ITN-054-25 FHP MVR Solution.pdf

FLHSMV-ITN-054-25, Page 1 of 30

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

August 5, 2025

With this sheet you have received solicitation documents for the following:

Solicitation Number: FLHSMV-ITN-054-25

Title of Bid (items solicited): Mobile Video Recording (MVR) Solution 43211718 Camera based vision systems for automated data collection 52161500 Audio and visual equipment

Date and Time Replies are Due: September 8, 2025, no later than 2:00 p.m., Eastern Time

Department of Highway Safety and Motor Vehicles Neil Kirkman Building 2900 Apalachee Parkway Tallahassee, Florida 32399-0524

It is important that Respondents monitor the Vendor Information Portal (VIP) for any changes to this solicitation. It is the responsibility of the Respondent to check the VIP for new or changing information.

To receive information on Department of Highway Safety and Motor Vehicles solicitations 24 hours a day, 7 days a week, visit the Vendor Information Portal (VIP) at:

https://vendor.myfloridamarketplace.com/

Note: Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), 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, F.S.

https://vendor.myfloridamarketplace.com/

FLHSMV-ITN-054-25, Page 2 of 30

Table of Contents

1.0 Solicitation Introduction

2.0 Purpose and General Overview

2.1. Definitions

2.2. Procurement Officer

2.3. Term

2.4. Renewals

2.5. Solicitation Conflicts and Order of Precedence

3.0 ITN Process Overview

3.1. General Overview

3.2. Who May Respond

3.3. Restriction on Communications

3.4. Respondent Questions

3.5. Addenda

3.6. Cost of Response Preparation

3.7. Response Opening

3.8. Disclosure of Response Contents

3.9. Modification or Withdrawal of Response

3.10. Prohibition of Gratuities

3.11. Diversity

3.12. Monthly Certified Business Enterprise Report

3.13. Non-Exclusive Rights

3.14. Response Tenure

3.15. Accessibility for Disabled Persons

3.16. Cooperation with Inspector General

3.17. MyFloridaMarketPlace Transaction Fee

4.0 Additional Information

4.1. Mandatory Requirements

4.2. Minor Response Exceptions

4.3. Non-Responsive Responses, Non-Responsible Respondents

4.4. Subcontracts

4.5. Joint Ventures and/or Legal Partnerships

4.6. Prohibition against considering social, political, or ideological interests in government contracting

5.0 Response Submission Instructions

FLHSMV-ITN-054-25, Page 3 of 30

5.1. Response Submission

5.2. Redacted Submissions

5.3. Mandatory Submission Requirements

5.4 Contractual Submissions

5.5 Contractor Responsibility

5.6 Additional Documents/Requirements

6.0 Award Methodology

6.1 Demonstration Evaluations

6.2 Negotiation Phase

6.3 Basis of Award

6.4 Response Clarification

6.5 Contract Formation

6.6 Posting of Agency Decision

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

ATTACHMENT B – EXHIBIT 1 – NON- DISCLOSURE AGREEMENT

ATTACHMENT B – EXHIBIT 2 – MONTHLY CERTIFIED BUSINESS ENTERPRISE REPORT

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – RESPONDENT INFORMATION FORM

ATTACHMENT E – PAST PERFORMANCE – CLIENT REFERENCES

ATTACHMENT F – PRICE SHEET

ATTACHMENT G – RESPONDENT QUALIFICATION QUESTIONS

ATTACHMENT H – SUBCONTRACTOR UTILIZATION FORM

ATTACHMENT I – EVALUATION CRITERIA AND NEGOTIATIONS

ATTACHMENT J – FOC ATTESTATION

FLHSMV-ITN-054-25, Page 4 of 30

1.0 Solicitation Introduction

Listed below are important things to keep in mind when responding to a solicitation for the Florida Department of Highway Safety and Motor Vehicles.

A. Read the entire document. Note critical items such as: mandatory requirements;

bond(s) requirements (response, performance and/or damages); sample(s) required;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; and contract requirements (e.g., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

B. Note the Procurement Officer's name, address, phone number(s) and e-mail address. This is the only person you are allowed to communicate with regarding the solicitation and is an excellent source of information for any questions you may have.

C. Take advantage of the “question and answer” period. Submit your questions to the

Procurement Officer by the due date listed in the Calendar of Events, and view the answers given in the formal “addenda” issued for the solicitation. Also, please refer to any Addenda.

D. Follow the format required in the solicitation when preparing your response submission. Provide point-by-point responses to the required sections in a clear and concise manner and do not skip or miss sections.

E. Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the Department or evaluation committee (if applicable) will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the Department. Responses are reviewed based solely on the information and materials provided in your response.

F. Use the forms provided. For example: Certification forms; Price Sheet forms;

Savings/Discount/Price Reduction; Customer References; etc., if any are included in this solicitation.

