Addendum No. 01 with Written Inquiry Responses

DCF RFI 2526 057

Comprehensive Child Care Learning Platform Office of Licensing, Child Care

PMT-08 1 Rev. January 30, 2024

Solicitation Number: DCF RFI 2526 057 Solicitation Title: Comprehensive Child Care Learning Platform Response(s) Due Date: 02/05/26 Addendum Number: 01 Addendum Date: 01/26/26

See below for Department’s response to questions:

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Response to Written Inquiries:

Question # Vendor Name Solicitation

Section Question Department Response

1 Deltek If this RFI greenlights a solicitation, what is the estimated timeframe for procurement?

Refer to the RFI, Section 2 which states this is an RFI as defined in §287.012(22), Florida Statutes (F.S.), for planning purposes only. This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation. Any future purchase of the services will be conducted in accordance with chapter 287, F.S. No timeframe for any future procurements has been established.

2 Deltek What is the anticipated contract value?

Refer to response to Question #1. No anticipated contract values for future procurements have been determined.

3 Seven Outsource Whether companies from Outside USA can apply for this?

(like, from India or Canada)

This is an RFI only and does not preclude foreign entities from providing information. Any future solicitation will specify whether work may be performed outside the USA in accordance with applicable statutes and contract requirements.

4 Seven Outsource Whether we need to come over there for meetings?

After the Department receives responses to this RFI, and at the sole discretion of the Department, one (1) or more Respondents may be selected to demonstrate to the Department the Respondent’s products and services relating to the information submitted in the RFI response.

This will be conducted virtually when applicable.

5 Seven Outsource Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

Refer to the response to Question #3.

6 Seven Outsource Can we submit the proposals via email?

Responses should be submitted via email to the Procurement Officer listed on the RFI, Section 3.

7 Beacon Systems, Inc.

Is there an incumbent currently performing this work/similar work? If so, could you please provide the incumbent's name, current contract

Refer to the RFI, Section 4 which states, “The Office of Licensing, Child Care, currently utilizes multiple contracted Vendors to support child care training and credentialing across Florida. We recognize an opportunity to increase communication and align

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Question # Vendor Name Solicitation

Section Question Department Response number, duration, historical level of effort, and contract value?

services within the training and credentialing contracts.

The goal is to streamline operations, reduce administrative complexity, and better align service delivery through a centralized model.” Specific information regarding incumbent vendors, including names, contract numbers, duration, historical level of effort, and contract values, is not provided in this RFI.

8 Beacon Systems, Inc.

Has a budget been established for this contract? If yes, could you kindly share the budgeted amount?

No budget has been established for this RFI or any future procurement.

9 Beacon Systems, Inc. What is the place of performance for this work?

The place of performance will be determined in any future solicitation. At this time, the RFI does not define a specific location of work.

10 Beacon Systems, Inc. Is offshore work allowed for any portion of the engagement? Refer to the response to Question #3.

11 Beacon Systems, Inc.

The RFI refers to “single, comprehensive platform.” Does it mean:

a. one contract / one accountable vendor, or

b. literally one technical system with no third-party components?

Refer to the response to Question #7.

12 Beacon Systems, Inc.

Are there any components DCF is willing to keep external (e.g., proctoring, translation) as long as the experience is unified?

The Department is seeking information on the capabilities of a fully integrated system and how a Vendor would deliver a unified experience. If a Vendor is unable to provide all components outlined in the RFI, we would request additional details on which elements cannot be delivered and how those components would be addressed or accomplished through alternative means.

13 Beacon Systems, Inc.

What does DCF consider the minimum viable statewide solution (day-1 requirements) vs phase-2 enhancements?

This RFI is for planning purposes only. Specific day-one requirements versus phase-2 enhancements will be defined in any future solicitation based on information gathered through this RFI.

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# Vendor Name Solicitation

Section Question Department Response

14 Beacon Systems, Inc.

What are the top 3 outcomes DCF will use to judge success (e.g., reduced admin workload, faster credential issuance, better compliance, fewer support tickets)?

Success will be evaluated across a range of operational and programmatic outcomes. The focus will generally center on improvements in efficiency, service quality, and overall system performance. The final success measures will be established collaboratively to ensure alignment with Departmental goals and industry‑standard practice.

15 Beacon Systems, Inc.

Who is responsible for running the help desk/learner support—DCF, the vendor, or a partner?

Contracted Vendors currently manage help desk/learner support under existing contracts.

16 Beacon Systems, Inc.

Who is expected to run exam proctoring operations (remote and/or in-person), including incident handling and accommodations?

Refer to the RFI, Section 5.2.2 The Department is seeking information about platforms that enable secure online exams, including remote proctoring. Specific responsibility for exam operations, incident handling, and accommodations will be defined in any future solicitations or contract.

