Cost Prop DCF ITB 2425 077 (PMT-60) UPDATED.pdf
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- Solicitation number
- ITB-12658
- Issued by
- Leon County, Florida
About this file
This is a Cost Proposal document for Invitation to Bid (ITB) 2425 077 issued by the Florida Department of Children and Families (DCF) for Travel Mileage Reimbursement and Fleet Management Applications. The solicitation seeks a cloud-based solution comprising two interconnected applications: a Travel Mileage Reimbursement Application to automate mileage tracking for Adult Protective Investigators, Child Protective Investigators, and Field Support Staff with data export capabilities to reimbursement forms, and a Fleet Management Application to monitor and optimize the department's vehicle fleet. The solution must support up to 3,500 users across both applications, with current needs around 1,200 vehicles. The initial solicitation was issued on May 8, 2025, with a response deadline of September 8, 2025, at 10:00 AM. The anticipated contract start date is January 1, 2026, with a contract duration of approximately five years plus three additional renewal years, structured as a five-year initial term with three one-year renewal options. Addenda were issued on June 27, 2025 (timeline updates), July 16, 2025 (vendor questions and cost proposal updates), and August 15, 2025 (scope of work updates), with a Notice of Intent to Award posted on December 5, 2025.
The pricing structure in the Cost Proposal table includes one-time go-live costs for both the Travel Mileage Reimbursement Application (Section 1a) and Fleet Management Application (Section 1b), followed by tiered annual pricing based on user counts for Years 1 through 5 and three renewal years. User tiers range from 0-500 users to 3,500-4,000 users, with respondents required to provide per-user pricing for each tier and calculate total costs based on maximum users in each category. The cost proposal covers pricing for both applications separately across all contract years, allowing the department to evaluate total cost of ownership across the full contract period. The department reserves the right to award the contract to the responsible and responsive bidder with the lowest bid and may award for one or both applications based on budget constraints and evaluation criteria. The procurement emphasizes diversity initiatives, including optional "tiebreaking" certifications for minority-owned businesses, veteran-owned businesses, Florida-based businesses, and drug-free workplaces that could provide competitive advantages in case of equal bids.
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Text version
UPDATED COST PROPOSAL
DCF ITB 2425 077
TRAVEL MILEAGE REIMBURSEMENT AND FLEET MANAGEMENT APPLICATION
PMT-60 1 Rev. September 6, 2024
The Respondent shall submit its Cost Proposal in response to this Solicitation using the pricing table(s) provided below. The Department may consider pricing structure(s) that differ from the below if the proposed structure benefits the Department.
# DESCRIPTION NUMBER OF USERS PER USER PRICING
TOTAL (Calculate based on the maximum number of users in each tier)
1a Travel Milage Application Go- Live (One-Time)
1b Fleet Management Application Go-Live (One-Time)
2a Travel Mileage Application – Year 1
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
2b Fleet Management Application
– Year 1
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
3a Travel Mileage Application – Year 2
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
PMT-60 2 Rev. September 6, 2024
3b Fleet Management Application
– Year 2
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
4a Travel Mileage Application – Year 3
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
4b Fleet Management Application
– Year 3
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
5a Travel Mileage Application – Year 4
0–500 $ $
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
5b Fleet Management Application
– Year 4
501–1,000 $ $
1,001 – 2,000 $ $
PMT-60 3 Rev. September 6, 2024
2,001 – 2,500 $ $
2,501 – 3,000 $ $
6a Travel Mileage Application – Year 5
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
6b Fleet Management Application
– Year 5
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
7a Travel Mileage Application – – Renewal Year 1
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
7b Fleet Management Application
– Renewal Year 1
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
8a Travel Mileage Application – Renewal Year 2
501–1,000 $ $
1,001 – 2,000 $ $
PMT-60 4 Rev. September 6, 2024
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
8b Fleet Management Application
– Renewal Year 2
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
9a Travel Mileage Application – Renewal Year 3
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
3,001 – 3,500 $ $
3,500 – 4,000 $ $
9b Fleet Management Application
– Renewal Year 3
501–1,000 $ $
1,001 – 2,000 $ $
2,001 – 2,500 $ $
2,501 – 3,000 $ $
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