FLHSMV-ITN-043-24 MDC.pdf

FLHSMV-ITN-043-24, Page 1 of 29

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

December 11, 2023

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

Solicitation Number: FLHSMV-ITN-043-24

Title of Bid (items solicited): Mobile Data Computing (MDC) Solution

43211500 Computers 43211503 Notebook Computers 43211509 Tablet Computers 43211513 Ultra Mobile personal computer 43211515 Computer Workstation 43211602 Docking Stations 43211700 Computer Data Input Devices 43211715 Portable Data Input Terminals

Date and Time Replies are Due: January 22, 2024, no later than 2:00 p.m., Eastern Time

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0524

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

To receive information on Department of Highway Safety and Motor Vehicles 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.

https://vendor.myfloridamarketplace.com/

FLHSMV-ITN-043-24, Page 2 of 29

Table of Contents

1.0 Solicitation Introduction

2.0 Purpose and General Overview

2.1 Definitions

2.2 Procurement Officer

2.3 Term

2.4 Renewals

2.5 Solicitation Conflicts and Order of Precedence

3.0 ITN Process Overview

3.1 General Overview

3.2 Who May Respond

3.3 Restriction on Communications

3.4 Respondent Questions

3.5 Addenda

3.6 Cost of Response Preparation

3.7 Response Opening

3.8 Disclosure of Response Contents

3.9 Modification or Withdrawal of Response

3.10 Prohibition of Gratuities

3.11 Diversity

3.12 Monthly Certified Business Enterprise Report

3.13 Non-Exclusive Rights

3.14 Response Tenure

3.15 Accessibility for Disabled Persons

3.16 Cooperation with the Inspector General

4.0 Additional Information

4.1 Mandatory Requirements

4.2 Minor Response Exceptions

4.3 Non-Responsive Responses, Non-Responsible Respondents

4.4 Subcontracts

4.5 Joint Ventures and/or Legal Partnerships

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

5.0 Response Submission Instructions

5.1 Response Submission

FLHSMV-ITN-043-24, Page 3 of 29

5.2 Redacted Submissions

5.3 Mandatory Submission Requirements

5.4 Contractual Submissions

5.5 Contractor Responsibility

5.6 Additional Documents/Requirements

6.0 Award Methodology

6.1 Negotiation Phase

6.2 Basis of Award

6.3 Response Clarification

6.4 Contract Formation

6.5 Posting of Agency Decision

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

ATTACHMENT B – EXHIBIT 1 – NON- DISCLOSURE AGREEMENT

ATTACHMENT B – EXHIBIT 2 – MONTHLY CERTIFIED BUSINESS ENTERPRISE REPORT

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – RESPONDENT INFORMATION FORM

ATTACHMENT E – PAST PERFORMANCE – CLIENT REFERENCES

ATTACHMENT F – PRICE SHEET

ATTACHMENT G – REQUIRED CERTIFICATIONS

ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS

ATTACHMENT I - SUBCONTRACTOR UTILIZATION FORM

ATTACHMENT J – EVALUATION CRITERIA AND NEGOTIATIONS

FLHSMV-ITN-043-24, Page 4 of 29

1.0 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 (response, 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 response submission. 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. Responses are reviewed based solely on the information and materials provided in your response.

F. Use the forms provided. For example: Certification forms; Price Sheet 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. The original electronic copy of the proposal must bear an original signature in the appropriate locations and must include all attachments.

H. Submit your response on time. Note all dates and times listed in the Calendar of

Events and within the document and be sure to submit all required items on time.

Late responses will not be opened or considered and will be rejected. In addition, physical response submittals are not allowed and will not be accepted, opened, or considered and will be rejected.

FLHSMV-ITN-043-24, Page 5 of 29

2.0 Purpose and General Overview

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this Invitation to Negotiate (ITN) to establish a contract to purchase, install and maintain a Mobile Data Computing (MDC) solution as fully described in ATTACHMENT B

– SCOPE OF WORK.

