RFP2026-020 Addendum #1 Q & A.pdf

RFP 2026-020 ADDENDUM NO. 1 Page 1 of 14

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 2026-020

Resiliency Florida Brand Maintenance and Training Platform Implementation

October 29, 2025

This addendum is being issued to provide the Answers to Questions submitted timely by vendors during the Question and Answers period.

Please be advised all questions are keyed as submitted.

1. Hosting and Social Media websites Will the Department grant the selected Contractor administrative access to the existing BuildResiliency.org domain and hosting environment, or should the Contractor plan to host and manage the website independently? Additionally, does the Department have a preferred scheduling or analytics platform—such as Metricool or Meta Business Suite— for managing social media content? Finally, could the Department clarify which social media platforms are currently in use and the preferred types of content (e.g., Reels, Stories, videos, or general posts)?

A. The Department will provide the selected Contractor with access to the existing BuildResiliency.org domain. The selected Contractor may choose to manage the website differently, but the branding of the website and content of the website should remain the same no matter the platform that is used.

The social media posts are created by the Contractor to be posted by the Department on the Department’s social media accounts. Resiliency Florida does not have its own social media accounts. The Department uses X, Facebook and Instagram, with X being the primary account. Social media posts are typically general posts with text and a graphic, but other post types may be requested.

2. Learning Management System (LMS) The RFP references maintaining “the current LMS determined by the Department.”

Please confirm whether the Contractor will utilize an existing DOE-managed LMS or be expected to provide an LMS solution.

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A. The selected Contractor will use Articulate, which is the current LMS.

3. LMS Seat Purchases and Cost Assumptions The scope notes that the Contractor must “purchase additional LMS seats as needed.”

Should the cost of these seats be included within the $600,000 not-to-exceed contract amount, or will DOE manage seat purchases separately under existing LMS licensing agreements? Additionally, can DOE provide any guidance on the anticipated number of new LMS seats that may be required and the expected cost per seat based on current licensing rates?

A. The selected Contractor should plan for the costs of these seats which may vary depending on the demand for the courses. More specifics would be discussed during the contract process.

4. Video Production Requirements and Scheduling For the required videos and testimonials, does DOE anticipate in-person filming across multiple Florida locations, or would a combination of on-site and remote recordings (DOE-approved) be acceptable? Will DOE identify and provide the individuals to be interviewed or filmed, or is the Contractor responsible for recruiting and scheduling participants? Finally, are these interviews and recordings expected to occur within a defined production block or timeframe, or will they be scheduled periodically throughout the contract year?

A. The Department anticipates the videos will be produced through in-person filming across multiple locations throughout Florida. The Department will work with the selected Contractor on the individuals to be filmed. The Contractor will be expected to schedule the filming of the participants. The Contractor may be asked to recruit additional individuals for filming. There is not a set timeframe for filming and producing the videos, but videos will be expected to be produced throughout the contract year with an expectation to begin filming when the contract is signed.

5. Branding and Creative Approval Process Will DOE provide existing Resiliency Florida brand standards and templates, or should the Contractor propose updates and refinements as part of ongoing brand maintenance?

A. The Department will provide the templates and examples of branded items. The expectation is for the branded items to have the same look and format of what has previously been produced. The selected Contractor will be notified if refinements or updates are needed on the brand or any branded items.

6. Reporting Format and Cadence The RFP references weekly performance reports and metrics. Will DOE provide a preferred reporting format, or should the Contractor propose a reporting framework (e.g., Smartsheet, Power BI, etc.)?

A The Department will provide the format for the metrics and reports.

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7. Payment Structure Are payments tied to specific deliverable acceptances, or will invoicing be permitted on a periodic (e.g., monthly) basis tied to ongoing maintenance and reporting activities?

A. Payment for services will be made based on the deliverables and dates specified in contract.

8. Existing Contractor or New Initiative Can DOE confirm whether there is an incumbent contractor currently supporting the Resiliency Florida platform, website, and related materials, or if this solicitation represents a new initiative being outsourced for the first time? If there is an incumbent, could DOE please provide the name of that company and indicate whether the new contract is intended as a continuation of the existing work or a re-competition?

A. Some of the work was performed by Red Hills Strategies. There is not currently an incumbent contractor. All vendors are encouraged to apply.

