:Wanda.Norton@FloridaDEP.gov

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Section 1.00 – INTRODUCTION

1.01. Purpose and Scope. The Florida Department of Environmental Protection (“Department”) is requesting information from Interested Entities with proven, verifiable, and documented expertise in providing a Software as a Service (SaaS) solution or custom-built solution that meets the requirements of Section 2.00 – Requirements. This Request for Information (RFI) is being issued strictly for the purpose of gaining knowledge of the products and services available on the market.

THIS IS NOT A REQUEST OR INVITATION FOR COMPETITIVE BIDS, PROPOSALS OR REPLIES, AND NO

CONTRACT WILL BE AWARDED IN RESPONSE TO SUBMISSIONS.

If, as a result of the RFI, the Department decides to pursue contract(s) to provide any of the services mentioned and Interested Entities capable of providing such services are identified, a competitive procurement package may be developed and issued at a later date.

1.02. Procurement Officer.

Wanda Norton, Procurement Officer Procurement Section, Carr Building, Room 215 Florida Department of Environmental Protection 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 Telephone Number: (850) 245-2447 Wanda.Norton@FloridaDEP.gov

1.03. Questions. Any questions from vendors concerning this RFI shall be submitted in writing, identifying the submitter and RFI number, to the Procurement Officer no later than the time and date specified in the Schedule of Events. All inquiries must be submitted by E-mail. All questions and answers will be posted on the VIP. It is the Vendor’s responsibility to periodically check the VIP. The Department bears no responsibility for any delays, or resulting impacts, associated with a Vendor’s failure to obtain the information made available through the VIP.

1.04. Addenda. If the Department finds it necessary to supplement, modify, or interpret any portion of the RFI documents, a written “Addendum” will be posted on the VIP. It is the responsibility of the Vendor to be aware of any Addenda that might have a bearing on their response.

1.05. Submittal of Response. Responses are due in accordance with VIP and Schedule of Events.

Vendors’ responses must be in writing and submitted electronically via email. Responses must be emailed to the Procurement Officer (Section 1.02). The naming convention for the subject line within your email is:

Subject Line: Your Company Name – DEP RFI No. 2027001

Once received, all RFI responses and attachments shall become the exclusive property of the Department and will not be returned. The Department is not liable for any of the costs incurred by the Vendor in preparing and submitting a response.

• The response package must contain a title page including the below contact information:

o Vendor/Company Name;

o Contact Name and Title;

o Address; and o Phone Number and email address.

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• A completed Section 3.00 – Vendor Contact Information

• A completed Section 4.00 – Cost Information (Part A for SaaS solutions or Part B for custom-built solutions)

• A narrative detailing the vendor’s proposed solution or approach to the functional and technical requirements for their proposed solution (SaaS or custom-built) and how the solution meets or exceeds the requirements of Section 2.00 – Requirements.

• Any cooperative purchasing agreements with the vendor where the solution or services may be purchased.

To ensure a clear understanding of the products and service, the Department may use this RFI as the basis for requesting demonstrations. These demonstrations will be at the department’s discretion and at no cost to the Department.

1.06. Public Records. Any material submitted in response to this RFI will become a public record pursuant to Chapter 119, Florida Statutes (F.S.), once it is shared with the Department. Any claim of confidentiality is waived upon submission, unless addressed as set forth below.

Disclosure and Ownership of Response Contents: A Vendor’s response to this RFI shall be a public record and subject to production, disclosure, inspection and copying consistent with the requirements of Chapter 119, F.S. All information in a Vendor’s response (including, without limitation, technical and price information) will be a matter of public record, subject to the provisions of Florida’s Public Records Act, Chapter 119, F.S., regardless of copyright status. Submission of a response to this RFI shall constitute a waiver of any copyright protection which might otherwise apply to the Department’s production, disclosure, inspection and copying of such response and contract, or any part thereof, except those parts asserted to be exempt under Chapter 119, F.S. The response, upon submission shall be the property of the Department (except those parts asserted to be exempt in the manner set forth below), and the Department, in its sole discretion, shall have the right to use, reproduce, and disseminate the response. The Department reserves the right to use any and all information contained in a response received to this RFI.