2.1 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 response, if signed by other than the Authorized Representative.

b) Business Day: Any day in which normal business is conducted, typically Monday through Friday, excluding State-observed holidays.

c) Business Hours: The hours of 8:00 A.M. to 6:00 P.M., Eastern Time, on any business day. (Note: Florida is geographically situated in both the Eastern and Central time zones.)

d) Contract: A formal purchasing document that contains or incorporates the terms and conditions that apply to the purchase to be made pursuant to this ITN, executed between the Department and Contractor.

e) Contractor: The party selected for an award under this ITN, with whom the Department intends to enter into a formal contract document. Also referred to as “Respondent” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

f) Contract Term: The longest period of time the contract could remain in effect, including the optional renewal term and any required extension(s) authorized under the provisions of Section 287.057(12) and (13), F.S. Whether the contract remains in effect during this entire time frame is dependent upon satisfactory performance by the Contractor, exercise by the Department of optional renewal periods, continued appropriations by the Legislature, and other factors stated in the ITN and resulting contract.

g) Confidential Information: Data, material and information deemed “exempt” or “confidential” by the Florida Public Records Law, Chapter 119, F.S., or any other provision of the F.S., or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of this ITN and resulting contract, reference to Confidential Information includes personal

FLHSMV-ITN-043-24, Page 6 of 29 identification information, including, but not limited to, Social Security Numbers, addresses, or Contractor’s proprietary information.

h) Day: A calendar day, unless otherwise specified.

i) ITN: This Invitation to Negotiate.

j) Purchase Order or PO: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eProcurement system. See PUR Form 1000, paragraph 2, referenced in

ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS.

k) Respondent: Entities submitting a formal response to this ITN. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

l) State or Department: State or Department shall be synonymous with the Florida

Department of Highway Safety and Motor Vehicles.

m) 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.

n) Vendor: Any firm or person who submits a response to the Department in response to this solicitation. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used 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.

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

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2.2 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:

Corina Chiorescu Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0524 850-617-3176 CorinaChiorescu@flhsmv.gov

Section 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 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.”

2.3 Term

The original contract term shall be for a period of four (4) 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 at the Department's discretion for a period of up to four (4) years.

2.4 Renewals

Renewal may be structured as a single four-year term, four (4) one (1) year terms, or any combination totaling no more than four (4) 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.).

2.5 Solicitation Conflicts and Order of Precedence

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

a) ITN Addenda, in reverse order of issuance;

mailto:CorinaChiorescu@flhsmv.gov

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b) ITN, including all attachments;

c) General Contract Conditions (PUR 1000);

d) General Instructions to Respondents (PUR 1001); and

e) Contractor’s submitted response.

3.0 ITN Process Overview

3.1 General Overview

The Invitation to Negotiate (ITN) is a method of competitively soliciting a commodity or contractual service under section 287.057(1)(c), F.S., and awarding a contract to the responsive and responsible Respondent(s) submitting the overall best value to the state. The Department posts an ITN on the MyFloridaMarketPlace Vendor Information Portal (VIP) to initiate the solicitation process.

3.2 Who May Respond

The Department seeks proposals from capable Vendors and seeks to contract with one

(1) Respondent to provide the entire solution, as described in ATTACHMENT B -

SCOPE OF WORK.

The Respondent must be authorized to conduct business within the state of Florida and must possess the experience and have the capability (e.g., sufficient personnel and resources) to provide the products and services described in this ITN in a timely manner. The Department retains the right to request additional information pertaining to the Respondent’s ability and qualifications to fully perform the contract requirements described in this ITN and integrity and reliability to assure good faith performance. See Section 4.3, Non-Responsive Responses, Non-Responsible Proposers, for additional information.

3.3 Restriction on Communications

Respondents to this ITN or persons acting on their behalf may not contact, between the release of the ITN 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 ITN, except in writing to the Procurement Officer or as provided in the ITN documents. Violation of this provision may be grounds for rejecting a response.

3.4 Respondent Questions

Questions related to this ITN must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer Section above, within the time indicated in 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

FLHSMV-ITN-043-24, Page 9 of 29

ATTACHMENT A - CALENDAR OF EVENTS. Questions must reference FLHSMV- ITN-043-24 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 doing so, in the sole and exclusive discretion of the Department, is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

3.5 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 VIP at:

MyFloridaMarketPlace Vendor Information Portal

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

3.6 Cost of Response Preparation

Neither the Department nor the state of Florida is liable for any of the costs incurred by a Respondent in preparing and submitting a reply.

3.7 Response Opening

The Department will hold a public opening of the responses at the date, time, and location (including a conference call number) indicated in ATTACHMENT A -

CALENDAR OF EVENTS.

