Information Technology Oversight

Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
INVITATION TO NEGOTIATE
Information Technology Oversight
ITN#2026ITO
SECTION 1: INTRODUCTION
1.1 STATEMENT OF NEED
The purpose of the Early Learning Coalition of Osceola County is to develop, implement, and
monitor the School Readiness (SR) and Voluntary Prekindergarten Programs (VPK) to ensure
Osceola County's youngest citizens will receive quality, comprehensive early learning services
appropriate to their needs, thereby assuring their readiness to enter kindergarten.
The Early Learning Coalition (ELC) is issuing this Invitation to Negotiate (ITN) to solicit proposals
from qualified firms ("Proposers") to provide Information Technology oversight, cybersecurity
services, and systems support. The selected Proposer will work collaboratively with an ELC-assigned
IT staff member to enhance system performance, cybersecurity posture, operational efficiency, and
compliance with applicable State and Federal requirements.
Negotiations can happen with various companies/vendors to ensure that these are selected based
on their areas of expertise.
The Coalition issues this Invitation to Negotiate (ITN) with the explicit understanding that minor and
major changes may be made, up to and including the option to rescind this ITN in its entirety, if
such is in the best interest of the Coalition.
1.2 DEFINITIONS
In this ITN, capitalized terms used herein shall have the meaning ascribed thereto in Chapter
287.057, Florida Statutes, Chapter 255.25, Florida Statute, and Section 1002, Florida Statutes. In
addition, Attachment K - Definitions, list terms and their specified meanings, unless expressly
provided or unless the context otherwise requires.
1.3 ELIGIBLE PROPOSERS
All public and private corporations properly organized in accordance with State and Federal law
and in business for at least one year may submit a Proposal for the provision of services as defined
within this ITN. Minority operated businesses are encouraged to submit a Proposal.
No Proposer will be considered if:
1) The Proposer has been convicted of a public entity crime, or has been placed on the
convicted vendor list or has been placed on the discriminatory vendor list pursuant to
Section 287.134, F.S.
2) The Proposer has been debarred or suspended or otherwise determined to be ineligible to
receive federal and/or state funds by an action of any governmental agency.
3) The Proposer's previous agreement(s) with the Coalition or any other State of Florida or state
affiliated agency including other Early Learning Coalitions have been terminated for cause.
4) The Proposer has not complied with an official order to repay disallowed costs incurred
during its conduct of programs or services.
5) For any cause for which the Proposer is determined non-responsive or non-responsible.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
1.4 AUTHORITIES
This ITN is issued in compliance with the following programmatic authority:
1) Authority for the Florida Office of Early Learning and for the local School Readiness
Coalitions is provided in Part VI of Chapter 1002, F.S.
2) Authority for the Voluntary Pre-Kindergarten Education Program is provided in Part V of
Chapter 1002, F.S.
3) Authority for Procurement of Personal Property and Services is provided in the Coalition's
Grant Agreement with OEL and Chapters 255 and 287, F.S.
1.5 FURTHER CONDITIONS
It is essential to the administration, coordination, availability, and delivery of School Readiness and
VPK services that the Proposer be impartial in all matters. Therefore, the Coalition reserves the
right to reject a Proposal where there will be a continuing or frequently recurring conflict between
the Proposer's private interests and the performance of the Proposer's duties in the public's
interest. The Coalition reserves the right to evaluate any disclosed conflict of interest and to
determine, in its reasonable discretion, whether such conflict is material. The Coalition may permit
participation where a conflict is determined to be non-material or where adequate mitigation
measures are implemented to ensure the Proposer's independence and objectivity. Any such
determination shall be documented in writing. Notwithstanding the foregoing, the Coalition shall
disqualify any Proposer where a conflict of interest is determined to be material and not capable
of adequate mitigation.
This ITN does not commit or obligate the Coalition to award an agreement, to commit any funds
identified in this ITN document, to pay any costs incurred in the preparation or presentation of a
Proposal to this ITN, to pay for any costs incurred in advance of the execution of an agreement.
Payment for the provision of services from any agreement award resulting from this ITN is
contingent upon an annual appropriation by the State of Florida Legislature and availability of any
and all applicable federal funds.
The Coalition furthermore reserves the right to:
1) Reject any and/or all Proposals in whole or in part as the Coalition deems is in its best
interest.
2) Change or waive any provisions set forth in this ITN.
