Building Occu Monitoring Solution.pdf

4050 Esplanade Way Tallahassee, FL 32399-0950

850-488-2786

Ron DeSantis, Governor

Pedro Allende, Secretary

STATE OF FLORIDA

DEPARTMENT OF MANAGEMENT SERVICES

REQUEST FOR INFORMATION (RFI)

FOR

Building Occupancy Monitoring Solution

RFI Advertisement Number: DMS-22/23-123

Begin Date: February 28, 2023

End Date: April 6, 2023

Refer ALL Inquiries to:

Gerriod Griffin, Procurement Officer

Departmental Purchasing Department of Management Services

4050 Esplanade Way, Suite 260.9Y Tallahassee, FL 32399-0950

DMS.Purchasing@dms.fl.gov

Pursuant to 60A-1.042, Florida Administrative Code, an agency may request information by issuing a written Request for Information. Agencies may use Requests for Information in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual services, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation.

RFI No.: DMS-22/23-123 Page 2 of 5

I. INTRODUCTION

The Department of Management Services (Department) is issuing this Request for Information (RFI) to Florida’s vendor community to obtain industry information regarding a Building Occupancy Monitoring Solution.

This is a RFI as defined in section 287.012(22), Florida Statutes, for planning purposes only.

This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation. Please monitor the MyFloridaMarketPlace (MFMP) Vendor Information Portal (VIP) for any changes or notices prior to submitting a response.

II. PURPOSE OF THE RFI

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether to competitively procure a commodity or contractual services, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation. A vendor’s response to an RFI is not an offer and the agency may not use the vendor’s submission to justify a contract with that vendor without otherwise complying with Chapter 287, Florida Statutes (F.S.) and Rule 60A-1.042, F.A.C. Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation.

Any future purchase of the services will be conducted in accordance with Chapter 287, F.S.

The Department may use responses to this RFI to prepare one or more competitive solicitations and as the basis for any subsequent vendor meetings.

III. GOAL

The Department desires information related to a Building Occupancy Monitoring Solution that provides the required hardware and software to analyze and make data driven decisions across the state’s building portfolio. The solution should include, but is not limited to, the following: consideration for multi-tenant governmental / commercial property management, current technology, security, and monitoring. The response should include relevant and comparable information for population centers across the state of Florida.

The Department’s objective is to explore products and solutions that will provide insight into the actual usage of facilities throughout the state utilizing modern technology driven solutions.

The focus areas include, but are not limited to, the following:

• Varying technologies to provide occupancy / vacancy data regardless of type including, but not limited to, passive infrared, microwave, ultrasonic, and video image processing.

• Data elements including management and technology tools for usage tracking, strategic planning for multi-tenant occupancy, and intelligent data systems to include historical data collection.

• Scalability to allow for the agency to expand or pivot based on strategic goals.

The Department is looking for organizations to provide solutions to meet the state’s current and future needs and would appreciate responses to Section IV, below.

IV. RESPONSE

In order to gather relevant information to determine whether to competitively procure, and the appropriate method of procurement for a Building Occupancy Monitoring Solution, the Department is requesting the following information:

RFI No.: DMS-22/23-123 Page 3 of 5

A. Company Information:

1) Business organization’s name

2) Primary contact

3) Address

4) Phone

5) Email

6) Customer references, including any previous work with federal, state, local, or county government.

B. Product and Services Summary:

1) Provide a general description of the products and services available in the industry that are necessary for product implementation including hardware, software, and system platform requirements. Are these products open platform and turnkey solutions?

2) Provide information on methods for installation and removal/transfer of equipment and explain what the State might be responsible for in order for the system to be functional.

3) Provide information regarding the average amount of time the State can expect this project implementation might take. This amount of time should include the purchase date to full implementation of the Building Occupancy Monitoring Solution.

4) Explain what the client is responsible for in order for the system to be fully functional and produce desired outcomes. Include a description of best practices used to train, implement, and maintain the program successfully.

5) Describe common benefits and outcomes and well as potential issues and concerns relating to implementation users have experienced.

6) Provide quantifiable examples of metrics commonly used to gauge the performance such as an increase in employee productivity resulting from use of the vendor’s product.

