Identity_and_Access_Management_(IAM)_Solution.pdf

REQUEST FOR PROPOSAL

2026-RFP-133

IDENTITY AND ACCESS MANAGEMENT (IAM) SOLUTION

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: October 26, 2026

DEADLINE FOR QUESTIONS: November 9, 2026

RESPONSE DEADLINE: November 16, 2026, 3:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Identity and Access Management (IAM) Solution

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. REQUIRED PROPOSAL SUBMITTALS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VIII. VENDOR QUESTIONNAIRE

Attachments:

C - Indemnification 2026 Vendor

G - Human Trafficking Affidavit

H - IAM_Vendor_Evaluation_Scorecard

Request For Proposal #2026-RFP-133 Title: Identity and Access Management (IAM) Solution

1. NOTICE

Identity and Access Management (IAM) Solution

FOR THE CITY OF LAKELAND

Monday, October 26, 2026

RFP No.2026-RFP-133

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 3:30 pm – Monday, November 16, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website at https://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780. RFP Documents are Required for Submittal. Proposers are required to submit their response through the Portal. Proposers shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO PROVIDE:

Identity and Access Management (IAM) Solution.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Monday, November 9, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Proposer requiring clarification or having a dispute with these documents must advise the City

Purchasing Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Monday, November 9, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Proposer waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Proposer convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Proposer to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Proposer and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal.

Exparte communication may be grounds for disqualifying the offending Proposer from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Proposer should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Proposer's insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of

Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a non-governmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a proposal in response to this Request for Proposals you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S.

General Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Proposer agrees that any contract awarded to Proposer will be subject to termination by the City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All proposers must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of Lakeland.

Further, all proposers must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Proposer's firm or any of its branches.

The Proposer shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the Proposer is not financially interested in, or otherwise affiliated in a business way with any other Proposer on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit proposals on behalf of the Proposer, I hereby certify that the company identified above in the section entitled “Proposer Vendor Name” is not listed on either the

Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the

Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer's social, political, or ideological interests.

1.15. ADDENDA

It is the Proposer's responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Proposer shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Proposer to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Proposer is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision.

Proposers are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Proposer's inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Proposer shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Proposer's experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Proposers. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

1.1. Summary

The City of Lakeland is issuing this Request for Proposal (RFP) to solicit proposals from qualified vendors for an enterprise Identity and Access Management (IAM) solution.

The City is seeking a solution that can support centralized identity management, authentication, access control, lifecycle management, governance, application integration, and related security capabilities across the organization. The solution should support approximately 2,500 workforce identities and provide a scalable platform that can meet current operational needs while supporting future growth and evolving security requirements.

The budgetary estimate for this project is $150,000. Vendors should provide clearly itemized first-year implementation and licensing costs, annual recurring licensing and support costs, and any additional or optional fees.

Depending on the results of the Phase 1 evaluation, the City may invite a limited number of top-ranked vendors to participate in a Phase 2 evaluation, which may include product demonstrations, presentations, and/or clarification sessions.

2.2. Background

1.2. Background

The City currently uses Microsoft Entra ID as its primary identity platform, with Entra ID P1 broadly deployed across the workforce and a smaller number of Entra ID P2 licenses providing access to more advanced identity protection and governance capabilities.

The current environment supports core capabilities such as single sign-on, directory synchronization, Conditional Access, multifactor authentication, device registration, and self-service password reset.

However, advanced identity capabilities such as risk-based identity protection, privileged identity management, access reviews, entitlement management, and broader governance functionality are not licensed consistently across the full user population.

The City is evaluating IAM solutions that can preserve the capabilities currently in use while improving identity lifecycle automation, security, governance, application integration, administrative visibility, and support for specialized requirements such as Public Safety and CJIS-related use cases.

The desired solution should also support integration with existing City systems, including Active

Directory, Microsoft 365, HRMS/PeopleSoft, endpoint management, security monitoring platforms, and internally developed applications.

