Breaking Down the Florida Department of Citrus IT Services RFP: Your Roadmap to Standing Out

If you’re in the managed IT services space, the Florida Department of Citrus (FDOC) has an opportunity worth your attention. Their recently released RFP #24-04 for Managed Information Technology Services represents a significant contract opportunity with some unique aspects that savvy providers can leverage to gain a competitive edge.

What’s the Opportunity?

The FDOC is seeking a strategic IT partner to provide enterprise-class managed services under a co-managed delivery model. This isn’t your typical “take over everything” IT contract. Instead, it’s a thoughtfully structured partnership where the department retains control of endpoint management (devices, user support), while the contractor assumes responsibility for infrastructure, cloud platforms, security, and other enterprise IT services.

The contract runs for three years with the potential for three additional renewal years, making this a substantial long-term opportunity with a proposal deadline of May 5, 2025.

Understanding the Co-Managed Approach

What makes this RFP particularly interesting is its emphasis on the co-managed service delivery model. The department has clearly defined the boundaries:

Department Responsibilities:

• Endpoint device provisioning and maintenance
• Endpoint support and helpdesk services
• Endpoint security and compliance
• Endpoint patch and software management
• Endpoint user access and authentication

Contractor Responsibilities:

• Infrastructure management
• Cloud services management
• Security operations
• Monitoring and incident response
• Backup and disaster recovery
• Non-endpoint technical support
• Change and configuration management
• Governance and compliance
• Vendor and licensing management
• Resource provisioning

This division creates a unique situation where collaboration and clear handoffs between teams become essential to success.

The Scoring System: What Really Matters

To win this contract, you need to understand how proposals will be evaluated. The FDOC uses a 1,000-point system divided into three main categories:

• Past Performance (200 points): Based on client references
• Cost Proposal (200 points): Based on total price
• Technical Proposal (600 points): The meat of your submission

The technical proposal carries the most weight by far, making it clear that the FDOC values expertise and capability over rock-bottom pricing. This is good news for quality providers who might not be the absolute cheapest option.

5 Ways to Stand Out From the Competition

Looking closely at the RFP requirements, several opportunities emerge for vendors to differentiate themselves:

1. Showcase Microsoft Ecosystem Mastery

The RFP repeatedly mentions Microsoft technologies—Azure, Microsoft 365, Power Platform, and Azure Synapse. This isn’t just any cloud environment; it’s specifically a Microsoft-centric operation. Vendors with strong Microsoft partnerships, certifications, and implementation experience should highlight these credentials prominently. Consider including:

• Microsoft Partner status and competencies
• Staff certifications in Azure, M365, and Power Platform
• Case studies of similar Microsoft-based environments
• Experience with Azure Synapse specifically (a newer offering that might trip up less experienced providers)

2. Emphasize Co-Management Experience

The co-managed approach requires a different mindset than fully outsourced IT. Vendors who can demonstrate successful co-managed relationships will have an edge. In your proposal, consider:

• Specific examples of successful co-managed client relationships
• Clear protocols for handling service intersections
• Tools and processes that facilitate collaboration
• Training approaches for joint workflows

3. Offer a Superior ITSM Platform Experience

The RFP specifically requires the contractor to provide their ITSM tool for the department’s use in managing endpoint services. This presents a golden opportunity to stand out with a user-friendly, customizable platform. Highlight:

• The intuitive nature of your ITSM user interface
• Customization capabilities for service catalog entries
• Role-based access controls to maintain security
• Training and onboarding processes for department staff
• Self-service capabilities and automation features

4. Develop a Comprehensive Security Story

Security and compliance form a significant portion of the evaluation criteria. Beyond the basics, emphasize:

• Your methodology for annual penetration testing
• Experience supporting regulatory compliance frameworks
• Approach to identity and access management
• Security monitoring capabilities and incident response protocols
• Governance enforcement for cloud platforms

5. Present Transparent, Actionable Reporting

The RFP places heavy emphasis on reporting, communication, and transparency. Vendors who can demonstrate robust dashboards, clear communication protocols, and effective service review formats will stand out. Consider including:

• Sample dashboard screenshots showing KPIs and SLA tracking
• Communication escalation matrices
• Service review meeting templates and agendas
• Real-time reporting capabilities
• Collaboration tools and processes

Understanding the Evaluation Process

The FDOC will evaluate each section of the technical proposal independently, with evaluators assigning scores from 0-5 for each criterion. These scores are then weighted according to importance.

Looking at the evaluation criteria, the highest weighted questions (7 points each) focus on:

• Relevant experience with co-managed IT environments
• Personnel qualifications and certifications
• Integrated approach across Microsoft technologies
• Security operations maturity

This weighting reveals what the department values most, giving you a roadmap for where to focus your proposal efforts.

The Client Reference Factor

With 20% of the total score coming from client references, your existing relationships matter significantly. The department will contact references and ask specific questions about:

• Infrastructure and cloud platform management
• Day-to-day IT operations
• Security posture maintenance
• ITSM tool effectiveness
• Change management approach
• Service review meetings and communication
• Project-based work execution
• SLA compliance and transparency

Choose your references strategically—preferably clients with similar environments and co-managed relationships who can speak to these specific points.

Conclusion: Balancing Technical Excellence with Value

While price competitiveness remains important (20% of the total score), this RFP clearly prioritizes technical capability, staffing, and service approach. The ideal proposal will demonstrate technical excellence while still offering reasonable pricing.

The Florida Department of Citrus isn’t looking for the absolute cheapest provider—they’re seeking a strategic partner who can effectively manage their Microsoft-centric environment in cooperation with their internal team. Vendors who understand this nuance and craft their proposals accordingly will have the best chance of success.

By highlighting your Microsoft expertise, co-managed experience, superior ITSM platform, comprehensive security approach, and transparent reporting capabilities, you’ll position yourself as the ideal partner for this significant opportunity.