EOG-RFP-27-01

Executive Office of the Governor Request for Proposals

#EOG-RFP-27-01

Legislative Tracking and Information Management System

Contact for Questions:

Jacob Hershberger Purchasing Director

EOGPurchasing@eog.myflorida.com 400 S. Monroe Street

Tallahassee, FL 32399

“Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, 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, Florida Statutes.” § 120.57(3)(a), Fla. Stat.

“Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the 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 the solicitation documents. Violation of this provision may be grounds for rejecting a response.” § 287.057(25), Fla. Stat.

Section 1 – Introductory Materials and Solicitation Overview

The State of Florida (State), Executive Office of the Governor (EOG or Agency) invites interested eligible, responsive and responsible vendors to submit sealed proposals in accordance with this solicitation document for Legislative Tracking and Information Management System

1.1 Solicitation Timeline

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Bid System at http://myflorida.com/apps/vbs/vbs_www.main_menu (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential Respondents to monitor this site for any changing information prior to submitting your proposal.

Date Time Action/Location

September 11, 2026 Solicitation issued - Florida Vendor Bid System

September 16, 2026 1:00 PM EDT Deadline for Technical Questions

September 18, 2026 Answers to Questions posted - Florida Vendor Bid System

September 25, 2026 3:00 PM EDT Proposals due, on or before (Technical and Price Proposal) EOGPurchasing@eog.myflorida.com Attn: Jacob Hershberger, Purchasing Director

September 25, 2026 3:30 PM EDT Public Opening / Meeting Non-Mandatory for Respondents Please request meeting link through EOGPurchasing@eog.myflorida.com if you wish to attend

September 28, 2026 Anticipated Posting of Award - Florida Vendor Bid System

1.2 Limitation on Contact with Government Personnel

As stated on the cover page above, Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the 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 the solicitation documents. Violation of this provision may be grounds for rejecting a response. See § 287.057(25).

1.3 Agency Procurement Officer

The Procurement Officer is the sole point of contact for this RFP. See Supra Section 1.2.

Jacob Hershberger, Purchasing Director

400 S. Monroe Street, Suite LL05 Tallahassee, FL 32399-0001 EOGPurchasing@eog.myflorida.com

1.4 Chapter 120, Florida Statutes, Notification

As stated on the cover page above, failure to file a protest within the time prescribed in section 120.57(3), or failure to post the bond or other security required by law within the time allowed for filing a bond will constitute a waiver of proceedings under chapter 120. See infra Section 2 – Technical Specifications, Special Instructions and Conditions. Protests must be filed with the agency clerk:

Dawn Hanson

400 S. Monroe Street, Suite LL05 Tallahassee, FL 32399-0001 Dawn.Hanson@eog.myflorida.com

1.5 Special Accommodations

Any person with a qualified disability requiring special accommodations at a public meeting or opening shall contact the contact person at the phone number, e-mail address on the title page 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).

SECTION 2 – Technical Specifications, Special Instructions and Conditions

2.1 Definitions

See Instructions to Respondents (PUR1001), Section 4 – General Contract Conditions (PUR1000) and chapter 287, Florida Statutes, for additional definitions pertinent to this solicitation.

A. For the purposes of this solicitation document, “Agency” and “EOG” may be used interchangeably and mean the Executive Office of the Governor as established in chapter 14, Florida Statutes, excluding the Division of Emergency Management. § 14.2016.

B. “Contractor” and “Successful Respondent” mean the entity entering into the Contract with the EOG and are used interchangeably in this document. The Contractor must be a legal entity.

C. “State” means the State of Florida and its agencies.

2.2 Term

The initial term of the Contract resulting from this solicitation will be for the period indicated in Attachment F, Draft Contract.

2.3 Renewal Term

This Contract is not subject to renewal.

2.4 Purpose and Objectives

A. Purpose: To support the Executive Office of the Governor by centrally managing, tracking, and analyzing legislation and related governmental actions throughout the Florida Legislative Session and the calendar year. The system enables staff to efficiently organize bill assignments, maintain visibility across all legislative activities, and ensure timely access to information necessary to assist the Governor in decision-making and policy development.

B. Objectives:

Provide a centralized platform for assigning filed legislation to multiple staff and sub-accounts with unified oversight and tracking.

Deliver real-time monitoring and comprehensive reporting on legislative actions, bill progress, and related governmental developments.

Offer all users one accessible location to retrieve reports, notifications, press releases, announcements, legal opinions, and other relevant materials.

Integrate information from key governmental entities including the Governor’s Office, Florida House and Senate, Florida Supreme Court, state agencies, revenue estimating conferences, and budget releases.

Enhance communication, coordination, and informed analysis within the Executive Office of the Governor by consolidating essential legislative and governmental information into a single online system.