3) Return non-responsive Proposals without review.
4) Waive informalities and minor irregularities in Proposals received, as the Coalition deems
appropriate.
5) Request additional data, technical or price revisions, or oral presentations in support of the
written Proposal.
6) Independently determine that an arms-length agreement exists between the Proposer and
any sub-Proposers or vendors they might choose to use.
7) Verify any factual information as it is presented within the Proposal.
8) Require the establishment of escrow accounts for a Proposer that currently has outstanding
debts to the Coalition as a result of audits or monitoring reviews.
9) Conduct an analysis that may include, but is not limited to, a review of the Proposer's, record
keeping procedures, management systems, accounting and administrative systems,
personnel qualifications, program materials, customer satisfaction levels, previous
agreement performance records and adherence to current budget/agreement requirements.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
10) Change specifications and modify agreements as necessary to facilitate compliance with
legislation, regulations and policy directives, to manage funding and/or to meet the needs
of children, families, and caregivers.
11) Conduct analysis of the budget and projected costs submitted by the Proposer in response
to this ITN.
12) To make any and all determinations exclusively which it deems necessary to protect the best
interests of the Coalition, early learning programs and/or the families and children who are
served by the Coalition either directly or indirectly through any of its Proposers. The
absence of the Coalition setting forth a specific reservation of rights does not subject other
areas of any agreement resulting from this ITN to mutual agreement.
13) Must be authorized to do business in the State of Florida and in Osceola County, Florida and
if necessary, must possess any registrations or licenses required by law to provide the scope
of services set forth in this ITN.
14) If the contract terms are not accepted, we reserve the right to proceed with the next highest-
scoring vendor who best meets the ITN criteria and aligns with the needs of our agency. In
the event that any subsequent vendor also declines the terms, we reserve the right to cancel
this ITN and reissue it to solicit additional proposals.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
SECTION 2: INVITATION TO NEGOTIATE (ITN) PROCESS
2.1 PROCUREMENT SCHEDULE
The Coalition's ITN process will generally adhere to the following procurement schedule. The dates
and locations listed below are subject to change. Proposers will be notified of any changes made
to the procurement schedule. All times are Eastern Standard Time (EST).
ACTIVITY DATE LOCATION*
1 Announcement and Release April 22, 2026, 4:00 Announcement will be posted on Coalition's
of Invitation to Negotiate p.m. EST website
2 Last day for submission May 5, 2026, 4:00 p.m. Written inquiries may be submitted via e-mail,
of written inquiries EST certified mail.
3 Coalition response to May 8, 2026, 4:00 p.m. Responses will be posted on Coalition's
written inquiries EST website
4 Deadline for Receipt of May 19, 2026, 4:00 p.m. Submitted by mail or email:
Proposals EST EARLY LEARNING COALITION OF OSCEOLA COUNTY
ATTN. Carmen Garcia RE: ITN#2026ITO
1950 E Irlo Bronson Memorial Hwy, 2nd Floor
Kissimmee, FL 34744
Or by email: cgarcia@elcosceola.org
Please add the ITN number and name in the subject line
5 Anticipated Negotiations & May 20, 2026 - June 5, Notification will be provided with the option to
Presentations 2026, 4:00 p.m. EST attend in-person and/or virtually, as
determined by the evaluation committee.
6 Anticipated Time period for June 8, 2026 - June 12, Evaluation Committee Only
evaluation of negotiated 2026, 4:00 p.m. EST
proposals and
recommendation
7 Anticipated Posting of June 15, 2026, 4:00 Notice of Award will be posted on Coalition's
Notice of Intent to Award p.m. EST website.
*Timeline is subject to change. Notification of any changes will be posted on our Coalition website at https://elcosceola.org/vendors/
2.2 OFFICIAL CONTACT PERSON
The Early Learning Coalition of Osceola County, Inc issues this ITN. The contact person listed below
is the sole point of contact for this ITN.
Carmen Garcia, Grant Manager
E-mail: cgarcia@elcosceola.org
2.3 LIMITATIONS ON CONTACTING COALITION PERSONNEL
A "Cone of Silence" is hereby established for this solicitation. The Cone of Silence shall commence
upon issuance of this ITN and shall terminate upon posting of the Notice of Intent to Award or
cancellation of the solicitation.
