FLHSMV-ITB-034-26

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

December 17, 2025

With this sheet you have received solicitation documents for the following:

Solicitation Number:

Title of Bid (items solicited):

Commodity Code(s):

Date and Time Bids are Due:

FLHSMV-ITB-034-26

ADDRESS CORRECTION AND CERTIFICATION

SERVICES

81111806 Database Analysis Service 81111902 Online Database Information Retrieval

Service

January 21, 2026, no later than 2:00 p.m., Eastern Time

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0500

It is important that Bidders monitor the Vendor Information Portal (VIP) for any changes to this solicitation. It is the responsibility of the Bidder to check the VIP for new or changing information.

To receive information on Department of Highway Safety and Motor Vehicles (Department) solicitations 24 hours a Day, 7 Days a week, visit the Vendor Information Portal (VIP) at:

https://vendor.myfloridamarketplace.com/

Note: Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), 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, F.S.

Table of Contents

1.0 Purpose and General Overview

1.1 Purpose

1.2 Definitions

1.3 Procurement Officer

1.4 Term

1.5 Renewal(s)

1.6 Solicitation Conflicts and Order of Precedence

2.0 ITB Process Overview

2.1 General Overview

2.2 Bidder Questions

2.3 Addenda

2.4 Bid Opening

2.5 Disclosure of Bid Contents

2.6 Modification or Withdrawal of Bid

2.7 Diversity

2.8 Monthly Certified Business Enterprise Report – If Applicable

2.9 Non-Exclusive Rights

2.10 Bid Tenure

2.11 Accessibility for Disabled Persons

2.12 Cooperation with the Inspector General

2.13 MyFloridaMarketPlace Transaction Fee

3.0 Bid Instructions

3.1 Price Sheet Instructions

3.2 Mandatory Requirements

3.3 Minor Bid Exceptions

3.4 Non-Responsive Bids, Non-Responsible Bidders

4.0 Bid Submission Instructions

4.1 Bid Submission

4.2 Delivery of Bid Submittal

4.3 Bid Guarantee

4.4 Redacted Submissions

4.5 Bid Submission Contents

4.6 Contractual Submissions

4.7 Contractor Responsibility

4.8 Additional Documents/Requirements

5.0 Award Methodology

5.1 Basis of Award

5.2 Florida Preference

5.3 Identical Bids

5.4 Posting of Agency Decision

Attachments and Exhibits:

EXHIBIT 1 – MONTHLY CBE REPORT

ATTACHMENT A - CALENDAR OF EVENTS

ATTACHMENT B - SCOPE OF WORK

EXHIBIT 2 – NATIONAL CHANGE OF ADDRESS (NCOA) FILE LAYOUT

ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D - BIDDER INFORMATION FORM

ATTACHMENT E - PRICE SHEET

ATTACHMENT F – BIDDER QUALIFICATION QUESTIONS

PUR 7801 VENDOR CERTIFICATION FORM

PUR 2023 PROVISION OF COMMODITIES PRODUCED BY FORCED LABOR and PUR 2024

USE OF COERCION FOR LABOR AND SERVICES

Solicitation Introduction

Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles.

A. Read the entire document. Note critical items such as: mandatory requirements;

bond(s) requirements (bid, performance and/or damages); sample(s) required;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

B. Note the Procurement Officer's name, address, phone number(s) and e-mail address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have.

C. Take advantage of the “question and answer” period. Submit your questions to the Procurement Officer by the due date listed in the Calendar of Events, and view the answers given in the formal “addenda” issued for the solicitation. Also, please refer to any Addenda.

D. Follow the format required in the solicitation when preparing your Bid Submittal.

Provide point-by-point responses to the required sections in a clear and concise manner and do not skip or miss sections.

E. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee (if applicable) will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. The bids are reviewed based solely on the information and materials provided in your Bid Submittal.

F. Use the forms provided. For example: Certification forms; Price Bid forms;

Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation.

G. Review and read the solicitation document again to make sure that you have addressed all requirements. Your original Bid Submittal and the requested copies must be identical and be complete. At least one copy must bear an original signature.

H. Submit your Bid Submittal on time. Note all of the dates and times listed in the

Calendar of Events and within the document and be sure to submit all required items on time. Late bids will not be opened and will be rejected.

1.0 Purpose and General Overview

1.1 Purpose

The Department of Highway Safety and Motor Vehicles (Department) is issuing this Invitation to Bid (ITB) to establish a contract with a Contractor who is licensed by the United States Postal Service (USPS) to use the Coding Accuracy Support System (CASS) Certified, National Change of Address Linkage System (NCOALink) to provide address corrections and certification for the Department’s Driver License and Motor Vehicle Address Databases to comply with the Move Update Standard of the USPS as fully described in ATTACHMENT B, SCOPE OF WORK.