3.8 Disclosure of Response Contents

All documentation produced as part of the ITN will become the exclusive property of the Department and will not be returned to the Respondent unless it is withdrawn prior to the response opening in accordance with Section 3.9, Modification or Withdrawal of Response, below.

FLHSMV-ITN-043-24, Page 10 of 29

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

3.9 Modification or Withdrawal of Response

Respondents may modify a response at any time prior to the response due date by sending the modified response submittal to the Procurement Officer. A response may be withdrawn by notifying the Procurement Officer in writing before the opening of replies.

3.10 Prohibition of Gratuities

By submission of a response, a Respondent certifies that no elected official or employee of the state of Florida has or shall benefit financially or materially from such response or subsequent contract in violation of the provisions of Chapter 112, F.S. Any contract issued as a result of this ITN may be terminated if it is determined that gratuities of any kind were either offered or received by any of the aforementioned parties.

3.11 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 Respondents 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 prime Respondents 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 Section 3.12, Monthly Certified Business Enterprise Report, below.)

3.12 Monthly Certified Business Enterprise Report

a) The Contractor shall provide the Department a monthly Certified Business Enterprise (CBE) Report (ATTACHMENT B – EXHIBIT 2). 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 each Monthly Certified Business Enterprise (CBE) Report, by the 5th day of the following month (or next business

FLHSMV-ITN-043-24, Page 11 of 29 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 CBE 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.

3.13 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.

3.14 Response Tenure

All responses are binding for one hundred eighty (180) days following the response opening date shown on ATTACHMENT A - CALENDAR OF EVENTS.

3.15 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.

3.16 Cooperation with the Inspector General

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.

4.0 Additional Information

mailto:bpcreporting@flhsmv.gov

FLHSMV-ITN-043-24, Page 12 of 29

4.1 Mandatory Requirements

The Department, as defined herein, has established certain requirements with respect to responses submitted to competitive solicitations. The use of “shall,” “must,” or “will” (except to indicate the future) in this ITN, indicates a mandatory requirement or condition.

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

4.2 Minor Response Exceptions

The Department reserves the right to waive minor deviations or exceptions in responses 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 Respondent an advantage or benefit not enjoyed by other Respondents.

4.3 Non-Responsive Responses, Non-Responsible Respondents

Responses which do not conform in all material respects to the requirements of this solicitation, or which fail to provide all required information, documents or materials may 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 responses are impossible, or those which affect the competitiveness of responses, or the cost to the Department.

Respondents whose responses, 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 responses meet the material requirements of this ITN, and which Respondents are responsible.

“Responsible” or “Qualified Respondent” 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 as required in this ITN, to determine responsibility, may be cause for rejection of the response.

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

FLHSMV-ITN-043-24, Page 13 of 29

4.4 Subcontracts

The Respondent may, only with prior written consent of the Department, enter into written subcontracts for the delivery of products or performance of services described in this ITN. If a subcontract has been identified at the time of response submission, a completed ATTACHMENT I – SUBCONTRACTOR UTILIZATION FORM and a copy of the proposed subcontract must be submitted.

No subcontract which the Contractor enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the Contractor of any responsibility for the performance of its contractual duties.

4.5 Joint Ventures and/or Legal Partnerships

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

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

4.6 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 Vendor’s social, political, or ideological interests when determining if the Vendor is a responsible Vendor and may not give preference to a Vendor based on the Vendor’s social, political, or ideological interests.

5.0 Response Submission Instructions

5.1 Response Submission

Responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this ITN. The emphasis of each response shall be on completeness and clarity of content.

The attachment forms furnished with this ITN must be submitted with the response and are to be filled out in pen and ink or typewritten with no alterations, changes or amendments to the attachment forms other than the Respondent’s replies to the information requested on the attachment forms. All forms must be signed and dated by the Vendor’s Authorized Representative.

Completed forms must be included in the Respondent’s response. If any item is missing or incomplete, the response may be deemed non-responsive. The entire response packet with all forms and documents required shall be referred to as the Respondent’s “Response.”

