Addendum No. 03 with Written Inquiry Responses

DCF ITB 2425 005

Event Coordination and Management

PMT-08 1 Rev. January 30, 2024

Solicitation Number: DCF ITB 2425 005 Solicitation Title: Event Coordination and Management Response(s) Due Date: 10/01/2025 Addendum Number: 03 Addendum Date: September 15, 2025

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.

DCF ITB 2425 005 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 01

Section 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. The Department would be responsible for selecting and contracting with speakers. The Provider will not be involved with sourcing or negotiating speaker agreements. The Provider would need to plan for the speaker’s arrival, presentation needs, and departure. There are approximately 70 speakers at the Florida Children and Families Summit.

Change No. 02

Section 5.3.6.2.4., Security:

The Provider shall furnish badges for all attendees and exhibitors. Each badge must clearly display the individual’s name and affiliated agency. Badges shall be easily distinguishable to indicate attendee status, with an additional designation for presenters, when applicable. Exhibitors shall be issued badges that clearly identify their exhibitor status.

Change No. 03

Section 5.3.3. Event Website & Mobile App

5.3.3.4 For larger Events, including the annual Florida Children and Families Summit (Section 1.3.1), the Provider shall provide a conference mobile app to support attendee engagement and Event management. Smaller meetings, or meetings with limited presenter options, are not required to include a conference mobile app.

Addendum No. 03 with Written Inquiry Responses

DCF ITB 2425 005

Event Coordination and Management

PMT-08 2 Rev. January 30, 2024

Change No. 04

1.3 Types of Events

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

1.3.1 Annual Child Protection Florida Children and Families Summit:

Change No. 05

10. Provider Travel Reimbursement

The Provider will not be reimbursed for any travel expenses under this Contract. The Provider may be reimbursed for travel expenses incurred in the performance of services under this Purchase Order, subject to the following conditions:

1. Compliance with State Requirements: All travel must conform to the rates and limitations established in section 112.061, Florida Statutes, and applicable Department of Management Services (DMS) travel guidelines.

2. Pre-Approval: All travel must receive prior written approval from the Department’s Contract Manager to be eligible for reimbursement.

3. Allowable Expenses: Reimbursable travel expenses include transportation (e.g., mileage at the State’s standard rate, airfare at the lowest available coach fare, rental cars when justified), lodging, meals, and incidental expenses as defined in section 112.061, Florida Statutes.

4. Documentation: The Provider must submit original receipts, travel logs, or other supporting documentation with each invoice. Reimbursement will not be made without proper documentation.

5. Non-Allowable Costs: Any expenses exceeding the State’s allowable limits or not specifically authorized in this Purchase Order will not be reimbursed.

PMT-08 3 Rev. January 30, 2024

Response to Written Inquiries:

Question # Vendor Name Solicitation

Section Question Department Response

1 Personalized Events

1.1.3 (p.1)1.1.3 (p.1)

Will there be an aspect of detailed design and detailed personalization needed for each event ?

Yes, depending on the event and would be determined during the PO Scope of Work, Section 5.3.1, Pre- Event Tasks.

2 Personalized Events General

Is there a required Level of Security clearance for event staffers ?

Refer to the Department’s Purchase Order Terms and Conditions, Section F., Background Check and G.

Disqualifying Offenses.

3 Personalized Events

ITB Solicitation Instructions 1.6

(p.2)

Where can pervious cost projections be found, from previously awarded vendors?

The Florida Accountability Contract Tracking System at: https://facts.fldfs.com/Search/ContractSearch.aspx is a centralized platform and available to the public, including details about current and prior contracts, financial data, and images of contract documents.

Contract number LJ005 is an example.

4 Personalized Events

Purchase order scope of work

1.1.3 (p.1)

Are special guest speakers and activities required by the vendor?

No, the Department will be responsible for providing a list of guest speakers and contact information. The Provider will assist the Department in the coordination and logistics of activities, not conducting them. See Change No. 01.

5 Personalized Events

Purchase order scope of work

5.3.7.7 (p.8)

Any specific qualifications on the individuals that provides childcare support

Refer to response for Question #2. While the Scope does not specify individual childcare staff qualifications, the Provider is responsible for ensuring that childcare services comply with all applicable laws, rules, and safety requirements. The Department expects the Provider to use appropriately trained and qualified personnel to ensure child safety and quality care.

6 Personalized s Purchase order scope of work 1.3.5.1( p.3)

With the utilization of this contract for additional events, will there be additional compensation?