1.2 Definitions

A. Authorized Representative: The owner, corporate officer, or director of the

Contractor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the bid submission, if signed by other than the Authorized Representative.

B. Bid: All information and materials submitted by a Bidder in response to this solicitation.

C. Bid Submittal: The entire Bid packet with all forms and documents required by this ITB.

D. Bidder: Any firm or person who submits a Bid to the Department in response to this ITB.

E. Business Day: Monday through Friday, 8am- 5pm, Eastern Time, excluding state-observed holidays.

F. Contract: A formal written agreement that may be required to be executed by the Contractor and the Department containing all terms and conditions applicable to any purchase to be made as a result of this ITB. The terms “Contract” and “Purchase Order” are intended to be used interchangeably herein. (NOTE: Whether a Contract is required in addition to issuance of a Purchase Order will depend upon the amount and nature of the purchase.)

G. Coding Accuracy Support System (CASS): The platform used by the

USPS to measure the quality of address matching software to diagnose and correct software problems.

H. Confidential Information: Shall only be those records that are deemed “exempt” or "confidential" by the Florida Public Records Law, Chapter 119, Florida Statutes, or any other provision of the Florida Statutes, or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of a solicitation and resulting contract, reference to Confidential Information may relate to personal identification information, such as but not limited to, a social security number, address, or Vendor’s proprietary information.

I. Contractor: The Bidder who is awarded a Contract by the Department as a result of this solicitation.

J. Data: In computing, data is information that has been translated into a form that is more convenient to move or process. Or, a permanent reproduction, or copy, in the form of a physical object, of any media suitable for direct use by a person (in particular paper), of displayed or transmitted data. For purposes of this solicitation, data refers to hard copy Contract documents and electronic data shared or exchanged by the Department or Contractor.

K. Data File: A computer file that contains any type of data. For the purposes of this solicitation, reference to data file(s) shall be to the Department’s address database files.

L. Day: A calendar day, unless otherwise specified.

M. Domestic Mail Manual (DMM): The manual that contains the mailing standards of the United States Postal Service.

N. Internet Protocol: The Internet Protocol (IP) is the method or protocol by which data is sent from one computer to another on the Internet. Each computer (known as a host) on the Internet has at least one IP address that uniquely identifies it from all other computers on the Internet.

O. Internet Protocol (IP) Address: A unique strand of numbers separated by periods that identifies each computer using the internet protocol to communicate over a network.

P. ITB: Invitation to Bid.

Q. Media: Materials that hold data in any form or that allow data to pass through them, including paper, transparencies, multipart forms, hard, floppy and optical discs, magnetic tape, wire, cable and fiber. For purposes of this solicitation, media refers to any electronic information shared or exchanged by the Department and the Contractor.

http://searchdatamanagement.techtarget.com/definition/data http://searchcio-midmarket.techtarget.com/definition/host

R. Move Update Standard: A requirement of the USPS that is met when an address has been updated by a USPS-approved method within ninety-five

(95) days prior to mailing with presorted or automation prices.

S. National Change of Address Linkage System (NCOALink): A product of the USPS that is used to provide updated and accurate addresses for individuals, families, and businesses. It will also indicate foreign moves and people who have moved with no forwarding address.

T. Product: The items sought by this ITB and to be provided/delivered to the

Department by the Bidder, should the Bidder be selected for award.

U. Purchase Order: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via Florida’s eProcurement system. See PUR form 1000, paragraph 2, referenced in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS. If there is not a separate signed written agreement, the Purchase Order constitutes the Contract between the Bidder and the Department. (Note: The terms “Purchase Order” and “Contract” are intended to be utilized interchangeably herein, although a Purchase Order is not “executed” by the parties.)

V. State: State shall be synonymous with the Department of Highway Safety and Motor Vehicles.

W. Subcontractor: Any person, other than an employee of the Contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted.

X. Vendor: Any firm or person who submits a bid to the Department in response to this solicitation. (NOTE: The terms “Bidder,” “Vendor” and “Contractor” may be utilized herein interchangeably.)

Also see links provided in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph 1.

1.3 Procurement Officer

The Procurement Officer, acting on behalf of the Department, is the sole point-of-contact regarding all procurement matters relating to this solicitation. All questions and requests for clarification are to be directed to:

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

Joley Owens Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0500 850-617-3198 JoleyOwens@flhsmv.gov and purchasing@flhsmv.gov

Subsection 287.057(25), F.S., requires that “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the agency posting of the Notice of Intended Award (excluding Saturdays, Sundays, and state holidays), any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.”

1.4 Term

The Contract term shall be for a period of up to five (5) years from the date of Contract execution or issuance of the Purchase Order, unless terminated earlier by the Department under the terms provided herein, with the option to renew for a period of up to five (5) years.

