DCF RFI 2526 057.pdf

FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

RFI SOLICITATION INSTRUCTIONS

PMT-07 1 Rev. May 19, 2025

SECTION 1. INTRODUCTION

1.1 TITLE

Comprehensive Child Care Learning Platform

1.2 RFI NUMBER

DCF RFI 2526 057

1.3 The Department of Children and Families (Department), Office of Licensing, Child Care, is issuing this Request for Information (RFI) seeking information from interested parties who can provide information about a comprehensive learning platform to include child care credentialing, training, and examination services.

The goal of this RFI is to determine a comprehensive and integrated approach to Florida’s early learning and child care professional development program. This approach should incorporate regulatory requirements and evidence-based practices in the development and revision of courses and exams, support both virtual and in-person learning environments for courses and exams, and provide learning management functionalities and credentialing capabilities. The Department seeks to determine the best method to streamline operations, reduce administrative complexity, and better align training and learning service delivery through a centralized model.

This is an RFI as defined in §287.012(22), Florida Statutes (F.S.), for planning purposes only.

This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation. It is the responsibility of the Respondent to check for any changes or notices on the Vendor Information Portal (VIP).

SECTION 2. PURPOSE

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether or not to competitively procure particular commodities or contractual services; determining what solicitation process to use for a particular need; or researching general, special, and/or technical specifications for a solicitation. A Vendor’s response to an RFI is not an offer and the agency may not use the Vendor’s submission to justify a contract with that Vendor without otherwise complying with chapter 287, F.S. and Rule 60A-1.042, F.A.C. Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation(s).

Any future purchase of the services will be conducted in accordance with chapter 287, F.S. The Department may use responses from this RFI to prepare one or more competitive solicitations and as the basis for any subsequent Vendor meetings. Any request for cost information is for budgetary purposes only.

SECTION 3. PROCUREMENT OFFICER

The Procurement Officer is the sole contact point for communication (which will only be accepted in writing), and the only permitted means of contact is through email.

Sally Johns sally.johns@myflfamilies.com and CC: hqw.procurement.team.activities@myflfamilies.com

All emails to the Procurement Officer shall contain the RFI number in the subject line of the email.

https://vendor.myfloridamarketplace.com/ mailto:sally.johns@myflfamilies.com mailto:hqw.procurement.team.activities@myflfamilies.com

PMT-07 2 Rev. May 19, 2025

SECTION 4. BACKGROUND

Per § 402.305, F.S., child care personnel are required to complete mandatory introductory training and demonstrate competency by passing standardized exams. Training requirements and completion timeframes vary by provider type. Child care facility personnel must complete 45 hours of mandatory introductory training, while home-based personnel must complete 35 hours of mandatory introductory training. In addition, all child care personnel must complete 10 hours of annual in-service training to maintain and enhance their professional knowledge and skills.

Contracted services support the statewide training and professional development of individuals working in or entering the early childhood education field, specifically within licensed child care facilities, Family Day Care Homes, and Large Family Child Care Homes. These services ensure that child care professionals meet the health and safety standards outlined in § 402, F.S., by offering access to mandatory introductory trainings, specialized instruction for School Readiness and Voluntary PreKindergarten programs, and continuing education to support professional growth and regulatory compliance. Contracted services serve both new entrants to the field and existing providers seeking to maintain compliance, enhance skills, and advance career pathways in the child care industry.

The Office of Licensing, Child Care, currently utilizes multiple contracted Vendors to support child care training and credentialing across Florida. We recognize an opportunity to increase communication and align services within the training and credentialing contracts. The goal is to streamline operations, reduce administrative complexity, and better align service delivery through a centralized model.

SECTION 5. RESPONSE INSTRUCTIONS

5.1 SUBMISSION LAYOUT

Please organize your responses to this RFI as follows:

TAB 1 INTRODUCTION

TAB 2 DETAILS

TAB 3 ADDITIONAL INFORMATION

5.2 REQUESTED INFORMATION

5.2.1 TAB 1: INTRODUCTION

Please provide a cover letter with the name of the Respondent and the primary point of contact. The cover sheet must reference the RFI number and title. Include a brief summary of your organization, its history and experience with information requested in this RFI.

5.2.2 TAB 2: DETAILS

The Office of Licensing, Child Care seeks information regarding a comprehensive and integrated approach to Florida’s child care professional development system. The Department is exploring solutions that incorporate regulatory and evidence-based practices in the development and revision of courses and exams, support both virtual and in-person learning environments, and include a learning management system for courses, exams, and child care credentials.

PMT-07 3 Rev. May 19, 2025

The Department is seeking information about platforms which enable students and child care personnel to complete online coursework and examinations securely supported by online proctoring.

Information about translation services for course materials and exams to accommodate Florida’s diverse workforce is requested. Information about technical assistance available to guide participants through their training and examination experience should be provided.

