DCF ITB 2425 005 - PO Scope.pdf

PURCHASE ORDER SCOPE OF WORK

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1. Description of Service The Provider must provide the services described within this Scope of Work (Scope).

1.1 The Provider shall deliver comprehensive event management, registration, and post-event planning services to support the coordination and execution of the Department’s trainings, meetings, and conferences (“Events”), ensuring a high standard of customer service throughout.

Event management is the strategic and systematic process of planning, organizing, coordinating, and executing various types of Events to achieve specific objectives and create memorable experiences. It encompasses several key components, including but not limited to:

1.1.1 Logistics: Handling the details of the Event, such as venue selection and vendor coordination.

1.1.2 Budgeting: Managing financial resources effectively to ensure the event's success.

1.1.3 Attendee Engagement: Creating experiences that captivate attendees and meet their expectations.

1.1.4 Post-Event Evaluation: Assessing the event's success and gathering feedback for future improvements.

1.2 Definitions

1.2.1 Continuing Education Unit (CEU) – A nationally recognized method of quantifying the time spent in the classroom during professional development and training activities.

1.2.2 Continuing Judicial Education (CJE) – A program of continuing legal education for judges.

1.2.3 Continuing Legal Education (CLE) – Professional education of lawyers that takes place after their admission to the bar.

1.2.4 Full Time Equivalent (FTE) – A position or positions whose total time worked in a week equals forty (40) hours.

1.2.5 Region/Circuit – A territorial division pertaining to a geographical service area of the Department. There are six (6) regions that are divided into twenty (20) circuits.

1.3 Types of Events

Below are examples of Events the Provider may be responsible for:

1.3.1 Annual Child Protection Summit: The largest child welfare Event in Florida and one of the largest professional development conferences for child welfare stakeholders in the country. The conference originated as a Dependency Court Improvement initiative in 1997 and has grown over the past two decades with more than 3,200 registered attendees each year. The conference has maintained a focus on improving the child welfare system of care in Florida and ensuring safety, permanency, and well-being for vulnerable children throughout the state. The objectives of the Summit are driven by the Title IV-E federal funding for the education and training of the child welfare workforce as well as the Children’s Justice Act (CJA) federal grant. The Department is committed to conducting a statewide Training Event for the professional development of child welfare staff and strengthening of community partnerships to enhance the delivery of services to the children and families. This annual statewide Training Event provides a series of workshops to participating child welfare professionals and related partners, including but not limited to child protective investigators, case managers, child advocates, child welfare trainers, Child Protection Team staff, Department staff, foster and adoptive parents, relative and non-relative caregivers, guardian ad litem, judges, attorneys, law

PMT-57 2 v.24.1 enforcement, juvenile justice professionals, service vendors, and youth. The Department is anticipating this need to begin in 2027.

1.3.2 Office of Child and Family Well-Being Leadership Meetings: Take place throughout the year. These meetings can range from statewide meetings where participants are pulled together from around the state, to regional Events registering only those in a particular Region of the Department. Office of Child and Family Well-Being Leadership Meetings could have upwards of 700 attendees, to as few as 25-30 attendees. The meetings include, but are not limited to:

1.3.2.1 Program Administrator and Above meeting

1.3.2.2 Supervisor meetings

1.3.2.3 Senior meetings

1.3.2.4 Brain, Family Finder, Multi-Disciplinary Team Specialist meetings, and

Training Conferences.

