FLHSMV-ITN-054-25 Addendum 1.pdf

FLHSMV-ITN-054-25 Page 1 of 9

FLHSMV-ITN-054-25

Mobile Video Recording (MVR) Solution

Addendum No. 1 August 26, 2025

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION

120.57(3), FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER

SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND

SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120,

FLORIDA STATUTES.

Note: Additions to the ITN are shown in underlined text; deletions are shown in stricken text. All terms and conditions of the ITN, not modified by Addendum No. 1, shall remain in full force and effect.

Item No.1

ATTACHMENT A, CALENDAR OF EVENTS, is hereby revised as follows:

ACTIVITY DATE/TIME LOCATION

Solicitation Issued by the Department August 5, 2025

Electronically Posted MyFloridaMarketPlace Vendor Information

Portal

Deadline for Receipt of Written Inquiries

August 12, 2025, at

3:00 P.M., ET

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

JoleyOwens@flhsmv.gov and Purchasing@flhsmv.gov

Anticipated Date for Department Responses to Contractor Questions

August 26, 2025* Electronically Posted

MyFloridaMarketPlace Vendor Information Portal

Deadline for Receipt of Replies

September 8, 2025, at 2:00 P.M., ET

By Electronic Mail Electronic Address provided in Section 5.0 of the ITN

Opening of Replies September 8, 2025, at 2:30 P.M., ET

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Evaluation of Replies September 10-18, 2025 Various https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:JoleyOwens@flhsmv.gov mailto:Purchasing@flhsmv.gov https://vendor.myfloridamarketplace.com/

FLHSMV-ITN-054-25 Page 2 of 9

Demonstrations September 23-26, Department of Highway Safety and Motor Vehicles

Neil Kirkman Building 2900 Apalachee Parkway

Tallahassee, FL 32399-0500

Initial Test Phase October 6- October 31, 2025

Department of Highway Safety and Motor Vehicles

Neil Kirkman Building 2900 Apalachee Parkway

Tallahassee, FL 32399-0500

Negotiations October 6-9

November 12-13, Various

Anticipated Posting of Notice of Intent to

Award

November 3, December 16, 2025*

Electronically Posted MyFloridaMarketPlace 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 holiday.

Item No.2

FLHSMV-ITN-054-25, Section 6.0 Award Methodology, subsection 6.2 Negotiation Phase and ATTACHMENT I – EVALUATION CRITERIA, 4.0 NEGOTIATION PHASE is modified as follows:

Negotiation sessions may be conducted with the top three (3) two (2) highest final scoring Respondents. The Department reserves the right to negotiate with more or less than the top three two Respondents if it is determined by the Department to be in the best interest of the state to do so. Negotiations will be scheduled as deemed necessary by the Department and held at a location determined by the Department. The Department reserves the right to conduct negotiations in any order sequentially or concurrently;

schedule all negotiations for one day or on separate days; require additional demonstrations or documentation to fully or better understand what the Respondent is offering; and limit the number of individuals attending negotiations on behalf of a Respondent.

Negotiation sessions are not open to the public and each negotiation session shall be face-to-face or via video conferencing (if needed as available). All negotiation sessions will be recorded by the Department. The Department may terminate negotiations at any time for any reason with any or all scheduled Respondents or extend negotiations with

FLHSMV-ITN-054-25 Page 3 of 9 any or all scheduled Respondents if to do so is in the Department’s best interest. If an event beyond the Respondent’s control occurs (e.g., weather causing a travel delay), the Department shall have the sole discretion to conduct negotiations with the affected Respondent(s) in whatever manner best meets the Department’s needs, including via video conferencing or telephone, or not conduct negotiations at all. The Department is under no obligation to award a contract as a result of negotiations.

Each Respondent scheduled to participate in negotiations with the Department shall provide the following at each negotiation session:

a) Company representatives capable of binding the Respondent to contractual terms and pricing.

b) Oral/technical presentation of their firm’s capabilities, costs, and approach to meeting the requirements of this ITN.

c) Answers to Department questions regarding the Respondent’s capabilities, prices, approach and/or understanding about the Department’s needs and expectations.

