AddNo2QA DCF ITB 2425 077.pdf

Addendum No. 02 with Written Inquiry Responses

DCF ITB 2425 077

TRAVEL MILEAGE REIMBURSEMENT AND FLEET MANAGEMENT APPLICATION(S)

PMT-08 1 Rev. January 30, 2024

Solicitation Number: DCF ITB 2425 077

Solicitation Title: Travel Mileage Reimbursement and Fleet Management Application(s)

Response(s) Due Date: September 8, 2025

Addendum Number: 02

Addendum Date: 07/16/2025

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED

BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER

OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

DCF ITB 2425 077 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1

Section 1.5

Respondents may submit Responses for one or both Applications. Due to budget constraints and a variety of factors, the Department may; (1) award both Applications together, (2) award them separately, or (3) contract for only one Application (see the three PMT-57 Purchase-Order Scopes of Work attachments for details). Each Scope of Work header states its specific purpose; review them carefully. The Provider’s solution(s) must scale with the Department’s evolving needs, and the Travel Mileage Reimbursement Application must be fully operational by July 1, 2025 January 1, 2026, to prevent any service lapse.

Change No. 2

Cost Proposal (PMT-60) has been updated in its entirety. Refer to Cost Proposal UPDATED

(PMT-60).

Change No. 3

Section 9.2

9.2.1. The Provider must submit an invoice upon completion of each deliverable monthly that provides a detailed accounting of the costs, including when applicable any deliverables performed during the invoice period for which payment is being requested. Invoices must be sufficient for a proper pre-audit and post-audit thereof.

Change No. 4

6.4 The Provider shall provide 24-hour help desk support respond to end-users (CPIs, APIs, and FSS) of the Application within 24 hours of a reported issue.

TRAVEL MILEAGE REIMBURSEMENT AND FLEET MANAGEMENT APPLICATION(S)

PMT-08 2 Rev. January 30, 2024

Change No. 5

Section 2

Based on §287.057(19), Florida Statutes (F.S.), if applicable, Provider(s) under this contract will be prohibited from participating in any other engagement that the Provider provides related content as this would create a conflict of interest. The Provider shall comply with all applicable state and federal requirements, including, without limitation:

2.1 Software and Ownership Rights: compliance with regulations at 45 CFR 95.617, in which the Federal government reserves a royalty-free, nonexclusive, and irrevocable license to the software, modifications, and documentation produced with Federal funds.

2.2 Access to Systems and Records: the government will have access to the system in all aspects, including Agency staff, design developments, operation, and cost records of Providers and subcontractors for periodic reviews as described at 45 CFR 95.615.

2.3 Equal Employment Opportunity: compliance with Executive Order (EO) 11246 as amended by EO 11375 and supplemented by Department of Labor regulations at 41 CFR Part 60.

2.4 Anti-Lobbying Act: prohibits recipients of Federal contracts, grants, and loans from using appropriated funds for lobbying the Executive or Legislative Branches of the Federal government in connection with a specific contract, grant, or loan.

2.5 Americans with Disabilities Act: prohibits discrimination on the basis of disability in all services, programs, and activities provided to the public by State and local governments, except public transportation services.

2.6 Debarment, Suspension, and Other Responsibility: certification that the recipient and its principals are not debarred, suspended, or otherwise ineligible under the terms of the rule.

2.7 Clean Air and Federal Water Pollution Control Act: Clean Air Act (42 U.S.C. 7401-7671q.)

and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended. Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). (2 CFR 200, Subpart F, Appendix II)

2.8 Drug-Free Workplace Statement: The Federal government implemented 41 U.S. Code § 8103, Drug-free workplace requirements for Federal grant recipients in an attempt to address the problems of drug abuse on the job. It is a fact that employees who use drugs have less productivity, a lower quality of work, and a higher absenteeism, and are more likely to misappropriate funds or services. From this perspective, the drug abuser may endanger other employees, the public at large, or themselves. Damage to property, whether

TRAVEL MILEAGE REIMBURSEMENT AND FLEET MANAGEMENT APPLICATION(S)

PMT-08 3 Rev. January 30, 2024 owned by this entity or not, could result from drug abuse on the job. All these actions might undermine public confidence in the services this entity provides. Therefore, in order to remain a responsible source for government contracts, the following guidelines have been adopted:

a. The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in the workplace.

b. Violators may be terminated or requested to seek counseling from an approved rehabilitation service.

c. Employees must notify their employer of any conviction of a criminal drug statue no later than five days after such conviction.

d. Contractors of federal agencies are required to certify that they will provide drug-free workplaces for their employees.

