FLHSMV-RFP-031-24 -QAs_Addendum 1.pdf

FLHSMV-RFP-031-24

Credentialing Equipment and Maintenance

Addendum No. 1

FLHSMV-RFP-031-24 Page 1 of 11

August 14, 2023

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 RFP are shown in underlined text; deletions are shown in stricken text. All terms and conditions of the RFP, 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

July 25, 2023 Electronically Posted

MyFloridaMarket Place Vendor Information Portal

Deadline for Receipt of Written Inquiries

August 3, 2023, 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.

CorinaChiorescu@flhsmv.gov

Anticipated Date for Department

Responses to Contractor Questions

August 14, 2023* Electronically Posted

MyFloridaMarket Place Vendor Information Portal

Deadline for Receipt of Proposals1

September 7, 2023 at 2:00 P.M., ET

By Electronic Mail

Electronic Address provided in Section

5.0 of the RFP https://vendor.myfloridamarketplace.com/ mailto:CorinaChiorescu@flhsmv.gov

FLHSMV-RFP-031-24 Page 2 of 11

Opening of Proposals September 7, at

2:30 P.M., ET

Conference call info:

Toll Free: 1-888-585-9008

Conference Room Number:

263-484-523

Evaluation of Proposals

September 11–22, 2023 Various

Anticipated Posting of Notice of Intent to

Award October 24, 2023*

Electronically Posted

MyFloridaMarket Place Vendor Information Portal

Item No.2

FLHSMV-RFP-031-24, Section 4.0 Definition and Acronyms, is hereby revised as follows:

7. Camera Equipment or Camera Equipment Outfit – Equipment and software necessary to take and record images as contemplated in this RFP, including the camera and backdrop, cables, drivers, and any mounting equipment.

14. Equipment – Physical equipment and all associated parts required for the equipment to operate as designed (e.g., camera and backdrop, scanner, signature pad, cables, connectors, mounting parts, surge protectors, etc.).

Item No.3

FLHSMV-RFP-031-24, ATTACHMENT B, SCOPE OF WORK, Section 6.0 System Requirements, item B. Equipment, 2), a) Camera Equipment, is hereby revised as follows:

a) Camera Equipment

The Camera Equipment Outfit shall include the following system components:

b) Digital Camera and backdrop;

c) Flash;

FLHSMV-RFP-031-24 Page 3 of 11

d) Mounting system; and

e) Software associated with accessing and controlling the camera.

Item No. 4

Requirements, sub-section C., Software, item 6), c) Exposed Signature Pad Methods (Preferred Option) , sub-item i) is hereby deleted as follows:

i) Task<string> GetMagStripeData(CancellationToken cancellationToken)

(1) Activates the mag stripe reader.

(2) Invoking the CancellationToken disables the mag stripe reader and returns from this method.

(3) The return value of this method is the data that was read from the mag stripe reader.

Item No. 5

Requirements, sub-section C., Software, item 6), d) Exposed Signature Pad Methods (Alternate Option), sub-item i) is hereby deleted as follows:

a) Exposed Signature Pad Methods (Alternate Option)

i) Task<string> GetMagStripeData(CancellationToken cancellationToken)

(1) Activates the mag stripe reader.

(2) Invoking the CancellationToken disables the mag stripe reader and returns from this method.

(3) The return value of this method is the data that was read from the mag stripe reader.

Item No. 6

FLHSMV-RFP-031-24, ATTACHMENT B, SCOPE OF WORK, Section 8.0 Lab, Development, and User Acceptance Testing (UAT) Sites , item 1) is hereby revised as follows:

8.0 Lab, Development, and User Acceptance Testing (UAT) Sites

FLHSMV-RFP-031-24 Page 4 of 11

1) Within five (5) days after Contract execution, the awarded Contractor must deliver ten

(10) cameras and backdrops, ten (10) scanners, and nine (9) signature pads (as well as any unique cabling, accessories, etc., required for operation) and must set-up within ten (10) days after Contract execution at the following three (3) sites at the Department’s headquarters in Tallahassee (Kirkman Building): a Lab site, a Development site, and a UAT site. These sites shall be maintained by the Contractor throughout the contract term. The Department will determine the location of each site and will direct the Contractor as to placement of equipment therein.

