FLHSMV-RFI-037-25 - FHP Desk Trooper Program.pdf

State of Florida Department of Highway Safety and Motor Vehicles

Request for Information (RFI) No.: FLHSMV-RFI-037-25 Desk Trooper Program

FLHSMV-RFI-035-25, Page 1 of 6

1.0 INTRODUCTION

The State of Florida, Department of Highway Safety and Motor Vehicles (hereinafter “FLHSMV” or “Department”), issues this Request for Information (RFI) for the Florida Highway Patrol (FHP) to seek information from parties with proven, verifiable, and documented expertise in the field of Communication Software.

FLHSMV is seeking information from industry stakeholders as to the feasibility, benefit, and any associated costs, burdens to the Department for the investigation of minor crashes from remote locations.

This is an RFI, as defined in section 287.012(22), Florida Statutes (F.S.), for planning purposes only. This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation.

Please monitor the MyFloridaMarketPlace Vendor Information Portal (VIP) for any changes or notices prior to submitting a response.

2.0 DEFINITIONS

A. Concurrent License: allows a limited number of users to access a software application simultaneously.

B. Response: All information, documentation, and other materials submitted by the Vendor in response to this RFI.

C. Vendor: Any firm or person who submits a response to the Department regarding this RFI. Vendor, Contractor, and Respondent may be used interchangeably throughout the RFI.

3.0 PURPOSE OF AN RFI

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual service, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation.

A Vendor’s response to an RFI is not an offer (Rule 60A-1.042, F.A.C) and the agency may not use the Vendor’s submission to justify a contract with that Vendor https://vendor.myfloridamarketplace.com/ https://www.flrules.org/gateway/ruleNo.asp?id=60A-1.042 https://www.flrules.org/gateway/ruleNo.asp?id=60A-1.042

FLHSMV-RFI-035-25, Page 2 of 6 without otherwise complying with Chapter 287, Florida Statutes (F. S.). Vendor responses to this RFI will be reviewed for informational purposes only and will not result in the award of a contract.

Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation, if any. Vendors are not required to submit an RFI response to participate in any subsequent solicitation.

4.0 CALENDAR OF EVENTS

The table below contains the Calendar of Events for this RFI. Vendors should become familiar with the Calendar of Events as the dates and times may be subject to change. It is the Vendor’s responsibility to check the Vendor Information Portal (VIP) for any changes. All changes to the Calendar of Events will be through an addendum to the RFI. Vendors are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time).

DATE TIME ACTIVITY

5/15/2025 RFI is released on the VIP.

5/27/2025 3:00 p.m. Questions due.

6/4/2025 Anticipated answers to questions are released.

6/16/2025 2:00 p.m. RFI responses due.

5.0 ADDENDA TO THE RFI

The Department will post any addenda to this RFI on the Florida Vendor Information Portal (VIP) at: https://vendor.myfloridamarketplace.com/

Each Vendor is responsible for monitoring the VIP for new or changing information.

6.0 QUESTIONS

Questions or requests for clarification regarding this RFI shall be submitted in writing to the Procurement Officer identified in Section 8.0, Procurement Officer, by the date and time specified in the Calendar of Events or as amended by the Department. Questions will not be answered via telephone. The Department anticipates posting answers to questions received on the VIP by the close of business on the date stated in Section 4.0, Calendar of Events.

https://www.flsenate.gov/Laws/Statutes/2020/Chapter287 https://vendor.myfloridamarketplace.com/

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7.0 BACKGROUND

Florida Highway Patrol’s higher call volume regarding traffic accidents in certain areas of the state has led to higher response times and increased workload on the Troopers assigned to those areas. Residents have experienced waiting for hours for a law enforcement officer to arrive at scene to investigate the minor crash. FHP entered into a two (2) year agreement with the Central Florida Expressway Authority (CFX) to develop and implement a Desk Trooper pilot program. The current program uses a software program and the driver(s) cell phone creating the ability for Troopers to respond remotely to minor car crashes and to initiate investigations on Florida roadways. The Department currently has a software subscription for fifty (50) concurrent licenses installed on up to five-hundred (500) workstations.

The Department is seeking to expand the current pilot to a state-wide program including all Florida roadways. In doing so, FLHSMV is seeking a scalable solution that will allow up to one thousand, three hundred (1,300) concurrent users that will include initial training, and any additional training needed virtually.

8.0 PROCUREMENT OFFICER

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

Katie Downey Bureau of Purchasing and Contracts Florida Highway Safety and Motor Vehicles Telephone: 850-617-3183 E-mail: KatieDowney@flhsmv.gov and Purchasing@flhsmv.gov

9.0 PROJECT GOALS

The goal(s) of this project is to obtain assistance or a solution for the FHP to:

1. Significantly reduce roadside wait times, provide immediate roadside assistance to enhance safety for motorists.

2. Decrease roadside risk by helping to clear incidents more efficiently, minimize traffic disruption, and improve highway safety.