Transactions subject to the suspension/debarment rules (covered transactions) include grants, subgrants, cooperative agreements, and prime contracts under such awards.

Subcontracts are not included. Also, the dollar threshold for covered procurement contracts is $25,000. Contracts for Federally required audit services are covered regardless of dollar amount.

2.9 Intellectual Property: All intellectual property, inventions, written or electronically created materials, including manuals, presentations, films, or other copyrightable materials, arising in relation to Provider’s performance under this Contract, and the performance of all of its officers, agents and subcontractors in relation to this Contract, are works for hire for the benefit of the Department, fully compensated for by the Contract amount. Neither the Provider nor any of its officers, agents nor subcontractors may claim any interest in any intellectual property rights accruing under or in connection with the performance of this Contract. It is specifically agreed that the Department shall have exclusive rights to all data processing software falling within the terms of section 119.084, F.S., which arises or is developed in the course of or as a result of work or services performed under this Contract, or in any way connected herewith. Notwithstanding the foregoing provision, if the Provider is a university and a member of the State University System of Florida, then section 1004.23, F.S., shall apply.

2.9.1 If the Provider uses or delivers to the Department for its use or the use of its employees, agents or contractors, any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood that the compensation paid pursuant to this Contract includes all royalties or costs arising from the use of such design, device, or materials in any way involved in the work contemplated by this Contract. For purposes of this provision, the term “use” shall include use by the Provider during the term of this Contract and use by the Department its employees, agents or contractors during the term of this Contract and perpetually thereafter. All applicable subcontracts shall include a provision that the Federal awarding agency reserves all patent rights with respect to any discovery or invention that arises or is developed in the course of or under the subcontract.

Notwithstanding the foregoing provision, if the Provider or one of its subcontractors is a university and a member of the State University System of Florida, then section 1004.23, F.S., shall apply, but the Department shall retain a perpetual, fully- paid, nonexclusive license

TRAVEL MILEAGE REIMBURSEMENT AND FLEET MANAGEMENT APPLICATION(S)

PMT-08 4 Rev. January 30, 2024 for its use and the use of its contractors of any resulting patented, copyrighted or trademarked work products.

Change No. 6

Section 6.1.4

Provider shall integrate through the Department’s Data Replication tool Qlik Replicate for real-time data replication needs, when appropriate. The solution(s) shall include a real-time Dashboard.

Change No. 7

Purchase Order Scope of Work Both and Travel Mileage Application Section 6.1.8

Purchase Order Scope of Work Fleet Management Application Section 6.1.7

The Application installed on drivers’ mobile phones must support geo-tracking functionality and provide location data suitable for reporting and analytics. The Department requires that tracking be conducted via mobile devices only and does not permit the use of vehicle plug-in devices.

Accordingly, the Provider must deliver an app-based solution that includes this capability. The Application should be both iOS and Android capable.

PMT-08 5 Rev. January 30, 2024

Response to Written Inquiries:

Question

Vendor Name Solicitation Section Question Department Response

1 KodeNerds

DCF ITB 2425 077

(PMT-04), §1.5 & PO

SOW (PMT-57),

§3.1, pp. 1

The Solicitation states a Travel Mileage Application “must be fully operational by July 1, 2025,” but the Contract term begins January 1, 2026. Which date governs go-live, and will we have access to Department environments prior to contract award to meet the July 1, 2025, requirement?

Refer to Change No. 01.

2 KodeNerds PO SOW (PMT-57), §6.3.1, p. 3

You list 12–15 Admin Users; please clarify the anticipated number of end-users (Child Protective Investigators, Adult Protective Investigators, Field Support Staff) who will need mobile licenses, so we can size our solution and licensing costs accurately.

Per Section 1, Purchase Order Scope of Work (PMT-571),the solution must have the ability to support up to at least 3,500 vehicles.

3 KodeNerds Cost Proposal (PMT- 60), Pricing Table, p.

We are asked to “adjust as needed to account for tiered pricing.” Could you provide your expected license-count bands (e.g., 0–500 users, 501–1,000 users) or growth projections to structure our tiers?

Refer to Change No. 02.

4 KodeNerds PO SOW (PMT-57), §6.1.2, p. 3

For Okta integration, do you require SAML 2.0, SCIM provisioning, and/or OAuth2? Will we be given a sandbox or API documentation for your Okta tenant?

SAML 2.0 is the Department’s preference.

After award, the Department will facilitate a technical conversation with the Provider to provide the necessary metadata for connection.