Item No. 7

FLHSMV-RFP-031-24, ATTACHMENT F, PRICE SHEET, is hereby deleted and replaced in its entirety, please see attached revised on 8/14/23, ATTACHMENT F, PRICE SHEET.

Item No.8

Questions and Answers

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

Question(s) received on August 3, 2023 from IDEMIA:

1. Question: General; Additional Questions

Will FLHSMV allow subsequent rounds of questioning?

Answer: The Department does not intend to extend the solicitation timeline to allow for additional rounds of questions at this time.

2. Question: General; Photo backdrops

A. Can FLHSMV confirm that the Contractor is not required to supply

Backdrops as part of this effort?

B. If backdrops are required, please provide the quantity required?

Answer: A. The Contractor is required to provide 694 backdrops, as part of the camera equipment outfit. Please see the revisions provided in

Item no. 2 and 3, and Item no. 6 above.

B. Please see the response to A.

FLHSMV-RFP-031-24 Page 5 of 11

3. Question: Attachment B, p.9, Subsection B, Item #9.

Signature Pad equipment and functionality must comply with the following specifications:

ix. Support Near Field Communication (NFC)

Will FLHSMV please describe the use case(s) for NFC?

Answer: The Department currently has no use case(s) for NFC. However, the Department reserves the right to use the NFC in the future.

4. Attachment B, p. 10, Subsection C, Software. The Contractor shall provide all necessary software and maintenance, which shall meet the requirements outlined below….

Please confirm that the Contractor is only supplying SDKs and is not expected to supply an end user application.

Answer: The Contractor is only responsible for supplying the SDKs and is not expected to supply an end user application.

5. Question: Attachment B, p.10, Subsection C, Software.

At a minimum, all software must be capable of running on Microsoft Windows 10 or greater and continue to function as Service Packs, Security Patches, Hot Fixes, and major releases of the Microsoft Operating System are made available and deployed as part of the Department’s software management lifecycle.

Does the FLHSMV intend to complete a rollout of Win 11 before the rollout of the new equipment required by this RFP?

Answer: The timeline of a complete roll out of Windows 11 is not known at this time.

The Department would like the equipment to be functional with both Windows 10 and Windows 11.

6. Question: Page 62, Attachment B , Section 20, Maintenance, Repairs and Replacement of Equipment Systems, and Software. Subsection A Item 2 The principal period of remedial maintenance shall be from 7:30 a.m. to 6:00 p.m. local time, Monday through Friday. At the discretion of the Department, the principal period of remedial maintenance may be changed for an installation site by written amendment that states the alternative hours of maintenance for that site.

FLHSMV-RFP-031-24 Page 6 of 11

Contractor personnel will be available M-F , 7:30am to 6:00pm per section C Item 4, however the offices in FL close at 5:00pm M-F. Can the principal period of remedial maintenance match the office hours and still have the personnel available from 7:30am to 6:00pm?

Answer: The Contractor personnel will have to be available M-F from 7:30 am to 6:00 pm, including for remedial maintenance.

7. Question: Page 58, Attachment B, 17.0 Equipment Quantities. The Department anticipates the following quantities will be required for the solution sought by this RFP throughout the contract term:

Is the Department looking for the Contractor to respond to this requirement as part of their response?

Answer: The estimated quantities are listed for informational purposes. Respondents may use the estimated quantities to assess whether they can meet the RFP requirements. Respondents must be able to provide all products and services required in this RFP.

8. Question: Page 60-61, Attachment G , 19.0, Responsibilities of the Department. The Department will have the following responsibilities in support of the resulting contract:

Is the Department looking for the Contractor to respond to these requirements as part of their response?

Answer: No.

Question(s) received on August 3, 2023 from THALES:

9. Question: Attachment A, Calendar of Events, Pg. 1.

Will the Department please provide a go-live date and an estimated project schedule?

Answer: The go-live date is to be determined as indicated in ATTACHMENT B, Section 7.0 Implementation Plans, in coordination with the Department, after the contract award.

10. Question: Attachment A, Calendar of Events, Pg. 1.

Will the Department please consider an additional round of written inquiries?

Answer: Please see the answer to question no. 1.