Any content submitted to the Department which is asserted to be exempt under Chapter 119, F.S., shall be set forth on a page or pages separate from the rest of the response, and clearly marked “exempt,” “confidential,” or “trade secret” (as applicable), with the statutory basis for such claim of exemption, confidentiality, or trade secret specifically identified in writing on each and every such page. Failure to segregate and so identify any such content shall constitute a waiver of any claimed exemption, confidentiality, or trade secret as applied to the portion of the response or other document in which the content is set forth.

Per Section 287.012(22), F.S., “Responses to these requests are not offers and may not be accepted by the agency to form a binding contract.” Vendors submitting information to this RFI are not prohibited from responding to any related subsequent solicitation. The Department reserves the right to use or reject any information supplied in response to this RFI.

1.07. RFI Process.

The Department will review and analyze information received in response to this RFI to determine the feasibility of issuing a competitive solicitation for these products/services. Any request for cost information received will be used solely to gain a perspective of the potential budgetary magnitude.

Responses to this RFI will be reviewed for informational purposes only and will not result in the award of a contract. Submitting a response to this RFI shall not disqualify a vendor for responding to any related subsequent solicitation.

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SECTION 2.00 – REQUIREMENTS

2.01. Overview. The Department currently utilizes various and disjointed SaaS implementations for its Volunteer Management System (VMS). These systems serve as a powerful tool for volunteer administration and record keeping. The Department’s volunteer workforce is estimated at approximately 31,000 volunteers, administered by approximately 295 volunteer coordinators and managers, and five (5) system administrators. The Department is seeking to move to one enterprise-wide VMS that meets the requirements herein. The vendor’s proposed solution must satisfy all functional, technical, and operational capabilities listed.

2.02. Volunteer Profile Management.

a. Allow volunteers to create individual accounts and securely log in via the internet from personal computers or mobile devices.

b. Support creation and management of volunteer profiles, including name, contact details, demographic data, availability, interests, prior service, and associated documentation.

c. Enable administrators to create and assign a variety of application forms based on volunteer type (individual, group, resident/campground host, CSO), including form fields, prerequisites, and document upload requirements.

d. Support dynamic form-field relationships.

e. Administrators monitor incoming applications via a graphic dashboard created inside the software and displayed on the administrator’s home screen.

f. Track and display volunteer statuses (e.g., applicant, active, inactive, archived) and maintain a log of status changes with administrator and timestamp references.

g. Support onboarding workflows, including confirmation of training, background checks, interviews, youth permissions, and other prerequisite steps. These should be configurable by the agency.

h. Allow administrators to configure approval workflows, routing rules, and required review steps without vendor intervention.

i. Store and display volunteer profile photographs for on-site verification.

j. Permit authorized administrators to merge duplicate profiles.

k. Allow administrators to create and manage secure notes associated with volunteer profiles.

Each note shall support:

l. assignment of a note type from a configurable dropdown list (e.g., General, Performance, training, Background Check, Incident),

m. Attachment of one or more supporting documents directly to the note.

n. Access controls that restrict viewing, creation, modification, and deletion of notes and their attachments.

o. Enable linking individual profiles to group records for service tracking purposes.

p. Support master volunteer records accessible across all locations, including service history, training, awards, background screening, agreement expiration, and attached documents.

q. Allow volunteers to monitor progress to complete prerequisites, monitor previous application locations, monitor awards, future scheduling, run pre-packaged reports, and download documents.

r. Include a dynamic chart showing each volunteer’s onboarding progress, including completed, current, and upcoming tasks.

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s. Allow volunteers to create and leverage digital signatures to sign-off on digital flows and forms within the system.

t. Support reassignment or transfer of volunteer records between locations while retaining historical service record and audit history.

u. The system must prompt administrators for confirmation of changes prior to committing updates to volunteer records.