1.5 Renewal(s)

Renewal may be structured as a single five (5) year term, five (5) one (1) year terms, or any combination totaling no more than five (5) years. Exercise of the renewal option is at the Department’s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the State Legislature (See, subsection 287.057(13), F.S.).

1.6 Solicitation Conflicts and Order of Precedence

All Bids are subject to the terms and conditions of this ITB which, in case of conflict, shall have the following order of precedence:

A. Invitation to Bid Addenda, in reverse order of issuance;

B. Invitation to Bid, including ATTACHMENT B, SCOPE OF WORK;

mailto:JoleyOwens@flhsmv.gov

C. General Contract Conditions (PUR 1000); and D. General Instructions to Respondents (PUR 1001); and E. Contractor’s Bid Submittal

2.0 ITB Process Overview

2.1 General Overview

The Invitation to Bid (ITB), is a method of competitively soliciting a commodity or contractual service under paragraph 287.057(1)(a), F.S. and awarding a Contract to the Bidder submitting the lowest (cost) responsive and responsible Bid (i.e., successful Bidder). The Department posts an ITB on the state of Florida Vendor Information Portal (VIP) to initiate the solicitation process.

2.2 Bidder Questions

Questions related to this ITB must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer section above, within the time indicated in ATTACHMENT A, CALENDAR OF EVENTS. Questions must reference FLHSMV-ITB-034-26 in the subject line of the e-mail.

Written answers to questions received by the Department will become part of this solicitation and will be posted on the VIP, through an addendum, on or about the date referenced in the Calendar of Events.

Note: The Department reserves the right to respond to late-submitted questions if to do so is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

2.3 Addenda

If the Department deems it necessary to supplement, modify, or interpret any portion of the solicitation or exhibits, addenda and materials relative to this procurement, it will be posted on the Vendor Information Portal at:

https://vendor.myfloridamarketplace.com/

It is the responsibility of the Bidder to check the VIP for new or changing information.

2.4 Bid Opening

https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

The Department will hold an opening, via conference call, of the Bids at the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS.

2.5 Disclosure of Bid Contents

All documentation produced as part of the ITB will become the exclusive property of the Department and will not be returned to the Bidder unless it is withdrawn prior to the Bid opening in accordance with subsection 2.6, Modification or Withdrawal of Bid, below.

The Department shall have the right to use any and all ideas or adaptations of ideas contained in any Bid received in response to this solicitation. Selection or rejection of the Bid will not affect this right.

2.6 Modification or Withdrawal of Bid

Bidders may modify a Bid at any time prior to the Bid due date by sending the modified Bid Submittal to the Procurement Officer. A Bid may be withdrawn by notifying the Procurement Officer in writing before the Bid opening.

2.7 Diversity

The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Bidders doing business with the state is central to the Department’s efforts. To this end, small minority, veteran-owned, and women-owned business enterprises are encouraged to participate in the state’s procurement process as both Bidders and Subcontractors under prime contracts.

The state of Florida’s Office of Supplier Diversity may be reached at 850-487-0915 and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts. (See, subsection 2.8, Minority and Service-Disabled Veteran Business Enterprise Report, below.)

2.8 Monthly Certified Business Enterprise Report – If Applicable

A. The Contractor shall provide to the Department a monthly Certified Business Enterprise (CBE) Report, Exhibit 1. The monthly report shall summarize the participation of certified and non-certified minority and service-disabled veteran Subcontractors/material suppliers performing any services related to the Contract for the current month.

B. The Contractor shall complete and submit, Monthly Certified Business Enterprise (CBE) Report, Exhibit 1, by the 5th day of the following month (or next Business Day if the 5th Day is on a weekend Day or holiday) to the following Department email address:

bpcreporting@flhsmv.gov Note the subject line of the e-mail with: Monthly MBE DV Report

C. Should the Contractor utilize subcontractors/material suppliers meeting the criteria in this section but have nothing to report for the month, the Contractor shall still send an e-mail to the address identified above stating that there is no information to report for the previous month.

D. Should the Contractor not utilize subcontractors/material suppliers meeting the criteria in this section, the Contractor shall provide a letter to the email address noted above, on Contractor letterhead, indicating that this reporting requirement does not apply. If this changes, however, at any time during the Contract term, the Contractor shall immediately implement the reporting requirements of this section.

2.9 Non-Exclusive Rights

The right to provide the Products or services, as applicable, which will be granted under the resultant Contract/Purchase Order, shall not be exclusive. The Department reserves the right to Contract for and purchase Products or services from as many firms as it deems necessary without infringing upon or terminating the resultant Contract/Purchase Order.

2.10 Bid Tenure

All Bids are binding for one hundred eighty (180) Days following the Bid opening date.

2.11 Accessibility for Disabled Persons

If special accommodations are needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at 850-617- 3203 no later than five (5) business days prior to the event.

