ITN 2026-046.pdf

ITN 2026-046- – Statewide Mobile Panic Alert System

(Revised 04/10/24)

State of Florida Department of Education

Bureau of Contracts, Grants and Procurement Management Services 325 West Gaines Street 344 Turlington Building

Tallahassee, Florida 32399-0400

INVITATION TO NEGOTIATE REGISTRATION

COMPLETE AND RETURN THIS FORM

Reply Number:

Title: STATEWIDE MOBILE PANIC ALERT SYSTEM

Date & Time Reply Due: OCTOBER 27, 2026 @ 2:00 PM EASTERN TIME (ET)

Potential Respondents should notify the Florida Department of Education, Bureau of Contracts, Grants and Procurement Management Services of their intent to respond by returning this Invitation to Negotiate Registration Form as soon as possible after downloading. Complete this form and send this sheet only to the below official contact person’s e-mail address (preferred). Form may also be faxed to fax number (850) 245-0719, or mailed to 325 West Gaines Street, 344 Turlington Building, Tallahassee, Florida 32399-0400.

Company Name:

Contact Person:

Address:

City, State, Zip:

Telephone: ( ) Fax Number: ( )

Internet E-Mail Address:

Signed: Date:

Florida Department of Education’s contact person: Winston McGriff, winston.mcgriff1@fldoe.org, (850) 245-0733.

mailto:winston.mcgriff1@fldoe.org

State of Florida Department of Education

INVITATION TO NEGOTIATE

STATEWIDE MOBILE PANIC ALERT SYSTEM

BID NUMBER: ITN 2026-046

DEADLINE FOR TECHNICAL QUESTIONS: OCTOBER 6, 2026 @4:00 PM ET

(There is no deadline for administrative questions)

REPLIES ARE DUE BY: 2:00 PM, ET ON OCTOBER 27, 2026

MAIL OR DELIVER REPLIES TO:

Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services

325 West Gaines Street Turlington Building, Suite 344

Tallahassee, Florida 32399-0400 Attention: Winston McGriff

Phone: (850) 245-0733

Table Of Contents

INVITATION TO NEGOTIATE REGISTRATION

SECTION 1 – INSTRUCTIONS

1.0 GENERAL INSTRUCTIONS TO RESPONDENT

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

SECTION 3 - INTRODUCTION

3.0 INTENT

3.1 PURPOSE

3.2 BACKGROUND

3.3 DEFINITIONS

3.4 CRITICAL EVENT DATES

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD.