FLHSMV-RFP-031-24 Page 7 of 11

11. Question Attachment A, Calendar of Events, Pg. 1.

Can the Department please extend the current response deadline by 4 weeks in order for vendors to have ample time to respond with a competitive bid?

Answer: Please see Item no. 1 above, it includes revisions made to the CALENDAR

OF EVENTS.

12.

Question: Attachment B, Pg. 2 “ORION operates on Windows 10 desktop computers, a variety of printers, and a local area Transmission Control Protocol/Internet Protocol (TCP/IP) wide-area network connected to a centralized Oracle database”.

A. What “Associated system and application software” are planned to be included in the workstation?

B. What are the current hardware and software specifications?

Answer: A. The associated system and application software planned to be included in the workstation are Microsoft Office 365 Suite and the Department’s developed applications.

B. The current hardware and software specifications at a minimum need to support Windows 10 and 11.

13. Question: Attachment B, Section 6, A. General, 3) Pg. 6 A. If the equipment is powered from a PC’s USB port, is that acceptable?

B. If it is driven from a USB/110V power adapter, must the adapter be three prong?

Answer: A. No, all equipment must be powered by a USB adaptor hub.

B. The equipment must be driven by a USB/110V power adapter and must have a three prong power cord.

14. Question: Attachment B, Section 6, System Requirements, Software, 6.C.1. Pg.

10.

“At a minimum, all software must be capable of running on Microsoft Windows 10 or greater” When will the Department and its partners anticipate moving to Windows 11?

Answer: There is no anticipated deployment date for Windows 11.

15. Question: Attachment B, Section 6, System Requirements, Software, 6.C.1. Pg.

10.

A. Can the Department clarify the requirement for the software?

FLHSMV-RFP-031-24 Page 8 of 11

B. Does the Department want a single enrollment software to capture portrait, signature, and documents which will interface with the Department’s ORION?

C. Or does ORION use drivers provided by the Contractor to control the devices and conduct aforementioned captures?

D. Will the Department consider a non-commercially available, Contractor-provided software that will capture portrait, signature, and documents, and that will also forward the information to ORION system as a single data package?

Answer: A. Please see item C. below.

B. Please see item C. below.

C. ORION uses drivers provided by the Contractor to control the devices and conduct aforementioned captures.

D. Yes, the Department would consider a non-commercially available, Contractor-provided software. The software must seamlessly integrate with the Department’s ORION application. The Department will have to review and approve the Contractor’s software.

16. Question: Attachment B, Pg. 21, “4) As part of the equipment installation, all currently installed equipment that will be replaced as a result of this RFP will be de-installed by the Contractor at all installation sites. The Contractor will ensure that de-installed equipment is placed in the designated storage location at the installation site. This storage location will be the same location identified in the written site survey results submitted by the Contractor to the Department’s Contract Manager as referenced in Section 10.0, above.”

Will the Department provide more information concerning de-installation procedures for the legacy equipment, including pertinent safety information? Who is responsible for disposal of the legacy equipment?

Answer: The awarded Contractor will ensure that de-installed equipment is placed in the designated storage location at the installation site. This storage location will be the same location identified in the written site survey results submitted by the Contractor to the Department’s Contract Manager as referenced in ATTACHMENT B, Section 10.0. Site Readiness., A. Site Survey.

The Department will dispose of the legacy equipment.

FLHSMV-RFP-031-24 Page 9 of 11

17. Question: Attachment B, Pg. 33, “The Department’s TAC will collect all maintenance requests and route them to the Contractor’s Service Coordinator (or other personnel designated in writing) via the Department’s electronic ServiceNow System.”

Can the Department further describe the TAC’s responsibilities?

Answer: TAC plays a critical role in the triaging of issues (hardware/software) for the state. They are the initial contact point for all technical issues. They handle technical issues and inquiries regarding systems as well as providing login support for the ServiceNow Self Service portal. There are several options for contacting TAC. Self-service tickets, online agent chats, and/or calling into TAC directly via our direct number 850-617-3801. TAC takes all service requests and sends to the contracted service provider via the electronic ticketing system, ServiceNow.

18. Question: Attachment B, 3, Pg. 34 The Contractor must maintain and stock necessary levels of “hot spares” and spare parts to provide maintenance per the requirements, terms, and conditions of the contract. Parts required for maintenance may be shipped, at no additional cost to the Department, directly to the Department or tax collector agency being serviced.