1.3.2.5 Other internal Department staff that may need to have collaboration meetings where there are common topics between the teams that need to be discussed either regionally, or Statewide. This includes collaborations such as:

1.3.2.5.1 Child Protective Investigations collaborating with Substance

Abuse and Mental Health,

1.3.2.5.2 Adult Protection,

1.3.2.5.3 Economic Self Sufficiency,

1.3.2.5.4 General Counsel,

1.3.2.5.5 Children’s Legal Services,

1.3.2.5.6 Office of Quality and Innovation.

1.3.3 Step Into Success Workforce Education Training Event and Workforce Internship:

In accordance with section 409.1455, F.S., the Department’s Office of Continuing Care (OCC) is required to establish the Three year “Step into Success Workforce Education and Internship Pilot Program” (Pilot) to give eligible foster youth and former foster youth (participating youth) an opportunity to learn and develop essential workforce and professional skills, to transition from the custody of the Department to independent living, and to become better prepared for an independent and successful future. The pilot shall consist of two components, a Training Event and Workforce Internship and includes:

1.3.3.1 Training Event. An independent living professionalism and workforce education component (Training Event). This Training Event shall assist participating youth with professional development and life skills, which shall include, but not be limited to, a curriculum provided by the Department to include trainings on interview skills, professionalism, teamwork, leadership, problem solving, conflict resolution in the workplace, preparing resumes, mock interviews, experiential training, and assistance with securing an internship or employment.

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1.3.3.1.1 Mentor Training. The Provider is responsible for Event Planning for an anticipated 20 total attendees, which includes 15 participant mentors and five Department staff/facilitators for the mentor training.

1.3.3.1.2 Internship Mixer Selection. The Provider is responsible for Event Planning. The Department anticipants 40 total attendees for the internship mixer. This will consist of 15 intern participants, 15 mentor participants, and 10 additional Department staff and facilitators.

1.3.3.2 Workforce Internship. For youth who complete the Training Event, an onsite workforce training internship component (Workforce Internship) shall begin annually on or before July 1. The Department anticipates 20 participants will attend the Workforce Internship component. This will consist of 15 Participating Youth and five Department staff or Department selected facilitators.

1.3.3.2.1 Quarterly Intern Continued Education. The Provider is responsible for Event Planning. The Department anticipates 20 participants will attend the quarterly intern meeting. This will consist of 15 Participating Youth and five Department staff or Department selected facilitators.

1.3.3.2.2 Quarterly Mentor Continued Education. The Provider is responsible for Event Planning. The Department anticipants 20 total attendees, which includes 15 participant mentors and 5 Department staff/facilitators for the quarterly mentor continued education meetings.

1.3.4 Pillars Conferences

1.3.4.1 The Pillars Conferences, once initiated, will occur twice a year for each

Region, totaling 12 Conferences. These conferences will be required for provisionally certified staff and optional for fully certified staff. The Department anticipated 50-100 staff at each event.

1.3.5 Additional Events

1.3.5.1 The Department intends to utilize this Contract to perform additional Events to include but not limited to statewide collaboration meetings with contracted and subcontracted providers of the Department or external stakeholder meetings with those who partner with the Department such as;

1.3.5.1.1 Department of Juvenile Justice,

1.3.5.1.2 Department of Education,

1.3.5.1.3 Agency for Persons with Disabilities,

1.3.5.1.4 Department of Law Enforcement,

1.3.5.1.5 Community Based Care Lead Agencies, and

1.3.5.1.6 Case Management Agencies.

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2. Governance Based on §287.057(19), Florida Statutes (F.S.), if applicable, Provider(s) under this Contract will be prohibited from participating in any other engagement that the Provider provides related content as this would create a conflict of interest. The Provider shall comply with all applicable state and federal requirements, including, without limitation.

3. Term

3.1 The anticipated term of the resulting Contract is October 6, 2025, through June 30, 2030. The term of the resulting Contract is subject to change based on the actual execution date of the resulting Contract.

3.2 In accordance with §287.058(1)(g), F.S., the Contract resulting from this procurement may be renewed for a period that may not exceed three years or the term of the resulting original Contract period, whichever is longer. Renewal of the Contract shall be in writing and subject to the same terms and conditions set forth in the original Contract. A renewal may not include any compensation for costs associated with the renewal. Renewals are contingent upon satisfactory performance as determined by the Department, are subject to the availability of funds, and optional to the Department.