In addition to the elements listed above, the Department requests that Respondents provide information on the following areas to support a full evaluation of potential approaches:

5.2.2.1. Functional Capabilities:

A solution that provides a full range of learning management features, including online and instructor-led supported courses and exams, attendance tracking, course evaluations, course and exam scheduling and tracking, and standardized exam administration. The Department is also interested in a credentialing process which includes the ability to complete and submit online applications, review, approval and tracking functions, automated notifications and certifications.

5.2.2.2. System Architecture:

Respondents are encouraged to describe the system’s technical design, hosting environment, scalability, performance expectations, and security practices. Information regarding system integration capabilities such as APIs to integrate with Enterprise systems, data exchange processes, and single sign-on options.

5.2.2.3. System Security:

Respondents are encouraged to provide system security framework and practices to ensure the protection of sensitive and regulated information. This includes data protection measures such as encryption in transit and at rest, compliance with applicable federal and state security standards, 2-factor user authentication and access controls, audit logging and monitoring, incident response procedures, secure exam administration and proctoring safeguards, and capabilities for data backup, redundancy, disaster recovery, and business continuity. Respondents may also identify any security certifications, third-party audits, or independent assessments associated with their solution.

5.2.2.4. User Management & Data Tracking:

The Department seeks information about a platform that supports user account management, coursework tracking, exam history, formal education records, credentialing status, and reporting tools that provide insights into compliance, performance, and statewide training activity. The solution should be capable of maintaining comprehensive training records, generating transcripts, and supporting career advancement pathways as recommended by the Department.

5.2.2.5. Accessibility, Language Support & User Experience:

The Department is interested in information about a platform that meets accessibility standards (e.g., ADA/Section 508), supports mobile access, and offers multilingual capabilities for both course materials and examinations.

5.2.2.6. Implementation & Transition Considerations:

Respondents may provide information on typical implementation timelines, phased rollout strategies, data migration approaches, and best practices for transitioning from multiple existing systems to an integrated statewide cloud-based platform.

5.2.2.7. Innovation & Future Enhancements:

The Department welcomes information on innovative or emerging capabilities, such as advanced analytics, adaptive learning, automated workflow tools, or Artificial Intelligence tools that may enhance the delivery and management of child care training and professional development services.

PMT-07 4 Rev. May 19, 2025

5.2.3 TAB 3: ADDITIONAL INFORMATION

Please provide any additional information deemed necessary for consideration.

Pricing: The Office of Licensing is seeking information on the potential breakdown of cost by service task for a single, comprehensive and integrated platform, as multiple Vendors are currently used to meet the state’s child care training and professional development needs.

If known, Vendors are encouraged to provide general pricing information (e.g., price ranges, and variable factors that impact the price) in their response, however this is not a solicitation for an offer so please do not provide any specific costs or pricing information at this time.

5.3 SUBMISSION FORMAT

Respondents must submit responses via email using the contact information in Section 3.

5.4 TRADE SECRET, CONFIDENTIAL, OR PROPRIETARY INFORMATION

5.4.1 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.

5.4.2 If the Vendor considers any portion of the Response to be confidential information, the Vendor 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 Vendor shall provide a written statement of the basis for exemption applicable to each provision identified by the Vendor as “confidential”, including citation to a protection created by statute, and state with particularly the reasons the provision is confidential.

5.4.3 By submitting a Response, the Vendor agrees to protect, defend, and indemnify the Department for all claims arising from or relating to the Vendor’s determination that the redacted portions of its Response are confidential information. If a Vendor fails to submit a Redacted Copy in accordance with these instructions, 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.

5.5 PRESENTATIONS

After the Department receives responses to this RFI, and at the sole discretion of the Department, one (1) or more Respondents may be selected to demonstrate to the Department the Respondent’s products and services relating to the information submitted in the RFI response. The purpose is to learn about the most current solutions available.

SECTION 6. TIMELINE

EVENT DATE TIME LOCATION

Release of RFI December 15, N/A https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

PMT-07 5 Rev. May 19, 2025

EVENT DATE TIME LOCATION

Submission of Questions

January 7, 1:00 pm Section 7

Department’s Response to Questions

January 23, N/A Section 7

Responses Due February 5, 1:00 pm Section 3

Presentations, if applicable

TBD TBD

SECTION 7. WRITTEN QUESTIONS

7.1 All questions must be received by the Procurement Officer at the email addresses listed in Section 3, no later than the date and time specified in Section 6.

7.2 Respondents are strongly encouraged to review the RFI in its entirety prior to asking questions.

7.3 The Department will not accept questions by telephone, postal mail, hand delivery, or fax.

7.4 All questions should be submitted in one email, rather than in multiple communications.

7.5 The Department reserves the right to respond to questions received after the written question submission deadline. It is the sole discretion of the Department to consider questions received after the written questions submission deadline.

SECTION 8. CAVEATS

8.1 Vendor Costs

Vendors are responsible for all costs associated with the preparation, submission, and any potential meeting(s) to discuss this RFI. The Department will not be responsible for any Vendor related costs associated with responding to this request.

8.2 Special Accommodations

Any person with a disability requiring special accommodations to participate in the RFI shall contact the Department sole point of contact at the email provided in Section 3 at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD). Certified Business Enterprises are encouraged to participate in the RFI process.