Will the Department be open to storing “hot spares” in their facilities?

Answer: No, the Department will not be responsible for storing “hot spares” in Department’s facilities.

19. Question: Attachment B, 20.0 Maintenance, Repairs and Replacement of Equipment Systems, and Software, C.1 Repairs and Replacements Pg.

Once the replacement equipment is received by the Department, is the Department's personnel or the Contractor's personnel responsible for replacing the equipment?

Answer: The awarded Contractor would be responsible for replacements.

20. Question: Attachment F, Price Sheet A. As there is no line in the pricing sheet for software licensing, are we to assume that the Department envisions that no licensing is necessary for the software delivered as part of the contract?

FLHSMV-RFP-031-24 Page 10 of 11

B. Can the Department please advise how the Contractor should represent software licensing costs, as there is no line item in the Pricing Sheet?

Answer: A. The Department expects the Contractor to absorb any software related costs.

B. Please see the revised ATTACHMENT F, PRICE SHEET.

Question(s) received on August 3, 2023 from Veridos Identity Solutions:

21. Question: Page 14 of 137, 5.0 Response Submission Instructions Section 5.1.1 notes the “Original Response” includes information required in section 5.3 Mandatory Requirements, but sections 5.1.2 and 5.1.4 seem to indicate the Technical Response is a separate document for the response to section 5.3.7 Technical Response Mandatory Documentation (Technical Response).

Will FLHSMV please confirm and/or clarify that the “Original Response” shall contain all 5.3 subsection response requirements (including Price Sheet), but excluding 5.3.7 Technical Response which should be submitted as a separate document/file?

Answer: Yes, the technical response must be submitted as a separate file as part of the “Original Response” and all other electronic versions of the response.

22. Question: Page 16 – 19 of 137, 5.3 Mandatory Submission Requirements Will FLHSMV please clarify how the subsection responses should be “labeled and tabbed separately” for the electronic response(s)?

Answer: The “labeled and tabbed separately” requirement implies that the Respondent needs to ensure that each section of the proposal document is clearly labeled and separated into distinct sections as required in the RFP, to help the reader easily navigate through the content and locate specific sections without difficulty.

23. Question: Page 28 of 137, Attachment A, Calendar of Events Will FLHSMV consider allowing respondents a second round of questions after FLHSMV provides answers to this round of questions to ensure complete understanding of requirements?

Answer: Please see the answer to Question no.1.

24. Question: Page 28 of 137, Attachment A, Calendar of Events Would FLHSMV consider providing a 4-week extension to the Proposal Deadline to allow adequate time for FLHSMV and respondents to fully

FLHSMV-RFP-031-24 Page 11 of 11 process and analyze questions and answers, which will allow non-incumbent respondents to prepare a competitive offer that provides the best value to

FLHSMV?

Answer: Please see the answer to Question no. 11.

25. Question: Page 35-37 of 137, Attachment B, Section 6.B., Hardware Please provide the make and model of the camera, signature pad, and scanner hardware currently being used by FLHSMV for Credentialing Equipment under the current contract.

Answer: The Department is currently using the following hardware:

Epson DS-1630 Scanner, GT-1500 Scanner, T3 & T6 Camera Tower, Signature Pad – Verifone MX 925

26. Question: Page 37 of 137, Attachment B, Pg. 9 of 58, (Subsection B), Subsection B (Signature Pad Equipment), provides the required specifications and capabilities. There is no mention of magnetic stripe (card) reading capability in the equipment specifications but is stated as a requirement within the “Exposed Signature Pad Methods” referenced on FLHSMV-RFP-031-24, Attachment B, Pgs. 11-13 of 58.

Please clarify the magnetic stripe reading capability requirements.

Answer: The magnetic stripe is no longer required, please see the revisions to ATTACHMENT B, SCOPE OF WORK, in item No.4 and 5 above as part of this Addendum.

27. Question: Page 46-49 of 137, Attachment B, Section 29 Please provide historical information on all financial consequences incurred by the current vendor.

Answer: This question doesn’t directly pertain to this RFP's specifications and the information is not currently available.

Questions and Answers