Appendix IV Cost Proposal.docx

This document is a Cost Proposal Appendix for the Florida Department of Children and Families (DCF) Invitation to Bid (ITB 2425 005) for Event Coordination and Management services. The solicitation seeks vendors to provide comprehensive project management for departmental trainings, meetings, and conferences, with a contract start date of August 1, 2025, and an anticipated five-year duration. Key events include 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 procurement timeline includes written questions due by August 13, 2025, with responses expected by September 10, 2025 at 10:00 A.M.

The pricing structure is a cost-plus-fixed-fee arrangement, with nine distinct deliverables including pre-event tasks, event budget, website, planning and management, marketing, on-site management, post-event tasks, post-event survey, and staffing/contingency planning. The contract encourages participation from woman-owned, veteran-owned, and minority-owned business enterprises, with potential financial penalties of $100 per day for missed deadlines and 15-20% payment reductions for incomplete deliverables. Payments will be processed through MyFloridaMarketPlace (MFMP), with the potential for contract renewal for up to three additional years based on performance and fund availability. The solicitation covers services across six Florida regions and twenty circuits, primarily supporting child welfare professionals, foster youth, and departmental staff.