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The Respondent shall submit its response in the following manner:

5.1.1 One (1) electronic version of the original response, marked “Original

Response” (which must include all required information in Section 5.3 Mandatory Submission Requirements below), including Sections 5.3.1 through 5.3.7) and one (1) electronic copy of the redacted response, marked ”Redacted Copy”, if applicable (see, subsection 5.2, Redacted Submissions, below) must be submitted by email as specified in Section 5.1.3 Delivery of Response, no later than the time indicated in ATTACHMENT A - CALENDAR OF EVENTS, for receipt of responses.

Please note: If a redacted copy is not provided, the Department will provide a copy of the Respondent’s original submittal upon receipt by the Department of any public records request for a copy of the Respondent’s submission.

One (1) electronic version of the TECHNICAL RESPONSE, as indicated in Section 5.3.7. TECHNICAL RESPONSE MANDATORY DOCUMENTATION.

5.1.2 All pages must be numbered, identify the ITN number, and include the Respondent’s name.

5.1.3 Delivery of Responses:

A Respondent may submit a reply for more than one type of product (tablet and laptop) for consideration by the Department, please see below for further details.

All replies shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in subsection 2.2, 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 responses.

Respondents are advised to examine their responses carefully and to ensure all mandatory requirements are met. Hardcopy/paper submissions will not be accepted.

The electronic versions of the - ORIGINAL RESPONSE including all required attachments, together with the REDACTED copy, shall be submitted via email to the procurement officer below. The email shall contain the solicitation number FLHSMV-ITN-043-24 – OFFICIAL RESPONSE and company name and sent to the Procurement Officer below:

Corina Chiorescu

FLHSMV-ITN-043-24, Page 15 of 29

Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3176 CorinaChiorescu@flhsmv.gov and Purchasing@flhsmv.gov

IMPORTANT: The Department’s e-mail size is limited to 35 MB per received e-mail. For attachments exceeding this limit, please provide downloadable document(s) via platforms, such as Microsoft One Drive, Google Docs, etc.

However, the ORIGINAL RESPONSE must be sent via e-mail, as indicated above.

Upon submittal, the Respondent shall request confirmation from the Department for proof of receipt. The Department will respond with confirmation upon receipt of each response. If no receipt is provided, it’s the Respondent’s responsibility to contact the Procurement Officer for further inquiry.

Responses that include any qualifying language, conditions, caveat(s), modification(s), or other language changing or not meeting the requirements of the ITN, anywhere in the response will be viewed as a conditional response and the Department may reject the ITN response.

5.2 Redacted Submissions

This subsection supplements Section 19 of the PUR 1001.

If the 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, F.S., the Florida Constitution or other authority, the 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 Respondent’s name 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.

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 mailto:CorinaChiorescu@flhsmv.gov mailto:Purchasing@flhsmv.gov https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITN-043-24, Page 16 of 29

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 response, 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 response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the 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 by the Respondent to the Department in answer to a public records request for these records.

5.3 Mandatory Submission Requirements

A Respondent’s response shall consist of the following requirements. All items listed below are mandatory, unless otherwise noted. FAILURE TO INCLUDE ANY ITEM

REQUIRED TO BE INCLUDED IN THE RESPONSE MAY RESULT IN THE

REJECTION OF THE RESPONDENT’S RESPONSE.

If submitting responses for more than one type of product (tablet and laptop), the Respondent shall provide information as required in ATTACHMENT B, SCOPE OF WORK, for each type of device. Each submittal must be clearly labeled and identified by type of item (tablet or laptop, as applicable).

5.3.1 RESPONDENT INFORMATION FORM, ATTACHMENT D (No points will be awarded)

This form serves as the document covering transmittal of the response, as well as verification of the prospective Respondent’s name, address, and Federal Employer Identification (FEID) Number. The form must be completed in its entirety to provide the name, title, address, telephone number and email address of the official Respondent’s contact person and contract manager, and alternates for those persons, if available. These individuals must have the authority to bind the Respondent’s to a contract and shall be available to be contacted by telephone and to attend meetings as may be appropriate.

ATTACHMENT D – RESPONDENT INFORMATION FORM shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

FLHSMV-ITN-043-24, Page 17 of 29

5.3.2 PAST PERFORMANCE - CLIENT REFERENCES, ATTACHMENT E (90 points possible)

In the space provided on page 1 of ATTACHMENT E - PAST PERFORMANCE

- CLIENT REFERENCES, the Respondent must list all business names under which it has operated during the last three (3) years. Mark N/A if the business name has not changed within the past three (3) years.