17 Beacon Systems, Inc.

What service levels matter most (response times, uptime, exam scheduling availability)?

Service levels will be evaluated across the board including system responsiveness, availability, and overall reliability. At this stage, no single metric is being prioritized. Instead, the expectation is that the solution aligns with industry‑standard performance practices.

Specific service‑level priorities will be defined collaboratively as requirements are further refined.

18 Beacon Systems, Inc.

What legacy data must be preserved (transcripts, exam history, credentials), and who controls access to it today?

Historical records such as transcripts, exam history, and credential information are expected to be preserved. The Department oversees access today, and the Vendor will be provided with appropriate access rights to support implementation and transition activities.

19 Beacon Systems, Inc.

Is DCF willing to sponsor/require incumbent vendors to support data extraction and migration, or is that risk on the vendor team?

This RFI is for planning purposes only. Responsibilities for data extraction and migration, including involvement of incumbent vendors, will be defined in any future solicitation.

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# Vendor Name Solicitation

Section Question Department Response

20 Beacon Systems, Inc.

Is there a statewide unique learner identifier today, or will the new solution establish one?

Currently, each user is issued a system generated and unique “student ID” as the identifier that ties all of the person’s records together. Identifier remains the same even if the person’s name, email or the personal detail changes.

21 Beacon Systems, Inc.

Is credentialing purely automated based on completion + exam pass, or does DCF require human review/approval workflows?

At present, the credential review and approval process rely on manual workflows, with the expectation that selective automation will be introduced to enhance overall efficiency.

22 Beacon Systems, Inc.

Which entities need access and approvals (DCF staff, providers, trainers), and what decision points must be auditable?

Multiple stakeholder groups may require access and approval capabilities, including internal staff and external partners. Department staff, providers, and trainers may require varying levels of access based on their responsibilities.

23 Beacon Systems, Inc. Does DCF require remote proctoring, in-person proctoring, or both?

The Department hasn’t finalized a specific proctoring requirement yet. At this stage, the agency is still gathering details from potential Vendors to understand what proctoring options, remote, in‑person, or a combination, would look like in practice.

24 Beacon Systems, Inc.

What level of identity verification is expected, and who is accountable for exam integrity?

Identity verification should follow industry‑accepted practices such as secure authentication and validated user identity. Responsibility for exam integrity is shared between the platform (technical safeguards) and the Department (governance and oversight).

25 Beacon Systems, Inc.

How will accommodations be handled, approved, tracked, and audited?

Refer to the response to Question #16.

26 Beacon Systems, Inc.

Does DCF require SSO with a state identity provider, and is MFA mandated?

Authentication must align with industry‑standard security practices. This includes enforcing Multi‑Factor Authentication as a baseline requirement. Responsibility for meeting these standards is shared. The platform provider must implement compliant technical controls, while the Department oversees governance, validation, and ongoing adherence.

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# Vendor Name Solicitation

Section Question Department Response

27 Beacon Systems, Inc.

What “enterprise” systems must the platform connect to (registries, licensing databases, reporting warehouses), and who owns those interfaces?

The platform must support integration with enterprise systems commonly used across the Department and the state. This includes, but is not limited to, licensing systems, document management platforms, payment gateways, identity management/SSO solutions, and other state‑managed databases or services required for program operations. Specific systems and integration points will be confirmed during subsequent phases, but the expectation is that the solution provides flexible, standards‑based integration capabilities (e.g., APIs, web services, secure data exchange)

28 Beacon Systems, Inc.

What accessibility standard is non-negotiable (508/WCAG/VPAT expectations), and who will be accountable for compliance?

Accessibility compliance at the WCAG 2.1 AA/Section 508 level is required. The Vendor maintains responsibility for implementing compliant features, and the Department ensures oversight and policy alignment.

29 Beacon Systems, Inc.

Which languages are required at launch (courses + exams), and what’s the expected approach for ongoing updates?

Currently, at launch, courses must be available in English and Spanish, while exams will be offered in English, Spanish, and Creole. For all future updates, content would be expected to be translated into English, Spanish and Creole before release to ensure consistency across all versions.

30 Beacon Systems, Inc.

Which usage metric drives cost and risk: number of learners, number of providers, exam volumes, proctoring minutes, support tickets?

Cost and risk are shaped by multiple factors, including usage patterns, policy considerations, and operational shifts. At this point, the intent is to keep the model flexible and aligned with industry standard practices with specific cost-drivers to be defined at a later time.

31 Beacon Systems, Inc.

Does DCF prefer a single bundled price (platform + ops) or separable line items (platform, proctoring, support, translation)?

The Department would prefer to have both a single bundle as well as separable line items.

32 Beacon Systems, Inc.

Who approves updates to courses/exams when regulations change, and how quickly must updates go live?