2.03. Volunteer Opportunity Management.

a. Enable administrators at the state, district, or location level to post volunteer opportunities, including position title, description, required qualifications, start/end dates, location, and opportunity type.

b. Support automated or manual publication of opportunities at different visibility levels (e.g., public-facing portal, restricted internal use, or by invitation only).

c. Allow posted opportunities to include or exclude schedules. Scheduling components must support both one-time and recurring opportunities.

d. Receive and store unsolicited volunteer applications, allowing authorized administrators to search and retrieve them by volunteer type, skills, and geographic area.

e. Allow volunteers to apply directly to posted opportunities, with eligibility screening based on predefined criteria such as completed training, certifications, or equipment requirements. Prompt applicants to sign in or create a profile before applying.

f. Automatically notify volunteers if they attempt to apply for an opportunity which they are not eligible for based on missing prerequisites.

g. Allow for customizable onboarding tracks per opportunity type, including attachments, agreements, and training components.

h. Support predefined expiration or visibility dates for posted opportunities, with automated deactivation upon reaching those thresholds.

i. Allow segmentation of specific volunteer types (e.g., campground hosts, resident volunteers) so they are searchable categories or interfaces and have their own distinct public URLs and QR codes.

j. Automatically send acknowledgment emails upon application submission, including contact information, next steps, links to required documents or training, and other customizable content.

k. Permit transmission of optional email notifications to locations and regional administrators upon receipt of a new application. Notification routing must be configurable.

l. All application types submitted by volunteers are searchable and retrievable from within the system by administrators.

m. Allow fast tracking of volunteer applications for volunteers with an active and complete profile.

n. Allow creation of volunteer types.

o. Allow opportunities and shifts to define maximum participant capacity.

p. Allow administrators to create or modify volunteer types and activity categories without requiring vendor support.

q. Allow integration of training modules, quizzes, and certifications.

r. Track training completion at the profile level.

s. Enable administrators to set training requirements on a per volunteer opportunity basis.

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2.04. Time Tracking & Milestone Recognition

a. Allow volunteers to log their own hours via personal computer or mobile device, including date, time, location, and activity type.

b. Enable administrators and designated supervisors (including volunteers assigned supervisory roles) to enter, add comments, approve, audit, and edit volunteer hours.

c. Support multiple methods of hour entry, including manual entry, QR code scanning, and SMS/text-based check-in for large events.

d. Allow administrators to define cutoff dates after which volunteers may not submit nor edit time entries.

e. Enable automatic time entry reminders via email and/or text based on scheduled opportunities or missed log submissions.

f. Track hours by volunteer type, activity category, sub-category, and location served.

g. Prevent duplicate hour submissions for both individual and group entries by ensuring synchronization between group records and individual profiles.

h. Maintain cumulative service totals for each volunteer, separated by individual and group-based hours, and support reporting across all categories.

i. Provide the ability for authorized administrators to define service award milestones, track progress, and receive automatic alerts.

j. Visually display award milestone progress using dashboards or progress bars.

k. Allow resetting or modifying milestone tracking rules by authorized users.

l. Prevent volunteers from registering for overlapping opportunities or shifts.

2.05. Scheduling Tools

a. Include an integrated scheduling module that allows administrators to create and manage volunteer shifts across all locations.

b. Support flexible shift creation including one-time or recurring shifts and time/date parameters.

c. Allow volunteers to view, sign up for, or cancel shifts.

d. Enable administrators to approve or deny shift pickups and receive notifications via email and SMS for cancellations.

e. Display schedules in calendar views for both volunteers and administrators.

f. Allow export and printing of schedule views.

g. Track shift status and activity including missed shifts and substitutions.

h. Allow optional auto-crediting of hours for scheduled shifts pending admin approval.

i. Prevent volunteers from signing up for schedule slots on dates when a location is not open or is otherwise unavailable.

j. Integrate with time tracking to avoid redundant entry.

k. Enable location and opportunity-specific calendar views, with ability to filter by location, skill, opportunity type, and other volunteer data.

2.06. Communications & Notifications

a. Allow administrators to send individual or mass communications via email, Short Message Service (SMS)/text messaging, and United States Postal Service (USPS)-formatted physical letters. Notification options should be configurable to individuals, all volunteers at specific locations, all volunteers of a certain category, or all volunteers in the system.