In the spaces provided, the Respondent must provide the information indicated for three (3) separate and verifiable, Non-FLHSMV (Department of Highway Safety and Motor Vehicles) client references.

The client references listed must be able to attest that the Respondent provided products and services similar in nature to the scope of work contemplated in this ITN by each separately completing the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT E – PAST PERFORMANCE – CLIENT REFERENCES In the event the Respondent has had a name change since the time work was performed for a listed reference, the name under which the Respondent operated at that time must be provided in the space provided below the Respondent’s Name on the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT E – PAST PERFORMANCE – CLIENT

REFERENCES).

Client references that were the Respondent’s subcontractors will not be accepted as Past Performance client references under this ITN. Entities having an affiliation with the Respondent (i.e., currently a parent or a subsidiary having common ownership, having common directors, officers, or agents, or sharing profits or liabilities) will not be accepted as Past Performance client references under this ITN.

ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES, shall be clearly labeled and should be included with the original electronic response only.

5.3.3 PRICE SHEET, ATTACHMENT F (300 points possible)

The Respondent shall submit a completed ATTACHMENT F, PRICE SHEET in electronic format (Excel), as provided by the Department, and a signed version in Adobe .pdf format, to be considered responsive.

If submitting replies for more than one type of product (tablet and laptop), the Respondent shall provide a separate ATTACHMENT F, PRICE SHEET, for each

FLHSMV-ITN-043-24, Page 18 of 29 type of product. Each submittal must be clearly labeled and identified by product type (tablet or laptop).

Should the Respondent decide to submit pricing both inclusive and exclusive of the optional item, roadmap biometric reader (as indicated on ATTACHMENT B, Section 3., a. 5) Optional Item: Roadmap Biometric reader), the Respondent must complete both tabs (Option 1 and Option 2) of ATTACHMENT F, PRICE SHEET.

NOTE: For each device type (tablet or laptop), the Respondent may submit pricing for either OPTION 1 (1st tab) or OPTION 2 (2nd tab) or both OPTION 1 and OPTION 2.

a) The Respondent shall provide a dollar amount in each appropriate yellow cell of the Price Sheet, including both the initial and renewal Contract terms.

The price information entered on the Price Sheet is the sole and exclusive means of compensation payable to the Respondent pursuant to the contract resulting from this ITN.

b) The Respondent also shall provide the information requested in all other yellow cells of the Price Sheet.

c) The Respondent shall use legible handwriting, if applicable, when completing the Price Sheet.

d) All Price Sheet calculations will be verified for accuracy by the Department. If mathematical error(s) in a Respondent’s Price Sheet calculations are identified, unit prices submitted by the Respondent will be used to determine the “Total Subscription Price” (one for the Original Contract Term and a separate one for the Renewal Contract Term) and the “Grand Total” for that Respondent, unless determined otherwise by the Department.

Price(s) will be final based on Department verification. Department-corrected Price Sheet will be made available upon written request to the Respondent as permitted by state law.

e) At the end of the contract resulting from this ITN, when the hardware component replacement is required or whenever hardware must be replaced as required pursuant to Section 3. c) of ATTACHMENT B, SCOPE OF WORK, or whenever any hardware, software, or other component of the MDC Solution must be replaced by the Respondent, the Department shall not be liable for any payment or compensation to the Respondent for any

FLHSMV-ITN-043-24, Page 19 of 29 destroyed, missing, or lost hardware, software, or other component of the MDC Solution. The sole and exclusive types of compensation for the Respondent under any contract resulting from this ITN shall be those shown on ATTACHMENT F – PRICE SHEET.

f) The Department will not accept and will not agree to any qualifying or caveat language for pricing within ATTACHMENT F - PRICE SHEET. A response that includes qualifying or caveat language on ATTACHMENT F – PRICE SHEET will be viewed as a conditional response and the Department may reject the Respondent’s response. (See, also subsection 4.3, Non-Responsive Responses, Non-Responsible Respondents.)

g) ATTACHMENT F - PRICE SHEET shall be labeled and separated in an easily identifiable section separately and should be included with the original, electronic response only.