After the conclusion of all the negotiation sessions, utilizing selection criteria based upon the ITN and negotiations, the Department may request a Best and Final Offer (BAFO) from one or more Respondents. Respondents will be requested to submit a BAFO to the Department setting forth a Respondent’s best offer in reply to the ITN, and to confirm the Respondent’s agreement to the negotiated terms.

Initial Testing Phase

The initial testing phase of the MVR System will consist of each Respondent installing their system for demonstrations in five (5) selected FHP vehicles located in Tallahassee at FHP Headquarters for a two (2) week, fourteen (14) calendar-day period. During this initial test phase, the selected FHP vehicles will utilize the installed system in real-time situations to determine if the system will function as needed. Once the two (2) week, 14 calendar-day, testing period is complete, the Respondent will uninstall the MVR systems from the five (5) FHP vehicles. Respondents will not be required to remain on-site in Tallahassee during the two (2) week period.

Initial phase testers will be provided with a troubleshooting guide containing sufficient detail for typical field adjustments, similar to those a Trooper would encounter in real-world deployment. (NOTE: This guide will be similar to the Operating and Troubleshooting Guide outlined in subsection P, Training, item (9) below). Testers will document system performance each day during the pilot period. If any system fails the initial test (i.e., fails to operate as intended per this ITN and the respondent’s reply, even after addressing minor issues with the troubleshooting guide), the Contractor will be

FLHSMV-ITN-054-25 Page 4 of 9 notified in writing at the end of the initial testing with details of the operational or performance failures.

All testing will be performed in a live environment to ensure real-world reliability and applicability, and all data will be treated as evidentiary in nature. Additionally, all data is subject to Florida Public Records requirements. During this period, all video recordings generated by the systems must be immediately available for review by the user and the Department. The recordings must also be publishable electronically to fulfill Public Records requests and support investigative use. This ensures compliance with Department standards, supports state retention requirements, and facilitates further evaluation.

Item No.3

Questions and Answers

Note: All written questions are reproduced in the same format as submitted by the Vendor.

Question(s) received on 8/12/2025 from Axon

1.

Question:

Question Period: Would the Department consider extending the deadline for questions by one week to allow vendors additional time to review all documents and submit all necessary questions?

Answer: No, due to time constraints, the Department will not be extending the deadline for questions.

2.

Question:

Attachment B - Section 18 - Performance Bond: Would the Department consider a scaled bond or alternative financial security based on rollout stages?

Answer: No, the requirement remains as stated in the ITN.

3.

Question:

Attachment C and PUR 1000/1001: Could the Department confirm that these general terms will remain subject to negotiations in accordance with Section 6.2 - Negotiation Phase?

Response:

Yes, the general terms will remain subject to negotiations, except for any provision required by state or federal law or regulation. Please refer to the ITN, section 2.5, Solicitation Conflicts and Order of Precedence.

4. Question:

Attachment C - Section 10 - Insurance Requirements: Could the Department please confirm that subcontractors may maintain their own insurance independently, and prime vendors are not required to carry or enforce insurance on their behalf?

FLHSMV-ITN-054-25 Page 5 of 9

Response:

As outlined in Attachment B, section 17.0, Special Provisions, H., Subcontracting after Contract Execution, “The Contractor acknowledges that it shall not be released of its contractual obligation to the Department because of any subcontract. The Contractor is solely responsible for ensuring the subcontractor maintains insurance, as required.”

5.

Question:

Attachment C - Section 10 - Insurance Requirements: Could the Department confirm if vendors may satisfy the cancelation notice requirement by notifying the Department after receiving notice from its insurer, rather than requiring insurers to notify the Department directly?

Response:

No, any notification of cancellation must come from the insurance company as outlined in Attachment C, section 9, Insurance, c., “The Contractor’s current certificate of insurance policy(ies) shall contain a provision that the insurance will not be canceled for any reason except after thirty (30) days’ written notice. The insurance company shall provide thirty (30) days’ written notice of cancellation to the Department’s Contract Manager, as well as to the Contractor.”

6.