G. Review and read the solicitation document again to make sure that you have addressed all requirements. The original electronic copy of the proposal must bear an original signature in the appropriate locations and must include all attachments.

H. Submit your response on time. Note all dates and times listed in the Calendar of Events and within the document and be sure to submit all required items on time. Late responses will not be opened or considered and will be rejected. In addition, physical response submittals are not allowed and will not be accepted, opened, or considered and will be rejected.

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2.0 Purpose and General Overview

The Department of Highway Safety and Motor Vehicles (Department or “FLHSMV”) is issuing this Invitation to Negotiate (ITN) to establish a contract to purchase a Mobile Video Recording (MVR) Solution for the Florida Highway Patrol (FHP) as fully described in

ATTACHMENT B – SCOPE OF WORK.

2.1. Definitions

a) Authorized Representative: The owner, corporate officer, or director of the Contractor authorized to legally bind it in a contractual obligation. A document establishing delegated authority must be included with the response, if signed by other than the Authorized Representative.

b) Business Day: Any day in which normal business is conducted, typically Monday through Friday, excluding State-observed holidays.

c) Business Hours: The hours of 7:30 A.M. to 6:00 P.M., Eastern Time, on any business day. (Note: Florida is geographically situated in both the Eastern and Central time zones.)

d) Contract: A formal purchasing document that contains or incorporates the terms and conditions that apply to the purchase to be made pursuant to this ITN, executed between the Department and Contractor.

e) Contractor: The party selected for an award under this ITN, with whom the

Department intends to enter into a formal contract document. Also referred to as “Respondent” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

f) Contract Term: The longest period of time the contract could remain in effect, including the optional renewal term and any required extension(s) authorized under the provisions of Section 287.057(12) and (13), F.S. Whether the contract remains in effect during this entire time frame is dependent upon satisfactory performance by the Contractor, exercise by the Department of optional renewal periods, continued appropriations by the Legislature, and other factors stated in the ITN and resulting contract.

g) Confidential Information: Data, material and information deemed “exempt” or

“confidential” by the Florida Public Records Law, Chapter 119, F.S., or any other provision of the F.S., or Article I, Section 24, Florida Constitution, or as identified by Federal law, or as identified by the Department. For purposes of this ITN and resulting contract, reference to Confidential Information includes personal

FLHSMV-ITN-054-25, Page 6 of 30 identification information, including, but not limited to, Social Security Numbers, addresses, or Contractor’s proprietary information.

h) Day: A calendar day, unless otherwise specified.

i) ITN: This Invitation to Negotiate.

j) Purchase Order or PO: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via the eProcurement system. See PUR Form 1000, paragraph 2, referenced in

ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS.

k) Respondent: Entities submitting a formal response to this ITN. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

l) State or Department: State or Department shall be synonymous with the Florida

Department of Highway Safety and Motor Vehicles.

m) Subcontractor: Any person, other than an employee of the contractor, who performs any of the services listed in this solicitation for compensation paid by the Contractor. See solicitation to determine whether subcontracting is permitted.

n) Vendor: Any firm or person who submits a response to the Department in response to this solicitation. Also referred to as “Contractor” or “Vendor”; the terms “Contractor,” “Respondent,” or “Vendor” may be used interchangeably.

Also see links provided in ATTACHMENT C - ADDITIONAL TERMS AND CONDITIONS for additional definitions in PUR 1000, Paragraph 1, and PUR 1001, Paragraph 1.

2.2. Procurement Officer

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

Joley Owens Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITN-054-25, Page 7 of 30

Tallahassee, Florida 32399-0524 850-617-3198 JoleyOwens@flhsmv.gov

Section 287.057(25), F.S., requires that “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Officer or as provided in the solicitation documents.

Violation of this provision may be grounds for rejecting a response.”

2.3. Term

The original contract term shall be for a period of five (5) years from the date of contract execution or issuance of the purchase order, unless terminated earlier by the Department under the terms provided herein, with the option to renew at the Department's discretion for a period of up to five (5) years.

2.4. Renewals

Renewal may be structured as a single five-year term, five (5) one (1) year terms, or any combination totaling no more than five (5) years. Exercise of the renewal option is at the Department’s discretion and will be contingent upon satisfactory service, and subject to annual appropriation by the state Legislature (See, subsection 287.057(13), F.S.).