2.12 Cooperation with the Inspector General

mailto:bpcreporting@flhsmv.gov

The Contractor shall cooperate and ensure that its Subcontractors, if any, cooperate with the Department’s Inspector General in any investigation, audit, inspection, review, or hearing pursuant to section 20.055, F.S.

2.13 MyFloridaMarketPlace Transaction Fee

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to Section 287.057(24), Florida Statutes (F.S.). All payments issued by Agencies to registered vendors for purchases of Commodities or Contractual Services under Chapter 287, F.S., shall be assessed a Transaction Fee as prescribed by Rule 60A- 1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Contractors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available.

Contractors shall submit any monthly reports required pursuant to Rule 60A-1.031, F.A.C. All such reports and payments are subject to audit. The Agency will have grounds for declaring the Contractor in default if the Contractor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the Contractor to being suspended from business with the State of Florida.

3.0 Bid Instructions

3.1 Price Sheet Instructions

The Bidder must submit a completed electronic copy (Excel) and a signed pdf copy ATTACHMENT E, PRICE SHEET as provided by the Department, if both versions are not included the bid may be deemed non-responsive. Hardcopy/paper submissions will not be accepted, EMAIL ONLY.

A. The Bidder shall provide a Unit Price(s) in each yellow cell for both the original term and renewal terms of ATTACHMENT E, PRICE SHEET below the words “Unit Price”. Failure to provide a Unit Price in a yellow cell for both the original term and renewal terms of the Price Sheet may deem the Price Sheet non-responsive.

B. The Bidder shall use legible handwriting, if applicable, when completing the price sheet(s).

C. All price sheet calculations will be verified for accuracy by the Department. If mathematical error(s) in a Bidder’s Price Sheet calculations are identified, Unit Prices submitted by the Bidder will be used to determine the “Original Contract Term Subtotal”, “Renewal Contract Term Subtotal”, and “Grand

Total Price (Original + Renewal Contract Terms)” for that Bidder, unless determined otherwise by the Department.

The “Original Contract Term Subtotal”, “Renewal Contract Term Subtotal”, and “Grand Total Price (Original + Renewal Contract Terms)” on the Price Sheet will be final based on Department verification. Department-corrected price sheets will be made available upon written request, as permitted by state law.

D. The Department will not agree to caveat language for pricing within

ATTACHMENT E, PRICE SHEET. A Bid Submittal that includes caveat language for pricing will be viewed as a conditional Bid and the Department may reject the Bidder’s Bid Submittal. (See, also subsection 3.4, Non- Responsive Bids, Non-Responsible Bidders, below.)

E. ATTACHMENT E – PRICE SHEET, shall be labeled and tabbed separately and should be included only with the original copy of the Bidder’s Submittal.

3.2 Mandatory Requirements

The Department has established certain mandatory requirements which must be included as part of any Bid. The use of the terms “shall”, “must”, or “will” (except to indicate simple futurity) in this solicitation indicates a mandatory requirement or condition.

The words “should” or “may” in this solicitation indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such a desirable feature will not itself cause rejection of a Bid.

3.3 Minor Bid Exceptions

The Department reserves the right to waive minor deviations or exceptions in Bids providing such actions are in the best interest of the state of Florida and the Department. Minor deviations/exceptions are defined as those that have no adverse effect upon the state’s interest and would not affect the outcome of the award by giving a Bidder an advantage or benefit not enjoyed by other Bidders.

3.4 Non-Responsive Bids, Non-Responsible Bidders

Bids that do not conform in all material respects to the requirements of this solicitation or which fail to provide all required information, documents, or materials, will be rejected as non–responsive.

Material requirements of the solicitation are those set forth as mandatory or without which an adequate analysis and comparison of Bids are impossible, or those which affect the competitiveness of Bids, or the cost to the Department.

Bidders whose Bids, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the resulting Contract may be rejected as non–responsible. The Department reserves the right to determine which Bids meet the material requirements of the solicitation, and which Bidders are responsible.

“Responsible” or “Qualified Bidder” means a person or firm with the capability in all respects to perform fully the Contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in Bid Submittal to a condition of a Bid requiring such information may be cause for rejection of the Bid.

Bid Submittals will be considered only from Bidders who are regularly engaged in the type of service/Products/business that is the subject of this solicitation, are financially responsible, and have the necessary equipment and personnel to provide the services and goods required by the solicitation.

A Bid that includes any qualifying language, conditions, caveat(s), or modification(s), or other language not meeting or changing the material requirements of the ITB, anywhere in the Bid will be viewed as a conditional Bid and the Department may reject the Bid.

