Appendix IV Cost Proposal.docx

This is a Cost Proposal appendix for an Invitation to Bid (ITB 2425 005) issued by the Florida Department of Children and Families for Event Coordination and Management services. The solicitation seeks vendors to provide comprehensive project management, registration, and pre- and post-event planning services for the Department's trainings, meetings, and conferences across six Florida regions and twenty circuits. Key deliverables include managing events such as 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 included written questions due by August 13, 2025, with responses provided by September 10, 2025 at 10:00 A.M. The anticipated contract start date is August 1, 2025, with a five-year contract duration and potential renewal for up to three additional years based on performance and fund availability. Multiple addenda have been posted, including timeline updates on August 27, 2025, September 12, 2025, and September 15, 2025, with the latter providing the Department's responses to vendor questions.

The cost proposal utilizes a cost-plus-fixed-fee arrangement, where the Department will reimburse all actual costs incurred in organizing events, including labor, materials, and overhead, plus a predetermined fixed fee as profit for services by deliverable. Respondents must complete a pricing table with nine deliverable-based line items: Pre-Event Tasks including Event Plan and Schedule submission, Event Budget, Event Website, Event Planning and Management, Marketing and Communication, On-site Event Management, Post-Event Tasks, Post-Event Survey, and Staffing and Contingency Plan. The solicitation emphasizes diversity by actively encouraging participation from woman-owned, veteran-owned, and minority-owned business enterprises. Potential financial penalties are incorporated into the contract structure, 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 various Florida Statutes and maintain specific staffing levels. The Department will not accept any altered terms or conditions from respondents, and evaluation will prioritize selecting responsible and responsive respondents who submit the lowest bid.