7) Provide a general pricing structure and an explanation of how costs are typically invoiced for the services your company provides, specifically:

a) Hardware installation; and,

b) Software licensing; and,

c) Required and optional software or hosting subscriptions; and,

d) Other important considerations affecting cost.

C. Additional Information (please elaborate):

1) What differentiates your company’s services from what other companies provide?

2) How does your company respond to customer calls, questions, or problems?

3) Identify other organizations currently using your company’s services.

V. RESPONSE SUBMISSION

• Responses should address each request and question in Section IV, point by point.

• Responses shall be submitted to the Procurement Officer via email only at dms.purchasing@dms.fl.gov.

• The email Subject Line shall be titled: DMS-2223-123.

• Response files should follow this naming convention: Company Name_DMS-2223-123_RFI.

• Responses must include a redacted copy, if applicable (please see Section XI).

• PLEASE NOTE: Any submitted material is subject to the Public Records Act, section 119.07 of the Florida Statutes.

VI. PROCESS

Responses to this RFI will be reviewed by the Department for informational purposes only and will not result in the award of a contract.

mailto:dms.purchasing@dms.fl.gov

RFI No.: DMS-22/23-123 Page 4 of 5

The Department will review the responses to determine the feasibility of issuing a competitive solicitation for a Building Occupancy Monitoring Solution.

Any request for cost information is for budgetary purposes only.

If necessary, the Department may ask to hold presentations with one or more of the responding vendors.

Responding to the RFI does not prevent a vendor from being eligible to contract with an agency pursuant to section 287.057, Florida Statutes.

VII. PRESENTATIONS

After the Department receives responses to this RFI, and at the sole discretion of the Department, one or more respondents may be selected to demonstrate to the Department the respondent’s products and services relating to the information submitted in the RFI response.

The purpose is to learn about the most current solutions available.

VIII. TIMELINE

Listed below are important dates and times when actions should be taken or completed. If the Department finds it necessary to update any of the dates or times noted, it will be accomplished by an addendum to the RFI. All times listed below are in Eastern Standard Time (EST) in Tallahassee, Florida.

Date Time

February 28, 2023 Release of RFI

March 9, 2023 4:00 p.m. Questions due to the Procurement Officer

March 14, 2023 Answers to Question posted April 6, 2023 4:00 p.m. Responses due to the Procurement Officer

TBD TBD Presentations, if applicable

IX. CHANGES TO THE RFI

DMS will post addenda to the RFI on the Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/search/bids . The respondent may view addenda by selecting “Request for Information” in the “Ad Type” drop down box and selecting “Department of Management Services” in the “Organization” drop down box. Each respondent is responsible for monitoring the VIP for new or changing information.

X. RFI QUESTIONS AND CONTACT WITH DMS

Respondents shall address all questions regarding this RFI in writing to the Procurement Officer identified in Section XIII. The Department will post answers to questions on VIP as noted in Section VIII, Timeline.

XI. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION

If Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, Respondent must mark the document as “Confidential” and simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number, and the name of the Respondent on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret or otherwise not subject to disclosure.

https://vendor.myfloridamarketplace.com/search/bids

RFI No.: DMS-22/23-123 Page 5 of 5

In the event of a request for public records pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under chapter 119 or other applicable law. If the

Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Department shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a reply, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If Respondent fails to submit a redacted copy of information it claims is confidential, the Department is authorized to produce the entire documents, data, or records submitted to the Department in answer to a public records request for these records.

XII. VENDOR COSTS

Vendors are responsible for all costs associated with the preparation, submission, and any potential meeting to discuss this RFI. The Department will not be responsible for any vendor related costs associated with responding to this request.

XIII. PROCUREMENT OFFICER

If you have questions concerning this RFI, please contact:

Gerriod Griffin

DMS Departmental Purchasing Email: dms.purchasing@dms.fl.gov

XIV. SPECIAL ACCOMMODATIONS

Any person with a disability requiring special accommodations to participate in the RFI shall contact the Department contact person at the phone number above at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD).

Certified Business Enterprises are encouraged to participate in the RFI process.