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b. Support communication templates with dynamic fields (e.g., volunteer name, location name).

c. Permit filtering of recipients by volunteer type, location, opportunity participation, status, training, or awards.

d. Enable scheduling or real-time sending of communications.

e. Mask recipient information from others during mass emails or messages.

f. Automatically send system-generated notifications for applications, training, agreement renewals, achievements, shift changes, and reminders.

g. Provide delivery logs for outbound messages including timestamps and status.

h. Allow administrators to define global communication templates and rules.

i. Generate contact lists, phone trees, and mailing labels based on filters.

j. Generate email and bell notifications for looming deadlines, including content expiration, missed time report submissions, for both volunteers and system administrators, expiring agreements, and expiring certifications or training.

k. Allow volunteers to set alerts and notifications when specific opportunities become available.

l. Save a copy of individual communication to the volunteer’s profile.

m. Alert administrators of expiring agreements required renewals, or training gaps.

2.07. Reporting & Data Exports

a. Allow generation of reports including volunteer participation, hours by type/location, applications, awards, training, and engagement.

b. Provide pre-packaged and customizable report templates.

c. Support filtering and sorting report data.

d. Enable export to Excel, CSV, PDF, and other formats.

e. Allow pre-export column selection and filtering.

f. Enable statewide roll-up and location-level drilldowns.

g. Include admin dashboards showing KPIs like hours logged, opportunity fulfillment, and compliance.

h. Support printing or exporting dashboards.

i. Maintain role-based report access.

j. Support reporting on historical and archived data.

k. Support for creating canned reports for volunteers who have not completed their time entries.

l. Support for creating canned reports to list volunteers with no set hours for a given period.

m. Support for creating canned reports and alerts for profiles with missing information, incomplete records, and missing background check.

2.08. Event & Group Volunteer Management

a. Support registration of group volunteer efforts, including advance applications and post-event hour attribution.

b. Allow administrators to pre-register and import volunteer information using a bulk import feature.

c. Enable linking of individuals to group events for shared or distinct hour tracking.

d. Permit bulk upload of group rosters pre- or post-event.

e. Provide tools to merge group records or create new individual profiles.

f. Allow assignment of group leaders for communication and hour confirmation.

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g. Support Quick Response (QR) code and SMS check-in for large-scale events.

h. Provide group-level reporting on hours, participation, and individual involvement.

i. Permit configuration of group types for analysis and messaging.

j. Integrate group activities into milestone tracking and recognition.

2.09. Data Sharing & Integrations

a. Allow administrators to share volunteer records across locations using role-based access.

b. Support centralized visibility of volunteer activity history.

c. Support syndication of active opportunities to third-party sites.

d. Allow on-demand export of volunteer and opportunity data.

e. Provide APIs or integration tools for training systems, electronic document management systems, badge tools, custom reports and dashboards.

f. Enable administrator control over integration settings.

g. Optionally integrate with background check and Florida Department of Law Enforcement

(FDLE) systems.

h. Support automated push/pull of datasets.

i. Support integration with Esri ArcGIS platforms, including the ability to expose, consume, or visualize volunteer opportunities, volunteer activity, location, and related program data on interactive maps.

2.10. Background Checks & Credential Verification

a. Enable administrators to track and record credentialing steps such as reference checks, background checks, interviews, and youth permissions.

b. Allow manual entry and document upload for verification results.

c. Maintain audit trails of check dates, responsible users, and outcomes.

d. Automatically send customizable reference check emails and store responses in the profile.

e. Optionally, integrate with approved background check providers and FDLE systems when requested.

f. Track expiration dates and send auto-renewal reminders.

g. Flag volunteers as ineligible or under review with restricted-access notes. Flag should not be visible to the volunteer.

h. Allow administrative override with justification logging.

i. Track multiple check types with configurable rules per opportunity.

j. Optionally, support driver's license validation, including on-site checks and optional API-based verification.

k. Provide customizable checklists by role or opportunity with enforcement logic.

l. Provide mechanism to flag volunteer profiles which need an updated background check, as in when transferring to a new location.