2.5. Solicitation Conflicts and Order of Precedence

All responses are subject to the terms and conditions of this ITN which, in case of conflict, shall have the following order of precedence:

a) ITN Addenda, in reverse order of issuance;

b) ITN, including all attachments;

c) General Contract Conditions (PUR 1000);

d) General Instructions to Respondents (PUR 1001); and

e) Contractor’s submitted response.

mailto:JoleyOwens@flhsmv.gov https://www.dms.myflorida.com/content/download/2933/11777/PUR_1000_General_Contract_Conditions.pdf https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITN-054-25, Page 8 of 30

3.0 ITN Process Overview

3.1. General Overview

The Invitation to Negotiate (ITN) is a method of competitively soliciting a commodity or contractual service under section 287.057(1)(c), F.S., and awarding a contract to the responsive and responsible Respondent(s) submitting the overall best value to the state. The Department posts an ITN on the MyFloridaMarketPlace Vendor Information Portal (VIP) to initiate the solicitation process.

3.2. Who May Respond

The Department seeks proposals from capable Contractors and seeks to contract with one (1) Respondent to provide the entire solution, as described in ATTACHMENT B

- SCOPE OF WORK.

The Respondent must be authorized to conduct business within the state of Florida and must possess the experience and have the capability (e.g., sufficient personnel and resources) to provide the products and services described in this ITN in a timely manner. The Department retains the right to request additional information pertaining to the Respondent’s ability and qualifications to fully perform the contract requirements described in this ITN and integrity and reliability to assure good faith performance. See Section 4.3, Non-Responsive Responses, Non-Responsible Proposers, for additional information.

3.3. Restriction on Communications

Respondents to this ITN or persons acting on their behalf may not contact, between the release of the ITN and the end of the seventy-two (72) hour period following the agency posting of the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this ITN, except in writing to the Procurement Officer or as provided in the ITN documents. Violation of this provision may be grounds for rejecting a response.

3.4. Respondent Questions

Questions related to this ITN must be received in writing, via email, by the Procurement Officer listed in the Procurement Officer Section above, within the time indicated in ATTACHMENT A - CALENDAR OF EVENTS. Questions must reference FLHSMV-ITN-054-25 in the subject line of the e-mail.

FLHSMV-ITN-054-25, Page 9 of 30

Written answers to questions received by the Department will become part of this solicitation and will be posted on the VIP, through an addendum, on or about the date referenced in the Calendar of Events.

Note: The Department reserves the right to respond to late-submitted questions if doing so, in the sole and exclusive discretion of the Department, is in the state’s best interest (e.g., the question identifies inconsistent terms that could negatively impact service delivery or pricing).

3.5. Addenda

If the Department deems it necessary to supplement, modify or interpret any portion of the solicitation or exhibits, addenda, and materials relative to this procurement, it will be posted on the VIP at:

MyFloridaMarketPlace Vendor Information Portal

It is the responsibility of the Respondent to check the VIP for new or changing information.

3.6. Cost of Response Preparation

Neither the Department nor the state of Florida is liable for any of the costs incurred by a Respondent in preparing and submitting a reply.

3.7. Response Opening

The Department will hold a public opening of the responses at the date, time, and location (including a conference call number) indicated in ATTACHMENT A -

CALENDAR OF EVENTS.

3.8. Disclosure of Response Contents

All documentation produced as part of the ITN will become the exclusive property of the Department and will not be returned to the Respondent unless it is withdrawn prior to the response opening in accordance with Section 3.9, Modification or Withdrawal of Response, below.

The Department shall have the right to use any and all ideas or adaptations of ideas contained in any proposal received in response to this solicitation. Selection or rejection of the response will not affect this right.

FLHSMV-ITN-054-25, Page 10 of 30

3.9. Modification or Withdrawal of Response

Respondents may modify a response at any time prior to the response due date by sending the modified response submittal to the Procurement Officer. A response may be withdrawn by notifying the Procurement Officer in writing before the opening of the replies.

3.10. Prohibition of Gratuities

By submission of a response, a Respondent certifies that no elected official or employee of the state of Florida has or shall benefit financially or materially from such response or subsequent contract in violation of the provisions of Chapter 112, F.S.

Any contract issued as a result of this ITN may be terminated if it is determined that gratuities of any kind were either offered or received by any of the aforementioned parties.

3.11. Diversity

The Department is dedicated to fostering the continued development and economic growth of minority, veteran, and women-owned businesses. Participation of a diverse group of Respondents doing business with the state is central to the Department’s efforts. To this end, small minority, veteran-owned and women-owned business enterprises are encouraged to participate in the state’s procurement process as both prime Respondents and subcontractors under prime contracts.

The state of Florida’s Office of Supplier Diversity may be reached at 850-487-0915 and can assist in furnishing names of qualified minorities for subcontracting activities under prime contracts. (See Section 3.12, Monthly Certified Business Enterprise Report, below.)