2.3. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787

Department:

Department of Information Technology

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release October 26, 2026

Pre-Proposal Meeting (Non-Mandatory) November 3, 2026, 11:00am https://teams.microsoft.com/meet/259996053598

2593?p=FN8l2nEVguPVB2GAE7

Meeting ID: 259 996 053 598 259 3

Passcode: 2wU6TZ2Q

RFP questions deadline November 9, 2026, 5:00pm

RFP proposal due date November 16, 2026, 3:30pm mailto:linda.alspaugh@lakelandgov.net tel:(863)834-8787 https://teams.microsoft.com/meet/2599960535982593?p=FN8l2nEVguPVB2GAE7 https://teams.microsoft.com/meet/2599960535982593?p=FN8l2nEVguPVB2GAE7

3. SCOPE OF WORK

3.1. Scope of Work

Vendor Response Requirements

Vendors must explicitly indicate Yes or No for each requirement in Sections 2.1 through 2.5. Any "No" response must include an explanation of limitations or alternative solutions. For "Yes" responses, vendors must identify any additional products, licensing, third-party integrations, or custom development required to meet the requirement.

Vendors must clearly distinguish between capabilities included in the proposed solution and those requiring additional costs or services.

2.1. Identity and Access Management

At a minimum, the proposed solution must:

• Support approximately 2,500 workforce identities.

• Provide Single Sign-On for in-scope applications and support SAML 2.0 and OIDC.

• Support Single Sign-On (SSO) and Multi-Factor Authentication (MFA) for legacy on-premises

Oracle PeopleSoft and eBusiness Suite applications that do not natively support modern federation protocols such as SAML 2.0 or OIDC. Vendors must identify any additional components, products, licensing, or account requirements necessary to provide this capability.

• Support adaptive/risk-based multifactor authentication and phishing-resistant authentication using standards such as FIDO2/WebAuthn.

• Provide centralized directory services capable of synchronizing with the City’s on-premises

Active Directory environment.

• Support attribute mapping and custom user profile schemas.

• Integrate with the City’s HR system of record to automate Joiner-Mover-Leaver processes, including provisioning, modification, and deprovisioning of access.

• Automatically disable access across connected applications when a termination event is received from the HR system.

• Support centralized management of multiple organizational domains within a single tenant while maintaining appropriate administrative, policy, and security separation.

• Support role-based and delegated administration.

Additional desired capabilities include access reviews, identity governance, access-request workflows, privileged-access capabilities, and support for non-human and emerging identity use cases.

2.2. Integrations and Technical Requirements

At a minimum, the proposed solution must:

• Provide supported integration with Oracle PeopleSoft HRMS for identity lifecycle events, including provisioning, deprovisioning, and attribute synchronization.

• Integrate with Active Directory, Microsoft 365, endpoint/device management platforms, and the

City’s SIEM as applicable.

• Support internally developed applications using standards-based protocols and developer interfaces, including SAML, OIDC, and OAuth 2.0.

• Support secure API access, including machine-to-machine authentication and scoped access tokens.

• Provide documented REST APIs for user, group, and identity-event management.

• Clearly identify any functionality requiring custom development, third-party products, or additional licensing.

Additional desired capabilities may include outbound webhooks/event hooks and Infrastructure-as-Code support.

2.3. Security and Compliance

At a minimum, the proposed solution must:

• Support Conditional Access and access decisions based on identity, device state, location, and risk.

• Integrate with the City’s endpoint/device management platform for device-trust and compliance signals.

• Support least-privilege and delegated administrative access.

• Provide comprehensive audit logging for administrative and authentication activity with a minimum 12-month retention capability.

• Protect identity and authentication data using appropriate security and encryption controls.

• Provide the technical identity, authentication, access-control, auditing, encryption, and integration capabilities necessary to support applicable CJIS Security Policy requirements for

Public Safety and Criminal Justice Information use cases.

Additional desired capabilities include governance reporting, entitlement visibility, access reviews, and privileged-access integrations.

2.4. Implementation, Migration, Training, and Support

At a minimum, the vendor must:

• Provide a phased, application-by-application migration approach that allows systems to transition incrementally rather than requiring a single cutover.

• Provide hands-on implementation assistance, including project management, solution configuration, integration, testing, deployment, and coordination with City staff and applicable third parties to support successful setup and go-live.