3.3 Funding under this Contract is subject to the availability of funds. The Department reserves the right to expand the Scope performed by the Provider, should additional needs and funding become available. Additional services may be included in, or added to, any purchase order(s), upon mutual written agreement, and through issuance of a change order.

4. Composition of the Contract

4.1 This Contract is composed of the documents listed in this section. In the event of any conflict between the documents, the documents shall be interpreted in the following order of precedence:

4.1.1 Purchase Order Scope of Work (PMT-57), and other attached documents: All other attachments and exhibits to the Contract referenced in the solicitation shall also be part of the resulting Contract, if any

4.1.2 The Department’s Purchase Order Terms and Conditions, located at:

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

4.1.3 Department of Children and Families Standard Contract Definitions, located at:

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

4.1.4 PUR 1000 Form, located at:

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

4.1.5 Provider Response: The Provider’s Response and any additional submittals, if incorporated into or attached to the Contract.

4.2 Notwithstanding the order of precedence indicated, for purchases based on a state term contract or an enterprise alternative contract source procured for state agency use by the Department of Management Services, the terms of the underlying state term contract or Department of Management Services enterprise alternative contract source agreement shall prevail over conflicting terms in other documents in the order of precedence, unless by the terms of that underlying state term contract or alternative contract source agreement the “Customer” is explicitly authorized to vary the terms to the State’s detriment.

5. Elements of Services The Provider is responsible for the performance of all tasks and deliverables contained in this Scope.

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

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5.1 Service Delivery

5.1.1 Service Delivery Location

The Provider should be available for services all over the State of Florida, including in each of the Regions/Circuits which can be found at the following link: Department Regions and Circuits | Florida DCF (myflfamilies.com)

5.2 Equipment

5.2.1 The Provider must provide all equipment required for the services within this Scope.

5.3 Provider Responsibilities

Provider is responsible for a variety of Event services, including venue selection, contacting the hotel and meeting facilitators, coordinating hotel rooms for the many participants, facilitating meeting spaces and break out rooms as necessary, organizing and confirming arrangements prior to the Event, coordinating presenters and activities, creating and maintaining a meeting registration site, providing onsite support, and supplying post Event Reports regarding financials, and assisting with communicating Event details (venue, agendas, etc.) to all those registered for each Event. The Provider will perform the following tasks:

5.3.1 Pre-Event Tasks:

The Provider shall:

5.3.1.1 Requirements Gathering – Meet with the Department or other stakeholders within 10 calendar days, to determine the requirements for the Event, including but not limited to educational content, speakers/presenters, equipment (audio/video), advertising, web site, registration, venue selection, catering, staffing, security, subcontractor management, accounting/funds management, and contractor statute, code, and rule compliance.

5.3.1.2 Participate in regularly scheduled planning meetings as required by the Department and needed for joint planning activities to ensure all details of the Event are addressed.

5.3.1.3 Event Plan &Schedule – Document the conference requirements in an Event Plan & Schedule document that identifies tasks, all resources necessary to meet the requirements, and a schedule with corresponding start and end dates that meet the Event date established by the Department.

5.3.2 Event Budget

The Provider shall:

5.3.2.1 When requested, assist in the development of the Event’s budget, not to exceed the Department-approved budget.

5.3.2.2 Establish and maintain all financial records and budget reports.

5.3.3 Event Website

The Provider shall:

5.3.3.1 Develop, launch, maintain, and manage an Event Website to provide information to participants and attendees to register to attend the conference or specific sessions, as appropriate, including accepting payment of registration fees, and information on the venue (if held in-person), and a link to an online system to book rooms at the conference rate.

https://www.myflfamilies.com/news-events/department-regions-and-circuits https://www.myflfamilies.com/news-events/department-regions-and-circuits

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5.3.3.2 Create a registration system.

5.3.3.3 Manage registration to ensure registration can be completed, maintain registration files, monitor individual session registration to prevent overcrowding, and generating registration reports to the Department bi-weekly two months prior to the Event and on an ad hoc basis.