4.0 Bid Submission Instructions

4.1 Bid Submission

The Bidder shall submit, by E-mail, the following:

4.1.1 One (1) electronic version of the ORIGINAL BID Submittal (marked “Original Bid”) and one (1) electronic copy of the REDACTED BID Submittal (marked “Redacted Copy”), if applicable (see, subsection 4.4 Redacted Submissions, below), must be submitted by E-mail to the Procurement Officer identified in subsection 1.3 Procurement Officer no later than the time indicated in ATTACHMENT A - CALENDAR OF EVENTS, for receipt of Bids.

4.1.2. The Bid Submittal must be logically named and clearly labeled. The redacted copy of the Bid should be suitable for release to the public. Any confidential or trade secret information covered under section 812.081, F.S., should be either redacted or completely removed. The redacted Bid shall be marked “REDACTED COPY” and must contain a transmittal letter authorizing release of the redacted version of the Bid in the event the Department receives a public records request.

*Please note: If a Redacted Copy is not provided by the Bidder, the Department will provide a copy of the Bidder’s Original Bid Submittal upon receipt by the Department of any public records request for the Bidder’s submittal.

4.2 Delivery of Bid Submittal

All Bids shall be submitted via E-mail and addressed to the Procurement Officer identified in subsection 1.3, Procurement Officer and below, and must be received by or before the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS. The Department will not consider late Bids. Bidders are advised to examine their Bids carefully and to ensure that the Bid is delivered no later than the time of the Bid opening. This is a mandatory requirement.

The Bid Submittal must contain the solicitation number FLHSMV-ITB 034-26 in the E-mail subject and must be sent to the Procurement Officer identified below:

Joley Owens Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 2900 Apalachee Parkway, MS 31 Office Location B410-F Tallahassee, FL 32399-0500 850-617-3198 JoleyOwens@flhsmv.gov and Purchasing@flhsmv.gov

4.3 Bid Guarantee

The Department does not require a Bid guarantee for this solicitation.

4.4 Redacted Submissions

mailto:JoleyOwens@flhsmv.gov mailto:Purchasing@flhsmv.gov

The following subsection supplements section 19 of the PUR 1001.

If the Bidder 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, F.S., the Florida Constitution or other authority, the Bidder must mark the document as “confidential” and simultaneously provide the Department with a separate redacted copy of its Bid Submittal 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 Bidder’s name on the cover, and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Bidder claims are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, F.S., 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 Bidder such an assertion has been made. It is the Bidder’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 Bidder in a legal proceeding, the Department shall give the Bidder prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Bidder shall be responsible for defending its determination that the redacted portions of its Bid Submittal are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

By submitting a Bid, the Bidder agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Bidder’s determination that the redacted portions of its Bid are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Bidder 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 by the Bidder to the Department in answer to a public records request for these records.

4.5 Bid Submission Contents

Bids shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this ITB. Elaborate responses with colored displays, and promotional material are not desired. The emphasis of each Bid shall be on completeness and clarity of content.

The Bid forms furnished with this ITB must be submitted with the Bid and are to be filled out in pen and ink or typewritten with no alterations, changes, or amendments made within. All forms must be signed and dated by the Bidder’s Authorized Representative.

The entire bid packet with all forms and documents required shall be referred to as the Bidder’s “bid submittal.”

Mandatory attachments/documents to be completed, signed, and included with the bid emailed to the Procurement Officer identified in Section 1.3, Procurement Officer, and Section 4.2, Delivery of Bid Submittal include:

• ATTACHMENT D, BIDDER INFORMATION FORM;

• ATTACHMENT E, PRICE SHEET (Excel and PDF versions);

• ATTACHMENT F, BIDDER QUALIFICATION QUESTIONS;

o Bidders will complete, sign, and submit ATTACHMENT F, BIDDER QUALIFICATION QUESTIONS, attached hereto and made a part of this ITB, with the bidder’s bid submittal. Responses provided will not result in rejection of the bid. The Department reserves the right to verify the Bidder’s status for any of the Bidder Qualification Questions;

and o As applicable, if out-of-state bidder, a written letter from an attorney-at-law meeting the requirements in subsection 5.2, Florida Preference, below.

• PUR 2023 Provision of Commodities Produced by Forced Labor and PUR 2024 Use of Coercion for Labor and Services (attached)

• PUR 7801 Vendor Certification Form (attached).

Completed forms must be included in the Bidder’s Bid Submittal. If any form is missing or incomplete, the Bidder’s Bid Submittal may be deemed non-responsive.

4.6 Contractual Submissions

A Bidder’s Bid Submittal to this solicitation shall be considered as the Bidder’s formal offer. There will be no separate Contract other than the purchasing document (Purchase Order or Contract), and any documents incorporated therein.

4.7 Contractor Responsibility

Following the award of the Contract, the Department will consider the Contractor’s Contract Manager identified in ATTACHMENT D – BIDDER INFORMATION FORM to be the sole point-of-contact regarding contractual matters. The Contractor will assume sole responsibility for providing the Products and/or services offered in its Bid whether or not the Contractor is the manufacturer of said Products or provider of such services or any component, thereof.