• Provide documented 24x7 support for critical production incidents with a P1 response time of no more than one hour.

The City also desires:

• Migration tooling and documented migration guidance.

• Administrator and designated staff training.

• Documentation and knowledge transfer.

• Post-go-live transition assistance.

• A named customer success contact or equivalent support resource.

2.5. Pricing and Value

At a minimum, vendors must:

• Provide complete and transparent pricing based on approximately 2,500 workforce identities.

• Clearly identify all required product tiers, licenses, add-ons, support, and third-party components needed to deliver the proposed solution.

• Separately identify licensing, implementation, configuration, migration, training, and required support costs.

• Provide annual recurring licensing and support costs.

• Provide incremental pricing for growth above 2,500 identities.

• Clearly identify optional products and services.

• Identify any additional costs associated with custom development or separately licensed components.

The City’s estimated budget for this project is $150,000. Vendors should provide complete and itemized pricing for all required licensing, implementation, configuration, migration, training, support, and any additional or optional costs.

4. REQUIRED PROPOSAL SUBMITTALS

The following documents and information are required as part of the Proposer’s response. Proposers are responsible for ensuring that all required documents are complete, properly executed, and submitted through the City’s e-Procurement Portal by the Proposal Deadline. Failure to submit required documentation may result in the Proposal being deemed non-responsive, subject to the City’s authority to waive minor informalities or irregularities as permitted by applicable law and City policy.

4.1. W-9 – Required Upload

Upload a completed and signed IRS Form W-9 (Request for Taxpayer Identification Number and

Certification). The legal business name and Taxpayer Identification Number provided on the W-9 must correspond with the Proposer’s information submitted to the City. The W-9 must be signed and dated by an authorized representative.

4.2. Florida Division of Corporations (Sunbiz) Registration – Required Upload

Upload documentation from the Florida Department of State, Division of Corporations (Sunbiz), showing the Proposer’s current business registration. The legal business name must correspond with the name provided in the Proposal and W-9.

4.3. Hold Harmless/Indemnification Agreement – Required Upload

Complete and upload the City’s Hold Harmless/Indemnification Agreement. The agreement should be completed in its entirety, signed by an authorized representative of the Proposer, and properly notarized. The legal business name identified on the agreement must exactly match the legal business name of the Proposer submitting the response and the name provided on the Proposer’s W-9.

4.4. Human Trafficking Affidavit – Required Upload

Complete and upload the City’s Human Trafficking Affidavit in accordance with Section 787.06(14), Florida Statutes. The affidavit must be completed in its entirety, signed by an authorized officer or representative of the Proposer under penalty of perjury, and properly notarized. The legal business name identified on the affidavit must exactly match the legal business name of the Proposer submitting the response and the name provided on the Proposer’s W-9.

5. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Core IAM Functionality & Lifecycle

Management

Single Sign-On, MFA and phishing-resistant authentication; directory services; Joiner-Mover-Leaver automation;

provisioning/deprovisioning; access workflows; multi-domain management; identity governance;

privileged, non-human, and emerging identity capabilities.

Points Based 25

(25% of Total)

2. Technical Architecture & Integration

PeopleSoft HRMS, Active Directory, Microsoft 365, endpoint management, SIEM, internally developed applications, APIs, OAuth 2.0, webhooks, standards-based integrations, scalability, and identification of third-party or custom components

Points Based 20

(20% of Total)

3. Security, Governance & Compliance

Conditional Access, device trust, least privilege, audit logging and retention, governance reporting, encryption, privileged access controls, and support for applicable CJIS/Public

Safety requirements.

Points Based 20

(20% of Total)

4. Implementation, Migration, Training

& Support

Phased migration approach, project management, testing, implementation assistance, training, knowledge transfer, post-go-live support, critical-incident SLAs, customer success, and relevant implementation experience/references.

