IFB_#Y26-1002_Scope_of_Services_-_REVISED.pdf
PDF 222 KB Posted
- Solicitation number
- Y26-1002
- Issued by
- Orange County, Orlando City, Florida
About this file
This is a Scope of Services document for Invitation for Bids #Y26-1002-JA issued by Orange County, Florida's Risk Management division for a web-based individual driver record checks and risk assessments system. The County seeks a hosted application to continuously monitor approximately 8,500 active employees for motor vehicle record (MVR) issues and to process MVR reports for prospective and active employees on an as-needed basis. The system must support both Florida and out-of-state driver license checks with unlimited annual online submissions. Key deliverables include a web-based program accessible via the internet with minimum capabilities such as fifteen user IDs, 24/7 availability Monday through Friday with concurrent user access, automated notifications of license status changes, customizable risk assessment parameters, ad-hoc reporting using Orange County data, and the ability to process Florida driver license number changes implemented November 1, 2023 without additional MVR costs. The contractor must submit a detailed implementation and transition plan within ten calendar days of Notice of Award, with full program implementation, testing, and operational status required within sixty calendar days. Sealed offers are due October 8, 2026 or October 15, 2026 at 4:00 p.m. EST via the OpenGov e-Procurement Platform, with questions due September 8, 2026 at 5:00 p.m. EST. The contract term is five years commencing upon execution.
The system must comply with Orange County Information Systems and Services Enterprise Security Standards for External Data Hosting, including field-level encryption of sensitive data in transit and yearly penetration testing. All data shall remain the property of Orange County and be retained on the contractor's servers throughout the contract term and for seven years following expiration or termination. The contractor must maintain Commercial General Liability insurance with a $1 million per occurrence limit and Professional (Cyber) Liability insurance with a $1 million per occurrence limit. Pricing must remain firm for the initial one-year period, with price escalation or de-escalation at one-year intervals thereafter based on the Consumer Price Index (CPI-U) subject to a maximum 4 percent increase without additional authorization. Respondents must submit pricing for all line items and a completed Out-of-State Motor Vehicle Record Fee Schedule Form identifying state-imposed MVR fees for each state excluding Florida. Award will be made on an all-or-none basis to the lowest responsive and responsible respondent, with a Service Disabled Veteran Business preference of 3 to 8 percent applying to registered prime Service Disabled Veteran respondents depending on bid amount. The recommended award will be posted for five business days prior to final Board of County Commissioners approval.
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Text version
Invitation for Bids #Y26-1002-JA Title: Web-Based Individual Record Checks and Risk Assessments
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SCOPE OF SERVICES - REVISED
A. PURPOSE
The Orange County Risk Management division is responsible for developing and maintaining a safety and loss prevention program. Division staff works to identify high-risk individuals who operate County vehicles and take appropriate steps to mitigate risk to individuals, property and the County. Additionally, The Office of Professional Standards audits driver license status for prospective employees. To accomplish its goals, the County requires a web-based program that continuously monitors approximately 8500 active employees for Motor Vehicle Record (MVR) issues as well as the ability to run MVR reports for prospective and active employees as needed. The County needs the ability to run reports for both Florida and out-of-state licenses.
B. SPECIFICATIONS
Contractor shall provide a Web-Based Individual Driver Record Check and Risk Assessment application in accordance with the requirements listed below.
1. SYSTEM REQUIREMENTS
a. The Program(s) shall be accessible to County via the Internet.
b. The Program(s) shall have the capacity to allow for the continuous monitoring of approximately 8,500 employees with unlimited online submittals for Department of Motor Vehicle (DMV) checks annually. This number may increase or decrease and in no way establishes a minimum or maximum usage rate.
c. The Program shall be compliant with Orange County Information Systems and Services, Enterprise Security Standards – External Data Hosting as outlined in Attachment A- ISS - Enterprise Security Standards - External Data Hosting Rev3.
2. MANAGEMENT TOOLS/RISK ASSESSMENT – PROGRAM REQUIREMENTS
a. The Program shall include the ability to submit online requests for Department of Motor Vehicle (DMV) records on both County employees and potential County employees.
b. The Program shall include an automated method to notify the County of a change in an employee’s license status based on the records received from the DMV. This should include both negative and positive status.
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c. The Program shall include the ability for Orange County to generate its own ad-hoc reports based on Orange County data. Please provide a list of fields that may be queried.
d. The Program shall include the ability to provide basic risk level assignments including assignment of change in MVR status to specific departmental and divisional points of contact.
e. The Program must include the ability to change driver license numbers to conform with the new Florida driver’s license number system that went into effect on November 1, 2023 without incurring a cost for an additional MVR.
3. MINIMUM PROGRAM CAPABILITIES REQUIREMENTS
a. The Program shall provide a minimum of fifteen (15) individual User IDs and passwords that can be assigned at the inception of the contract.
b. The Program shall be available for use twenty-four (24) hours per day, Monday through Friday, at a minimum, and shall allow concurrent use by multiple County employees.
c. The Contractor’s website shall host the Program and retain the data generated on the Contractor’s servers. All records shall be retained throughout the effective term of the Contract and for seven (7) years following the expiration or termination of the Contract; however, all data shall remain the property of Orange County.
d. The Program shall include the capability to submit online requests for Florida
DMV records for both current County employees and prospective County employees.
e. The Program shall include an automated method to assign a risk level to an employee based on the DMV records received.
f. The Program shall allow the County to customize the parameters used to define the risk level assigned to an employee based on DMV records.
g. The Program shall provide Orange County with the capability to generate ad-hoc reports using Orange County data.
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4. IMPLEMENTATION AND TRANSITION PERIOD
a. Within ten (10) calendar days of Notice of Award, the Contractor shall submit a detailed implementation and transition plan to the County for review and approval. At a minimum, the plan shall identify implementation activities, key milestones, proposed timelines, data migration activities, testing, training, County responsibilities, Awardee responsibilities, and the anticipated date the Program will be fully operational.
b. The Contractor shall coordinate all implementation, configuration, data migration, testing, training, and transition activities with the County. The implementation and transition period shall run concurrently with services provided by the County's incumbent contractor to ensure continuity of operations and an orderly transition. The Contractor shall cooperate with the County and, as directed by the County, the incumbent contractor during the transition.
c. The Program shall be fully implemented, tested, and operational, and the
Contractor shall be prepared to assume full responsibility for all services required under the Contract, no later than sixty (60) calendar days after the County's Notice to Proceed, unless otherwise approved in writing by the County.
| A. PURPOSE |
| B. SPECIFICATIONS |
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