3.12. Monthly Certified Business Enterprise Report

a) The Contractor shall provide the Department a monthly Certified Business Enterprise (CBE) Report (ATTACHMENT B – EXHIBIT 2). The monthly report shall summarize the participation of certified and non-certified minority and service-disabled veteran subcontractors/material suppliers performing any services related to the Contract for the current month.

b) The Contractor shall complete and submit each Monthly Certified Business

Enterprise (CBE) Report, by the 5th day of the following month (or next business day if the 5th day is on a weekend day or holiday) to the following Department email address:

bpcreporting@flhsmv.gov mailto:bpcreporting@flhsmv.gov

FLHSMV-ITN-054-25, Page 11 of 30

Note the subject line of the e-mail with: Monthly CBE Report

c) Should the Contractor utilize subcontractors/material suppliers meeting the criteria in this section but have nothing to report for the month, the Contractor shall still send an e-mail to the address identified above stating that there is no information to report for the previous month.

d) Should the Contractor not utilize subcontractors/material suppliers meeting the criteria in this section, the Contractor shall provide a letter to the email address noted above, on Contractor letterhead, indicating that this reporting requirement does not apply. If this changes, however, at any time during the contract term, the Contractor shall immediately implement the reporting requirements of this section.

3.13. Non-Exclusive Rights

The right to provide the products or services, as applicable, which will be granted under the resultant contract/purchase order, shall not be exclusive. The Department reserves the right to contract for and purchase products or services from as many firms as it deems necessary without infringing upon or terminating the resultant contract/purchase order.

3.14. Response Tenure

All responses are binding for one hundred eighty (180) days following the response opening date shown on ATTACHMENT A - CALENDAR OF EVENTS.

3.15. Accessibility for Disabled Persons

If special accommodation is needed to attend any solicitation-related event open to the public, please advise the Bureau of Purchasing and Contracts at 850-617-3203 no later than five (5) business days prior to the event.

3.16. Cooperation with Inspector General

The Contractor shall cooperate and ensure that its subcontractors, if any, cooperate with the Department’s Inspector General in any investigation, audit, inspection, review or hearing pursuant to section 20.055, F.S.

3.17. MyFloridaMarketPlace Transaction Fee

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to Section 287.057(24), Florida Statutes (F.S.). All payments issued by Agencies to registered vendors for purchases of Commodities or Contractual Services under Chapter 287, F.S., shall be assessed a Transaction Fee as prescribed by Rule 60A-

FLHSMV-ITN-054-25, Page 12 of 30

1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Vendors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available. Vendors shall submit any monthly reports required pursuant to Rule 60A-1.031, F.A.C. All such reports and payments are subject to audit. The Agency will have grounds for declaring the vendor in default if the vendor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the vendor to being suspended from business with the state of Florida.

4.0 Additional Information

4.1. Mandatory Requirements

The Department, as defined herein, has established certain requirements with respect to responses submitted to competitive solicitations. The use of “shall,” “must,” or “will” (except to indicate the future) in this ITN, indicates a mandatory requirement or condition.

The words “should” or “may” in this ITN indicate desirable attributes or conditions but are permissive in nature. Deviation from, or omission of, such desirable feature will not in itself cause rejection of a response.

4.2. Minor Response Exceptions

The Department reserves the right to waive minor deviations or exceptions in responses providing such actions are in the best interest of the state of Florida and the Department. Minor deviations/exceptions are defined as those that have no adverse effect upon the state’s interest and would not affect the outcome of the award by giving a Respondent an advantage or benefit not enjoyed by other Respondents.

4.3. Non-Responsive Responses, Non-Responsible Respondents

Responses which do not conform in all material respects to the requirements of this solicitation, or which fail to provide all required information, documents or materials may be rejected as non-responsive.

Material requirements of the solicitation are those set forth as mandatory or without which an adequate analysis and comparison of responses are impossible, or those which affect the competitiveness of responses, or the cost to the Department.

Respondents whose responses, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the resulting Contract may be rejected as non-responsible. The Department reserves the right to determine which responses meet the material requirements of this ITN, and which Respondents are responsible.

FLHSMV-ITN-054-25, Page 13 of 30

“Responsible” or “Qualified Respondent” means a person or firm with the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information as required in this ITN, to determine responsibility, may be cause for rejection of the response.

Response submittals will be considered only from Respondents who are regularly engaged in the type of service/products/business that is the subject of this ITN, are financially responsible, and have the necessary equipment and personnel to provide the services and goods required by the solicitation.

4.4. Subcontracts

The Respondent may, only with prior written consent of the Department, enter into written subcontracts for the delivery of products or performance of services described in this ITN. If a subcontract has been identified at the time of response submission, a completed ATTACHMENT H – SUBCONTRACTOR UTILIZATION FORM and a copy of the proposed subcontract must be submitted.

No subcontract which the Contractor enters into with respect to performance of any of its functions under the Contract, shall in any way relieve the Contractor of any responsibility for the performance of its contractual duties.