5 KodeNerds PO SOW (PMT-57), §6.1.3, p. 3

Regarding integration with Azure Synapse EDW—what schemas and tables should we publish our data to, and what frequency of data refresh (e.g., real-time, hourly, nightly) do you require?

The Department will work with the Provider to implement custom schema(s) and tables necessary to house the data provided. It is anticipated that a daily refresh (or incremental load) should be sufficient for fleet related data.

PMT-08 6 Rev. January 30, 2024

Question

Vendor Name Solicitation Section Question Department Response

6 KodeNerds PO SOW (PMT-57), §6.1.4, p. 3

You request use of Qlik Replicate for “real-time data replication.” Which source and target objects should be replicated, and who will manage the Qlik connection configuration?

Qlik Replicate is a standard tool where and if real-time data replication is warranted. Real-time replication is not expected for this project.

7 KodeNerds PO SOW (PMT-57), §6.1.5, p. 3

For Mulesoft integration, do you have an existing API gateway/project in Anypoint?

Will you provide API specifications (RAML/OpenAPI) and credentials for development?

Should Mulesoft be determined a necessary integration tool for this project, specifications and credentials will be provided. An existing project related to Fleet Management data does not yet exist.

8 KodeNerds PO SOW (PMT-57), §6.1.8, p. 3

The mobile app must support geo-tracking via device GPS. Which mobile OS versions (iOS, Android) and device-management policies (BYOD or agency-owned devices) will we need to accommodate?

These are agency owned devices, and it needs to be both iOS and Android capable as both phone models are in circulation. See Change No. 07.

9 KodeNerds PO SOW (PMT-57), §6.4, p. 4

You require 24×7 help-desk support. Please clarify your incident-severity definitions and target SLAs (response and resolution times) for each severity level.

See Change No.04

10 KodeNerds

PO SOW (PMT-57),

§6.1.6.2 &

Attachment B, pp. 3 & FDOT Mileage

PDF

Will FDOT provide a supported API key for map-mileage calculations, or must we license Esri ArcGIS network analyst? If via API, please share credentials or sandbox access.

FDOT will not provide an API key. The Provider will be expected to maintain the necessary licensure.

11 KodeNerds PO SOW (PMT-57), §6.6, p. 4

Under “Vehicle Telematics” and “hardware/devices,” are we expected to supply and install telematics devices, or integrate with your existing fleet-tracking hardware? Please clarify the scope of hardware delivery and installation.

As stated in Section 5.2, the Provider must provide all equipment required for services within the Scope.

PMT-08 7 Rev. January 30, 2024

Vendor Name Solicitation Section Question Department Response

12 KodeNerds

SOW Attachment

“APPLICATION AND

DATA SECURITY

AND

CONFIDENTIALITY,”

§1.b–c, p. 13

You require a current SOC 2 Type 2 report within one month of PO. Will your review of an existing SOC 2 Type 2 from another customer suffice, or must this report be scoped specifically to our solution?

A SOC 2 Type 2 report is an independent, third-party attestation that evaluates a service organization’s controls over a defined period.

These reports are not tailored per customer but rather reflect the effectiveness of controls across the Provider’s environment as a whole.

Therefore, the report does not need to be scoped specifically to the solution.

If the existing report from another customer engagement covers the same service and infrastructure that you will provide us, then it will suffice for review.

13 KodeNerds PO SOW (PMT-57), §7.1, p. 5

Who will serve as the State’s designated Project Manager, and what is the governance and steering committee structure (roles, meeting cadence, escalation path)?

The Department expects to formalize project governance with the awarded Vendor.

14 KodeNerds PO SOW (PMT-57), §7.2, p. 5

What are the formal acceptance criteria and exit conditions for each project phase (design, development, UAT, go-live)? Will the State provide UAT scripts, test data sets, and a test environment? What defect severity thresholds are acceptable?

Refer back to deliverables in Purchase Order Scope of Work (PMT-571). The Department will participate in UAT. The Department’s approach will depend on the chosen platform and the Provider’s model.

15 KodeNerds PO SOW (PMT-57), §6.5, p. 3

Will there be legacy data migration from existing systems? If so, what is the estimated data volume, format (CSV, SQL, etc.), and will you provide data mappings, This will be based upon transition planning, implementation, and business needs of historic data. The Department anticipates importing inventory data from the current Fleet Management tracking mechanism.

PMT-08 8 Rev. January 30, 2024

Vendor Name Solicitation Section Question Department Response cleansing rules, and access to source databases?

16 KodeNerds PO SOW (PMT-57), §7.3, p. 6

What are the expected performance requirements (e.g., maximum response time under peak load, expected concurrency)?

Can you provide peak and average usage statistics?