4.8 Additional Documents/Requirements

In addition to the documentation required in accordance with Attachment B, Scope of Work, the following documents and/or requirements are to be completed upon notice of award and prior to Contract execution or Purchase Order issuance:

A. Florida Department of State Registration

Pursuant to section 607.1501, F.S., out-of-state corporations are required to obtain a Florida Certificate of Authorization pursuant to subsection 607.1503(1), F.S., from the Florida Department of State, Division of Corporations, to transact business in the state of Florida. The Bidder agrees to attain such authorization, if applicable, no later than seven (7) business Days after notice of award, should the Bidder be awarded the Contract. Website: https://dos.myflorida.com/sunbiz/

B. Florida Substitute Form W-9 Process

Bidders must register and complete an electronic Substitute Form W-9. The Internal Revenue Service (IRS) receives and validates the information Bidders provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

State of Florida Vendor Portal Page (myfloridacfo.com)

Foreign Bidders, please visit:

https://flvendor.myfloridacfo.com/ForeignVendors.pdf

If not already on file, the awarded Bidder (if this solicitation results in an award), must have completed this process no later than seven (7) business Days after notice of award.

C. MyFloridaMarketPlace Registration

Each Bidder doing business with the state of Florida for the sale of commodities or contractual services as defined in section 287.012, F.S., shall register in MyFloridaMarketPlace, in compliance with Rule 60A-1.033, F.A.C.

Also, an agency must not enter into an agreement for the sale of commodities or contractual services, as defined in section 287.012, F.S., with any Bidder not https://dos.myflorida.com/sunbiz/ https://flvendor.myfloridacfo.com/ https://flvendor.myfloridacfo.com/ForeignVendors.pdf registered in the MyFloridaMarketPlace system, unless exempted by rule. A Bidder not currently registered in the MyFloridaMarketPlace system must do so no later than five (5) Days after notice of award. Information regarding the registration process is available, and registration may be completed, at the MyFloridaMarketPlace website link available under Vendors at:

https://www.dms.myflorida.com/business_operations/state_purchasing/myflorid amarketplace

Prospective bidders who do not have internet access may request assistance from the MyFloridaMarketPlace Customer Service at 866-352-3776 or from the State Purchasing Office, 4050 Esplanade Drive, Suite 300, Tallahassee, Florida 32399.

D. Scrutinized Companies and Prohibited Business Activities

In accordance with the PUR1000, Section 5. Performance; a. Warranty of Ability to Perform and Section 287.135(5), Florida Statutes (F.S.), the Department may, at its option, terminate the Contract if the Contractor is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. The Contractor must provide a completed PUR 7801, Vendor Certification Form (attached) prior to the effective date of the Contract, and annually thereafter.

E. Joint Ventures and/or Legal Partnerships

Joint ventures or legal partnerships shall be viewed as one (1) Bidder.

Authorization for signatures provided by a joint venture/legal partnership shall have authorizations attached thereto and must be submitted with the Bid Submittal.

F. Prohibition against considering social, political, or ideological interests in government contracting

In accordance with Section 287.05701, F. S., the Department may not request documentation of or consider a Bidder’s social, political, or ideological interests when determining if the Bidder is a responsible Bidder and may not give preference to a Bidder based on the Bidder’s social, political, or ideological interests.

5.0 Award Methodology

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace

5.1 Basis of Award

The Department intends to award to the one (1) responsible and responsive Bidder that submits a responsive Bid with the lowest “Grand Total Price” shown on

ATTACHMENT E, PRICE SHEET.

The Department reserves the right to award as determined to be in the best interest of the Department, and to accept or reject any or all Bids, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the best interest of the Department.

5.2 Florida Preference

In accordance with section 287.084, F.S., a Bidder whose principal place of business is located outside of the state of Florida, must accompany their Bid submittal with a written letter from an attorney-at-law, licensed to practice law in the state where their principal place of business is located, describing the preferences granted by that state (if any) to its own business entities in the award of public purchase orders/contracts. The written document must identify either the preference granted or contain a statement specifying that no preferences are granted. If a Preference Letter is not received in the response submittal, the Respondent will be deemed non-responsive.

When the lowest responsible and responsive Bid is submitted by a Bidder whose principal place of business is located outside the state of Florida, a five percent (5%) price preference shall be awarded to Bidders whose principal place of business is within the state of Florida, unless the state where the out-of-state Bidder is located provides a different price preference for businesses having a principal place of business in that state. In that case, the same price preference shall be awarded to the lowest responsible and responsive Bidder whose principal place of business is located in the state of Florida responding to this competitive solicitation.

A Bidder may submit questions regarding this requirement during the prescribed question and answer period noted in the Calendar of Events.