The Department is responsible for final approval of all course and exam updates triggered by regulatory changes. The implementation timeline varies based on the specific requirements and effective dates outlined in the updated regulations.

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# Vendor Name Solicitation

Section Question Department Response

33 Beacon Systems, Inc.

What’s the expected cadence for releases and improvements, and who owns the backlog (DCF vs vendor)?

This RFI is for planning purposes. Specific release cadence and backlog ownership (DCF vs. vendor) will be defined in any future solicitation or contract.

34 KPMG 5.2.2.1

Will existing courses need to be refreshed and will new courses need to be developed as part of this implementation?

This RFI is for planning purposes only. Requirements for refreshing existing courses and developing new courses will be defined in any future solicitation.

35 KPMG 5.2.2.2

The RFI mentions a need to integrate with "Enterprise systems." Could you identify the specific enterprise systems the new platform would need to connect with (e.g., identity management/SSO, HR systems, other state databases)? Is there a technical design document that exists for the current system that includes hosting environment and integrations with other systems?

Refer to the response to Question #27.

36 KPMG 5.2.1

What is the budget for the overall implementation of the solution and its services?

Refer to the response to Question #8.

Research Analytics

Consulting

Is DCF considering a future replacement of CCRAIN (policy/document management), or should the new platform integrate and run in parallel with CCRAIN?

The Department has no current plans to change or replace the CCRAIN model.

Research

Is DCF amenable to an open-source LMS architecture (vs. a single proprietary LMS), assuming security and support requirements are met?

Because this approach would represent a new model for developing and delivering training and exams, the Department would need additional details about the proposed structure and processes in order to provide an accurate response.

Research

Will DCF provide data exports + data dictionaries for existing learner/exam/training/credential

A transitional period is expected to ensure continuity, during migration. Phased rollout, parallel run, or another method will be determined collaboratively based on

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# Vendor Name Solicitation

Section Question Department Response records to support migration planning (and is a phased rollout/parallel run anticipated)?

system design, data needs, and operational considerations.

Research

Can DCF confirm priority languages (Spanish, Haitian Creole, etc.) and whether the platform UI itself must be multilingual (in addition to content/exams)?

Currently, the priority languages are English, Spanish and Haitian/Creole. The current expectation is that the UI be available in English.

41 Florida Childcare Workforce Team

Estimated User Population: Can the Department provide estimated current and projected user counts by category (e.g., learners, instructors, administrators, regulators) to support planning and cost modeling?

As of January 2026:

Active Students: 262,282 Department Staff and other admin roles: 612

42 Florida Childcare Workforce Team

Number of Providers: Approximately how many licensed child care facilities, Family Day Care Homes, and Large Family Child Care Homes are currently supported within Florida’s child care training and credentialing ecosystem?

As of January 2026:

Child Care Facilities: 6,596 Schools: 2,293 Family Day Care Homes: 1,451 Large Family Day Care Homes: 408 Registered Homes: 474

43 Florida Childcare Workforce Team

Concurrency and Peak Usage: Are there known peak usage periods (e.g., onboarding cycles, compliance deadlines, examination windows) that Respondents should consider when planning system capacity?

Yes. The Department experiences predictable peak usage periods that Respondents should factor into system‑capacity planning. The highest demand occurs from late April through August, driven by deadlines for Summer VPK, the start of the new school year, and annual in‑service hour requirements. A secondary surge occurs in early January as providers work to meet beginning‑of‑year compliance and training deadlines.

44 Florida Childcare Workforce Team

Existing Systems and Vendor Landscape: At a high level, how many distinct systems or vendors are currently used to deliver training, The landscape includes multiple tools supporting training, examinations, credentialing, and compliance functions, but this information should not materially

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# Vendor Name Solicitation

Section Question Department Response examinations, credentialing, and compliance tracking?

impact a Vendor’s ability to propose a comprehensive solution.

45 Florida Childcare Workforce Team

Data Migration Expectations: Does the Department anticipate migrating historical training, examination, and credentialing records into a future centralized platform, and if so, approximately how many years of data should be assumed?

A transitional period is expected to ensure continuity, during migration. Phased rollout, parallel run, or another method will be determined collaboratively based on system design, data needs, and operational considerations.

46 Florida Childcare Workforce Team

System of Record Intent: Is the Department seeking a single statewide system of record, or an integrated model in which certain legacy systems would remain authoritative?

Refer to response to Question #7.

47 Florida Childcare Workforce Team

Update Cycles and Content Expansion: Are there specific recurring update cycles (e.g., regulatory changes, curriculum revisions, exam updates) that require new content uploads, data refreshes, or system configuration changes throughout the year? If so, does the Department anticipate these updates being managed centrally by the Department, by the vendor, or collaboratively?

There are no recurring update cycles that require new content uploads, data refreshes, or system configuration changes throughout the year.