Points Based 15

(15% of Total)

5. Pricing & Overall Value

Pricing for approximately 2,500 workforce identities; first-year and recurring costs; implementation, migration, training, and support costs;

required add-ons; growth pricing;

licensing simplicity; scalability; and long-term value. Annual recurring licensing and required support should not exceed $150,000

Points Based 20

(20% of Total)

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

6.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

6.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

6.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

6.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

6.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

6.9. Cyber & Privacy Protection Liability

This insurance shall be a “claims made” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against claims arising from anyone’s acts errors or omissions including but not limited to outsourcers or vendors and any electronic or non-electronic security events whatsoever for:

A. your actual or alleged breach of any confidence, or violation or infringement of any rights to privacy or other legal protections for personal information, including but not limited to breach of a person’s right of publicity, false light, intrusion upon a person’s seclusion, public disclosure of a person’s private information, or misappropriation of a person’s picture or name for commercial gain;

B. your breach of duty to:

1. protect the security and confidentiality of customer records and information;

2. protect against any anticipated threats or hazards to the security or integrity of such records;

3. protect against unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer;

4. protect any personally identifiable information, or other private or confidential information;

C. under any statute including but not limited to HIPAA and GLB acts, or under any contract, including but not limited to your privacy statement;

The retroactive date of this “claims made” policy must be earlier than or equal to the start date of this contract. The Other Party is required to continue to purchase this coverage for a minimum of three years beyond the completion of this project.

The liability limits shall not be less than$1,000,000.00

6.10. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

6.11. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/320250/document?section=3030410

7. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

All City of Lakeland (City) project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors, as applicable.

7.1. General

A. All Contractors are responsible for providing their employees (including Subcontractors) with a safe and healthy working environment as required under the Occupational Health and Safety

(OSHA) Act of 1970 and the Occupational Safety and Health Administration (OSHA) standards.

Therefore, the contractor and their employees are responsible for following all applicable OSHA standards, state regulations, and the City’s Safety Practices and Policies.

B. City management reserves the right to STOP work for any condition found to be Immediately

Dangerous to Life and Health (IDLH). The Contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the Contractor.

C. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to request demonstration of compliance with the safety provisions of this Contract at the City’s discretion. The parties agree that such failure is deemed to be a material breach of this Contract. The Contractor agrees upon such breach that all work under the Contract shall terminate until compliance with the provisions of this Contract is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty of the City to enforce the safety provisions of this Contract, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Contract.

7.2. Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I)

It is the Contractor’s sole responsibility to provide adequate PPE for their employees. Additionally, the

Contractor is responsible for training their employees in the proper selection, maintenance, and use of

PPE. Minimal PPE requirements on City worksites, as applicable:

1. Foot protection must meet ASTM F2412 and ASTM F2413 standards and be worn on all City properties.

2. Head protection must meet ANSI Z89.1-1986 standards and be worn in all areas except office buildings and office trailers.

3. Eye and face protection must meet ANSI/ISEA Z87.1-2020 standards and be worn in all areas except office buildings and office trailers.

4. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.

5. Hearing Protection must meet ANSI/ASA S12.6-2016, OSHA 29CFR§1910.95(j) and

29CFR§1910.95 Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 decibels.

7.3. Housekeeping

It is the Contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractors shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the Contract the Contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe. If the Contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and charge the cost of the cleaning to the Contractor.

7.4. Smoking

All City property is non-smoking. Smoking is permitted only in designated areas. Receptacles must be used or waste removed in Contractor’s waste disposal container.

7.5. Safety Kick-offs and Safety Stand-Downs

A safety kick-off to disseminate safety expectations will be conducted by the Contractor before the project commences. Safety stand-downs will be conducted by the Contractor when major safety concerns, accidents, or near misses occur.

7.6. Training Documentation

OSHA requires documentation of all safety training provided to employees by their employers. Documentation of all required safety training required for work proposed for this Contract must be readily available upon request by the City of Lakeland.

7.7. Written Safety Programs or Plans

Contactors awarded contracts with the City must have all, written safety programs and/or plans readily available upon request by the City of Lakeland.

7.8. CONCLUSION

In summary, compliance with these safety specifications is crucial to ensuring a secure and productive work environment. By adhering to these policies, contractors actively protect their employees and demonstrate a commitment to preventing accidents and injuries. A robust safety culture, underpinned by regular training, and effective hazard management, is essential to the success of this project.