5.3.4 REQUIRED CERTIFICATIONS, ATTACHMENT G (No points will be awarded)

The response must contain a completed ATTACHMENT G - REQUIRED CERTIFICATIONS and shall be labeled and separated into an easily identifiable section and should be included with the original electronic response only.

5.3.5 RESPONDENT QUALIFICATION QUESTIONS, ATTACHMENT H (No points will be awarded)

ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS, shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

5.3.6 SUBCONTRACTOR UTILIZATION FORM, ATTACHMENT L (No points will be awarded.)

Anticipated subcontract agreements known at the time of response submission, including the percentage of work to be performed by each subcontractor, must be identified in the response using Attachment I – Subcontractor Utilization Form, or the response may be deemed non-responsive.

ATTACHMENT I – SUBCONTRACTOR UTILIZATION FORM, shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

FLHSMV-ITN-043-24, Page 20 of 29

5.3.7 TECHNICAL RESPONSE MANDATORY DOCUMENTATION (610 Total Points Possible)

(Must be submitted with the original electronic response and all other electronic versions of the response.)

The Respondent’s response to this ITN should be labeled and separated in an easily identifiable section and shall consist of the following mandatory documentation:

a) Table of Contents (No points will be awarded)

The response shall include a Table of Contents. The Table of Contents shall contain section headings and subheadings along with corresponding page numbers.

b) Executive Summary (No points will be awarded)

The response shall include an executive summary, no longer than ten (10) single-sided pages in length, that demonstrates the Respondent’s overall understanding of the need for and purpose of the project and describes the salient features of the Respondent’s technical response.

c) Organizational Structure and History (No points will be awarded)

Limited to a maximum of ten (10) pages (the Respondent shall provide the requested information below which will demonstrate the Respondent’s and subcontractor(s)'s ability to successfully complete the work described in this ITN and its attachments, exhibits, and referenced supporting documentation.

The Respondent’s and any proposed subcontractor(s) information shall be shown separately.

Specifically, the Respondent and their subcontractor(s) must provide:

1. The full legal name of the Respondent;

2. Proof of legal entity and authorization to do business with (and in) the state of Florida (if the Respondent is not registered to do business in Florida with the Florida Department of State, the Respondent must commit, consistent with Question 9 of ATTACHMENT H – RESPONDENT QUALIFICATION QUESTIONS, to attain such registration no later than seven (7) business days after notice of award);

3. Country and state of incorporation of the Respondent;

4. Respondent’s principal place of business;

FLHSMV-ITN-043-24, Page 21 of 29

5. Description of the Respondent’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organizational charts and details concerning the number of facilities by geographic location;

6. Brief description of the Respondent’s principal type of business and history and what uniquely qualifies the Contractor for the work described in this ITN;

7. A summary of projects administered by the Respondent similar to the one described in this ITN. The summary shall include each project scope (including whether performed as a joint venture/partnership and the work each participant performed with percentage of work indicated), the outcomes of each project, including barriers/complications and resolutions encountered, and identification of cost savings; and

8. Identification of any potential or actual conflicts of interest that might arise for the Respondent as a result of the Contract award to the Respondent.

Describe in detail the plan to eliminate or mitigate any conflicts. Such conflicts include, and are not limited to, those covered by Section 6, Conflict of Interest of the PUR 1001. Address both personal and organizational conflicts.

The following specifically apply to the Respondent and shall be addressed as such:

1. Names and addresses of all affiliated or related companies, (including Contractors and/or subcontractor(s), if any) that are participating in this project and a brief description of the relationship to the Respondent.

2. The Department reserves the right to approve, deny, and/or remove any Contractors and/or subcontractors. If proposing the use of any Contractors and/or subcontractors to perform the work described in this ITN, the Respondent must:

a) Provide a detailed description of the Respondent’s experience as a

Contractor managing Contractors and/or subcontractors and detail the plan to operate, manage and coordinate any proposed Contractors/subcontractors.

b) Provide a detailed description of the Respondent’s previous project experience with each Contractor/subcontractor and how they will be used on this project. If this would be the first project utilizing the proposed Contractor/subcontractor(s), explain why they were selected for this Project.

FLHSMV-ITN-043-24, Page 22 of 29

d) SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR (470 points possible)

If submitting responses for more than one type of product (tablets and laptops), the Respondent shall provide information as required in ATTACHMENT B, SCOPE OF WORK, for each type of device. Each submittal must be clearly labeled and identified by type of item, such as “Tablets” or “Laptops”, as applicable.

