Appendix IV Cost Proposal.docx

This document is an Appendix IV Cost Proposal for Event Coordination and Management from the Florida Department of Children and Families (DCF), issued as Invitation to Bid (ITB 2425 005). The solicitation seeks vendors to provide comprehensive event management services for various departmental trainings, meetings, and conferences, including the Annual Child Protection Summit, Office of Child and Family Well-Being Leadership Meetings, Step Into Success Workforce Education Training Event, Workforce Internship, and Pillars Conferences. The contract is anticipated to start on August 1, 2025, with a five-year duration and potential for three additional years of renewal, pending performance and fund availability.

The cost proposal outlines a cost-plus-fixed-fee pricing structure, where DCF will reimburse actual event organization costs plus a predetermined fixed fee for services. The pricing model includes nine distinct deliverables, such as pre-event tasks, event budget, website development, event planning and management, marketing and communication, on-site management, post-event tasks, post-event survey, and staffing and contingency planning. The solicitation actively encourages participation from woman-owned, veteran-owned, and minority-owned business enterprises, with potential financial penalties including $100 per day for missed deadlines and 15-20% payment reductions for incomplete deliverables. Payments will be processed through MyFloridaMarketPlace (MFMP), and vendors must demonstrate compliance with Florida Statutes and maintain specific staffing levels.