2.5 Scope of Services

Details of the services, information, and items to be furnished by the Contractor are described in Attachment A, Scope of Services.

2.6 Questions and Answers

Respondents must address all questions regarding this solicitation in writing or by email to the Procurement Officer. Questions must be received no later than the time and date identified in the Solicitation Timeline, Section 1- Introductory Materials and Solicitation Overview. The Agency requests emails with questions have the solicitation number “EOG-RFP-27-01” and the requesting entity name in the subject line.

The EOG will post answers to the properly submitted questions on the State of Florida Vendor Bid System (http://www.myflorida.com/apps/vbs/vbs_www.main_menu) under the posted solicitation number. Each Respondent is responsible for monitoring the Vendor Bid System for new or changing information. Respondents shall not contact any other employee of the EOG or the State of Florida for information with respect to this solicitation. The EOG shall not be bound by any verbal or written information not contained within the solicitation document(s) or formally noticed and issued by the Procurement Officer through the Vendor Bid System. Questions to the Procurement Officer or any other EOG or State of Florida employee shall not constitute formal protest of the specifications or of the solicitation, a process that is addressed in (PUR1001), Number 20, Protests.

2.7 Amendments/Addendums to the Solicitation Documents

The EOG shall post amendments or addendums, if any, to the solicitation documents on the Vendor Bid System referenced above under the posted solicitation number. Each Respondent is responsible for monitoring the Vendor Bid System for new or changing information.

2.8 Proposal Format

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s proposal. Excessive information may operate to a Respondent’s disadvantage. Pages must be numbered, in a logical, consistent fashion, consecutively from page one to the last page of the response including appendices or attachments. Additional informational materials, brochures, etc. must be expressly incorporated into the proposal. The physical proposal should not exceed standard letter size, bound with a durable cover and consisting of the sections as listed in 2.9 Proposal Structure and Content.

2.9 Proposal Structure and Content

To be determined responsive, the proposal must contain the documents specified and meet the minimum requirements of this solicitation document. Each Respondent must review and account for the required terms and conditions contained in the solicitation document(s). Any proposal determined to be non-responsive will be disqualified. Each Respondent may only submit one proposal. The EOG reserves the right to reject any and all proposals if the EOG determines such action is in the best interest of the State.

Each Respondent must limit its proposal to no more than the page limits specified below. If a response exceeds the specified page limits, pages up to and including the maximum number of pages will be considered for evaluation but subsequent pages will not be evaluated.

A. Technical Proposal

Tab A - Respondent Submittal and Certification Form; any additional documentation: Failure to include the requirements of this section may disqualify a proposal from consideration as non-responsive.

1. Respondent Submittal and Certification Form: An original Attachment C, Respondent Submittal and Certification Form, must be completed and submitted with the original signature of a named employee having the authority to bind the Respondent to the terms and conditions of the solicitation.

The signing authority and an alternate shall be available to be contacted by telephone and attend meetings regarding the solicitation, if necessary. Documentation of the named individual having the authority to bind the Respondent shall be included in this Tab. Failure to include the original Respondent Submittal and Certification Form or submitting an incomplete form may result in the proposal being determined non-responsive.

2. The following additional information must be provided in Tab A:

a. MyFlorida Marketplace (MFMP) current registration: All vendors not registered with the State of Florida, shall go to http:// myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration. The EOG will contract only with vendors properly registered in MFMP.

b. State of Florida Substitute IRS Form W-9: The EOG will contract only with vendors fully compliant with the Florida Chief Financial Officer requirements. The MFMP registration record may be used to document this requirement.

c. Authorization to Do Business in Florida: All Florida entities must be registered with Florida Department of State, Division of Corporations, http://sunbiz.org. In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, Florida Statutes, out-of state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. The appropriate authorization should be obtained by the proposal due date and time, but in any case, must be obtained and a Certificate of Status provided to the Agency prior to finalizing any contract resulting from this solicitation. (Florida Agency of State, Division of Corporations, http://sunbiz.org)

d. Professional Licensing: If the good or service being provided requires that individuals be licensed , such license(s) must be obtained and documentation provided to the Agency prior to finalizing any contract resulting from this solicitation.

e. Vendor Preference(s): If the Respondent qualifies under Florida law for preferential consideration under defined circumstances, documentation must be included in Tab A and provided to the Agency. For example, see infra Section 2.14 Tie Proposals.

Tab B – Executive Summary, Experience & References (maximum length of 10 pages):

The Respondent must include evidence of its capability to meet the specifications for this solicitation by describing its organizational background and experience. The proposal content must include, at a minimum:

a. Executive Summary The Executive Summary must be written in nontechnical language to summarize the Respondent’s overall capabilities and approaches for accomplishing the services specified herein.

b. References Provide at least three separate and verifiable references of other organizations, public or private, demonstrating successful implementation of similar projects in size and technology. Compare the project completed for the reference organization to the specifications of this solicitation document including, but not limited to, the extent and timeline, successful project implementations, successful data migration projects, etc.

