Appendix IV Cost Proposal.docx

The 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 multiple vendors to provide comprehensive event management for departmental trainings, meetings, and conferences, including the Annual Child Protection Summit, Office of Child and Family Well-Being Leadership Meetings, and various workforce-related events. The contract is set to commence on August 1, 2025, with a five-year duration and potential renewal for up to three additional years. Key procurement timeline milestones include 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 creation, event planning and management, marketing, on-site management, post-event tasks, post-event survey, and staffing/contingency planning. The solicitation demonstrates a commitment to diversity, encouraging participation from woman-owned, veteran-owned, and minority-owned businesses. Payments will be processed through MyFloridaMarketPlace (MFMP), with potential financial penalties of $100 per day for missed deadlines and 15-20% payment reductions for incomplete deliverables. The contract covers event services across six Florida regions and twenty circuits, primarily supporting child welfare professionals, foster youth, and departmental staff.