……………………………………………………………………………………………………………………8

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

4.3 REPLY QUESTIONS & ANSWERS

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

4.5 ORAL INSTRUCTIONS / CHANGES TO THE INVITATION TO NEGOTIATE (ADDENDA)

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

4.9. POOR PERFORMANCE NOTICE

4.10 WITHDRAWAL OF A REPLY

4.11 CONDITIONS TO THE REPLY

4.12 DISCLOSURE OF REPLY CONTENTS

4.13 AWARD

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

5.2 IDENTICAL EVALUATION OF REPLIES

5.3 DISCLOSURE STATEMENT

5.4 SUB-CONTRACTING

5.5 CONTRACTUAL OBLIGATIONS

5.6 METHOD OF PAYMENT

5.7 CONVICTED VENDOR LIST

5.8 DIVERSITY IN CONTRACTING

5.9 COSTS INCURRED IN RESPONDING

5.10 PROHIBITION OF GRATUITIES

5.11 INDEPENDENT PRICE DETERMINATION

5.12 PERFORMANCE BOND

5.13 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

5.14 INFORMATION TECHNOLOGY REQUIREMENTS

5.15 SCRUTINIZED COMPANIES LISTS

5.16 SCRUTINIZED COMPANIES – TERMINATION

5.17 FOREIGN COUNTRIES OF CONCERN CONTRACT ATTESTATION FORM

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

6.1 DELIVERABLES………………………………………………………………………………….17

6.2 FINANCIAL CONSEQUENCES……………………………………………………………………………………….18

SECTION 7 – SPECIAL INSTRUCTIONS – REPLY FORMAT & CONTENT

7.0 REPLY SUBMISSION

7.1 MAIL OR DELIVER REPLIES TO: (Do Not Fax or E-Mail)

7.2 REPLY FORMAT INSTRUCTIONS

SECTION 8 – OPENING, EVALUATION AND AWARD

8.0 REPLY OPENING

8.1 REPLY EVALUATION AND NEGOTIATION PROCESS

8.2 POSTING OF AGENCY DECISION

8.3 AWARD OF THE CONTRACT

ATTACHMENT A

DELIVERABLE DUE DATE FORM

ATTACHMENT B

RESPONDENT’S PRICE REPLY

ATTACHMENT C

STANDARD TERMS AND CONDITIONS

ATTACHMENT D

REFERENCES

ATTACHMENT E

MINORITY SUBCONTRACTORS UTILIZATION SUMMARY

ATTACHMENT F

DRUG-FREE WORKPLACE

ATTACHMENT G

DISCLOSURE STATEMENT

ATTACHMENT H

SCRUTINIZED COMPANIES LISTS

ATTACHMENT I

FOREIGN COUNTRY OF CONCERN ATTESTATION

ATTACHMENT J

COMMON CARRIER OR CONTRACTED CARRIER ATTESTATION FORM

ATTACHMENT K……………………………………………………………………………………………………………………...…42

SCOPE OF SERVICE ATTESTATION…………………………………………………………………….42

STATE OF FLORIDA

DEPARTMENT OF EDUCATION

INVITATION TO NEGOTIATE

Statewide Mobile Panic Alert System

SOLICITATION NUMBER: ITN 2026-046

SECTION 1 – INSTRUCTIONS

1.0 GENERAL INSTRUCTIONS TO RESPONDENT

This section contains instructions explaining the solicitation process and the actions necessary to respond. General Instructions to Respondent (Form PUR 1001 – incorporated herein by reference) is a downloadable document which must be downloaded for review. This document need not be returned with the Respondent’s Reply. Form PUR 1001 may be accessed at https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_ pur_forms.

In the event of any conflict between Form PUR 1001 and other instructions provided in this document, the additional instructions in this document shall take precedence over the Form PUR 1001 unless the conflicting term is required by any section of the Florida Statutes (F.S.), in which case the statutory requirements shall take precedence.

THE DEPARTMENT HAS CHOSEN TO USE THE ITN FORMAT FOR THIS PROCUREMENT BECAUSE IT

WANTS VENDORS TO PROPOSE THE BEST METHOD FOR ACHIEVING THE GOAL OF THIS ITN AND

SOLVING THE PROBLEM STATED HEREIN. THEREFORE, ALTHOUGH THE ITN MAY USE MANDATORY

WORDS LIKE “SHALL,” “WILL,” OR “MUST,” AND MAY DEFINE CERTAIN ITEMS AS REQUIREMENTS, THE DEPARTMENT RESERVES THE RIGHT, IN ITS DISCRETION, TO WAIVE ANY DEVIATIONS FROM THESE PROVISIONS AND RESOLVE ANY ISSUES IN THE NEGOTIATION PHASE. THEREFORE, THE DEPARTMENT RESERVES THE RIGHT TO REVIEW THE ENTIRE REPLY TO DETERMINE IF IT ACHIEVES A LEVEL OF

COMPETENCY WORTHY OF FURTHER NEGOTIATIONS; REGARDLESS OF WHETHER INDIVIDUAL

REQUIREMENTS HAVE BEEN ADDRESSED OR NOT. HOWEVER, VENDORS THAT FAIL TO PROVIDE

SIGNIFICANT PORTIONS OF THE SOLUTION OR ADDRESS SIGNIFICANT PORTIONS OF THE

PROCUREMENT MAY STILL BE DEEMED NONRESPONSIVE. IN ADDITION, THERE IS NO GUARANTEE THAT SUCH DEVIATIONS WILL BE DEEMED IN THE STATE’S BEST INTEREST OR ANY REPLY CONTAINING THOSE DEVIATIONS PARTICIPATE IN THE NEGOTIATIONS. USE OF THE TERMS “SHALL,” “WILL,” AND “MUST” INDICATE THE DEPARTMENT’S INITIAL VIEW OF THE VALUE OF SUCH ITEMS. VENDORS HAVE THE OPPORTUNITY TO SUGGEST ALTERNATIVES IN THE ITN PROCESS, BUT THERE IS NO GUARANTEE THAT THE DEPARTMENT WILL AGREE THE DEVIATIONS ARE IN ITS BEST INTEREST OR CREATE THE

BEST VALUE FOR THE STATE.