Refer to the table following Section 7, Minimum Performance Measures, and Financial Consequences.

17 KodeNerds PO SOW (PMT-57), §7.4, p. 6

What scalability requirements should the solution support over the next 3–5 years (e.g., anticipated user growth, data retention volumes)? Are there SLAs tied to scale?

Refer to Section 1, Description of Service.

18 KodeNerds PO SOW (PMT-57), §8.1, p. 6

What are the backup, disaster recovery, and business continuity requirements (RPO, RTO)? Will backups be managed by the State or vendor? Are there designated recovery sites?

Refer to Application and Data Security and Confidentiality Section 1 Hosting Data or Applications (d).

19 KodeNerds PO SOW (PMT-57), §8.2, p. 6

What training deliverables are required (e.g., train-the-trainer, end-user workshops, technical administrator)? How many sessions, participants, and formats (in-person, virtual, documentation)?

Refer to Section 6.2, Section 8.4.4., and Deliverable 7.

20 KodeNerds PO SOW (PMT-57), §9.2, p. 7

What documentation deliverables are expected (system architecture diagrams, data flow diagrams, user manuals, API docs, runbooks)? Is there a document review and sign-off process?

Refer to the Purchase Order Scope of Work

(PMT-571).

PMT-08 9 Rev. January 30, 2024

Vendor Name Solicitation Section Question Department Response

21 KodeNerds PO SOW (PMT-57), §9.3, p. 7

After go-live, what are the ongoing operations, maintenance, and support requirements (SLA response/resolution times, patching schedules, enhancement windows)? Are reserved hours allocated for change requests?

Refer to Section 6.8.1.

22 KodeNerds DCF PO Terms and Conditions (PMT- 047), §5.4, p. 12

Can you clarify the invoicing schedule and payment milestones (deliverable-based, time & materials, monthly)? Are holdback or retention amounts applied to final acceptance?

The Department anticipates monthly licensure fees. See Change No. 03.

23 KodeNerds Required

Certifications (PMT- 58), p. 2

Are there additional compliance or regulatory requirements beyond those stated (e.g., CJIS, HIPAA, NIST)? Must the solution undergo third-party security or privacy assessments?

Required assessments/certifications are listed in the SOW "Application and Data Security and Confidentiality" section

24 KodeNerds ITB Document (PMT-

04), Accessibility Requirements, p. 7

Does the solution need to comply with accessibility standards (e.g., Section 508, WCAG 2.1 AA)? Are there existing accessibility guidelines or audit reports?

See Change No. 05.

25 KodeNerds PO SOW (PMT-57), §6.1.7, p. 3

Regarding standard and custom reporting, will you require real-time dashboards or scheduled batch reports? Which tools (Qlik Sense, Power BI) and distribution methods/frequencies are expected?

See Change No. 06.

26 KodeNerds Cost Proposal (PMT- 60), Pricing Table, p.

Who is responsible for procuring third-party software licenses (Okta, Qlik Replicate, Mulesoft, ArcGIS)? Should license costs be included in our bid, or will the State provide enterprise licenses?

Refer to Sections 6.1.2 - 6.1.5 and 6.5.

PMT-08 10 Rev. January 30, 2024

Vendor Name Solicitation Section Question Department Response

27 KodeNerds PO SOW (PMT-57), §6.1.9, p. 3

Will the mobile app require multilingual support or localization (e.g., Spanish)? If so, which languages and will the State provide translation resources?

No English is the only required language.

28 KodeNerds PO SOW (PMT-57), §6.1.8 & §6.1.9, p. 3

For mobile offline capabilities, what data elements need offline access, and what sync triggers and conflict-resolution rules should be applied?

Please include discussion of solution capabilities and limitations in your response.

29 KodeNerds

Application & Data Security and

Confidentiality, §3 Security Testing, p.

Will the State perform vulnerability scanning or penetration testing of the solution? If so, what timelines, frequencies, and remediation processes are expected?

Refer to Paragraph 1. B in the referenced section.

30 KodeNerds DCF ITB (PMT-04), §4.2, p. 4

What is the change request and scope management process? Who approves changes, and what is the expected turnaround time and cost model for scope modifications?

Refer to the Department’s Purchase Order Terms and Conditions, located at:

https://www.myflfamilies.com/general-information/contracted-client-services/library. As stated within this document, in Section D, the Purchase Order may only be modified by a written change order. The Department cannot provide anticipated turn-around time on this process at this time, as this varies based upon a variety of factors.

https://www.myflfamilies.com/general-information/contracted-client-services/library https://www.myflfamilies.com/general-information/contracted-client-services/library