Travel Mileage Reimbrusement And Fleet Management Application(S)

The Florida Department of Children and Families (DCF) has issued a solicitation (ITB-12658 / DCF ITB 2425 077) seeking respondents to provide a comprehensive cloud-based solution consisting of two integrated applications: a Travel Mileage Reimbursement Application and a Fleet Management Application. The Travel Mileage Reimbursement Application is intended to automate mileage tracking for Adult Protective Investigators, Child Protective Investigators, and Field Support Staff, allowing efficient export of weekly or monthly mileage data directly into the Department of Financial Services and DCF reimbursement forms. The Fleet Management Application will serve as a companion solution designed to monitor, optimize, and manage the Department’s vehicle fleet, supporting scalability for approximately 1,200 vehicles with capacity to expand up to 3,500. Both applications will be cloud-hosted, web-based, and must integrate seamlessly with key Department systems, including the Identity Access Management system (Okta), Enterprise Data Warehouse (Azure Synapse), data replication tools (Qlik Replicate), and the API platform (Mulesoft), while providing GPS and mobile device geo-tracking functionalities. The contract term is anticipated from January 1, 2026, through December 31, 2029, with options for renewal, and the Travel Mileage Reimbursement Application is required to be operational by July 1, 2025. The Department emphasizes compliance with Florida statutes governing travel and reimbursement policies, including adherence to travel mileage calculation standards via the Florida Department of Transportation (FDOT) Official Highway Mileage Viewer, and requires both applications to generate reports aligned with these policies. Vendors must demonstrate capability through technical responses, certifications, and cost proposals offering tiered pricing models to accommodate user and vehicle count fluctuations. The contract includes detailed performance standards, inspection and acceptance criteria, and terms addressing delivery, liability, and corrective actions for non-performance. Additionally, contractors and their personnel are subject to statutory background checks and E-Verify employment eligibility requirements, ensuring security and regulatory compliance. The solicitation supports diversity and subcontracting opportunities, granting the Department discretion to award contracts to responsive and responsible vendors that best meet the specified technical and operational criteria.