5.3.4 Event Planning & Management:

The Provider shall:

5.3.4.1 Assist the Department in planning, coordinating, and providing logistic support to the Event. Provide an Event Plan & Schedule no later than 30 calendar days of the Department notification regarding a new Event.

5.3.4.2 Develop, implement, and coordinate the Call for Proposals process for Event development, and act as a single point of contact for all Event presenters.

5.3.4.3 Act on the Department’s behalf as an intermediary with the Event venue to complete planning activities for the Event.

5.3.4.4 Work on the Department’s behalf to secure the Event venue including management of Event room blocks to support attendees’ needs.

5.3.4.5 Work on the Department’s behalf with the Event venue to ensure all needs for presenters, exhibitors, and participants are managed.

5.3.4.6 Assist the Department in the coordination of Event materials.

5.3.4.7 Ensure all VIPs are provided with the necessary Event information.

5.3.4.8 Ensure appropriate arrangements are made for attendees with special needs.

5.3.4.9 Solicit, negotiate, and coordinate any special Event activities during the Event as directed by the Department.

5.3.4.10 Assist the Department in the advance planning and coordination of adjunct meetings, circuit breakout sessions, and/or professional breakout sessions.

5.3.4.11 Coordinate and attend a Pre-Event Planning meeting at the Event venue.

5.3.4.12 Contact all selected presenters and general session keynote speakers.

5.3.4.13 Organize and submit all presenter information for continuing education credits.

5.3.4.14 Assist the Department with the general session planning and coordination.

5.3.4.15 Solicit, plan, and coordinate on-site audio/visuals needs for all presenters, keynote speakers, etc.

5.3.4.16 Ensure all presenters and keynote speaker are provided with the necessary Event information.

5.3.4.17 Submit a proposed agenda with the number and duration of, break-out, seminar, workshop, and closing sessions, along with their topics/content for review and approval from Department staff.

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5.3.4.18 Coordination and creation of the pre-conference training materials and agenda, to be submitted to the Department in accordance with the Event Plan & Schedule.

5.3.4.19 Event Space

The Provider shall:

5.3.4.19.1 When applicable, solicit and obtain child welfare resource exhibitors.

5.3.4.19.2 When applicable, plan and coordinate the Summit Exhibit

Hall.

5.3.4.19.3 When applicable, ensure all exhibitors are provided with the necessary Event information.

5.3.5 Marketing & Communication

The Provider shall:

5.3.5.1 Work directly with the Department designated parties for the development and coordination of all marketing, communication, and Special Event materials.

5.3.5.2 Solicit, plan, and coordinate corporate level sponsorships to fund the Event.

5.3.5.3 Ensure all sponsors are provided with the necessary Event information.

5.3.6 On-Site Event Management

The Provider shall:

5.3.6.1 Coordinate a Pre-Event meeting with the Department and appropriate staff.

5.3.6.2 Coordinate with the venue to ensure that all requirements are adequately planned for by the venue management and work with all parties to ensure the Contract with the venue is amended, if necessary. Items to plan for include, but are not limited to:

5.3.6.2.1 Booking of rooms.

5.3.6.2.2 Facilities.

5.3.6.2.3 Signage, both venue-provided and conference-provided

5.3.6.2.4 Security.

5.3.6.2.5 Parking.

5.3.6.2.6 Check-In.

5.3.6.2.7 Reception room set up.

5.3.6.2.8 Banquet room set up.

5.3.6.2.9 Meeting room set up.

5.3.6.3 Oversee check-in services and management for on-site registration.

5.3.6.4 Disseminate all Event registration and Event materials.

5.3.6.5 Manage all on-site Event needs.

5.3.6.6 Coordinate on-site communication needs.

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5.3.6.7 When appliable to the Event, coordinate and support exhibition hall vendors to ensure all exhibitors are set and prepared for open exhibit hours.