4.5. Joint Ventures and/or Legal Partnerships

Joint ventures or legal partnerships shall be viewed as one (1) Respondent.

Authorization for signatures provided by a joint venture/legal partnership shall have authorizations attached thereto and must be submitted with the response submission.

4.6. Prohibition against considering social, political, or ideological interests in government contracting

In accordance with Section 287.05701, F. S., the Department may not request documentation of or consider a Vendor’s social, political, or ideological interests when determining if the Vendor is a responsible Vendor and may not give preference to a Vendor based on the Vendor’s social, political, or ideological interests.

5.0 Response Submission Instructions

5.1. Response Submission

Responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this ITN. The emphasis of each response shall be on completeness and clarity of content.

FLHSMV-ITN-054-25, Page 14 of 30

The attachment forms furnished with this ITN must be submitted with the response and are to be filled out in pen and ink or typewritten with no alterations, changes or amendments to the attachment forms other than the Respondent’s replies to the information requested on the attachment forms. All forms must be signed and dated by the Vendor’s Authorized Representative.

Completed forms must be included in the Respondent’s response. If any item is missing or incomplete, the response may be deemed non-responsive. The entire response packet with all forms and documents required shall be referred to as the Respondent’s “Response.”

The Respondent shall submit its response in the following manner:

5.1.1 One (1) electronic version of the original response, marked “Original

Response” (which must include all required information in Section 5.3 Mandatory Submission Requirements below), including Sections 5.3.1 through 5.3.7) and one (1) electronic copy of the redacted response, marked ”Redacted Copy”, if applicable (see, subsection 5.2, Redacted Submissions, below) must be submitted by email as specified in Section 5.1.3 Delivery of Response, no later than the time indicated in ATTACHMENT A - CALENDAR OF EVENTS, for receipt of responses.

Please note: If a redacted copy is not provided, the Department will provide a copy of the Respondent’s original submittal upon receipt by the Department of any public records request for a copy of the Respondent’s submission.

One (1) electronic version of the TECHNICAL RESPONSE, as indicated in Section 5.3.9. TECHNICAL RESPONSE MANDATORY DOCUMENTATION.

5.1.2 All pages must be numbered, identify the ITN number, and include the

Respondent’s name.

5.1.3 Delivery of Responses:

All replies shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in subsection 2.2, Procurement Officer and below, and must be received by or before the date and time indicated in ATTACHMENT A, CALENDAR OF EVENTS. The Department will not consider late responses. Respondents are advised to examine their responses carefully and to ensure all mandatory requirements are met. Hardcopy/paper submissions will not be accepted.

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The electronic versions of the - ORIGINAL RESPONSE including all required attachments, together with the REDACTED copy, shall be submitted via email to the procurement officer below. The email shall contain the solicitation number FLHSMV-ITN-054-25 – OFFICIAL RESPONSE and company name and sent to the Procurement Officer below:

Joley Owens Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3198 JoleyOwens@flhsmv.gov and Purchasing@flhsmv.gov

IMPORTANT: The Department’s e-mail size is limited to 35 MB per received e-mail. For attachments exceeding this limit, please provide downloadable document(s) via platforms, such as Microsoft One Drive, Google Docs, etc.

However, the ORIGINAL RESPONSE must be sent via e-mail, as indicated above.

Upon submittal, the Respondent shall request confirmation from the Department for proof of receipt. The Department will respond with confirmation upon receipt of each response. If no receipt is provided, it’s the Respondent’s responsibility to contact the Procurement Officer for further inquiry.

Please note: If a redacted copy is not provided, the Department will provide a copy of the Respondent’s original submittal upon receipt of any public request for a copy of the Respondent’s submission.

Responses that include any qualifying language, conditions, caveat(s), modification(s), or other language changing or not meeting the requirements of the ITN, anywhere in the response will be viewed as a conditional response and the Department may reject the ITN response.

5.2. Redacted Submissions

This subsection supplements Section 19 of the PUR 1001.

If the Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, the Respondent must mark the document as “Confidential” and mailto:JoleyOwens@flhsmv.gov mailto:Purchasing@flhsmv.gov https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITN-054-25, Page 16 of 30 simultaneously provide the Department with a separate redacted copy of its response and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the Department’s solicitation name, number and the Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims are confidential, proprietary, trade secret or otherwise not subject to disclosure.

In the event of a request for public records pursuant to Chapter 119, F.S., the Florida Constitution, or other authority, to which documents that are marked as confidential are responsive, the Department will provide the Redacted Copy to the requestor. If a requestor asserts a right to the Confidential Information, the Department will notify the Respondent such an assertion has been made. It is the Respondent’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the Department becomes subject to a demand for discovery or disclosure of the Confidential Information of the Respondent in a legal proceeding, the Department shall give the Respondent prompt notice of the demand prior to releasing the information (unless otherwise prohibited by applicable law). The Respondent shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure.