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B, SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR.

1. Responses must clearly identify how the Respondent can meet or exceed each of the ITN’s requirements. MDC Solution Specifications Plan (80 points possible)

The Respondent shall describe in detail its proposed plan to meet the MDC Solution Specifications requirements outlined in the solicitation, as indicated in ATTACHMENT B – SCOPE OF WORK, Section 3.

SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section a. MDC Solution Specifications.

2. Installation, Maintenance and Repairs Plan (40 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all the installation, maintenance and repairs requirements in the solicitation, as indicated in ATTACHMENT B, SCOPE OF WORK, Section 3.

SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section b., Installation, Maintenance and Repairs.

3. Hardware Refresh Plan (50 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all hardware refresh requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section c. Hardware Refresh.

4. Security and Regulatory Compliance Plan (60 points possible)

FLHSMV-ITN-043-24, Page 23 of 29 security and regulatory compliance requirements as described in ATTACHMENT B – SCOPE OF WORK, SCOPE OF WORK, Section 3.

SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section f., Security and Regulatory Compliance.

Additionally, The Respondent shall provide with its Response, a data protection and privacy policy that, at a minimum, complies with Rule 60GG-2.001, F.A.C., as required in ATTACHMENT B, SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR sub-section f. Security and Regulatory Compliance, item (5).

5. Data Migration Requirements (40 points possible) data migration requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section g. Data Migration Requirements.

6. Project Plan and Implementation (40 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all project plan and implementation requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section

h. Project Plan and Implementation.

7. MDC Solution Subscription Services (30 points possible)

The Respondent shall describe, in detail, its proposed plan to provide MDC Solution Subscription Services as described in ATTACHMENT B, SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section i. MDC Solution Subscription Services.

8. Training (30 points possible)

The Respondent shall describe, in detail, its proposed training plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section j. Training.

FLHSMV-ITN-043-24, Page 24 of 29

9. Warranty (30 points possible)

The Respondent shall describe, in detail, its proposed plan to provide a warranty, as described in ATTACHMENT B – SCOPE OF WORK, SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section k. Warranty.

10. Recalls (30 points possible)

The Respondent shall describe, in detail, its proposed plan to address recalls, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section l. Recalls.

11. Staffing Requirements (40 points possible)

The Respondent shall describe, in detail, its proposed staffing plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 3. SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section m. Staffing Requirements.

e) USER ACCEPTANCE TESTING PLAN (40 points possible)

The Respondent shall describe, in detail, its proposed User Acceptance Testing Plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 4. USER ACCEPTANCE TESTING (UAT).

f) TECHNOLOGY UPGRADE PLAN (60 points possible)

The Respondent shall describe, in detail, its proposed Technology Upgrade Plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5. TECHNOLOGY UPGRADE.

g) PLAN FOR DISPOSITION OF DATA (40 points possible)

The Respondent shall describe, in detail, its proposed Plan for the Disposition of Data, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 6. DISPOSITION OF DATA.

5.3.8 Florida Preference

The Out-of-State Preference Letter shall be clearly labeled and separated and should be included with the original response only.

In accordance with Section 287.084, F.S., a Vendor whose principal place of business is located outside of the State of Florida, must accompany their

FLHSMV-ITN-043-24, Page 25 of 29 response documents 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 POs/Contracts. The written document must identify either the preference granted or contain a statement specifying that no preferences are granted.

When the lowest responsible and responsive response is submitted by a Respondent whose principal place of business is located outside of State of Florida, a five percent (5%) price preference shall be awarded to Respondents whose principal place of business is within the State of Florida, unless the state where the out-of-state Respondent 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 respondent whose principal place of business is located in the State of Florida responding to this competitive solicitation.

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

FAILURE TO SUBMIT ANY OF THE MANDATORY DOCUMENTATION SET

FORTH IN SECTION 5.3 ABOVE OR SUBMITTING ANY OF THE

MANDATORY DOCUMENTATION WITH ADDED LANGUAGE, CONDITIONS,

CAVEAT(S), OR MODIFICATION(S), MAY RESULT IN THE REJECTION OF

THE RESPONDENT’S PROPOSAL.

5.4 Contractual Submissions

A Respondent’s…