The Provider will be compensated for each Event that is delivered in accordance with the PO Scope of Work. As stated in Section 1.6 of the ITB, the Department anticipates awarding multiple contracts through this solicitation. Users of the resulting contracts may request quotes from awarded Providers to determine the total cost for each Event. Providers should be prepared to https://facts.fldfs.com/Search/ContractSearch.aspx

PMT-08 4 Rev. January 30, 2024

Question # Vendor Name Solicitation

Section Question Department Response provide services for one or more Events. Therefore, there likely will not be a single Provider for all Events.

Refer to the Appendix IV, Cost Proposal for additional information.

7 Personalized s Purchase order scope of work 1.3.5.1( p.3)

From pervious vendors are there any projections on the amount of additional events and the amount of attendees expected at each additional event?

The anticipated number of Additional Events outlined in the PO Scope of Work, Section 1.3.5.1 is between 6 and 20 Events annually with as few as 25 attendees up to 700. Actual number of attendees shall be determined in accordance with the PO Scope of Work, Section 5.3.1, Pre-Event Tasks. As stated in Section 1.6 of the ITB, the Department anticipates awarding multiple contracts through this solicitation. Users of the resulting contracts may request quotes from awarded Providers to determine the total cost for each Event. Providers should be prepared to provide services for one or more Events.

Therefore, there likely will not be a single Provider for all Events.

8 Personalized s Purchase order scope of work 5.3.4.9( p.6)

With the solicitation of special event activities, will there be a clear directive on precisely how the department would prefer these activities to be carried out?

Yes, refer to the PO Scope of Work, Section 5.3.1, Pre-Event Tasks, requires the Provider to conduct requirements gathering with the Department and other stakeholders within ten (10) calendar days of notification.

This process ensures that the planning and coordination of all special Event activities are developed in conjunction with the Department’s direction and expectations.

9 CGi General

I would like to confirm whether holding industry certifications such as CMP (Certified Meeting Professional) or CSEP (Certified Special Events Professional) is a mandatory criterion for eligibility, or if a firm with extensive experience—such as decades of

Refer to the PO Scope of Work, Section 5.4.2, Professional Qualifications. The certifications or equivalent years of experience are preferred, not required. A minimum of 3 years proven experience of Events/conferences of similar size and scope to those required by the Department is required.

PMT-08 5 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response supervisory roles in event management—may still be considered responsive and responsible without such certifications. Would a firm lacking formal event certifications be automatically disqualified from consideration, even if it demonstrates substantial experience and capacity to fulfill the scope of work?

10 CGi General What is the confirmed date for the Summit, or is it yet to be determined?

The Florida Children and Families Summit occurs annually, typically in the beginning of September. Refer to response to Question #15.

11 CGi

General How many Office of Child and Family Well-Being Leadership Meetings, Step Into Success Workforce Education & Internship Events, and Stakeholder Events are anticipated throughout the year?

Refer to the response for Question #7.

12 CGi General Will all event elements be held at a single venue, or are off-site events planned?

In general, Events have historically been held at a single venue but may vary depending on the Department’s need.

13 CGi

General

Can you describe the attendee demographics and professional backgrounds?

Attendees vary by Event type but generally represent a broad spectrum of child welfare and human services professionals, stakeholders, and community partners.

For example, the annual Florida Children and Families Summit includes 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’s ad litem, judges, attorneys, law enforcement, juvenile justice professionals, service vendors, and youth. Other Events may involve Department program

PMT-08 6 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response administrators, supervisors, senior leadership, and specialized staff (e.g., Brain, Family Finder, Multi- Disciplinary Team specialists). Step Into Success Events include foster youth, former foster youth, mentors, and Department facilitators. Stakeholder Events may include representatives from partner agencies such as the Department of Juvenile Justice, Department of Education, Agency for Persons with Disabilities, Department of Law Enforcement, Community-Based Care Lead Agencies, and Case Management Agencies.

14 CGi

General Will there be a volunteer component? If so, what is the expected number of volunteers, and will recruitment/management be part of the scope?

No, there will not be a volunteer component.

15 CGi

General Can you provide a draft or outline of the agenda by day for the Annual Child Protection Summit or other major events?

The annual Florida Children and Families Summit Event information including agendas can be found here:

Welcome - 2025 Florida Children & Families Summit

16 CGi General Can you provide a past brochure

/ agenda with pricing?

Refer to response to Question #15.

17 CGi General Will the provider be expected to consult on educational programming?

No.

