AddNo3 DCF ITB 2425 077.pdf
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- Solicitation number
- ITB-12658
- Issued by
- Leon County, Florida
About this file
This is Addendum No. 03 to Invitation to Bid (ITB) 2425 077 issued by the Florida Department of Children and Families (DCF) for Travel Mileage Reimbursement and Fleet Management Applications. The solicitation seeks a cloud-based solution comprising two interconnected applications: a Travel Mileage Reimbursement Application to automate mileage tracking for Adult Protective Investigators, Child Protective Investigators, and Field Support Staff with data export capabilities into reimbursement forms, and a Fleet Management Application to monitor and optimize the department's vehicle fleet. The solution must support approximately 3,500 vehicles, consisting of 900–1,000 department-owned fleet vehicles (currently 544), approximately 1,500 leased fleet vehicles (currently 565 with potentially 900 additional), and approximately 1,000 personal vehicles utilizing mileage reimbursement. The leased vehicle inventory includes 506 Nissan Kick S SUVs, 37 Nissan Kick S AWD SUVs, and 22 Toyota Sienna LE vans. Responses were due September 8, 2025, at 10:00 AM, with an anticipated contract start date of January 1, 2026, and a contract term of approximately three years with renewal options. Addendum No. 03, issued August 15, 2025, updated the Purchase Order Scope of Work and incorporated Attachment E (Department Owned Fleet Inventory) as a mandatory document for all offerors to review and incorporate into their proposals.
The solicitation requires vendors to offer tiered pricing that accommodates potential increases and decreases in fleet size. All offerors must submit Required Certifications (PMT-58), which include optional tiebreaking certifications for minority-owned businesses, veteran-owned businesses, Florida businesses, and drug-free workplaces to provide competitive advantages in case of equal bids. The procurement encourages diversity and subcontracting opportunities with woman-, veteran-, and minority-owned business enterprises. The cost proposal structure covers a five-year contract with one-time go-live costs and annual application fees. The department intends to award the contract to the responsible and responsive bidder submitting the lowest bid and reserves the right to reject any or all responses. The award may be made for one or both applications based on budget constraints and evaluation criteria. The solution must integrate with existing departmental systems including Okta (Identity Access Management), Azure Synapse (Enterprise Data Warehouse), Qlik Replicate (data reimbursement), and Mulesoft (web services and APIs).
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Addendum No. 03
DCF ITB 2425 077
Travel Mileage Reimbursement and Fleet Management Application(s) General Services
DCF Addendum Template (PMT-12-2122) Effective April 2022
Solicitation Number: DCF ITB 2425 077 Solicitation Title: Travel Mileage Reimbursement and Fleet Management Application(s) Response(s) Due Date: September 8, 2025 Addendum Number: 03 Addendum Date: August 15, 2025
FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),
FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY
LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF
PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.
DCF ITB 2425 077 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:
Change No. 1
PO SOW DCF ITB 2425 077 (PMT-57) BOTH Section 6.3.2 PO SOW DCF ITB 2425 077 (PMT-57) Fleet Management Only Section 6.3.2 PO SOW DCF ITB 2425 077 (PMT-57) Travel Mileage Only Section 6.3.2 The Department Currently operates approximately 1,200 vehicles. To accommodate potential changes in fleet size, the Provider must offer tiered pricing that reflects both increases and decreases in the number of vehicles. The anticipated vehicle breakdown is as follows:
6.3.2.1 900-1,000 Department Owned Fleet Vehicles. Currently owned 544 for the complete list of make, model, and year see Attachment E.
6.3.2.2 Approximately 1,500 Leased Fleet Vehicles (Approximately 565 currently with potentially 900 coming in the future. Approximately 900 currently, with 565 coming in the future).
6.3.2.2.1
Number of Vehicles Make Model Vehicle Type 506 Nissan Kick S SUV 37 Nissan Kick S AWD SUV 22 Toyota Sienna LE Van
6.3.2.3 Approximately 1,000 personal vehicles utilizing mileage reimbursement.
Addendum No. 03
DCF ITB 2425 077
Travel Mileage Reimbursement and Fleet Management Application(s) General Services
DCF Addendum Template (PMT-12-2122) Effective April 2022
Change No. 2
Section 4 Solicitation Attachments
The following documents are included as attachments to this Solicitation:
4.1. Purchase Order Terms and Conditions (PMT-47)
4.2. Purchase Order Scope of Work (PMT-57)
4.3. Vendor Questions (PMT-61)
4.4. Required Certifications (PMT-58)
4.5. Technical Response (PMT-59)
4.6. Cost Proposal (PMT-60)
4.7. Attachment A - Travel Policy – CFOP 40-1
4.8. Attachment B - FDOT Official Highway Mileage Viewer
4.9. Attachment C - DFS-AA-15 Voucher for Reimbursement of Travel
4.10. Attachment D - C676 VM Vicinity Map Mileage
4.11. Purchase Order Scope of Work (PMT-57) Fleet Management Only
4.12. Purchase Order Scope of Work (PMT-57) Travel Mileage Only
4.13 Attachment E – Department Owned Fleet Inventory
This document is now incorporated into the solicitation package and is considered part of the solicitation. All offerors are responsible for reviewing this attachment and incorporating any relevant information into their proposals.
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