5.3.6.8 Work on behalf of the Department, acting as an intermediary with hotel staff for on-site Event needs. Coordination all conference logistics with hotel (when applicable) regarding Event, including but not limited to the audio/visual needs.

5.3.6.9 Maintain an updated Event budget on-site.

5.3.6.10 When appliable to the Event, coordinate on-site childcare for the children

(ages 0-17) of foster parents.

5.3.7 Post-Event Tasks

The Provider shall:

5.3.7.1 On location Events: Removal of all conference materials, signs, banners, equipment, and excess debris that would result in an extra charge from the venue. Ensure all contractors and presenters have removed all personal property from the venue.

5.3.7.2 Reconcile all discrepancies between registered individuals and fees collected.

5.3.7.3 Send out “thank you” e-mail to all attendees, including the survey link to complete the Department-approved Event evaluation.

5.3.7.4 Provide the Department with an attendee database.

5.3.7.5 Provide the Department a completed final financial report including Event income, expenses, payments, and account balance.

5.3.7.6 Event Report: Provide the Department a completed Event Report within 30 calendar days after each Event including but not limited to: Event Title, Dates, Times, Speakers, Agenda, Number of Attendees, Sign In Sheets, etc.

5.3.7.7 Final Annual Report: Provide the Department a completed Final Annual Report by January 1 of each calendar year including a summary of all completed Events for the year prior.

5.3.8 In the event of a national or state emergency related to situational quarantines or limitations of free travel and movement, to include but not limited to epidemics, pandemics, natural disasters, or terrorism, the Provider shall adhere to guidelines to mitigate risk factors and promote health and safety, that are agreed upon by both parties, that may include but is not limited to a virtual conference.

5.4 Staffing

5.4.1 Staffing Levels

5.4.1.1 The Provider shall maintain the full-time equivalent positions to provide the required services consistently and reliably. The Provider shall develop a Staffing & Contingency Plan to be submitted at the time of the Event Plan & Schedule, to ensure sufficient staff are available to carry out the execution of the Event.

5.4.1.2 Provider Representative Position: The Provider shall have a representative, assigned as the Point of Contact for the Contract.

PMT-57 9 v.24.1

5.4.1.3 In the event the Department determines that the Provider’s staffing levels do not conform to perform the services as requirements herein, the Department will advise the Provider in writing and the Provider shall have thirty (30) days to remedy the identified staffing deficiencies.

5.4.2 Professional Qualifications

5.4.2.1 The Provider shall ensure staff possess strong organizational skills, excellent communication abilities, the capacity to manage multiple projects simultaneously, proficiency in vendor management, problem-solving skills, and the ability to work well under pressure; a relevant Bachelor’s degree, industry certifications such as Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), or equivalent years of experience in event management, hospitality, or a related field is often preferred, along with experience in event coordination.

5.4.2.2 A minimum of 3 years proven experience of events/conferences of similar size and scope to those required by the Department.

5.4.3 Staffing Changes

5.4.3.1 Upon change or vacancy in any of the FTE staff positions, the Provider shall notify the Contract Manager, in writing, within five (5) calendar days of the change or vacancy.

6. Department Responsibilities

6.1 Develop and provide content and format for all workshops and presentations.

6.2 Ensure Event information is provided to the Provider to ensure the Event Website and registration are ready for posting on the agreed timeline. Event information includes the overall Event schedule, presenter information, workshop information, special Events and fees for any optional Events, and a listing of contracted vendors (potential exhibitors).

6.3 When applicable, distribute all scholarship information two months prior to the Event registration launch.

6.4 Ensure any purchase order invoices for Department sponsored scholarship recipients, foster parents, and presenters are paid prior to the Event.

6.5 Provide contact information for the CEU, CLE and CJE application liaisons.

6.6 Facilitate the review and approval of all deliverables.

6.7 Exclusive authority to determine the availability of funds, authorize and issue payment for services billed under this Contract, and to determine the satisfactory performance of the Provider in carrying out tasks and completing deliverables specified in this Contract through the review and inspection of reports and deliverables submitted by the Provider and through Department monitoring.