9. Scope Alignment: Can the Department confirm whether RFP 2026-020 is intended as a continuation and enhancement of the work previously outlined under RFP 2025-117 (Resiliency Florida Design and Platform), or if it should be treated as a new, standalone procurement? Additionally, should proposers reference prior experience or familiarity with the existing platform, or assume a neutral starting point?

A. RFP 2026-020 is a separate procurement. Please refer to page 19 of the RFP for information on the technical proposal.

10. New Deliverables: Training & Endorsement Course: Can the Department please clarify the expected scope and depth of the new deliverables- Resiliency Endorsement Course and Resiliency Coach Training Maintenance? Specifically: a) Should the proposal include full instruction design, LMS integration and content delivery? b) Or is the expectation limited to branding, creative support, and maintenance of existing training content?

A. The Resiliency Coach Training program is already established, and therefore, only maintenance of the existing training will be required for this deliverable. The Contractor will be responsible for ensuring the training program continues to run effectively and efficiently as well as guarantee there are enough seats for participants within the LMS.

For the Resiliency Endorsement Course, the Department will provide the content, and the Contractor will be responsible for turning the content into an asynchronous training, including the branding, instructional design and LMS integration. Once the course has been created and operational, the selected Contractor will be responsible for the maintenance of the endorsement course and the purchase of seats for individuals wanting to participate in the course.

11. Evaluation Criteria: Have there been any changes to the evaluation weighting or scoring methodology from RFP 2025-117? For instance, will additional emphasis be placed on training implementation, scalability, or technical maintenance capabilities in this cycle?

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A. RFP 2026-020 is a separate procurement. Please refer to page 21 of the RFP for information on the criteria for evaluation.

12. Continuity & Referencing Prior Submissions: If a proposer previously prepared material in response to RFP 2025-117, may elements of that submission (e.g., approach, visuals, or work plan) be referenced or built upon in this new proposal, or must all content be newly developed and distinct?

A. Please see question #9.

13. Clarification on Previous RFP (2025-117) Submissions: Out of professional curiosity and a desire to ensure our response to RFP 2026-020 meets all expectations, could the Department please clarify whether the decision to issue this new solicitation reflects unmet requirements from the prior RFP 2025-117, or simply a desire to expand the scope of services (e.g., training and maintenance deliverables)? Understanding this context will help ensure our proposal is fully aligned with the Department’s evolving objectives.

A. Please refer to question #9.

14. Why was RFP 2025-117 “Resiliency Florida Design and Platform” cancelled and reissued as RFP 2026-020 “Resiliency Florida Brand Maintenance and Training Platform Implementation? What specific changes in scope or requirement necessitated the reissuance?

A. Please refer to question #9.

15. Please provide a list of all vendors the Department has previously contracted with for any aspect of Resiliency Florida work, including but not limited to website development, brand creation, content development, curriculum design, video production, LMS services, or platform implementation.

A. Please refer to question #8.

16. For the 30-hour teacher endorsement course, please specify exactly what format and level of completion the Department-provided content will be in:

a. Will content be provided as complete, ready-to-upload course modules with assessments included?

A. Please refer to question #10.

b. Or will content be provided as raw materials (documents, presentations, resources) that require organization into course modules?

c. Who is responsible for ensuring the course meets Florida teacher endorsement accreditation requirements?

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A. The Department will ensure the Resiliency Endorsement course meets educator certification requirements.

17. Who is responsible for developing the assessment components (quizzes, tests, assignments) for the 30-hour teacher endorsement course? Will these be provided by the Department with the content, or is the vendor expected to create assessments that align with Florida teacher endorsement requirements?

18. Regarding the Learning Management System for both the Resiliency Coach training and Teacher Endorsement course:

a. Does the Department have an existing LMS vendor/platform that the selected contractor must use and coordinate with?

b. Or is the contractor expected to procure and manage the LMS platform directly?

c. If we use an existing Department LMS, what platform is it and what level of administration access will be provided?

A. Please refer to question #2. The selected Contractor will receive administrative access to the LMS.

19. For the video production requirement, please clarify the total count and categorization:

a. Are the “10 video of Floridians sharing stories of resilience “and” 10 testimonials from students, parents, and educators” two distinct categories requiring 20 total videos?

b. Or can some videos serve dual purposes (e.g. a parent sharing their resilience story that also serves as testimonial about using the resources)?

c. What is the minimum acceptable total number of unique videos required?