18 CGi

General Who is responsible for selecting and contracting speakers for the events? Will the provider be involved in sourcing or negotiating speaker agreements?

What is the projected total number of speakers for the Annual Child Protection Summit and other major events?

See Change No. 01.

https://web.cvent.com/event/23d0e4de-39e5-45e8-8a09-eab32851fdcd/summary

PMT-08 7 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

19 CGi

General Has the Department or its previous event management providers engaged with a drayage company and/or decorator in the past? If so, are there preferred vendors or guidelines for these services?

Drayage and/or decorators will vary by Event. The Department does not maintain a list of preferred vendors or established guidelines for these services.

20 CGi General What type of badging is desired for attendees and exhibitors? See Change No. 02.

21 CGi General Will printed materials be distributed onsite, or will they be digital?

Event materials may be printed and distributed onsite, digitally, or a combination of both, depending on the type of Event.

22 CGi

General Does the Department have a preferred event registration system or software, or should the provider propose one?

The Department does not have a preferred registration system or software. Refer to the PO Scope of Work, Section 5.3.3, Event Website.

23 CGi General Will a conference mobile app be included in the scope? See Change No. 03.

24 CGi General Please describe registration categories, pricing, key dates, and any optional/add-on fees.

Refer to response for Question #15.

25 CGi

General What marketing assets will the Department provide (e.g., logos, photography, video from past events)?

The Department will provide all graphics and any needed photos or videos.

26 CGi

General Does the Department have a contact database for marketing?

If so, how many contacts and what types (e.g., past attendees, industry lists)?

The Department conducts internal marketing thru established communication networks. This information will be provided as needed in accordance with the PO Scope of Work, Section 5.3.1, Pre-Event Tasks.

27 CGi General Does the Department use specific marketing software or platforms?

The Department currently utilizes GovDelivery for mass emails, however there is not a specific marketing software or platform preferred.

PMT-08 8 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

28 CGi General Does the Department have existing social media accounts?

If so, on which platforms?

Yes, Facebook, Instagram, and X (formerly known as Twitter).

29 CGi General What is the projected number of booths?

The number varies depending on the Event. For the annual Florida Children and Families Summit, there are approximately 30-50 booths.

30 CGi General

Can you provide a past prospectus or overview of exhibition, sponsorship, and advertising opportunities?

The Department does not maintain a standard prospectus or overview for exhibition, sponsorship, or advertising opportunities. Relevant information for each Event will be provided as needed in accordance with the PO Scope of Work.

31 CGi General

What is the allocated budget range or ceiling for the event management fee under this contract? Understanding the financial parameters will help us develop a realistic and responsive cost proposal aligned with the Department’s expectations.

The solicitation does not specify an allocated budget range or ceiling for the Event management fee.

Providers shall submit Appendix IV: Cost Proposal, to include proposed pricing.

32 ON STAGE

ACADEMY

PO Scope, Section 9.3 /

General

Could you confirm the standard payment term (e.g., Net 15, Net

30) after a deliverable is approved, and whether there is a maximum review period for the Department to approve/reject a deliverable?

Refer to the PO Scope of Work, Section 4.1.2, the Department’s Purchase Order Terms and Conditions.

ON STAGE

ACADEMY

PO Scope, Section 9.1.3, Since advance payments to the Provider are not allowed, may Vendors include pre-payments required by subcontractors or suppliers (e.g., venue deposits, hotel blocks) as part of reimbursable costs in the event budget?

No. All costs included in the Event budget must be incurred by the Provider and reimbursed in accordance with the PO terms. Pre-payments required by subcontractors or suppliers (e.g., venue deposits, hotel blocks) cannot be submitted as reimbursable costs in advance of actual expenditures.

PMT-08 9 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

ON STAGE

ACADEMY

Appendix IV, Cost Proposal

For Deliverable 2 “Event Budget,” should Vendors provide a projected reference budget for each event type as part of this submission, or is the expectation only to create the budget after award and event notification?

Providers do not need to provide a projected budget for each Event type in the response to the Solicitation does not need to include a projected budget for each Event type. It should only include the Appendix IV, Cost Proposal document which shall be a pre-determined, fixed fee as the Provider’s profit for services by deliverable and will be applied to all Event types, regardless of the total cost of the Event itself. The actual budget including the cost reimbursable portions will be determined in accordance with the PO Scope of Work, Section 5.3.1, Pre-Event Tasks and Section 5.3.2, Event Budget, post award with the awarded Provider(s) for each Event.