Provide the identity of the clients with the name, telephone number, and email address of the principal contact. Cite any important similarities or differences between the references and the requirements sought by this solicitation. The EOG reserves the right to determine in its sole discretion whether the Procurement Officer directly contacts any provided reference.

c. Subcontractors

Identify by name any proposed subcontractor and describe in detail its specific role. State the overall percentage of the services described in this solicitation to be performed by subcontractors. Proposed subcontractors must also be identified on Attachment E, Subcontracting Form. All Respondents must supply written proof of subcontractor commitments for this solicitation. The subcontractor commitment must be on the subcontractor’s letterhead, stating the entity’s agreement to provide the specified services to the Respondent’s organization. In addition, subcontractor qualifications must be provided.

Tab C – Respondent’s Management Plan (maximum length of 5 pages):

The Respondent must provide a management plan which should describe administration, management and key personnel.

a. Administration and Management The Respondent must include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability and to maintain schedules; as well as the means of coordination and communication between the organization and the Agency.

b. Identification and Qualifications of Key Personnel The Respondent must provide the names and qualifications of all key personnel proposed for the project. The Respondent shall submit a one-page résumé for each individual that clearly outlines education, professional background, relevant experience, certifications, and any specialized skills related to the Scope of Work.

Tab D – Respondent’s Technical Plan (maximum length of 10 pages):

The Respondent must provide a technical plan which should explain their technical approach, facility capabilities, and prior relevant experience.

a. Technical Approach The Respondent must explain the approach, capabilities, and means to be used in accomplishing the tasks in Attachment A, Scope of Services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed.

b. Prior Relevant Experience The Respondent must provide a summary, with description, date, and location of the prior relevant experience they have acquired in providing/performing this work.

B. Cost Sheet (see also 2.10 Proposal Submittal)

The State of Florida requires pricing to be structured in a clear, identifiable, and measurable manner. For subscription‑based or service‑based products that are not tied to discrete deliverables, Respondents must provide complete pricing using Attachment B, Cost Sheet, to include all required components of the proposed solution (e.g., licensing, user seats, hosting, maintenance, service levels, support, training, and any optional modules). Respondents who do not submit fully itemized pricing for all required cost categories in Attachment B will be found non‑responsive. Payment will be made pursuant to the terms contained in the Agreement.

2.10 Proposal Submittal

Proposals must be submitted electronically by the date and time identified in Section 1 - Introductory Materials and Solicitation Overview. Each Respondent’s proposal must be clearly labeled with at a minimum “EOG-RFP-27-01 – (Submitting Entity Name)”.

B. Each respondent is responsible for ensuring that all proposal documents are timely received and delivered in the proper place. To be considered, RESPONSES MUST BE RECEIVED NO LATER THAN THE DATE AND TIME listed in Section 1 - Introductory Materials and Solicitation Overview.

C. No conditions may be applied to any aspect of the RFP by the Respondent. Any conditions placed on any aspect of the proposal documents by the Respondent may result in the proposal being rejected as a conditional proposal (see “Determination of Responsiveness”). The Respondent objects to and should not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a Respondent’s 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. DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written Addenda issued by the Agency.

2.11 Public Records

The following supplements Instructions to Respondents (PUR 1001), number 19. Public Records.

If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to chapter 119, F.S., the Florida Constitution or other authority, the Respondent must mark the document as “Confidential” and simultaneously provide the agency with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the agency’s solicitation name, number, and the Respondent’s name on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims is confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to chapter 119, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the agency will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the agency will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119, or other applicable law. If the agency becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the agency shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a proposal, the Respondent agrees to protect, defend, and indemnify the agency for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its proposal are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the agency is authorized to produce the entire documents, data, or records submitted to the agency in answer to a public records request for these records.

2.12 Scrutinized Companies and Business Operations

Any contract resulting from this solicitation will be subject to termination, civil penalties and civil action if the Agency determines the Successful Respondent submitted a false certification, of its compliance with section 287.135, Florida Statutes, as applicable to the specific contract:

A. Any dollar amount: for a contract of any amount at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the Respondent certifies it is not on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; or, B. One million dollars or more: for a contract of one million dollars or more at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the Respondent certifies it is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to section 215.473, Florida Statutes; or is engaged in business operations in Cuba or Syria.

2.13 Scoring and Evaluation

The EOG reserves the right to reject any or all proposals received, or cancel this solicitation, if determined by the EOG to be in the best interest of the State of Florida. The EOG shall evaluate proposals deemed to be responsive. The Procurement Officer will compile the points assigned by each evaluator and calculate the average score for each Technical Proposal. The EOG anticipates awarding the RFP, if any award is made, to the Respondent with the total highest combined score.

