Appendix IV Cost Proposal.docx

The document is a Cost Proposal Appendix for an Event Coordination and Management solicitation (ITB 2425 005) issued by the Florida Department of Children and Families (DCF). The solicitation seeks vendors to provide comprehensive event management services, including project management, registration, and pre- and post-event planning for various departmental trainings, meetings, and conferences. 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, and an anticipated contract start date of August 1, 2025, with a five-year contract duration.

The cost proposal follows a deliverable-based pricing model with a cost-plus-fixed-fee arrangement, where DCF will reimburse actual event organization costs plus a predetermined fixed fee for services. The pricing table includes nine specific deliverables such as pre-event tasks, event budget, website, planning and management, marketing, on-site management, post-event tasks, survey, and staffing/contingency planning. The solicitation encourages participation from woman-owned, veteran-owned, and minority-owned businesses, with potential financial penalties built into the contract, including $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.