During the Cone of Silence, Proposers are prohibited from contacting Coalition personnel or Board
members regarding this solicitation other than the contact person identified in Section 2.2 of this
document. Any violation may result in the disqualification of the Proposer. Please refer to Section
2.4 for instructions regarding inquiries.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
2.4 INQUIRIES
All inquiries requesting clarification regarding this ITN must be made in writing to the identified
contact person and received no later than May 1, 2026, at 4:00 PM EST. WRITTEN INQUIRIES MAY BE
SUBMITTED VIA E-MAIL OR CERTIFIED MAIL. It is the responsibility of the Proposer to ensure that
electronic information has been received by the Official Contact listed above on or before the date
stated above.
Coalition responses to written inquiries will be posted on the Coalition's website at
https://elcosceola.org/vendors/ no later than May 8, 2026, at 4:00 PM EST.
2.5 ACCEPTANCE OF PROPOSALS
A complete ITN proposal must be received in the Coalition office no later than May 22, 2026, at 4:00
PM EST to the following:
Certified Mail:
Early Learning Coalition of Osceola County
ATTN. Carmen Garcia RE: ITN#2026ITO
1950 E Irlo Bronson Memorial Hwy, 2nd Floor
Kissimmee, FL 34744
Or by E-mail: cgarcia@elcosceola.org
Please add the ITN number and name in the subject line (Refer to Section 6 for instructions on Submission of ITN documents)
Any Proposal submitted shall remain firm and valid for one-hundred eighty (180) days after the
response submission due date, or until an Agreement is fully executed, whichever occurs first. No
changes, modifications or additions to the submitted Proposal will be accepted by or be binding on
the Coalition after the deadline for submitting Proposals has passed.
SUBMISSION RESPONSIBILITY AND RECEIPT
RESPONDENTS ARE RESPONSIBLE FOR ENSURING THAT ALL PROPOSALS SUBMITTED TO THE
COALITION, INCLUDING INQUIRIES, ARE RECEIVED AT THE DESIGNATED LOCATION AND PRIOR TO THE
SPECIFIED DATE AND TIME.
ANY PROPOSAL NOT RECEIVED BY THE COALITION AT THE SPECIFIED LOCATION AND BY THE STATED
DEADLINE, REGARDLESS OF ANY REASON, INCLUDING BUT NOT LIMITED TO TRANSMISSION ERRORS,
DELIVERY ISSUES, OR TECHNICAL DIFFICULTIES WILL BE CONSIDERED LATE AND WILL NOT BE
EVALUATED AND WILL BE UNOPENED. PLEASE NOTE THAT ANY SUBMITTALS WILL BECOME SUBJECT TO
APPLICABLE FLORIDA LAW PUBLIC RECORDS LAWS AFTER AWARD.
THE COALITION WILL PROVIDE AN ACKNOWLEDGMENT EMAIL FOR PROPOSALS RECEIVED.
RESPONDENTS ARE ENCOURAGED TO FOLLOW UP WITH THE COALITION IF AN ACKNOWLEDGMENT IS
NOT RECEIVED WITHIN A REASONABLE TIME AFTER SUBMISSION, IN ORDER TO CONFIRM THAT YOUR
PROPOSAL HAS BEEN SUCCESSFULLY RECEIVED. SUCH FOLLOW-UP IS FOR ADMINISTRATIVE PURPOSES
ONLY AND WILL NOT IMPACT THE EVALUATION OR RESPONSIVENESS OF THE REPLY.
DISCLAIMER
THIS ITN IS ISSUED TO SOLICIT COMPETITIVE PROPOSALS AND DOES NOT CONSTITUTE A CONTRACT
OR AN OFFER TO CONTRACT. NO BINDING AGREEMENT SHALL EXIST UNTIL APPROVED BY THE
COALITION'S BOARD AND EXECUTED BY ALL PARTIES. NOTHING HEREIN SHALL BE CONSTRUED TO LIMIT
ANY RIGHTS OR REMEDIES AVAILABLE UNDER APPLICABLE FLORIDA LAW, INCLUDING PROCUREMENT
PROTEST RIGHTS. NO PARTY SHALL RELY ON ANY INFORMATION CONTAINED HEREIN UNLESS AND
UNTIL A DEFINITIVE WRITTEN AGREEMENT IS APPROVED AND EXECUTED BY ALL PARTIES.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
2.6 WITHDRAWAL OF PROPOSAL
A written request for withdrawal, signed by the Proposer, may be considered if received by the
Coalition prior to the Proposal opening time and date indicated in the Procurement Schedule in
Section 2.1 of this ITN.