By submitting a response, the Respondent agrees to protect, defend, and indemnify the Department for any and all claims arising from or relating to the Respondent’s determination that the redacted portions of its response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Respondent fails to submit a redacted copy of information it claims is confidential, the Department is authorized to produce the entire documents, data or records submitted by the Respondent to the Department in answer to a public records request for these records.

5.3. Mandatory Submission Requirements

A Respondent’s response shall consist of the following requirements. All items listed below are mandatory, unless otherwise noted. FAILURE TO INCLUDE ANY ITEM

REQUIRED TO BE INCLUDED IN THE RESPONSE MAY RESULT IN THE

REJECTION OF THE RESPONDENT’S RESPONSE.

5.3.1 RESPONDENT INFORMATION FORM, ATTACHMENT D (No points will be awarded)

This form serves as the document covering transmittal of the response, as well as verification of the prospective Respondent’s name, address, and Federal

FLHSMV-ITN-054-25, Page 17 of 30

Employer Identification (FEID) Number. The form must be completed in its entirety to provide the name, title, address, telephone number and email address of the official Respondent’s contact person and contract manager, and alternates for those persons, if available. These individuals must have the authority to bind the Respondent’s to a contract and shall be available to be contacted by telephone and to attend meetings as may be appropriate.

ATTACHMENT D – RESPONDENT INFORMATION FORM shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

5.3.2 PAST PERFORMANCE - CLIENT REFERENCES, ATTACHMENT E (30

points possible)

A Respondent’s response should include ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES. Please refer to ATTACHMENT I – EVALUATION CRITERIA for more information.

In the space provided on page 1 of ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES, the Respondent must list all business names under which it has operated during the last three (3) years.

Mark N/A if the business name has not changed within the past three (3) years.

In the spaces provided, the Respondent must provide the information indicated for three (3) separate and verifiable, Non-FLHSMV (Department of Highway Safety and Motor Vehicles) client references.

The client references listed must be able to attest that the Respondent provided products and services similar in nature to the scope of work contemplated in this ITN by each separately completing the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT E – PAST PERFORMANCE – CLIENT REFERENCES In the event the Respondent has had a name change since the time work was performed for a listed reference, the name under which the Respondent operated at that time must be provided in the space provided below the Respondent’s Name on the Client Past Performance Questionnaire (pages 2 and 3 of ATTACHMENT E – PAST

PERFORMANCE – CLIENT REFERENCES).

Client references that were the Respondent’s subcontractors will not be accepted as Past Performance client references under this ITN. Entities having an affiliation with the Respondent (i.e., currently a parent or a subsidiary having common ownership, having common directors, officers, or agents, or sharing profits or liabilities) will not be accepted as Past Performance client references

FLHSMV-ITN-054-25, Page 18 of 30 under this ITN.

ATTACHMENT E - PAST PERFORMANCE - CLIENT REFERENCES, shall be clearly labeled and should be included with the original electronic response only.

5.3.3 PRICE SHEET, ATTACHMENT F (470 points possible)

The Respondent shall submit a completed ATTACHMENT F, PRICE SHEET in electronic format (Excel), as provided by the Department, and a signed version in Adobe .pdf format, to be considered responsive.

Please provide the price as indicated in this section and on ATTACHMENT F-

PRICE SHEET.

a) The Respondent shall provide a dollar amount in each appropriate yellow cell of the Price Sheet, including both the initial and renewal Contract terms.

The price information entered on the Price Sheet is the sole and exclusive means of compensation payable to the Respondent pursuant to the contract resulting from this ITN.

MVR Solution (monthly subscription fee) delivered “as a service,” that is inclusive of all equipment, software, storage, maintenance, repair, support, training and removal of existing systems, initial installation costs for 2,400 cars and 50 motorcycles.

Repair labor costs and complete replacement MVR system costs apply to items not covered under warranty. These costs are not included in the monthly subscription fee associated with the provision of service delivery as defined in Attachment B, Scope of Work, Section 5, Services Provided by the Contractor.

b) The Respondent shall provide the information requested in all yellow cells of the Price Sheet.

c) The Respondent shall use legible handwriting, if applicable, when completing the Price Sheet.

d) All Price Sheet calculations will be verified for accuracy by the Department.

If mathematical error(s) in a Respondent’s Price Sheet calculations are identified, unit prices submitted by the Respondent will be used to determine the “Total Subscription Price” (one for the Original Contract Term

FLHSMV-ITN-054-25, Page 19 of 30 and a separate one for the Renewal Contract Term) and the “Grand Total” for that Respondent, unless determined otherwise by the Department.