2.11. Technical System Requirements

a. General Technical Requirements

i. Full browser-based access with no local software requirements.

ii. Support for modern browsers: Edge, Firefox, Chrome, and Safari.

iii. Responsive design supporting various screen sizes and devices.

iv. Demonstrates compliance with Section 508 of the Rehabilitation Act and Web

Content Accessibility Guidelines 2.1 (WCAG 2.1) to the level A and AA standard.

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v. Bilingual support: English and Spanish required.

vi. Support modular system updates without full redeployment.

vii. Retention of all historical data unless otherwise directed.

viii. Ensure visual branding compliance with Department standards.

ix. Enforce role-based access control (RBAC) with granular permissions.

x. Maintain audit logs of all data access and modifications with timestamps and usernames.

xi. Restrict audit log visibility to authorized users only.

xii. Encrypt all sensitive data at rest and in transit using industry-standard protocols.

xiii. Comply with Florida statutes and DEP security policies.

xiv. Support for user impersonation, allowing administrators to impersonate other roles without logging out and without having to manage multiple accounts.

xv. Generate and maintain audit history for user impersonation.

xvi. Provide a read-only data-view for administrators to prevent accidental changes of volunteer records.

xvii. Ensure secure encrypted transmission of shared/exported data.

xviii. Support configurable document retention policies.

xix. Support document versioning and replacement.

xx. Support bulk download of profile-related documents by authorized administrators.

xxi. Support configurable size and file-type restrictions.

xxii. Provide a mechanism for account recovery and self-service password reset.

xxiii. Maintain audit history of volunteer profile changes, application status changes, assignment changes, and approval actions.

xxiv. Ensure data integrity through timestamps, control totals, and reconciliation tools.

b. Additional Technical Requirements for Hosted Solutions

i. The system must be fully cloud-based Software as a Service.

ii. The system must have high-availability and disaster recovery architecture.

iii. Upon the termination or natural conclusion of the contract, provide an export of all data in a mutually agreed-upon format.

iv. Solution must support secure user authentication using passwords, tokens, or multifactor authentication (MFA/2FA).

v. Vendor hosted solutions must enforce strong password policies: minimum twelve characters and containing three of the following four: uppercase letters, lowercase letters, numbers, symbols.

vi. Vendor hosted solutions must require reset of temporary passwords at first login.

vii. Solution must allow administrators to reset passwords and lock or disable accounts.

viii. Solution must mask and encrypt passwords during entry, transit, and storage.

ix. Solutions must lock accounts after configurable number of failed login attempts.

x. Solutions must auto-disable dormant accounts after defined inactivity period (e.g., 12 months post- Fiscal Year).

xi. The system must provide secure hosting with firewalls and threat detection.

xii. The system must detect and alert for unauthorized access attempts.

xiii. All data must reside within the continental United States of America.

xiv. The system must include role management interface for access assignment and review.

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xv. Solution must support administrator single sign-on (SSO) integration with the Department’s identity provider, Keycloak, using OpenID Connect (OIDC) and OAuth 2.0.

xvi. The system shall prevent duplicate account creations and provide a mechanism to merge duplicate profiles if identified.

c. Additional Technical Requirements for Custom Developed Solutions

i. Custom developed solutions must adhere to all Application Development Standards, Database Object Coding Standards, Logical Data Modeling Standards, Physical Data Modeling Standards outlined at https://floridadep.gov/otis/portfolio-management-services/content/it-standards.

ii. Solution shall integrate with FDEP Portal and leverage the Department’s existing security and enterprise identity management solution, Keycloak.