A. Determination of Responsiveness (no points): Proposals submitted for this solicitation will be initially reviewed to determine responsiveness. The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Respondents whose Proposals, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as not responsible. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

In this solicitation, the words “should” or “may” indicate desirable attributes or conditions but are permissive in nature. Where language indicates that the attribute or condition is mandatory, the Agency still reserves the right to waive any minor irregularity if the Agency determines that it is in the best interest of the State to do so.

A deviation from a requirement or condition is material if, in the Agency’s discretion, it provides a substantial advantage to one Respondent over another or has a potentially significant effect on the quality of the Proposal or on the cost to the State.

All proposals must be typed or printed in ink. ALL determinations of responsiveness will be the responsibility of the EOG Procurement Office.

1. Proposals failing to comply with the following minimum requirements will be disqualified as non-responsive and not eligible for award.

a. The submitted proposal is not received in the specific receipt location on or before the date and time stated in Solicitation Timeline, Section 1 – Introductory Materials and Solicitation Overview.

b. The submitted proposal does not comply with the submission requirements of 2.10 Proposal Submittal, above.

c. Proposals failing to include the required documents or properly completed forms including, but not limited to, the signed original Respondent Certification Form, may be disqualified as non-responsive and not evaluated.

2. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures.

3. Proposals may be rejected if more than one proposal is received from a Respondent. Such duplicate interest may cause the rejection of all proposals in which such Respondent has participated. Subcontractors may appear in more than one proposal.

4. Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Respondents, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List or the Florida’s Suspended Vendor List.

Respondents whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non-responsible. The Agency reserves the right to determine which proposals meet the requirements of this solicitation, and which Respondents are responsive and responsible. If the Agency decides to reject all Responses at any time during the solicitation, the Agency will post a notice to that effect on the VBS.

2.14 Tie Proposals

Florida Statutes provide preferences for certain businesses when an agency is considering two or more bids, proposals, or replies for the procurement of commodities or contractual services determined to be equal with respect to all relevant considerations, including price, quality, and service. In those instances, the Agency must award such procurement or contract as follows:

A. in accordance with section 287.057(12), where one of the Respondents is a certified minority business enterprise, the agency must enter into a contract with the that business enterprise

B. in accordance with section 295.187(4)(a), where “at least one of [the Respondents] is from a certified veteran business enterprise,” to the certified veteran business;

C. in accordance with section 295.187(4)(b), where a veteran business enterprise and one or more other businesses are entitled to a vendor preference, and the proposals “are equal with respect to all relevant considerations, including price, quality, and service, the state agency shall award the procurement or contract to the business having the smallest net worth.”

D. in accordance with section 287.087, give preference for a completed and submitted Attachment D, Certification of Drug-Free Workplace;

2.15 Proposal Contents

All documentation produced as part of a response to this solicitation will become the exclusive property of the EOG and may not be removed by the Respondent or its agents. All submitted proposals and materials shall become the property of the EOG and shall not be returned to the Respondent.

2.16 Cooperation with Inspector General

The following supplements Section 4 – General Contract Conditions.

Pursuant to section 20.055(5), Florida Statues, the Contractor, and any subcontractor to the Contractor, understand and will comply with their duty to cooperate with the Inspector General in any investigation, audit, inspection, review, or hearing.

2.17 Diversity in Contracting

The State of Florida is dedicated to fostering the continued development and economic growth of minority-, veteran- and women-owned businesses. Participation of a diverse group of Respondents seeking to doing business with the State of Florida is central to the agency’s effort. To this end, minority-, veteran- and women-owned businesses are encouraged to participate in the State’s competitive procurement process. To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Agency of Management Services at (850) 487-0915, or access their MBE directory on the Internet at:

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

2.18 Terms and Conditions

A. General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1000 form where the two are in conflict.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

B. General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1001 form where the two are in conflict.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

2.19 Order of Precedence

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, will have the following order of precedence listed:

This Solicitation Scope of Services

Cost Sheet Draft Agreement

Technical Proposal Instructions and Evaluation Criteria Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introductory Materials and Solicitation Overview Section

2.21 Costs Incurred in Responding

This Request for Proposal does not commit the EOG or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

2.22 Reservation of Right to Award

The Agency reserves the right to award a Contract to the next responsible and responsive Respondent that submits the Proposal with the next highest total final score that is determined to be the most advantageous to the State if the Agency cannot execute a Contract with a Respondent previously awarded a Contract.

Attachment List Attachment A, Scope of Services Attachment C, Respondent Submittal and Certification Form Attachment D, Certification of Drug-Free Workplace Attachment E, Subcontracting Form Attachment G, Technical Proposal Evaluation Scorecard