DCF ITB 2425 005 - EVENTS.pdf

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

ITB SOLICITATION INSTRUCTIONS

PMT-04 1 Rev. May 30, 2024

1. INTRODUCTION

1.1. SOLICITATION TITLE

Event Coordination and Management

1.2. INVITATION TO BID (ITB) SOLICITATION NUMBER

DCF ITB 2425 005

1.3. TIMELINE

The table below contains the official Timeline for this Solicitation (all times are Eastern Time). Dates and times notated with “Anticipated”, are subject to change. It is the responsibility of the Respondent to check for any changes on the Department of Management Services’ (DMS) Vendor Information Portal

(VIP).

ACTIVITY DATE TIME ADDRESS

Solicitation Issued 07/31/2025 N/A https://vendor.myfloridamarketplace.com/

Receipt of Written Questions Due Date

08/13/2025 10:00 A.M. See 1.4

Anticipated Date for Department’s Answers to Written Questions

08/27/2025 N/A https://vendor.myfloridamarketplace.com

Response Due Date 09/10/2025 10:00 A.M. See 1.4

Response Opening (Public Meeting)

09/11/2025 2:00 P.M. Computer, tablet, or smartphone:

https://meet.goto.com/SolicitationAdministration Phone:

Access Code: 687-621-357 United States (Toll Free): (866) 899-4679 One-touch: tel:+18668994679, 687621357#

Video-conferencing room or system:

Meeting ID: 687-621-357 Dial in or type: 67.217.95.2 Or dial directly: 687621357@67.217.95.2 or 67.217.95.2##687621357

Anticipated Posting of Notice of Intent to Award

09/29/2025 N/A https://vendor.myfloridamarketplace.com/

1.4. PROCUREMENT OFFICER

The Procurement Officer is the sole point of contact for this Solicitation, except for protests (see 2.7).

Sally Johns Procurement Officer Sally.Johns@myflfamilies.com cc: hqw.procurement.team.activities@myflfamilies.com

ALL EMAILS TO THE PROCUREMENT OFFICER MUST CONTAIN THE SOLICITATION NUMBER IN

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://meet.goto.com/SolicitationAdministration tel:+18668994679 https://vendor.myfloridamarketplace.com/ mailto:Sally.Johns@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com

PMT-04 2 Rev. June 14, 2024

THE SUBJECT LINE OF THE EMAIL.

1.5. OBJECTIVE

In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department’s Trainings, Meetings, and Conferences (Event) with a high level of customer service.

1.6. SCOPE OF WORK

The selected Respondent shall provide goods or contractual services that meet the requirements of Appendix IV: Purchase Order: Scope of Work and any accompanying Attachments. A Response to this Solicitation is an offer to provide the specified goods or contractual services based upon the terms, conditions, and specifications set forth in this Solicitation. A Response does not become a Contract or Purchase Order with the Department unless, until, and to the extent a formal Agreement is executed by authorized representatives of the Department and the Respondent. Any Respondent interested in participating must comply with the terms of this solicitation. By responding to this solicitation, Respondents agree to all terms, conditions, and requirements herein.

The Department anticipates awarding multiple contracts through this solicitation. Users of the resulting contracts may request quotes from awarded Vendors to determine the total cost for each event. Vendors should be prepared to provide services for one or more events.

1.7. TERM

The anticipated start date of the resulting Contract is October 6, 2025. The anticipated duration of the Contract is five-years. Renewal, if any, shall comply with §287.057(14), F.S.

1.8. SOLICITATION ORDER OF PRECEDENCE

In the event of a conflict between the documents included in this Solicitation, the conflict will be resolved in the following order of priority (highest to lowest):

1.8.1. Addenda to Solicitation documents, if issued (in reverse order of issuance);

1.8.2. Purchase Order Scope of Work and any accompanying Attachments

1.8.3. PO Terms and Conditions

1.8.4. This Solicitation and its attachments; and

1.8.5. PUR 1001, General Instructions to Respondents.

1.9. COMMITMENT TO DIVERSITY

The State strongly supports its diverse business population through involving woman-, veteran-, and minority-owned business enterprises in the state’s purchasing process. The Department strongly supports diversity in its procurements, and requests that all subcontracting opportunities afforded by this Solicitation be shared with certified woman-, veteran-, and minority-owned business enterprises.