Question:

Data Conversion Scope: Can the Department confirm how much data (TB, Petabytes, etc.) will need to be migrated by the awarded vendor into the new system?

Response:

The Department currently maintains approximately 400 terabytes (TB) of data that will need to be migrated to the new system as part of the implementation process.

7. Question: CAD/RMS Integration: Can the Department confirm the current CAD vendor, RMS Vendor, and Citation/Crash Vendor?

Response:

The Department’s current vendor for the Computer-Aided Dispatch (CAD), Records Management System (RMS), and Citation/Crash reporting is SmartCOP.

8.

Question:

Installation: Can the Department confirm that the desire is for the contractor to perform all retrofits? Beyond the initial installation in year 1, does the department want FLHP installers to perform new builds if needed or is the preference that the contractor would perform all work on vehicles through the duration of the contract relating to the MVR system.

Response:

No, the Contractor will be responsible for initial installations only. As outlined in Attachment B, section 6.0 Installation, Repairs, Warranty and Recall Plan, the Contractor is required to perform all new installations for the initial installation.

As outlined in Attachment B, section 6.0, A., “Following the completion of the initial start-up installations, all new installations under this contract will be conducted at FHP Central Install Facility, or by FHP-approved vehicle

FLHSMV-ITN-054-25 Page 6 of 9 installation Contractors. The Contractor’s responsibility will be to ensure the timely delivery of complete systems with all necessary accessories to the designated delivery locations.”

9.

Question:

Compatibility with Routers: Could the Department please clarify if they provide routers for any/all vehicles and motorcycles or should vendors propose routers for the vehicles and/or motorcycles with their solution?

Response:

No, the Department will not accept any solution that requires installation of routers in vehicles. Data transport must occur via the cellular connection on the troopers’ laptops.

10.

Question:

Attachment 1, Table 1 - Demonstration evaluation criteria Item 7 - On-board MVR solution provides manual offload to permanent storage solution via removable storage (USB Flash/SD card, etc.):

This requirement to support manual offload via physical media from the MVR itself is typically a requirement for an on-premise solution without automatic offload capabilities. Would the Department consider a solution that offloads video to long-term or permanent storage automatically via LTE or Wi-Fi based on the department’s settings with the option to offload video onto a removable storage device from the long-term/permanent cloud storage?

Response:

No, manual offloading on-premise via removable storage will be required only in cases where there is an urgent need to retrieve video or when the video unit is damaged and unable to offload through LTE or Wi-Fi transport.

11.

Question:

Attachment B, Section 5, Item B 10 - Requirement states that "The MVR solution must include at least two (2) batteries per system, with a warning provided no less than thirty (30) minutes before the battery is depleted.": Would the Department consider a MVR solution that connects directly into the vehicle power system, and will continue to function as long as the vehicle has power without the need for batteries, spare batteries or re-charging.

Response:

The Department requires a battery backup to assist in shutdown of the MVR system. The primary power source for the MVR will be the vehicle’s power system, the requirement for two batteries pertains specifically to the wireless microphone component, not the MVR unit itself.

Question(s) received on 8/12/2025 from PCN Strategies

12. Question: Attachment B Subsection H Video Redaction - Estimated number of hours per month of redaction of video DHSMV staff currently conducts?

Response: Department staff currently conducts an estimated two-hundred and eighty

(280) hours of video redaction per month.

FLHSMV-ITN-054-25 Page 7 of 9

13. Question: Attachment B Subsection O Pilot Testing – Are there any plans for a pilot testing period prior to contract award?

Response:

As outlined in Attachment B, section O., Pilot Testing and Compliance Review will be conducted within thirty (30) days of contract execution.

Please also refer to Attachment I, section 3.0 Demonstrations and Evaluations, this will be conducted prior to contract award.

14.

Question:

Attachment B Subsection K Hardware Maintenance – Where will be the vehicles be located for any required maintenance (i.e. at Troop Office or in the field)?

Response:

Any required maintenance will be performed at the location where the request is initiated, typically at the troop office or at a location as mutually agreed upon by both parties considering operational needs.

15.