A. Yes, the minimum of 10 videos of Floridians and the minimum of 10 testimonial videos are two distinct categories of videos. That would be a total of at least 20 videos produced within the contract year.

A. The individuals for the videos of Floridians will not be the same subjects as the testimonial videos.

20. What is the “current learning management system (LMS)” that the Department uses and wishes the vendor to maintain?

A. Please refer to question #2.

a. What is the current licensing structure for this LMS? The RFP mentions the possibility of “purchasing additional seats as needed”. How many seats are currently purchased or licensed, and does the Department have an estimate for the number of possible additional seats?

A. Please refer to question #2. There are currently 1,500 seats.

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b. Are all current training courses and courses hosted on this LMS, or will the vendor be responsible for any course/content migration?

A. Articulate is the platform used for the Resiliency Coach volunteer training and will be the platform for the Resiliency Endorsement course.

21. For the production of the “30-hour teacher endorsement course from the material provided by the Department”, does the Department still anticipate that content development will take place in Articulate, as referenced in the previous RFP documentation?

A. RFP 2026-020 is a separate procurement. Please refer to question #20b.

22. Can you confirm that the NTE $600,000 budget is solely for the initial 12-month period of performance and not to extend to cover the entire cost for the potential “renewal for up to three (3) one-year terms?”

A. The cost of this contract is not to exceed $600,000 and is effective for 12 months upon execution of the contract. The resulting contract may be renewed for up to three (3) one-year terms. Renewal will be subject to the availability of funds.

23. What is the content management system (CMS) for the current Building Resiliency website? (e.g. Drupal, Wordpress).

A. Wix.

24. Can you confirm that as part of “Website Maintenance and Enhancement” task in the SOW, the Department wants to maintain the current CMS?

A. Please refer to question #1.

25. What is the current LMS for Resiliency Coach Training? Can you confirm that the Department will want the same LMS for the new 30-hour Resiliency Endorsement Teacher Course?

A. Please refer to question #20b.

26. Are there closed captioning requirements for producing the new videos?

A. Yes.

27. Are there additional language requirements beyond English for producing the new videos?

A.Translated versions of materials will not be needed.

28. For the “Resiliency Coach Training Maintenance” task, will the Department direct/provide content for updating materials or would the selected vendor need to plan

RFP 2026-020 ADDENDUM NO. 1 Page 7 of 14 for potentially engaging stakeholders (e.g., through surveys, interviews) to determine content needs?

A. Please refer to question #9.

29. In 7.2.3 Price Proposal (Part III), it references copies in Microsoft Excel. The only document in the posted RFP that references the Price Proposal is Attachment B.

Attachment B references a “Supplemental tab.” What excel spreadsheet is this part of the RFP referencing?

A. Attachments A and B are the two forms that must be completed.

30. In both 7.2.2 and 7.2.3, the RFP references (1) original and (1) hard copy. What is the difference between an original and hard copy?

A. There is no difference. One is marked original, and the other is marked copy.

31. On the Attachment A Deliverable Due Date form, there is a line for Resiliency Endorsement Course and Resiliency Endorsement Course Development. What is the difference between these two lines?

A. The Resiliency Endorsement Course encompasses weekly performance reports detailing progress and key outcomes on material, design, and presentation of course consistent with Resiliency Florida branding. The Resiliency Endorsement Course Development encompasses the stylization of Resiliency Florida materials provided by the Department; and the support to rollout and implement the materials.

32. Would the Department consider extending the proposal submission deadline, given that there are only five business days between the posting of responses to questions and the required delivery date for printed submissions?

A. The Department will be adhering to the published timeline in the RFP.

33. Is there an incumbent for the Resiliency Florida initiative? If so, what is the name of this vendor?

34. Is this the first time FDOE will be working with a vendor for the Resiliency Florida Initiative?

35. Did the Department design the logo and brand internally, or did an outside vendor create this visual brand? If a vendor did, what is the name of this vendor?

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36. Is there an existing brand guide for the Resiliency Florida brand that the chosen vendor will use as a reference to guide brand maintenance and continued buildout of materials?