7. Special Provisions

7.1 If the Event is cancelled or rescheduled, the Provider shall be paid an equitable amount for the work performed to the date the Provider receives notice of the cancellation or postponement. If the Event is rescheduled, the Department and Provider shall determine the equitable amount to be paid to the Provider for the work required to properly schedule and conduct the rescheduled Event. The Department shall be responsible for documented non-cancellable expenses listed in the approved Event’s budget.

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8. Deliverables, Minimum Performance Measures, and Financial Consequences

8.1 The Provider must complete or submit the following deliverables in the time and manner specified herein.

8.2 Pursuant to §287.058, F.S., the Contract must contain financial consequences that will apply if the Provider fails to perform in accordance with the Contract terms.

8.3 The deliverables must meet the following minimum service level, and failure of the Provider to complete or submit a deliverable in the time and manner specified will result in a reduction in payment for that deliverable:

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DELIVERABLES, MINIMUM PERFORMANCE MEASURES, AND FINANCIAL CONSEQUENCES

Deliverable # and Description

Minimum Performance Measure Financial Consequence

Deliverable 1: Pre- Event Task including Event Plan & Schedule

Provided to the Department within 30 days of notification of a new Event.

A financial consequence of $100 will occur for each day this is not met.

Deliverable 2: Event Budget

Provided to the Department in accordance with the agreed upon Event Plan & Schedule.

A financial consequence of $100 will occur for each day this is not met.

Deliverable 3: Event Website

Provide Event Website in accordance with Section 5.3.3, at least 90 days prior to the scheduled Event.

A financial consequence of $100 will occur for each day this is not met.

Deliverable 4: Event Planning & Management

Complete all necessary Event Planning activities necessary successful execution of the Event occurs, in accordance with the agreed upon Event Plan & Schedule.

These activities include, but are not limited to, venue selection and confirmation, coordination, logistics management, marketing and promotional efforts, guest and attendee coordination, compliance with regulatory requirements, risk assessment and contingency planning, and post-event evaluation.

A financial consequence of 15% reduction per failure, will occur for a failure to complete the agreed upon Event Planning activities.

Deliverable 5:

Marketing & Communication

Complete all necessary marketing & communication activities necessary successful execution of the Event occurs. These activities include but not limited to:

• Responding to Department communications within 2 business days along with actively participation in coordination meetings as necessary.

• Submit marketing draft materials for Department review no less than 14 days before distribution deadlines while ensuring 100% of marketing materials are Department approved prior to release.

A financial consequence of 15% reduction per failure, will occur for a failure to complete the agreed upon marketing & communication activities.

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• Maintain a version-controlled archive of all materials shared with the Department.

• Contact a minimum of 10 potential sponsors within the first 30 days of engagement and distribute sponsor information no later than 10 days after sponsorship agreement while ensuring 100 of sponsors receive finalized event schedules with logistical details at least 14 days prior to event.

• Acknowledge receipt of sponsor questions within 1 business day and resolve all inquiries within 3 business days.

Deliverable 6: On-site Event Management

Provide on-site event management in accordance with Section 5.3.6, at least 15-30 days prior to the scheduled Event.

A financial consequence of 15% reduction per failure, will occur for a failure to complete the agreed upon On-site Event Management activities.

Deliverable 7: Post- Event Tasks

Complete Post-Event activities as necessary.

A financial consequence of 15% reduction per failure, will occur for a failure to complete the agreed upon Post-Event activities

Deliverable 8: Post- Event Surveys

Attendee satisfaction score of at least 80%, where each attended scores “satisfied” or higher on each of the following items:

• Pre-Event communication

• Event space

• Event parking

• Event signage

• Event registration process

• Event check-in process

• Dissemination of Event information/materials

A financial consequence of $50, per 1% will occur for failure to meet this measure.