Price(s) will be final based on Department verification. Department-corrected Price Sheet will be made available upon written request to the Respondent as permitted by state law.

e) At the end of the contract resulting from this ITN, when the hardware component replacement is required or whenever hardware must be replaced as required pursuant to ATTACHMENT B, SCOPE OF WORK, or whenever any hardware, software, or other component must be replaced by the Respondent, the Department shall not be liable for any payment or compensation to the Respondent for any destroyed, missing, or lost hardware, software, or other component. The sole and exclusive types of compensation for the Respondent under any contract resulting from this ITN shall be those shown on ATTACHMENT F – PRICE SHEET.

f) The Department will not accept and will not agree to any qualifying or caveat language for pricing within ATTACHMENT F - PRICE SHEET.

A response that includes qualifying or caveat language on ATTACHMENT F – PRICE SHEET will be viewed as a conditional response and the Department may reject the Respondent’s response.

(See, also subsection 4.3, Non-Responsive Responses, Non-Responsible Respondents.)

g) ATTACHMENT F - PRICE SHEET shall be labeled and separated in an easily identifiable section separately and should be included with the original, electronic response only.

5.3.4 RESPONDENT QUALIFICATION QUESTIONS, ATTACHMENT G (No

points will be awarded)

ATTACHMENT G – RESPONDENT QUALIFICATION QUESTIONS, shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

5.3.5 SUBCONTRACTOR UTILIZATION FORM, ATTACHMENT H (No points will be awarded.)

Anticipated subcontract agreements known at the time of response submission, including the percentage of work to be performed by each subcontractor, must be identified in the response using Attachment I –

FLHSMV-ITN-054-25, Page 20 of 30

Subcontractor Utilization Form, or the response may be deemed non-responsive.

ATTACHMENT H – SUBCONTRACTOR UTILIZATION FORM, shall be labeled and separated in an easily identifiable section and should be included with the original electronic response only.

5.3.6 PUR 2024 (found at PUR Forms), Part A: Use of Coercion for Labor and Services and Part B: Provision of Commodities Produced by Forced Labor.

The response must contain a completed PUR 2024, and shall be labeled, and tabbed separately and should be included with the original electronic

5.3.7 PUR 7801 Vendor Certification Form (found at PUR Forms).

The response must contain a completed PUR 7801, and shall be labeled, and tabbed separately and should be included with the original electronic

5.3.8 ATTACHMENT J – FOREIGN COUNTRY OF CONCERN ATTESTATION (no points will be awarded)

ATTACHMENT J – FOREIGN COUNTRY OF CONCERN ATTESTATION

shall be labeled and separated in an easily identifiable section and shall be included with the original electronic response only.

5.3.9 TECHNICAL RESPONSE MANDATORY DOCUMENTATION (1,100 Total Points Possible)

(Must be submitted with the original electronic response and all other electronic versions of the response.)

The Respondent’s response to this ITN should be labeled and separated in an easily identifiable section and shall consist of the following mandatory documentation:

a) Table of Contents (No points will be awarded)

The response shall include a Table of Contents. The Table of Contents shall contain section headings and subheadings along with corresponding page numbers.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

FLHSMV-ITN-054-25, Page 21 of 30

b) Executive Summary (No points will be awarded)

The response shall include an executive summary, no longer than ten (10) single-sided pages in length, that demonstrates the Respondent’s overall understanding of the need for and purpose of the project and describes the salient features of the Respondent’s technical response.

c) Organizational Structure and History (No points will be awarded)

Limited to a maximum of ten (10) pages (the Respondent shall provide the requested information below which will demonstrate the Respondent’s and subcontractor(s)'s ability to successfully complete the work described in this ITN and its attachments, exhibits, and referenced supporting documentation. The Respondent’s and any proposed subcontractor(s) information shall be shown separately.

Specifically, the Respondent and their subcontractor(s) must provide:

1. The full legal name of the Respondent;

2. Proof of legal entity and authorization to do business with (and in) the state of Florida (if the Respondent is not registered to do business in Florida with the Florida Department of State, the Respondent must commit, consistent with Question 9 of ATTACHMENT G – RESPONDENT QUALIFICATION QUESTIONS, to attain such registration no later than seven (7) business days after notice of award);

3. Country and state of incorporation of the Respondent;

4. Respondent’s principal place of business;

5. Description of the Respondent’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organizational charts and details concerning the number of facilities by geographic location;

6. Brief description of the Respondent’s principal type of business and history and what uniquely qualifies the Contractor for the work described in this ITN;

7. A summary of projects administered by the Respondent similar to the one described in this ITN. The summary shall include each project scope (including whether performed as a joint venture/partnership and the work each participant performed with percentage of work indicated), the outcomes of each project, including barriers/complications and resolutions encountered, and identification of cost savings; and

8. Identification of any potential or actual conflicts of interest that might arise for the Respondent as a result of the Contract award to the Respondent. Describe in detail the plan to eliminate or mitigate any

FLHSMV-ITN-054-25, Page 22 of 30 conflicts. Such conflicts include, and are not limited to, those covered by Section 6, Conflict of Interest of the PUR 1001. Address both personal and organizational conflicts.