The award of subcontracts should reflect the vast array of citizens in the State. Respondents can search for certified businesses online at the Office of Supplier Diversity’s Certified Vendor Directory or by contacting 850-487-0915 for information on certified businesses that may be considered for subcontracting opportunities. The Certified Vendor Directory is located at:

https://vendor.myfloridamarketplace.com. For questions about registering to identify your Small Business as a Woman--, Veteran--, or Minority-owned Small Businesses, visit:

https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd.

https://www.myflfamilies.com/general-information/contracted-client-services/library.

https://vendor.myfloridamarketplace.com/ https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd

PMT-04 3 Rev. June 14, 2024

1.10. DEPARTMENT’S DISCRETION

1.10.1. Through this Solicitation process, the Department seeks to obtain Responses from responsible and responsive Respondents. “Responsible vendor”, “responsive bid”, and “responsive vendor”, are defined in §§287.012(25) – (27), F.S. The Department intends to award to the responsible and responsive Respondent(s) who submits the lowest responsive bid.

The Department will not accept any unrequested terms or conditions submitted by a Respondent, including any appearing in documents attached as part of the Response. In submitting its Response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

The Department may:

1.10.2. Determine whether a Respondent is responsible or responsive.

1.10.3. Reject as not responsible, and Respondents whose Response, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract.

1.10.4. Reject as non-responsive and Responses that do not meet all requirements, specifications, terms, and conditions of the Solicitation or fail to provide all required information, documents, or materials.

1.10.5. Waive minor irregularities when doing so would be in the best interest of the State of Florida.

1.10.6. Withdraw this Solicitation or reject all Responses at any time.

1.10.7. Select more than one Respondent for the goods and/or contractual services encompassed by this Solicitation.

1.10.8. Withdraw or amend its Notice of Intent to Award.

1.11. DISCLAIMERS

1.11.1. In accordance with §287.05701, F.S., the Department is prohibited from requesting documentation, considering, or giving preference to, a Respondent’s social, political, or ideological interests when determining if the Respondent is responsible.

1.11.2. The terms “Contract”, “Agreement”, and “Purchase Order” may be interchangeably used throughout this document, all related attachments, exhibits, and referenced documents. These terms collectively refer to the services, terms, and conditions to provide the goods and contracted services that meet the requirements as described, between the Department and the selected Respondent.

2. SOLICITATION PROCESS

2.1. DMS FORMS

2.1.1. PUR 1001 is incorporated into this Solicitation by reference and is available at:

https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Re spondents.pdf.

2.1.2. All DMS State Purchasing (PUR) Forms referenced in this Solicitation and its attachments are available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_ purchasing_pur_forms.

2.2. COMMUNICATION

In accordance with §287.057(25) F.S., Respondents to this Solicitation or persons acting on their behalf may not contact, between the release of this Solicitation and the end of the 72-hour period following the https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

PMT-04 4 Rev. June 14, 2024 agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this Solicitation, except in writing to the Procurement Officer or as provided in this Solicitation. Violation of this provision may be grounds for rejecting a Response.

Any information received through an oral communication shall not be binding on the Department and shall not be relied upon by a Respondent. All emails to the Procurement Officer shall contain this Solicitation number and title in the subject line and be sent to both email addresses listed above.

2.3. MANDATORY PRE-SOLICITATION CONFERENCE

If date, time, and location is provided in 1.3, there will be a Mandatory Pre-Solicitation Conference held for this Solicitation. If held, the Pre-Solicitation Conference is mandatory for Respondents to attend, and Respondents are required, before submitting bids, to visit the site of the proposed work and completely familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be performed and the equipment, materials and labor required. Respondents are also required to carefully examine any drawings, specifications, and other solicitation documents to inform themselves thoroughly regarding any and all conditions and requirements that may in any manner affect the work. Questions regarding the Pre-Solicitation Conference shall be submitted via email to the Procurement Officer listed in 1.4.

2.4. WRITTEN QUESTIONS

All questions pertaining to this Solicitation shall be submitted in writing no later than the date and time specified for written questions in 1.3. All written questions shall be submitted via email to the Procurement Officer listed in 1.4, utilizing Appendix I: Vendor Questions (PMT-61). The Department may consider questions submitted in another format. The Department’s response to written questions will be posted to VIP as an addendum to this Solicitation.