2.7 NOTICE TO AWARD
Through completion of the Proposal review process described in Section 7, the Committee will
review and score Proposals that have been deemed compliant. The Coalition may conduct
negotiations sequentially, beginning with the highest-ranked Proposer. If the Coalition is unable to
reach agreement within a reasonable timeframe as determined by the Coalition, negotiations may
be terminated and commenced with the next highest-ranked Proposer. All Proposers invited to
negotiate shall be treated fairly and equitably. The Coalition shall not disclose confidential or
proprietary information of one Proposer to another during negotiations. The Coalition shall
document the basis for selection and the outcome of all negotiations.
2.8 APPEAL PROCESS
Any Proposer who is adversely affected by a Coalition decision or intended decision concerning a
procurement solicitation has the right to appeal. The appeal process is as follows:
1. Submit a letter within three (3) business days from the date of the Agreement award to the Chief
Executive Officer of the Early Learning Coalition of Osceola County, Inc., stating that an appeal
to the Agreement award is being filed and the specific reasons for that appeal based on the
following four criteria:
a. Clear and substantial error or misstated facts by the review team upon which the decision
was made.
b. Unfair competition or conflict of interest in decision making process.
c. Any illegal or improper act or violation of law.
d. Other legal basis on grounds that may substantially alter the Coalition's decision.
The Chief Executive Officer will review the appeal and respond in writing within ten (10) business
days. Should the Executive Director require additional time to review the matter, the Proposer shall
be advised in writing (electronic and/or mail) within the ten (10) business day period.
2. In the event the Chief Executive Officer's response is not satisfactory to the Proposer, an appeal
to the Executive Committee may be requested. The appeal must be provided in writing within
fifteen (15) business days from receipt of the response from the Coalition and address it to:
Early Learning Coalition of Osceola County, Inc.
Attention: Board Chair
1950 E Irlo Bronson Memorial Hwy, 2nd Floor
Kissimmee, FL 34744
The appeal will be heard by the Executive Committee at a time set by the Coalition's Board Chair
after consultation with counsel. The Executive Committee's decision will be made by a majority of
members present. A written acknowledgment and final resolution of the appeal will be made within
thirty (30) calendar days of the request. The result will be the final outcome on behalf of the
Coalition unless otherwise stated by Florida law. In the event the party is not satisfied with the
outcome provided by the Coalition, they may seek legal remedies as afforded under the laws of the
State of Florida.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
SECTION 3: SCOPE OF SERVICES
1. General Oversight & Collaboration
* Provide oversight (not replacement) of ELC's computer performance management,
cybersecurity, and software/hardware services.
* Work collaboratively with an ELC-assigned IT staff member responsible for day-to-day on-site
operations.
* Serve as an escalation resource for complex or high-risk technical issues.
* Support efficiency, reliability, preventative maintenance, and staff capability building.
2. Compliance & Cybersecurity Standards
The Proposer must demonstrate working knowledge of and ongoing compliance with the following
(as applicable):
* Chapter 60GG-2, Florida Administrative Code (FAC) - State of Florida Cybersecurity Standards
* Rule Chapter 74-2, FAC
* Office of Early Learning (OEL) Information Technology Security Manual
* All applicable federal and state data privacy and confidentiality laws
3. Transition Services
3.1 Transition-In (First 90 Days)
The Proposer shall support a 90-day transition period, which includes:
* Remote access configuration for ELC networks and systems, as authorized.
* Secure access to required software, systems, credentials, and permissions.
* Documentation review and knowledge transfer.
* Coordination with the assigned IT staff to ensure continuity of operations.
* Access to firewalls, Active Directory, networking infrastructure, and server environments as
approved by ELC.
3.2 Transition-Out (Contract End or Termination)
Upon contract completion or termination, the Proposer shall:
* Transfer all documentation, credentials, and system knowledge to ELC.
* Terminate all Proposer access to ELC systems.
* Provide a final system status and security summary.
* Cooperate fully to ensure no disruption to ELC operations.
4. Ongoing Support Services
4.1 Technical Oversight & Escalation
* Serve as liaison for high-level software and hardware issues when resolution exceeds on-site
capacity.