A. Please refer to question #5.

37. Page 15 of the RFP states, to drive awareness and engagement. Does this mean the Department wants the scope of this contract to include advertising and outreach efforts to drive audiences to the website or to drive forms submission or course enrollment (teachers, potential coaches, parents, etc.)? If so, can you please explain those engagement and awareness goals?

A. Advertisement and outreach are not included as a deliverable within this RFP. The social media posts, videos and additional items that are created will serve as the materials used to drive awareness and engagement.

38. What are the known key milestones of this project during the 12-month contract (e.g., endorsement course live date, key events that may need to use finalized testimonial videos.).

A. The deliverables listed in section 6.1 should be achieved within the first 12 months of the contract.

39. Will hard costs, such as printing materials or advertising/media placement, be covered separately by the Department, or should they be factored into the vendor’s proposed budget?

A. All costs, including the printing of materials and advertising, should be included in the total cost of the contract.

40. Will the payment schedule for the resulting contract be provided on a monthly flat rate payment in accordance with the approved project budget, or is there another payment schedule already preferred by the Department?

A. Please refer to question #7.

41. The RFP states that a Communication Plan will need to be delivered. Does the Department envision this plan as an internal project management tool to guide communication throughout the project process, or as a document that would guide external communication efforts such as outreach strategies and messaging?

A. The Communication Plan will include weekly meetings and summaries documenting feedback, decisions, and next steps.

42. How many email addresses do you have currently collected from the “Keep in Touch” form on the website?

A. Approximately 1,800 email addresses have been collected as of October 2025.

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43. We see that the current BuildResiliency.org website is built using Wix. Can you please describe the reasons why the Department chose this website builder platform? Can the chosen vendor suggest and build a CMS other than Wix if the capabilities and security are better?

A. The selected Contractor can propose a new CMS, per the Department’s approval, if the proposed website platform offers increased capabilities and better security. Please also refer to question #1.

44. Who currently owns the domain, and with which hosting provider does the site currently reside? Can hosting be moved to another provider at the recommendation of the chosen vendor?

A. The Department currently owns the domain. Please refer to questions #23 and #43.

45. Should costs related to web hosting, domain renewal, and potential software licensing be included in the proposal budget, or are those maintained directly by the Department?

A. All costs, including the web hosting, domain renewal and potential software licensing, should be included in the total cost of the contract.

46. We see there are forms on the website. Which platform provider is used for the forms (collection and security)?

A. Please refer to question #23.

47. Will the awarded contractor receive full administrative access to the existing website, including hosting, analytics, and domain management, or will changes need to be routed through DOE’s internal IT team?

A. The selected Contractor will receive full administrative access to the existing website.

48. Will the content for the initiative materials and website continue to be developed solely by Department staff, or would the Department desire additional development support from a vendor?

49. Will the initiative’s content be completely new, or will it build on what is currently offered via buildresiliency.org and CPalms?

A. The items created will build on what is currently offered on BuildResiliency.org. The new materials will follow the same format and brand already established through items on the BuildResiliency.org website.

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50. In section “3.1 Purpose,” the Department states, “These materials will equip educators with the tools and strategies needed to promote resiliency to students.”

Has the Department already identified these “tools and strategies,” or would the contractor be responsible for subject matter expertise to help produce these?

51. Should new materials (e.g., toolkits, fact sheets, presentations) be delivered in editable design templates, or as finalized print-ready/digital-ready files only? If editable files are desired, will Adobe files be acceptable (e.g., InDesign)?

A. Items should be produced in final form. Editable files are not desired.

However, the selected Contractor should save all iterations of documents as edits and corrections are provided.

52. Can the Department estimate the average number of materials (e.g., toolkits, social graphics, newsletters) expected per month to ensure accurate workload projections?

A. Please refer to the scope of work of the RFP. Additional details will be determined during contract development.

53. Does the Department have a list of materials to be included in the various toolkits?

A. A template of the toolkit will be provided to the selected Contractor. The toolkit will be updated each month with new content, but the format of the toolkit will remain the same. Examples of past toolkits are available at https://www.buildresiliency.org/additionalresources.

54. Will the “volunteer training course” referenced in section “3.1 Purpose” be provided online or in person?

A. The Resiliency Coach Volunteer training course is housed in an LMS.

55. Will the Department provide the featured Floridians for the 10 resiliency videos requested, or will the vendor be expected to identify these individuals?

A. The Department will identify the featured Floridians.

56. Can you please explain what the role of the vendor will be to “use subjects in other communications opportunities?”

A. The Department will determine additional communications opportunities.

57. Will the Department require the contractor to provide translated versions of any materials (e.g., toolkits, website content, videos, or outreach materials) in Spanish or other languages?

https://www.buildresiliency.org/additionalresources

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A. Please refer to question #27.

58. The RFP references maintaining and updating a learning management system (LMS), as "determined by the Department” for the Resiliency Coach Training. Can you please clarify which LMS platform is currently being used, or which ones are being considered (e.g., Canvas, Blackboard, or a proprietary system)? How many seats are already purchased for this LMS? How many seats does the Department estimate will be needed during the 12 months of the contract resulting from the

RFP?

A. Please refer to questions #2, #3 and #20a. Additional details will be determined during the contract development.

59. What does the Resiliency Coach “training” currently include – slide presentations, facilitator live training, webinar, in-person group activity, etc. (this cannot currently be seen on the initiative website)?

A. The Resiliency Coach training is an on-demand training housed in an LMS.

60. How many Resiliency Coaches are currently certified? How many interest forms have been completed to date?

A. There are approximately 3,000 individuals that have expressed interest in the Resiliency Coach training as of October 2025. Over 800 courses have been completed.

61. What role does the Department see the chosen vendor having in the development of the 30-hour teacher endorsement course?

A. Please refer to question #16.

62. Is it the vision of the Department that the chosen vendor will help the Department identify potential LMS options, gather requirements for that review, and implement a new LMS for the Department?

A. Please refer to question #43.

63. How many LMS seats will be required for the Teacher Endorsement course during the 12 months of the contract?

A. Please refer to question #3.

64. Will the Department grant the chosen vendor admin-level access to the LMS for both the Coach Training and Teacher Endorsement courses?

A. Please refer to question #47.

65. Has DOE identified a preferred LMS platform for the Resiliency Teacher Endorsement course?

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A. Please refer to question #20b.

66. Will DOE provide administrative access to the LMS for uploading and managing content, or must the vendor host the course independently?

A. Please refer to question #47.

67. The RFP states that the vendor will “monitor and upkeep website hosting and domain.” Can DOE clarify whether the BuildResiliency.org domain and hosting are currently active under DOE’s ownership, or whether the vendor will assume or transfer hosting responsibilities?

A. The Department currently owns the domain, and the selected Contractor will assume all hosting responsibilities.

68. Will DOE assist with identifying and securing subjects (students, educators, parents) for the required 20 videos/testimonials, or is that the vendor’s responsibility?

A. Please refer to question #55.

69. What is the expected venue for the weekly meetings (in-person, virtual, etc.)?

A. The weekly meetings may be held virtually or in-person.

70. What is the current LMS System being used by the Department? Will the LMS system be paid for by the Department or is this something that we need to cost out?

A. Please refer to questions #2 and #39.

71. What are the costs per seat for the LMS? What is the anticipated number of new seats to be purchased in any given year?

A. Please refer to questions #3 and #20a.

72. What are the estimated travel expectations for this contract? (Location throughout Florida, frequency, etc.)

A. The travel expectations will be as needed by the selected Contractor to ensure the completion of deliverables. The selected Contractor should expect to travel to conduct in-person filming for the videos outlined within the deliverables.

73. Are proposers expected to host any Department meetings, site visits, or collaborative sessions at their stated physical facility during the contract period, or are all communications and meetings intended to be handled virtually or at Department designated sites?

A. All communications and meetings will be held virtually or at locations determined by the Department.

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74. Will the Department allow proposers to identify proposed positions, along with descriptions of their functions and responsibilities, in lieu of providing specific individuals resumes at the time of submission- provide that final personnel selections will be subject to Department review and approval prior to contract initiation? This approach would allow the proposer to ensure the recruitment and placement of highly qualified individuals whose expertise aligns precisely with the Department’s final scope, timelines, and deliverable expectations, while maintaining full compliance with Department approval requirements.

A. Yes.

75. Do all services provided need to be on -site?

A. Please refer to question #73.

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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.

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