48 Florida Childcare Workforce Team

Ongoing Compliance and Regulatory Change Management: Should Respondents anticipate frequent or continuous compliance updates driven by changes in statute, rule, or policy, and is the Department seeking a solution that supports rapid updates

Respondents should anticipate that compliance updates may be required, particularly in response to legislative changes. The volume and timing of training updates have not been consistent in past years, so the Department is seeking solutions that can support timely updates with minimal disruption to learners and providers.

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# Vendor Name Solicitation

Section Question Department Response without disruption to learners or providers?

49 Florida Childcare Workforce Team

Examination Volume: Can the Department provide approximate annual examination volumes and identify any seasonal or compliance-driven spikes?

For FY 24/25: 183,276 exams were administered.

Refer to response to Question #43.

50 Florida Childcare Workforce Team

Certification and Security Compliance Expectations: Are there specific certifications, assessments, or compliance frameworks (state or federal) that the Department expects a future vendor to maintain internally or procure over the life of the contract (e.g., security, privacy, accessibility, or audit-related requirements)?

Specific certifications or compliance frameworks required will be detailed in any future solicitation. Information regarding the Department’s contract requirements can be found in the Office of Contracted Client Services library at the following link:

https://www.myflfamilies.com/general-information/contracted-client-services/library

51 Florida Childcare Workforce Team

Language Support Demand: Which languages are currently most in demand for training and examinations, and does the Department anticipate expanding language support over time?

Currently, the priority languages are English, Spanish and Haitian/Creole. At this time, we cannot determine whether expansion into additional languages will be necessary in the future.

52 Florida Childcare Workforce Team

Accessibility and Accommodation Volume: Are there known volumes or trends related to ADA or other accessibility accommodations that Respondents should consider in planning?

There are no known volumes or trends related to ADA or other accessibility accommodations.

The Department expects all materials be compliant with applicable federal regulation, Florida Statute, and Department policy.

53 Florida Childcare Workforce Team

Reporting and Oversight Users:

Approximately how many Department or partner staff are expected to access reporting, dashboards, or compliance monitoring tools?

Refer to response to Question #41.

54 Florida Childcare Workforce Team Branding Expectations: Should a future solution be delivered as a Department branded.

https://www.myflfamilies.com/general-information/contracted-client-services/library https://www.myflfamilies.com/general-information/contracted-client-services/library

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# Vendor Name Solicitation

Section Question Department Response

Department-branded platform, co-branded, or vendor-branded?

55 Florida Childcare Workforce Team

Onsite Support and Travel Expectations: Does the Department anticipate any routine onsite presence, such as implementation support, training, audits, or stakeholder engagement, and if so, what level of frequency should Respondents assume?

Any routine onsite support requirements, such as implementation assistance, training, audits, or stakeholder engagement, will be defined in a future solicitation. Vendors should assume the majority of activities will be remote unless otherwise specified.

56 Advanced Problem Solving

Will you please clarify the due date of this RFI? MyFlorida Marketplace says End Date of Feb 19th with the RFI doc says responses are due Feb 5th.

The due date can be found on the RFI document, Section 6., Timeline which is February 5, 2026. The end date in MyFloridaMarketPlace refers to the closing of the advertisement. Any changes to the timeline will be posted via Addendum.

57 Advanced Problem Solving How many users do you anticipate in the system? Refer to response to Question #41.

58 Zeiders Enterprises General Will bidders have access to the current media and curriculum?

This RFI is for planning purposes only. Vendors will have access to existing media and curriculum as defined in any future solicitation or contract.

59 Zeiders Enterprises General Will we be required to update content and develop new content? Yes.

60 Zeiders Enterprises

Section 4, Background

Finding: Childcare facility personnel must complete 45 hours of mandatory introductory training, while home-based personnel must complete 35 hours of mandatory introductory training. In addition, all childcare personnel must complete 10 hours of annual in-service training to maintain and enhance their professional knowledge and skills. It appears DCF is requesting a hybrid model.

There is not currently a percentage expectation.

Trainings will need to be hosted in person and online through a centralized learning system.

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# Vendor Name Solicitation

Section Question Department Response

Question: What percentage of this needs to be in-person, live, and online?

Are we required to train and host training events or only support these through a centralized learning system?

61 Zeiders Enterprises

Section 4, Background

Finding: The Office of Licensing, Child Care, currently utilizes multiple contracted Vendors to support childcare training and credentialing across Florida. We recognize an opportunity to increase communication and align services within the training and credentialing contracts.

Question: What is the vision for integrating these services?

Will Vendors need access to our systems to enter completed training, provide live training, or record training?

What level of vendor management would we be responsible for?

The desire is to have one Vendor to support all the Department’s training and credentialing needs. Vendors may need access to Department systems to record completions and provide training as part of the centralized learning system. Specific responsibilities for live training delivery and vendor management will be defined in a future solicitation.