Question:

Attachment B Subsection K Hardware Maintenance – If the two-day time period for the replacement of equipment fall on a weekend or state holiday does the two-day window change?

Response: No, the two-day window for equipment replacement remains in effect regardless of weekends or state holidays.

16. Question:

Attachment B Subsection M Data Migration - How much data needs to be moved from existing storage system to the new solution?

Response: Please see the answer for Question No. 6 above.

17. Question:

Attachment B Subsection L Integration – Does DHSMV have a list of current hardware or software that needs to be integrated?

Response:

Yes, current hardware includes Panasonic laptops running Windows 11, and SecureAccess is the current VPN solution. Integration with these components will be essential to ensure compatibility and operational continuity.

18. Question:

Attachment B Subsection L Integration – Does DHSMV have a preferred ALPR vendor?

Response:

No, the Department does not have a preferred Automated License Plate Recognition (ALPR) vendor, this component should be included as part of the vendor’s proposed solution and must meet all applicable functional and integration requirements.

19.

Question:

Attachment B Subsection L Integration – To clarify on any integrations, the integration of other hardware or software will not have a cost from the selected vendor but any costs from the integrated hardware or software provider will be paid by DHSMV.

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No, the Department will not cover any costs associated with integrating third-party hardware or software, all integration efforts and related expenses are the responsibility of the selected vendor.

20.

Question:

Attachment B Subsection B Camera(s) and Equipment – The approximately 250 seed stock camera systems and wiring harnesses, are these to be included in the 2,450 camera systems included in the installs?

Response: The approximate 250 seed stock camera systems and wiring harnesses are not included in the 2,450 camera systems designated for installation.

21.

Question:

Attachment B Subsection B Camera(s) and Equipment - Is the 2,000 feet wireless mic range a hard requirement, or would 1,500 feet range be acceptable?

Response:

No, the 2,000 foot wireless microphone range is a mandatory requirement, 1,500-foot range does not meet the Department’s specifications and will not be accepted.

22.

Question:

Miscellaneous - Does DHSMV plan to incorporate Body Worn Cameras in the future? If so, would the Body Worn Camera replace the wireless microphone?

Response:

No, the Department does not plan to incorporate body worn cameras at this time, except for Troopers driving motorcycles. Yes, body worn cameras would replace the wireless microphone if the Department were to utilize more body worn cameras in the future.

23.

Question:

Miscellaneous – Does DHSMV want a small display to be included that would allow the Trooper to interact with the MVR system along with the included laptop?

Response:

No, the Department does not specifically require a separate display for Trooper interaction with the MVR system beyond the included laptop.

However, if the vendor chooses to provide a small integrated display at no additional cost, it may be included as part of the proposed solution.

Question(s) received on 8/12/2025 from Motorola Solutions

24. Question:

Exhibit 1 was provided but we wish to inquire if FLHSMV/FHP (FHP) could include the approximate number of vehicles to be installed at each location.

Response: The Department will provide vehicle installation quantities by location to the awarded vendor.

25.

Question:

Regarding the provision of high-speed wireless offloading at designated patrol locations through vendor-provided wireless access points, could FHP please clarify whether these access points will connect to FHP’s existing LAN for internet connectivity? A list of these locations and the number of access points requested per location is also requested.

FLHSMV-ITN-054-25 Page 9 of 9

The wireless access points will connect to FHP’s existing LAN for internet connectivity. The Department will provide information to the awarded vendor, however up to 60 wireless access points may be installed at FHP locations throughout the state.

26.

Question:

Finally, we would appreciate it if FHP could clarify the method for migrating existing data from the on-premise I-Pro server. Specifically, will this migration be conducted via an on-premise data transfer or remotely through a cloud/internet interface? If a remote connection is permissible, please specify the available upload bandwidth for this operation.

Response:

The Department does not utilize an on-premises I-Pro server; all data is currently stored in the Microsoft Azure Cloud. Accordingly, data migration will be conducted remotely through cloud-based transfer. As part of the transition process, the current vendor is required to collaborate with the awarded vendor to facilitate the data migration.

Questions and Answers