As stated in Section 1.6 of the ITB, the Department anticipates awarding multiple contracts through this solicitation. Users of the resulting contracts may request quotes from awarded Providers to determine the total cost for each Event. Providers should be prepared to provide services for one or more Events. Therefore, there likely will not be a single Provider for all Events.

Refer to the Cost Proposal for additional information.

ON STAGE

ACADEMY PO Scope, Section 1.3, Pages 2–4

Could the Department provide an estimate of the average number of events per year and the approximate distribution by size (e.g., small <50 attendees, medium 100–300, large 1000+)?

Refer to response to Question #7.

ON STAGE

ACADEMY PO Scope, Section 10, Since travel reimbursement is not permitted, may lodging, meals, or other necessary on-site logistics for staff be included as reimbursable costs in the event budget?

No. Lodging, meals, and other on-site logistics for Provider staff are considered part of the Provider’s services and cannot be included as reimbursable costs.

All such expenses must be covered within the fixed fee proposed in the Appendix IV, Cost Proposal. See Change No .05.

PMT-08 10 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

ON STAGE

ACADEMY

PO Scope, Section 7.1, In the event of cancellation, will the Department reimburse non-refundable deposits and confirmed expenses paid to third-party vendors if they are documented in the approved event budget?

Yes.

ON STAGE

ACADEMY

PO Scope, Section 9.3.5, Should the 0.7% MyFloridaMarketPlace transaction fee be included in the proposed deliverable prices in Appendix IV, or is it deducted from payments issued to the Vendor?

All payments issued by Agencies to registered Providers for purchases of Commodities or Contractual Services shall be assessed the Transaction Fee under Chapter 287, F.S., unless exempt. Additional information regarding this fee can be found here: Transaction Fee and Reporting / MFMP Vendors / MyFloridaMarketPlace / State Purchasing / Business Operations - Florida Department of Management Services

ON STAGE

ACADEMY

General

If the Department requests events outside the scope or volume initially estimated, will the fixed fee per deliverable be renegotiated to reflect the increased scope?

No. The fixed fee per deliverable represents the Provider’s profit and will not change, even if the Department requests additional Events or services outside the initially estimated scope or volume. Any fluctuations in actual Event costs will be handled through the reimbursable cost portion of the budget in accordance with the PO Scope of Work. Refer to Appendix IV, Cost Proposal.

40 AnLar Are there a certain number of events that are anticipated to be in person versus virtual?

All Events that the Provider may be responsible for are anticipated to be held in person. Please refer to PO Scope of Work, Section 5.3.8, which outlines exceptions in the Event of a national or state emergency related to quarantines or restrictions on travel and movement.

AnLar

Is live streaming expected for any of the events? Video recording? Transcribing?

No, this is not expected for the Events, however, in accordance with the PO Scope of Work, Section 5.3.1.1, Requirements Gathering includes determining any needs for Event equipment (audio/video).

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

PMT-08 11 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response

Sponsorships - will the selected vendor be responsible for sourcing sponsorships or will the sponsors list be given to us and we are to organize/communicate with them?

The selected Provider will not be responsible for sourcing sponsorships. The Department will provide information regarding any sponsors, and the Provider will be responsible for organizing and communicating with them as outlined in the PO Scope of Work.

AnLar

Is the selected vendor’s staff to be onsite at all of the events?

No. The only current Event that requires onsite support is the annual Florida Children and Families Summit outlined in the PO Scope of Work, Section 1.3.1. There may be additional Events in the future, but that would be discussed at the procurement.

How are Contract No LJ005 and its amendments, which seem to cover activity through SFY227, related to the vendor who will win this contract, if they are not the incumbent?

This anticipated duration for this solicitation is five (5) years and encompasses a variety of Events and Event services. Any existing contracts for similar services or related Events should be considered informational examples and have no bearing on the potential awards as a result of this solicitation. As stated in Section 1.6 of the ITB, the Department anticipates awarding multiple contracts through this solicitation. Users of the resulting contracts may request quotes from awarded Providers to determine the total cost for each Event. Providers should be prepared to provide services for one or more Events.

Therefore, there likely will not be a single Provider for all Events. Refer to the Cost Proposal for additional information.

What existing contract vehicles are in place to support the activity outlined in 1.3.4, and any specific scope of work for 1.3.5? This will provide clarity to ensure all vendors

Refer to the response to question #44.

PMT-08 12 Rev. January 30, 2024

# Vendor Name Solicitation

Section Question Department Response provide the state with the best available responses.