2.5. OFFICIAL NOTICES

All notices, decisions, intended decisions, addenda, and other matters relating to this Solicitation will be posted on VIP located at: https://vendor.myfloridamarketplace.com/ The Department reserves the right to modify this Solicitation by addenda. Addenda may modify any aspect of this Solicitation. It is the responsibility of Respondents to check VIP for addenda, notices of decisions, and other information or clarifications to this Solicitation. The Department bears no responsibility for any resulting impacts associated with a Respondent’s failure to obtain the information made available.

2.6. PUBLIC OPENING

Responses shall be opened on the date, time and at the location indicated in 1.3. Respondents may, but are not required to, attend. Pursuant to §119.071(2), F.S., no other materials will be released. Any person requiring a special accommodation because of a disability must contact the Procurement Officer at least five business days prior to this Solicitation opening.

2.7. PROTESTS

Any protest concerning this Solicitation shall be made in accordance with §§120.57(3) and 287.042(2), F.S., and chapter 28-110, Florida Administrative Code (F.A.C.). Protest timeliness will be determined using the VIP posting time. Failure to file a protest within the time prescribed in §120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S. Notices of Protest must be filed with the Clerk of Agency Proceedings (Agency.Clerk@myflfamilies.com).

2.8. EQUAL BIDS

In the event the Department’s receives Responses that are equal with respect to price, quality, and https://vendor.myfloridamarketplace.com/ mailto:Agency.Clerk@myflfamilies.com

PMT-04 5 Rev. June 14, 2024 service, the Department will award based on the information provided by the Respondent in the tie-breaking certification section of Appendix III: Technical Response (PMT-59).

2.9. BASIS FOR AWARD

The Department intends to award to the responsible and responsive Respondents(s) who submit the lowest responsive bid. The Department may deem one or more Respondent ineligible for award due to non-responsibility or non-responsiveness. The Department will electronically post the intent to award in accordance with §120.57(3)(a), F.S. and Rule 60A-1.021, F.A.C. The Department reserves the right to not make an award under this Solicitation, as determined to be in the best interest of the State.

2.10. REQUIREMENTS FOLLOWING AWARD

2.10.1. REGISTRATION WITH THE FLORIDA DEPARTMENT OF STATE

If awarded a Contract, the Respondent shall provide a PDF file of its current and active registration with the Florida Department of State prior to execution of a Contract or, if exempt from registration, a statement to that effect noting the basis for the exemption. Respondents should note that foreign entities are required to obtain a Florida Certificate of Authorization pursuant to applicable Florida Statutes from the Florida Department of State, Division of Corporations, to transact business in the State of Florida. For additional information, visit: https://dos.myflorida.com/sunbiz/.

2.10.2. FLORIDA SUBSTITUTE FORM W-9

It is the responsibility of the awarded Respondent to complete a Florida Substitute Form W-9 prior to execution of a Contract. The Internal Revenue Service receives and validates the information provided on the Florida Substitute Form W-9. For instructions on how to complete the Florida Substitute Form W- 9, visit: https://flvendor.myfloridacfo.com/.

2.11. RESULTING CONTRACT

The contracting document resulting from this Solicitation will be substantially similar to the draft contracting document included with this Solicitation. By submitting a Response, the Respondent confirms its willingness to enter into a Contract with the Department containing the terms and conditions or substantially similar terms.

3. RESPONDING TO THE SOLICITATION

3.1. MANDATORY RESPONSE REQUIREMENTS

Respondents shall complete and submit the following documents:

3.1.1. Appendix II: Required Certifications (PMT-58)

3.1.2. Appendix III: Technical Response (PMT-59)

3.1.3. Appendix IV: Cost Proposal (PMT-60)

3.2. RESPONSE DUE DATE

Responses shall be submitted to the Department electronically to the Procurement Officer via both email addresses listed in 1.4. Responses must be received by the Procurement Officer not later than the date and time specified in 1.3. Responsibility for timely delivery rests with the Respondent.

Respondents should fully acquaint themselves with all aspects of this Solicitation to ensure the work is performed in accordance with the terms and conditions herein.

3.3. RESPONSE FORMAT

Use Appendices II-IV to respond to this Solicitation. Figures, charts, and tables should be numbered and referenced by number in the text. Attachments may be combined with the Response or included as separate attachments.