Ultimately, the contractor assumes full responsibility for maintaining these standards, promoting a safe workplace, and mitigating risks, with the shared goal of achieving zero incidents.

8. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in this document.

Response to this RFP becomes the exclusive property of the City of Lakeland. Awarded Respondent’s deliverables and documentation throughout the course of this project become the exclusive property of the City of Lakeland. City Policies: As a general overall requirement, the Respondents of this RFP shall be required to comply with the City policies and procedures including, but not limited to: Standard

Contractual Provisions, Insurance Requirements, Indemnification, Safety Requirements, Consultant

Expense Reimbursement Policy, and the Florida Public Records Law.

8.1. Attest*

“I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

☐ Please confirm

*Response required

8.2. Proposal Validity and Acknowledgement*

THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-

133, dated Monday, October 26, 2026 and all attachments as referenced therein.

“I hereby certify that I understand and am aware that the City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this RFP, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Proposer's experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more

Proposers. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs."

☐ Please confirm

*Response required

8.3. Proposal Document*

*Response required

8.4. Additional Supporting Information – Optional

Proposer may upload additional information that directly supports its response to this RFP. Submission of additional information is optional and shall not replace any information specifically required elsewhere in the RFP. This section shall not be used to identify, introduce, or modify exceptions, qualifications, conditions, or deviations to the requirements of this RFP. All exceptions must be expressly identified in the Exceptions sections of the Vendor Questionnaire. Any exception included solely within supplemental or supporting documentation will not be considered by the City.

8.5. Certificate of Insurance (COI)

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Proposer should request an affidavit of insurability from the Proposer's insurance agent that certifies the requirements can and will be met. The legal name provided on the COI must correspond with the proposal information submitted to the City.

8.6. W-9 (Request for Taxpayer Identification Number and Certification)* Upload a completed and signed IRS for W-9 (Request for Taxpayer Identification Number and

Certification). The legal name and Taxpayer Identification Number provided on the W-9 must correspond with the Proposer's information submitted to the City. The W-9 must be signed and dated by an authorized representative.

*Response required

8.7. Florida Division of Corporations (Sunbiz) Registration

Upload documentation from the Florida Department of State, Division of Corporations (Sunbiz), showing the Proposer's current business registration. Documentation should identify the legal business name, Florida document/registration number, and current status. The legal business name should correspond with the name provided in the proposal and W-9.

8.8. Hold Harmless Indemnification Agreement*

Complete and upload the City’s Hold Harmless/Indemnification Agreement. The agreement must be completed in its entirety, signed by an authorized representative of the Proposer, and properly notarized.

The legal business name identified on the agreement must exactly match the legal business name of the Proposer submitting the solicitation response and the name provided on the Proposer's W-9.

Failure to submit a properly completed and signed affidavit may result in the response being deemed non-responsive in accordance with the requirements of the solicitation.

*Response required

8.9. Human Trafficking Affidavit*

Complete and upload the City’s Human Trafficking Affidavit in accordance with Section 787.06(14), Florida Statutes. The affidavit must be completed in its entirety, signed by an authorized officer or representative of the Proposer under penalty of perjury, and properly notarized.

The legal business name identified on the affidavit must exactly match the legal business name of the

Proposer submitting the solicitation response and the name provided on the Proposer's W-9.

Failure to submit a properly completed and signed affidavit may result in the response being deemed non-responsive in accordance with the requirements of the solicitation.

*Response required

8.10. Drug-free Workplace Certification*

By checking this box, the Proposer acknowledges that it has received, reviewed, and understands the

City of Lakeland Drug-Free Workplace & Mandatory Testing Policy and agrees to comply with all provisions of the policy applicable to the Proposer and its performance under any resulting contract.

☐ Please confirm

*Response required

8.11. Public Entity Crimes Certification*

By checking this box, the Proposer certifies that it is not on the convicted vendor list maintained pursuant to Section 287.133, Florida Statutes, and is not prohibited from submitting a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work, the purchase of goods or services, or other activities restricted by Section 287.133, Florida

Statutes.

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or…