RFP 2025-115 Addendum #1 QA.pdf

FLORIDA DEPARTMENT OF EDUCATION

BUREAU OF CONTRACTS, GRANTS AND PROCUREMENT

MANAGEMENT SERVICES

325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

Addendum #1

BID NO.: RFP 2025-115

Commissioner of Independent Education (CIE) Webcasts July 15, 2025

This addendum is being issued to amend section 6.1 Deliverable and Attachment A Deliverables Due Date form to remove July 25 meeting date from the original contract term and to provide the Answers to Questions submitted timely by vendors during the Question and Answers period.

1.1 DELIVERABLES

Contractor agrees to perform the following:

Deliverable Estimated Meeting Dates

Original Term (Year

1)

First Renewal (Year 2)

Second Renewal (Year

3)

Full production of multi-camera webcast for Commission agenda meeting with twenty (20) DVD copies provided to the Commission office.

July 2026 July 2027

Full production of multi-camera webcast for Commission agenda meeting with twenty (20) DVD copies provided to the Commission office.

September

September 2026 September 2027

Full production of multi-camera webcast for

Commission agenda meeting with twenty (20) DVD copies provided to the Commission office.

November

November 2026 November 2027

Full production of multi-camera webcast for Commission agenda meeting with twenty (20) DVD copies provided to the Commission office.

January 2026 January 2027 January 2028

Full production of multi-camera webcast for Commission agenda meeting with twenty (20) DVD copies provided to the Commission office.

March 2026 March 2027 March 2028

Full production of multi-camera webcast for

Commission agenda meeting with twenty (20) DVD Copies provided to the Commission office.

May 2026 May 2027 May 2028

RFP 2025-92 ADDENDUM NO. #1 Page 2 of 4

Please be advised that all questions are keyed as submitted.

1. Will the CIE meetings be in the same venue each time? Can you provide the location, room dimensions, internet specs, and setup access?

Answer: The in-person meetings are typically held in a hotel meeting space in or near the Orlando area. More recent meetings have been held at The Florida Hotel (1500 Sand Lake Road, Orlando, Florida 32809), Mission Resort and Club (10400

County Road 48, Howey-In-The-Hills, FL 34737) and Orlando Marriott Lake Mary 1501 International Parkway, Lake Mary, Florida 32746). The specific space for each meeting is not known at this time as formal contracts are required with each hotel and the meeting venue varies by space availability at the time of the contract. The Commission typically requests a room of at least 3,000 square feet with a hard wire connection for the AV team. In the event hard wired internet is not available, or is not reasonably priced, the Commission does request a wireless internet connection with at least 5Mbps. There are currently three

(September 2025, November 2025 and March 2026) virtual meetings scheduled for the 2025 – 2026 fiscal year and the venue will be a meeting space available within the Florida Department of Education (Turlington Building) in Tallahassee, Florida.

The Commission includes a set up day for the AV team in all plans for meetings.

At a minimum, access to the meeting venue is requested the day prior to the meeting no later than 12:00 pm. In the event a meeting venue is not available for this specific time, the AV team will be notified of the availability at least one week prior to the event taking place.

2. Can the CIE confirm whether they will provide credentials to an existing streaming platform, or does the contractor need to fully host and maintain their own streaming server for each webcast?

Answer: The contractor will be responsible for access to any streaming server.

3. Are there any specific formatting or labeling requirements for the 20 DVDs (e.g., file type, menu navigation, printed label, or case)?

Answer: There is no specific formatting or labeling required other than the date the meeting is taking place.

4. Will a minimum of 2 hours for setup on the morning of each webcast always be guaranteed, and is there any opportunity for earlier access for more complex setups?

Answer: Commission meetings typically begin at 9:00 am. Meeting room access is requested the day before any scheduled meeting no later than 12:00 pm for initial set up. In the event a meeting venue is not available for this specific time, the AV team will be notified of the availability at least one week prior to the event taking place. In addition, Commission staff request access to the meeting room no later than 7:00 am the day of the meeting.

https://www.missionresortandclub.com/ https://www.marriott.com/hotels/travel/mcoml-orlando-marriott-lake-mary/

RFP 2025-92 ADDENDUM NO. #1 Page 3 of 4

5. If a meeting extends beyond the standard full day hours, how should additional time (half/full day) be invoiced—as a flat rate or prorated?

Answer: The vendor has the option to invoice for this at a flat rate or prorated rate. The most recent purchase order included additional time at a flat rate for an additional half day. Most Commission meetings begin at 9:00 am and end before 5:00 pm.

6. Is there a preferred shipping method or delivery service for the DVDs and/or any post-event files?

Answer: There is no preferred shipping method or delivery service for these files.

7. Can vendors propose adjusted rates for Year 2 and Year 3 in the renewal terms to account for inflation or cost changes, or must the price remain flat for all three years?

Answer: Adjusted rates are permitted in the proposal.

8. Are travel, lodging, and per diem expenses expected to be included in the base price per event, or will there be an opportunity to bill travel separately on a per-meeting basis?

Answer: All expenses are expected to be included in the base price proposal per meeting event. Payment will be issued based on any issued state purchase order upon receipt of appropriate invoice after each meeting.

9. What is the standard lead time for confirming each meeting’s exact date and location?

Answer: Meeting dates through the end of 2026 are currently posted on the Commission’s website (See: https://www.fldoe.org/policy/cie/calendar.stml). The Commission is currently in the process of securing meeting venues, but these are based on the availability of space at the venues who submit proposals.

Meeting spaces are typically known at least one month prior to the event taking place.

10. In the event of a schedule change or cancellation, what is the minimum notice period the Commission will provide, and how will compensation or rescheduling be handled?

Answer: Schedule changes or cancellations usually only occur due to acts of nature and any such notices are communicated to the AV team within 48 hours of occurring. Any rescheduled meetings are typically done within one month of the original scheduled date but will be based on the venue’s space availability and

Commission member availability.

11. While two consecutive days are assumed, does the department anticipate any multi -day meetings being split across non-consecutive days, or will all meetings follow the back-to-back format?

https://www.fldoe.org/policy/cie/calendar.stml

RFP 2025-92 ADDENDUM NO. #1 Page 4 of 4

Answer: All meeting events will be scheduled in consecutive days.

12. Can you provide the previous contracted price?

Answer: The previous contracted price was $90,000 for the 6 scheduled meetings each fiscal year (or $15,000 per meeting).

13. Is there a standard budget for this project?

Answer: The Commission has budgeted this contract to not exceed $100,000 for the 6 scheduled meetings each fiscal year.

Potential proposers have 72 hours from posting of addenda to protest the requirements of each addendum. 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.

YOUR PROPOSAL WILL NOT BE COMPLETE WITHOUT THIS PAGE

SIGNED AND INCLUDED!

Vendor Name – written:

Authorized Signature:

Authorized Signature - written:

Mailing Address:

City, State & Zip Code:

Telephone: Fax: E-Mail Address: