Integrated Data Management System Request for Proposals (RFP) #2022.2023-0004
Organization Information
The Early Learning Coalition of the Big Bend Region, Inc. (ELC) operates as a not-for-profit corporation and incorporated as the Leon School Readiness Coalition in 2001 as required by the School Readiness Act of 1999 (F.S. 411.01). In response to legislative requirements, ELC has gone through several transitions, mergers as well as name changes, and expanded its service area in 2005 to encompass the seven counties it serves today.
Headquartered in Tallahassee, Florida, ELC currently has 47 employees and proudly serves Gadsden, Jefferson, Leon, Liberty, Madison, Taylor, and Wakulla Counties. A contracted partner with the Florida Department of Education’s (DOE) Division of Early Learning (DEL), ELC is responsible for the administration of the School Readiness (SR) and Voluntary Prekindergarten (VPK) programs.
Statement of Need
ELC is inviting qualified companies that have a demonstrated history of providing integrated data management systems that (1) cull data from various other data systems; (2) houses large amounts of statistical, demographic, financial, and other data; and (3) has the functionality of a consolidated data management system with customized reports and forms to submit proposals to this solicitation, “Integrated Data Management System Request for Proposals (RFP) #2022.2023-0004.”
The objective of this Request for Proposal (“RFP”) is to procure a contract for a cloud-based integrated database management system to provide the most advantageous solution for ELC. The desired integrated data management system must be able to generate, create, manipulate, import and/or export customizable reports as described in the Statement of Work (SOW) identified further below in this document.
Contract Term
The original contract term (“Term”) will be for period of two years. After completion of the first Term, ELC may renew the agreement annually up to three successive one-year terms contingent upon satisfactory performance and availability of funds. ELC also may exercise the option to apply an extension period, up to a total of six months, after completion of the last contract year initiated.
ELC anticipates the first Term will begin May 1, 2023, or on the date the contract is signed by the last party required to sign (“execution date”), and end April 31, 2025, or two years from the date executed.
(Skipped Section IV. Download using link to see complete RFP)
| Procurement Schedule | Due Date | Time (EST) | |
| 1. | Release RFP | 03/03/23 | 8:00 a.m. |
| 2. | Deadline to e-mail Notice of Intent (NOI) to Apply | 03/07/23 | 6:00 p.m. |
| 3. | Deadline to e-mail Technical Questions | 03/07/23 | 6:00 p.m. |
| 4. | Anticipated Date to Post FAQ’s on ELC’s website | 03/09/23 | 8:00 a.m. |
| 5. | Proposal Due Date (E-mail PDFs to ELC) | 03/16/23 | 6:00 p.m. |
| 6. | Public Opening of all Proposals (Zoom Meeting) | 03/16/23 | 6:01 p.m. |
| 7. | Formal Evaluation Period | 03/17/23 to 03/21/23 | |
| 8. | Panel Presentation | 3/21/2023 | Times will be scheduled via email |
| 9. | Anticipated Date to Post Notice of Intent to Award (NOIA) | 03/30/23 | 8:00 a.m. |
| 10. | Anticipated End of 72 Hour (Three Business Days) Period to Protest NOIA. | 04/03/23 | 6:00 p.m. |
| 11. | Anticipated End of 10 Calendar Day Period for Formal Written Protest with Bond (1% of Contract Value). F.S. 60A-1.021, 287.042(2) (c) and 120.57(3)(b). | 04/13/23 | 6:00 p.m. |
| 12. | Executive Committee Reviews and Votes on Professional Services Contract | 04/20/23 | 10:00 a.m. |
| 13. | Board of Directors Votes on Executive Committee Recommendations for Professional Services Contract. | 04/27/23 | 11:30 a.m. |
| 14. | Anticipated Contract Start Date | 05/01/23 |
*The receipt of a formal written protest stops the solicitation process per 120.57(3)(c) F.S.
ELC must receive any formal written protest post-marked or hand-delivered before the end of the ten (10) calendar day period (see above RFP Schedule). Any individual or firm submitting a protest must also submit a bond equal to 1% of the contract value per Florida Statutes 287.042(2) (c) and 120.57(3)(b).
Failure to file a formal written protest within the time prescribed in section 120.57(3)(c), shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.
Only proposals completed using ELC’s electronic proposal template and submitted electronically on or before March 16, 2023, by 6:00 p.m., will be considered for review.
Prior to engaging in any agreement for services with the selected Proposer (“Contractor”), ELC will conduct reference checks and verify the Contractor is not on any state or federal discriminatory, excluded, convicted felon, or debarred lists that would deem its firm ineligible.
ELC reserves the right to select more than one firm from the RFP and engage with them for any part of the work outlined in the Statement of Work (SOW).
Final Updates for RFP #2022.2023-0004:
ELC has scheduled two ZOOM meetings as indicated in the above RFP schedule:
1) Topic: Integrated Data Management System RFP – Public Opening of All Proposals (6:01 PM to 6:30 PM)
Time: Mar 16, 2023 06:01 PM Eastern Time (US and Canada)
Meeting ID: 857 7882 3708
Passcode: 224399
2) Topic: Proposer Panel Presentations (1 to 2:30 PM)
Time: Mar 21, 2023 01:00 PM Eastern Time (US and Canada)
Meeting ID: 832 6302 5396
Passcode: 151372
ELC has elected to invite all Proposers who submit timely proposals to give 10-minute presentation between 1:00 p.m. and 2:30 p.m. on Tuesday, March 21, 2023, and will e-mail them a proposal outline with their scheduled times by 6 p.m., Friday, March 17, 2023.