3.4. CONFLICTS OF INTEREST

https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/

PMT-04 6 Rev. June 14, 2024

3.4.1. The Department may not proceed with a Contract award if a conflict of interest exists as a result of the Respondent gaining an unfair competitive advantage. Utilizing Appendix II: Required Certifications(PMT-58), the Respondent certifies it has not gained an unfair competitive advantage and is eligible to submit a Response to this Solicitation. In accordance with §287.057(19)(b)1., F.S., an unfair competitive advantage exists if a Respondent has ever had access to the following:

3.4.1.1. Information that is not available to the public and would assist the Respondent in obtaining a Contract; or

3.4.1.2. Source selection information that is relevant to the Contract but not available to all competitors.

3.5. This Solicitation is subject to Chapter 112, F.S. Utilizing Appendix III: Technical Response (PMT-59), Respondents shall disclose the name of any officer, director, employee, or other agent who is also an employee of the State. Respondents shall also disclose the name of any State employee who owns, directly or indirectly, an interest of five percent or more in the Respondent or its affiliates.

3.6. TRADE NAMES

3.6.1. Brand name(s) and/or catalog number(s) are given for purposes of identification and to denote the standard of quality desired, and do not, in any way, restrict Respondents to a specific make and manufacturer. All substitutions must be functionally equivalent to the item specified. The Respondent shall demonstrate comparability, including appropriate catalog materials, literature, specifications, test data, etc.

3.6.2. Unless otherwise noted, the specifications for the brand notated are the general specifications with no added options or accessories. After the Contract is executed, other equipment materials, etc., as manufactured by other manufacturers may be accepted only upon Department approval. The proposed substitution must be equivalent in quality and workmanship and will perform its intended purpose satisfactorily.

3.7. TRADE SECRETS AND RESPONDENT CLAIMS

3.7.1. HOW TO CLAIM TRADE SECRET PROTECTION

Article 1, section 24, Florida Constitution, guarantees every person access to all public records, and §119.011, F.S., provides a broad definition of “public record.” As such, the entirety of the Response is public record and is subject to disclosure unless exempt from disclosure by law. The Department defines “confidential information” as information that is trade secret as defined in §688.002, F.S., or otherwise confidential or exempt from disclosure under Florida or federal law.

If the Respondent considers any portion of the Response to be confidential information, the Respondent shall then submit two copies of the Response. In both copies, any portion of the Response considered confidential information shall be clearly labeled within the text of the Response as “CONFIDENTIAL”. For each portion of the Response that is labeled “CONFIDENTIAL”, the Respondent shall provide a written statement of the basis for exemption applicable to each provision identified by the Respondent as “confidential”, including citation to a protection created by statute, and state with particularity the reasons the provision is confidential.

The original copy shall be unredacted and labeled on the cover of the Response as “Confidential Copy”. The redacted copy shall redact all the confidential information and be labeled on the cover of the Response as “Redacted Copy”.

3.7.2. DEPARTMENT NOT OBLIGATED TO DEFEND RESPONDENT CLAIMS

The Department is not obligated to agree with or defend any Respondent claim of exemption from inspection and copying under Florida’s Public Records Law. The Respondent is responsible for defending such claims. By submitting a Response, the Respondent agrees to protect, defend, and

PMT-04 7 Rev. June 14, 2024 indemnify the Department for all claims arising from or relating to the Respondent’s determination that the redacted portions of its Response are confidential information. If a Respondent fails to submit a Redacted Copy in accordance with this Solicitation, the Department is authorized to produce the entire material submitted to the Department in response to a demand for discovery or disclosure of these records or a public records request.

3.8. FIRM RESPONSE

The Department intends to make an award in accordance with 1.3. The Response shall remain firm until the Department enters into a Contract or the Department receives written notice from the Respondent that the Response is withdrawn.

3.9. RESPONSE WITHDRAWAL AND AMENDMENT

Respondents may withdraw, or withdraw and replace, previously submitted Responses on or before the date and time specified in 1.3 for the Response Due Date.

4. SOLICITATION TABLE OF ATTACHMENTS

4.1. Appendix I: Vendor Questions (PMT-61)

4.2. Appendix II: Required Certifications (PMT-58)

4.3. Appendix III: Technical Response (PMT-59)

4.4. Appendix IV: Cost Proposal (PMT-60)

4.5. Appendix V: Purchase Order: Scope of Work & additional Attachments

4.6. Appendix VI: Purchase Order Terms & Conditions

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