5.3 Identical Bids

When evaluating Bidder responses to solicitations, if the agency is confronted with identical pricing from multiple Bidders, the agency shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1) The response is from a Florida-domiciled entity, as determined by the

Department of State.

2) Section 287.057(12), F.S., states that “if two equal responses to a solicitation or a request for quote are received and one response is from a certified minority business enterprise, the agency shall enter into a contract with the certified minority business enterprise.”

In the event the application of subsections 1) and 2), above, fail to resolve the identical Bids, the agency shall determine the award by a means of random selection (e.g., a coin toss or drawing of numbers).

5.4 Posting of Agency Decision

The Department will post a Notice of Intent to Award, stating its intent to enter into one or more Contracts with the Bidder or Bidders identified therein, on the Vendor Information Portal (VIP) website.

If the Department decides to reject all Bids, or take any other action permitted by law, it will post its notice at the same VIP website.

FLHSMV-ITB-034-26 EXHIBIT 1

Contractor Name and Address: Contractor FEIN:

Reporting Month:

Contractor CBE Code*:

Primary Contractor Name

Primary Contractor Payment Amount

Invoice No. Subcontractor Name Subcontractor

FEIN

Subcontractor

CBE Code* Commodities or Services

Provided CBE Payment

Amount

The State of Florida’s Office of Supplier Diversity (OSD) certifies woman-, veteran-, and minority-owned businesses for free. If a subcontractor is a woman-, veteran-, or minority-owned business that is not certified by the State of Florida, refer them to OSD to learn more about the benefits of this free certification:

www.dms.myflorida.com/osd or (850) 487-0915

Contract / PO No.:

Invoice No.:

Begin Date:

End Date:

*Certified Codes: H - African American (Certified); I - Hispanic (Certified); J - Asian-American (Certified); K - Native American (Certified); M - Non-Minority (White) Women (Certified);

W - Service-Disabled Veteran Business (Certified) *Non-Certified Codes: A - Non-Minority; N - African American (Non-Certified); O - Hispanic (Non-Certified); P - Asian-American (Non-Certified); Q - Native American (Non-Certified); R

- Non-Minority (White) Women (Non-Certified); Y - Service-Disabled Veteran Business (Non-Certified)

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

TOTALS

BUREAU OF PURCHASING AND CONTRACTS

MONTHLY CERTIFIED BUSINESS ENTERPRISE (CBE) REPORT

To be completed by the Contractor and submitted by the 5th of each month.

CERTIFIED BUSINESS ENTERPRISE (CBE) SUBCONTRACTORS

Only complete this form if the Contractor is NOT certified by the Office of Supplier Diversity (OSD) AND the Subcontractor is a woman-, veteran- and/or minority-owned business enterprise. Include consultants, sub-consultants, sub-contractors, travel agents, etc. who provided services to the Contractor on this project.

FLHSMV-ITB-034-26 EXHIBIT 1

ATTACHMENT A

FLHSMV-ITB-034-26 Address Correction and Certification Services

CALENDAR OF EVENTS

FLHSMV-ITB-034-26, ATTACHMENT A, Page 1 of 1

The table below contains the Calendar of Events for this solicitation and indicates the dates and times governing all solicitation activities. Prospective vendors should become familiar with the Calendar of Events.

The dates and times within the Calendar of Events may be subject to change. It is the Prospective Bidder’s responsibility to check for any changes. All changes to the Calendar of Events will be through an addendum to the solicitation posted on the Vendor Information Portal (VIP) (Vendor Information Portal). Prospective vendors are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time) or as modified in an addendum, as applicable. The Department will not consider late submittals.

ACTIVITY DATE/TIME LOCATION

Solicitation Issued by the Department December 17, 2025

Electronically Posted Vendor Information Portal

Deadline for Receipt of Written Bidder Questions

December 23, 2025, at 3:00 P.M., Eastern

Time

All questions and/or proposed changes to the solicitation must be submitted, via email only, to the Procurement Officer.

JoleyOwens@flhsmv.gov or

Purchasing@flhsmv.gov

Anticipated Date for Department Responses to

Bidder Questions January 13, 2026*

Electronically Posted Vendor Information Portal

Deadline for Receipt of Bids*

January 21, 2026, at 2:00 P.M., Eastern

Time

By Electronic Mail Electronic Address provided in

Section 5.0 of the ITB

Opening of Bids January 21, 2026, at 2:30 P.M., Eastern

Time

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Anticipated Posting of Notice of Intent to Award February 3, 2026*

Electronically Posted Vendor Information Portal

*Please note: The Department reserves the right to post early or in the best interest of the state. Solicitation activities shall take place on the date and time indicated above, where applicable, with the exception of recognized State of Florida holidays (see, section 110.117, Florida Statutes (F.S.)). For planning purposes, prospective vendors should consider the utilized mailing service’s observed holidays.

https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:JoleyOwens@flhsmv.gov

FLHSMV-ITB-034-26, ATTACHMENT B, Page 1 of 18

ATTACHMENT B - SCOPE OF WORK

ADDRESS CORRECTION AND CERTIFICATION SERVICES

1.0 BACKGROUND

The Department of Highway Safety and Motor Vehicles is required to update mailing addresses, with change of addresses reported to the United States Postal Service (USPS) to maintain the bulk mail postal discount through National Change of Address NCOALink® participation. A data exchange process is used to send the data to the Postal Service vendor to correct and/or certify address data. If the customer has an email address on file, the Department will send an email notification to the customer informing them of the address update and requirements to obtain a new Driver License or Identification card.