Deliverable 9: Staffing Contingency Plan

Provide the appropriate staffing in accordance with section to include but not limited to:

A financial consequence of 20% reduction per failure, will occur for a failure to complete the agreed upon staffing requirements.

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• Maintaining 100% of required full-time equivalent (FTE) positions.

• Submit the initial Staffing & Contingency Plan no later than Event Plan & Schedule submission deadline with updates and resubmittals within 10 business days of any major staffing changes.

• Ensure continuity of the Representative role; any change must be communicated to the Department within 2 business days with a qualified replacement identified.

• Acknowledge Department notice of staffing deficiencies within 3 business days and submit a corrective staffing action plan to the Department within 10 business days of notification.

• Fully resolve and document all staffing deficiencies within the required 30-day period.

8.4 Reports

The Provider shall adhere to reporting requirements included in this section. The Department reserves the right to direct the Provider to amend or update its reports and/or report formats in accordance with the best interests of the Department and at no cost to the Department. The Department will notify the Provider of such modification, in writing.

REPORTS

# Title Due Date Section

Reference

1 Event Reports

Within 30 calendar days after each Event. 5.3.8.6

2 Final Annual Report Annually no later than January 1. 5.3.8.7

8.4.1 The Department reserves the right to modify reporting formats and submission timetables resulting from changing priorities or management direction.

8.4.2 Executive Compensation Reporting

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8.4.3 Annually on or before May 1 Provider shall complete and return the Executive Compensation Annual Report (Form PCMT-08), located at:

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

8.4.4 All reports shall be developed and produced at no cost to the Department.

9. Invoicing and Payments

9.1 General Information

9.1.1 A Purchase Order (PO) will be issued to the Provider.

9.1.2 Method of Payment: To account for the unanticipated fluctuations in costs for Events, the resulting Purchase Order(s) will be cost-plus-fixed-fee (deliverables). Cost reimbursable portions consists of labor, materials, and overhead. The Department will pay the Provider for all the actual costs incurred in organizing the Event, plus a predetermined, fixed fee as profit for services by deliverable, regardless of the total cost of the Event itself.

9.1.3 The Provider will not receive payment in advance for goods or services described in this Scope.

9.2 Invoicing

9.2.1 The Provider must submit an invoice upon completion of each deliverable that provides a detailed accounting of the deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.

9.2.2 The invoice shall be submitted along with the documentation supporting completion of each deliverable, milestone, recurring maintenance and operations monthly cost. Each invoice must include the following information:

9.2.2.1 PO number,

9.2.2.2 Provider name and address,

9.2.2.3 Provider federal identification number,

9.2.2.4 Date(s) and services provided,

9.2.2.5 Identification of any deliverable(s) due during the invoicing period,

9.2.2.6 Invoice amount,

9.2.2.7 PO balance after payment of invoice, and

9.2.2.8 Signature of Provider’s authorized representative and date signed.

9.2.3 The Department may require any other information from the Provider that the Department deems necessary to verify the completion of services.

9.3 Payments

9.3.1 The Provider will receive payment for deliverables described in this Scope after deliverables submitted to the Department are deemed to meet the Department’s satisfaction.

9.3.2 Payments to the Provider through this PO will be made through MyFloridaMarketPlace (MFMP), thus it is required that the Provider is registered with MFMP.

9.3.3 MFMP registration instructions are located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve ndors/requirements_for_vendor_registration

9.3.4 The PO and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Provider related to this https://www.myflfamilies.com/general-information/contracted-client-services/library https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/requirements_for_vendor_registration

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Contract. This Contract may only be modified or amended upon mutual written agreement of the Department and Provider. Any modification to this PO will be addressed through a change order within

MFMP.

9.3.5 Effective July 1, 2024, the MFMP transaction fees imposed for the use of MFMP are equal to seven-tenths of one percent (0.7%) of the payment issued. More information is located at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_ve ndors/transaction_fee_and_reporting.

10. Provider Travel Reimbursement The Provider will not be reimbursed for any travel expenses under this Contract.

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