2.12. Hosted Solution Support & Maintenance Requirements

a. Solution must provide technical support through a helpdesk, portal, email, and toll-free number. General helpdesk support must be available during the Department’s core business hours, 7:00 a.m. to 6:00 p.m. EST, Monday through Friday, excluding State holidays. After hours, the system must allow reporting of urgent issues, with triage or escalation initiated within 30 minutes.

b. Solution must include Service Level Agreements (SLAs) defining uptime, response/resolution times, and escalation pathways.

c. SaaS provider must deliver updates, patches, and compliance-related changes regularly.

d. SaaS provider must report on system performance, availability, errors, and security events.

e. Solution must include a production environment separate from test environments for UAT and validation.

f. Solution must provide change deployment and rollback capabilities.

g. Solution must provide for backup, disaster recovery, and failover at a location within the continental United States.

i. Recovery Time Objective: 4 hours

ii. Recovery Point Objective: 1 hour

h. SaaS provider must maintain and share documentation on support and resolution procedures.

2.13. Documentation & Training

a. Develop role-specific user guides for volunteers, admins, volunteer coordinators, and park managers.

b. Deliver training content in multiple formats (live, recorded, quick guides).

c. Ensure all materials are internet-accessible and WCAG 2.1 compliant with level A and AA standards.

d. Provide editable documentation in docx and PDF formats for DEP customization.

https://floridadep.gov/otis/portfolio-management-services/content/it-standards https://floridadep.gov/otis/portfolio-management-services/content/it-standards

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SECTION 3.00 – VENDOR CONTACT INFORMATION

Providers are asked to provide the following information:

CONTACTS

Primary contact regarding this submission? Name:

Email Address:

Phone:

Title or Role in Organization?

Primary contact to schedule Presentation:

(If other than contact above)

Name:

Email Address:

Phone:

Title or Role in Organization?

Company Website URL:

Type of Organization (Corporation, Partnership, etc.):

How long has your company been in this type of business?

Years:

Months:

Location of Project Manager that would serve the Department:

City:

State:

Location of Regional Sales Manager that would serve the Department:

City:

State:

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SECTION 4.00 – COST INFORMATION: FIXED-PRICE SAAS SOLUTION PRICING (PART A)

Instructions: Vendors proposing a SaaS solution shall complete only Part A – Fixed-Price SaaS Solution Pricing. Vendors proposing a custom-build solution shall complete only Part B – Custom-Built Solution Pricing.

The Department anticipates a need for 300 licenses (5 system administrator licenses + 295 administrator licenses). Vendors proposing a SaaS solution shall complete all cells based on that quantity to provide a fixed price estimate. If a field is not applicable to your solution, input N/A in the relevant cell. If the vendor is listed on a Florida Alternative Contract Source, State Term Contract, GSA, or other cooperative purchasing agreement, vendor shall list that contract name and number in the relevant space below.

Description Timeline

(If Applicable) Per/Unit of

Measure Quantity Estimated Dollar Amount

Estimated Support Rates:

Estimated Licensing Cost:

Estimated Upgrades and other Maintenance Costs per Year:

Estimated Third Party Licenses Requirement Costs:

Estimated Cost of Implementation Including Migration Service Fees:

Length of typical implementation:

Contracting Vehicle(s)

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REVISED SECTION 4.00 – COST INFORMATION: CUSTOM-BUILT SOLUTION PRICING (PART B)

Instructions: Vendors proposing a SaaS solution shall complete only Part A – Fixed-Price SaaS Solution Pricing.

Vendors proposing a custom-build solution shall complete only Part B – Custom-Built Solution Pricing.

Vendors proposing a custom-build shall provide labor categories, hourly rates, estimated number of hours per labor category, cost, and total cost to complete the requirements listed in this RFI. If the vendor is listed on a Florida Alternative Contract Source, State Term Contract, GSA, or other cooperative purchasing agreement, vendor shall list that contract name and number in the relevant space below.

Labor Category Hourly Rate

Estimated Number of

Hours

Estimated Cost

Description Timeline

(If Applicable) Per/Unit of

Measure Quantity Estimated Dollar Amount

Estimated Support Rates:

Estimated Licensing Cost:

Estimated Upgrades and other Maintenance Costs per Year:

Estimated Third Party Licenses Requirement Costs:

Estimated Cost of Implementation Including Migration Service Fees:

Length of typical implementation:

Total Combined Cost (Labor + Implementation/Licensing/Support etc) $

Contracting Vehicle(s)