2.0 SERVICES TO BE PROVIDED BY THE CONTRACTOR

The Contractor shall provide the services described herein and must be licensed by USPS to use Coding Accuracy Support System (CASS) Certification and National Change of Address NCOALink®, to provide address corrections and certification for Department Driver License and Motor Vehicle Address Database to comply with Move Update Standard to the Department. The Contractor shall be responsible for reading and understanding the requirements contained herein and must comply with the requirements as written.

2.1. General Description of Services

The Contractor shall provide the services identified herein, to include, but not limited to, address verification services that comply with all USPS requirements, such as the Domestic Mail Manual (DMM), and Move Update Standard’s to verify and correct the address lists from the Department’s database to the NCOA Database maintained by the USPS in order to produce mailings with the automation rates of postage.

2.2. Data Files

A. Secure File Transfer Process

The Contractor shall provide the Contract Manager an internet protocol (IP) address within five (5) days of contract execution or purchase order issuance and shall work with the Department to create a Secure File Transfer Process (SFTP) connection to send and receive data files.

FLHSMV-ITB-034-26, ATTACHMENT B, Page 2 of 18

B. Department Data File Transfers

1. The Department will submit data files for certification and correction monthly on approximately the twenty-first (21st) day after the end of the prior calendar month.

2. The Department will send two (2) separate data files as follows:

a. One (1) for Driver Licenses; and

b. One (1) for Motor Vehicles.

NOTE: Due to the volume, at times data files may be split into smaller files for submission and receipt.

3. The Contractor shall provide written acknowledgement via e-mail to the Contract Manager within eight (8) hours upon receipt of each file.

4. The Contractor shall utilize the NCOA file layout as provided, please see Exhibit 2 - NCOA File Layout. The Department reserves the right to modify the NCOA file layout at any given time throughout the term of the Contract with thirty (30) to sixty (60) days’ advance written notification to the Contractor.

C. Contractor File Transfers

1. The Contractor shall return to the Department matches on two (2) separate files via SFTP, as follows:

a. One (1) for Driver Licenses; and

b. One (1) for Motor Vehicles.

The Contractor shall not return non-matches to the Department.

NOTE: Due to the volume, at times data files may be split by the Contractor into smaller files for submission. The Contractor will provide an advance twenty-four (24) hour written notification to the Department’s Contract Manager of the number of files that will be sent.

2. The Contractor shall provide only quality data files to the Department meeting each of the following:

a. All records are properly formatted;

FLHSMV-ITB-034-26, ATTACHMENT B, Page 3 of 18

b. All data is readable;

c. All data is for matched records only;

d. All records contain the replacement data to be updated by the

Department; and

e. All files are sized to allow successful File Transfer Protocol (FTP) transmission.

3. Data files delivered to the Department not meeting Section 2., a.-e., above (hereinafter defective data files), will not be accepted. See D.

Turnaround Time, Item 2.

4. The Contractor shall provide the following with each certification cycle in accordance with Domestic Mail Manual (DMM), Chapter 708, subsection 3.5.4.:

a. CASS Summary Report USPS Form 3553; and

b. NCOALink Processing Summary Report for the files certified.

The Contractor shall provide the above files directly to the Department’s Contract Manager via e-mail.

D. Turnaround Time

1. Original Data Files

a. The Contractor shall complete the correction and certification of data files within eight (8) business days of the submission of the monthly data file from the Department.

b. The verification cycle will begin on the date indicated in Section B., 1., above.

c. The verification cycle will end when quality data files are received by the Department.

NOTE: The verification cycle refers to the start and completion of the address data file verification process.

2. Defective Data Files

a. The Department’s Contract Manager will notify the Contractor in writing of defective data files received within twenty-four (24) hours of receipt.

FLHSMV-ITB-034-26, ATTACHMENT B, Page 4 of 18

b. The Contractor shall complete the correction and certification of defective data files within eight (8) business days of receipt of Contract Manager’s notice using the same data files previously sent.

c. The verification cycle will begin when the Contractor receives the written notification from the Department’s Contract Manager.

d. The verification cycle will end when quality data files are received by the Department.

2.3. Data Security

In performing all work related to…