Appendix IV Cost Proposal.docx

This is a Cost Proposal Appendix for ITB 2425 005 Event Coordination and Management Services issued by the Florida Department of Children and Families (DCF). The solicitation seeks vendors to provide comprehensive event coordination and management services for departmental trainings, meetings, and conferences across six Florida regions. Key deliverables include pre-event planning and event plan submissions, event budgeting, event website development, event planning and management, marketing and communications, on-site event management, post-event tasks, post-event surveys, and staffing and contingency planning. The procurement timeline includes written questions due by August 13, 2025, with responses expected by September 10, 2025 at 10:00 A.M. The anticipated contract start date is August 1, 2025, with an initial five-year contract duration and renewal options for up to three additional years based on performance and fund availability. A Notice of Intent to Award was posted on November 17, 2025, following the submission deadline.

The contract utilizes a cost-plus-fixed-fee arrangement wherein DCF will reimburse all actual costs incurred in organizing events (including labor, materials, and overhead) plus a predetermined fixed fee as profit by deliverable, regardless of total event costs. Respondents must submit pricing using the provided deliverable-based pricing table for nine distinct deliverables. The solicitation actively encourages participation from woman-owned, veteran-owned, and minority-owned business enterprises. 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). While specific contract value is not explicitly stated in this cost proposal document, the scope suggests significant ongoing financial opportunities given the multi-regional and multi-circuit service requirements and the five-year base contract term.