Employee Recognition System

The contract with the Florida Department of Revenue (FDOR) for an Employee Recognition System is a fixed-price, deliverable-based agreement designed to procure a comprehensive, vendor-hosted, cloud-based SaaS recognition platform. The scope emphasizes implementing an innovative system capable of supporting approximately 4,500 users, with functionalities including employee nominations, approvals, milestone and retirement recognitions, and various recognition campaigns. The contractor will be responsible for end-to-end fulfillment, including sourcing, packaging, shipping, tracking, and delivering awards—ranging from branded items to digital certificates—within specified timeframes, ensuring defect-free, timely delivery, and providing proof of delivery. The contract mandates strict adherence to branding standards, security protocols, and data retention laws, with the contractor bearing all costs associated with packaging, shipping, and tracking, and prohibiting additional fees or minimum order requirements. The agreement incorporates detailed technical, security, and functional requirements, including system availability, encryption standards, integration with existing FDOR systems (e.g., SSO, Active Directory), and compliance with Florida cybersecurity laws and ADA standards. The procurement process involves a rigorous evaluation of proposals based on mandatory compliance, technical merit, and cost, with scoring criteria covering organizational capability, system features, security, fulfillment, and references. Vendors must submit separate volumes for administrative, technical, and cost data, including detailed forms, certifications, and narratives demonstrating their system’s capabilities and compliance. The contract also includes provisions for project management, implementation milestones, performance metrics, and financial penalties for non-compliance, such as system downtime or late award fulfillment. The FDOR reserves the right to modify contract terms during the term, and the contractor must ensure confidentiality, proper record retention, and lawful employment practices, including employment verification via E-Verify. Overall, the contract aims to establish a robust, secure, and user-friendly recognition platform that enhances employee engagement, morale, and organizational culture within the parameters of Florida law and administrative standards.