* Provide advisory support for system architecture and infrastructure improvements.
4.2 Preventative Maintenance
* Preventative maintenance of network infrastructure.
* Coordination with third-party vendors or contractors as needed.
* Monitoring and review of system health indicators.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
4.3 Server, Network & Systems Management
* SharePoint server monitoring and security.
* Backup verification and oversight.
* Active Directory administration oversight.
* Review of critical event logs and operating system health.
4.4 Mobile Device & Endpoint Management
* Oversight of mobile device management.
* Endpoint security coordination and monitoring.
4.5 Procurement Advisory
* Purchasing recommendations.
* Evaluation of technology products and services.
* Lifecycle and cost-effectiveness guidance.
5. Training & Knowledge Transfer
* Create and present a library of packaged training modules.
* Recommend additional training as new systems or technologies are introduced.
* Deliver periodic security awareness training to ELC staff throughout the year.
6. Cybersecurity & Protection Services
6.1 Security Oversight
The Proposer shall assume primary responsibility for cybersecurity oversight, with defined tasks
delegated to the on-site IT staff member, including:
* Threat detection oversight.
* Endpoint protection.
* Whitelisting and filtering.
* Systems log monitoring.
* Security configuration guidance.
6.2 Emergency & Incident Response
* Develop an IT Emergency Plan aligned with state requirements.
* Maintain compliance with cybersecurity standards.
* Cooperate fully with ELC staff and ELC's Cybersecurity Insurance Firm during security incidents.
* Provide immediate response support when a cyber incident occurs.
* Notify the Coalition of any security incident within 24 hours of discovery
* Cooperate fully with any investigation, including coordination with insurers and governmental
authorities
* Maintain audit logs and provide access upon request
7. Confidentiality & Data Security
* Comply with all state and federal confidentiality requirements, including the Federal Privacy
Act of 1974.
* Train all Proposer staff in non-disclosure requirements.
* Notify ELC in writing within 72 hours of any change to Proposer software, hardware, or
intellectual property that may impact ELC systems.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
* Submit Protocol 11 (Access Control) or the DEL Memorandum of Understanding and Data
Security Agreement within 7 days of system access.
8. Subcontracting
The Proposer remains fully responsible for service delivery, legal compliance, quality assurance, and
payment and oversight of any subcontractors.
9. Reporting Requirements
The Proposer shall submit a Quarterly Management Report no later than 15 days after the end of
each quarter, including:
* Summary of services provided.
* Identified risks or issues.
* Reconciliation and separation-of-duties considerations.
* Recommendations for improvement.
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Early Learning Coalition of Osceola County
ITN#2026ITO Information Technology Oversight
SECTION 4: AGREEMENT AND OTHER PROVISIONS
5.1 TERMS AND CONDITIONS
The final terms and conditions will be negotiated with the highest scoring Proposer(s) and as
approved by the Coalition's Board.
5.2 TIED BIDS
In the case of tied bids, the Coalition reserves the right to negotiate terms with all qualified
proposers and make the award based on what it considers to be in the best interest of the Coalition.
5.3 AGREEMENT
The Coalition reserves the option to prepare and negotiate its own agreement with the Proposer,
giving due consideration to the stipulations of the Proposer's agreements and associated legal
documents.
The initial term of the agreement shall be one (1) year, beginning on July 1, 2026. The agreement
may be renewed for up to three (3) additional one-year periods, contingent upon satisfactory
performance and the availability of funding, at the sole discretion of the Early Learning Coalition of
Osceola County.
5.4 CONFLICT OF INTEREST
The Proposer shall comply with all applicable federal, state, and local conflict of interest laws,
including Chapter 112, Florida Statutes. The Proposer shall disclose any conflict of interest in
accordance with Section 1.5 of this ITN. Failure to disclose a conflict of interest or the existence of
a material conflict not capable of mitigation may result in disqualification or termination of any
resulting Agreement.
5.5 BACKGROUND SCREENING
All Proposer personnel with access to Coalition systems or data shall be subject to Level 2
background screening pursuant to Chapter 435, Florida Statutes, or an equivalent screening
acceptable to the Coalition.
5.6 SUBCONTRACTORS
The Proposer shall not subcontract any portion of the services without prior written approval of the
Coalition. All subcontractors shall be subject to the same terms, conditions, and compliance
requirements as the Proposer.
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