The following specifically apply to the Respondent and shall be addressed as such:

1. Names and addresses of all affiliated or related companies, (including Contractors and/or subcontractor(s), if any) that are participating in this project and a brief description of the relationship to the Respondent.

2. The Department reserves the right to approve, deny, and/or remove any Contractors and/or subcontractors. If proposing the use of any Contractors and/or subcontractors to perform the work described in this ITN, the Respondent must:

a) Provide a detailed description of the Respondent’s experience as a

Contractor managing Contractors and/or subcontractors and detail the plan to operate, manage and coordinate any proposed Contractors/subcontractors.

b) Provide a detailed description of the Respondent’s previous project experience with each Contractor/subcontractor and how they will be used on this project. If this would be the first project utilizing the proposed Contractor/subcontractor(s), explain why they were selected for this Project.

d) SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR (1,100 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B, SCOPE OF WORK, Section 5.0, SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR.

1. Current Environment Compatibility (50 points possible)

The Respondent shall describe, in detail, its proposed plan to meet current environment compatibility requirements, according to the specifications in ATTACHMENT B, SCOPE OF WORK, Section 5.0

SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section A., Current Environment Compatibility.

FLHSMV-ITN-054-25, Page 23 of 30

2. Camera(s) and Equipment (60 points possible)

The Respondent shall describe, in detail, its proposed plan to meet camera(s) and equipment requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section B. Camera(s) and Equipment.

3. Video Trigger Operations (50 points possible)

The Respondent shall describe, in detail, its proposed plan video trigger operations requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, SCOPE OF WORK, Section

5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section C., Video Trigger Operations.

4. Video – Viewing, Storage, Off-Loading, Sharing, and Redaction (300 points possible)

The Respondent shall describe, in detail, its proposed plan to meet viewing video requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-sections (D-H) D. Video Viewing, E. Video Storage, F. Video Off- Loading, G. Video Sharing, and H. Video Redaction.

5. Software Requirements (30 points possible)

The Respondent shall describe, in detail, its proposed plan to meet software requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section I. Software Requirements.

6. Software and Hardware Support (30 points possible)

The Respondent shall describe, in detail, its proposed plan to meet software and hardware support requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0

SERVICES AND PRODUCTS TO BE PROVIDED BY THE

CONTRACTOR, sub-section J. Software and Hardware Support.

7. Hardware Maintenance (200 points possible)

FLHSMV-ITN-054-25, Page 24 of 30

The Respondent shall describe, in detail, its proposed plan for meeting hardware maintenance requirements, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section K. Hardware Maintenance.

8. Integration (40 points possible)

The Respondent shall describe, in detail, its proposed Integration Plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE RPOVIDED BY THE CONTRACTOR, sub-section L. Integration.

9. Data Migration (40 points possible)

The Respondent shall describe, in detail, its proposed Plan for the Data Migration, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section M. Data Migration.

e) Implementation Plans (15 points possible)

The Respondent shall describe, in detail, its proposed Implementation Plan, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section N. Implementation Plan.

f) Pilot Testing and Compliance Review (60 points possible)

The Respondent shall describe, in detail, its proposed Plan for Pilot Testing and Compliance Review, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section O. Pilot Testing and compliance Review.

g) Training (30 points possible)

The Respondent shall describe, in detail, its proposed Plan for Training, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section P. Training.

h) Security and Fraud Prevention (10 points possible)

The Respondent shall describe, in detail, its proposed Plan for the Security

FLHSMV-ITN-054-25, Page 25 of 30 and Fraud Prevention, according to the specifications in ATTACHMENT B

– SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section Q. Security and Fraud Prevention.

i) Designated Personnel and Staffing Requirements (25 points possible)

The Respondent shall describe, in detail, its proposed Plan for the Disposition of Data, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section R. Designated Personnel and Staffing Requirements.

j) Technology Upgrade (20 points possible)

The Respondent shall describe, in detail, its proposed Plan for Technology Upgrade, according to the specifications in ATTACHMENT B – SCOPE OF WORK, Section 5.0 SERVICES AND PRODUCTS TO BE PROVIDED BY THE CONTRACTOR, sub-section S. Technology Upgrade.

k) Innovative Software and Hardware Options (20 points possible)

The Respondent shall describe, in detail, its proposed Plan for the Disposition of Data, according to the specifications in ATTACHMENT B –

SCOPE…