3. Engage with residents and visitors more effectively, ensuring motorists receive timely assistance.

10.0 REQUESTED INFORMATION

mailto:KatieDowney@flhsmv.gov mailto:Purchasing@flhsmv.gov

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The Department is requesting information from Vendors that have direct experience with the field of communication software. The purpose is to allow for immediate, detailed crash assessments and documentation, from a secure, remote interface.

All responses to this RFI must contain, at a minimum, the following information:

A. Vendor Background

1. A brief summary of Respondent’s organization, its history and experience with information requested in this RFI.

2. Customer references for previous work with federal, state, local, or county government, to include but not be limited to the following information:

• Detailed description of work performed

• Company/Department name

Name of contact person and their contact information (i.e., phone number, email address, USPS mail address)

B. Implementation/Maintenance

Provide the following details for the proposed solution:

1. An overview of the implementation process and its complexity, along with a realistic estimate of the timeframe required for the implementation phase.

2. Describe the complete level of effort to implement the solution.

3. Describe the requirements (both financially and staffing related as applicable) to maintain the system.

4. Describe the method(s) by which the solution would be supported during a continuous contractual period.

C. Cost

Provide sample cost information that would apply to a solution as described in the RFI response, which may include but not limited to, the following:

1. Estimated Overall Initial Cost (number of concurrent users/licenses, software activation credentials)

2. Estimated fees (one-time implementation, maintenance and training fees)

3. Estimated Optional Renewal Cost

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NOTE: To preserve your company’s ability to bid on any future procurements related to this RFI, it is important to provide general pricing information only (i.e., competitive ranges, and variable impacting price, etc., not a specific price quote).

D. Additional Information

The Department is open to receiving any additional information that would meet the requirements described in this RFI.

11.0 RESPONSE SUBMISSION INSTRUCTIONS

A. Response Submission

The Vendor shall submit:

1. An electronic version of the original RFI response (marked “Original”) and of the redacted version of the redacted RFI response (marked “Redacted”), if applicable (see, Section 13.0, Proprietary Information).

The application used to produce the electronic files must be Microsoft Word 2010 and/or Excel 2010 or later. These electronic files must be logically named and clearly labeled. The redacted version of the RFI response 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 RFI response shall be marked “REDACTED” and must contain a transmittal letter authorizing release of the redacted version of the RFI in the event the Department receives a public records request.

*Please note: If a redacted copy is not provided, the Department will provide a copy of the original submittal upon any public records request.

B. Delivery of RFI Submittal

All RFI responses shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in Section 8.0 - Procurement Officer and must be received by or before the date and time indicated in the Calendar of Events.

Vendors are advised to examine their RFI responses carefully and to ensure all requirements are met and that the RFI response is delivered no later than https://www.flsenate.gov/Laws/Statutes/2020/0812.081

FLHSMV-RFI-035-25, Page 6 of 6 the time indicated in the Calendar of Events. Hardcopy/paper submissions will not be accepted.

Vendors shall submit the RFI response (one copy of each: ORIGINAL and REDACTED) via email to the Procurement Officer indicated in Section 8.0, Procurement Officer. The email shall contain the RFI number FLHSMV-RFI- 037-25 and company name.

12.0 DEMONSTRATIONS

After the Department receives responses to this RFI, and at the sole discretion of the Department, the Department may request responding Vendors to demonstrate to the Department the Vendor’s products and services relating to the information submitted in its RFI response, at no cost to the Department.

Any demonstrations shall consist of a visual product overview and walkthrough conducted remotely as requested by the Department.

13.0 PROPRIETARY INFORMATION

Any portion of the submitted response which is asserted to be exempt from disclosure under Chapter 119, F. S., shall be clearly marked “exempt”, “confidential”, or “trade secret” (as applicable) and shall also contain the statutory basis for such claims on every page. In accordance with Section 119.075, F.S., pages containing trade secrets shall be marked “trade secret as defined in section 688.002, F. S.” Failure to segregate and identify such portions shall constitute a waiver of any claimed exemption and the Department will provide such records in response to public records requests without notifying the Vendor. Designating material simply as “proprietary” will not necessarily protect it from disclosure under Chapter 119, F. S.

14.0 VENDOR COSTS

Vendors are responsible for all costs associated with the preparation and submission of their Request for Information, including any site visit. The state of Florida, Department of Highway Safety and Motor Vehicles, will not be responsible for any vendor-related costs associated with responding to this request.

https://www.flsenate.gov/Laws/Statutes/2020/Chapter119 https://www.flsenate.gov/Laws/Statutes/2020/0812.081 https://www.flsenate.gov/Laws/Statutes/2020/0812.081 https://www.flsenate.gov/Laws/Statutes/2020/Chapter119