SECTION 2 – CONTRACT CONDITIONS

2.0 GENERAL CONTRACT CONDITIONS

Standard terms and conditions that will apply to the Contract which results from the solicitation event are provided in this section. General Contract Conditions (Form PUR 1000 – incorporated herein by reference) is a downloadable 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 document which must be downloaded for review. This document need not be returned with the Respondent’s Reply.

Form PUR 1000 may be accessed at https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_ pur_forms”.

In the event of any conflict between the PUR 1000 form and any other Special Conditions, the Special Conditions shall take precedence over the PUR 1000 form unless the conflicting term in the PUR form is required by any section of the F.S., in which case the statutory requirements shall take precedence.

SECTION 3 - INTRODUCTION

3.0 INTENT

The State of Florida Department of Education (hereinafter referred to as the "Department") is soliciting written replies from qualified vendors to establish a term contract of which the term is anticipated to begin upon execution of the Contract and be effective for 36 months thereafter. Awards may be made to the responsible and responsive vendor that the Commissioner of Education determines will provide the best value to the state.

The resulting Contract may be renewed for up to three (3) one-year terms. See Form PUR 1000 for renewal requirements.

3.1 PURPOSE

The purpose of this Invitation to Negotiate (ITN) is to provide a state-wide mobile panic alert system, known as Alyssa’s Alert, which is capable of connecting diverse emergency service technologies, providing real-time coordination between multiple first responder agencies; and integrating with local public safety answering point infrastructure to transmit 911 calls and mobile activations for public schools, including charter schools.

3.2 BACKGROUND

During the 2020 Legislative Session, the Florida Legislature passed Senate Bill 70, and Governor Ron DeSantis signed it into law to provide an extra layer of protection in Florida’s schools. The Legislature allocated $6.4 million in recurring state funds to ensure every Florida public school has this critical life-saving tool.

In accordance with Section (s.) 1006.07(4), Florida Statutes (F.S.), all Florida public schools, including charters, must implement a mobile panic alert system capable of connecting diverse emergency services technologies to ensure real-time coordination between multiple first responder agencies beginning with the 2021-2022 school year. This system, known as “Alyssa’s Alert,” must integrate with local public safety answering point infrastructure to transmit 911 calls and mobile activations.

3.3 DEFINITIONS

After the award, said Respondent will be referred to as the "Contractor". For the purpose of this document, the term "Respondent" means a potential Contractor acting on its own behalf and on behalf of those individuals, partnerships, firms, or corporations comprising the Respondent’s team. The term "Reply" means the complete response of the Respondent to the ITN, including properly completed forms and supporting documentation. The term “Contract” refers to the agreement between the Department and the Contractor resulting from this ITN. “Best value” means the highest overall value to the state based on factors that include, but are not limited to, price, quality, design, and workmanship.

A “responsive bid” is a Reply submitted by a responsive and responsible vendor which conforms in all material respects to the solicitation. However, for purposes of determining what is material, refer to SECTION 1 – INSTRUCTIONS of this ITN. Use of the terms “shall,” “will,” and “must,” or the designation of items as “requirements,” does not mandate that such items are material. The Department reserves the right to waive deviations, in its 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 discretion, and resolve any issues in the negotiation phase. “Deliverable” means a tangible, specific, quantifiable and measurable event or item that must be produced to complete a project or part of a project directly related to the scope of services.

3.4 CRITICAL EVENT DATES

These are tentative dates for critical events. (ALL DATES IN ITN SUBJECT TO CHANGE), EVENT DATE

Invitation To Negotiate (ITN) Released 9/15/2026 Deadline for receipt of Technical Questions (E-mailed (preferred) or Fax) By 4:00 PM ET 10/6/2026 Department Response to Technical Questions received by deadline (this date is on or about)

10/13/2026

REPLIES ARE DUE (FAX & E-MAIL NOT ACCEPTABLE) 10/27/2026 @ 2:00 PM ET

Technical Replies will be opened in Room 344 Turlington Building

10/27/2026 @ 2:30 PM ET

Evaluation of Technical Replies (time and place) 11/2/2026-11/6/2026 Oral Presentations (time and place) Price Replies will be evaluated by the Bureau of Contracts, Grants and Procurement Management Services staff during the evaluation stage.

The Negotiation Committee will start negotiations (this date is on or about) 11/2/2026 The Agency Decision will be posted for 72 hours upon a final decision by the Commissioner of Education.

Anticipated beginning of work May 1, 2027

SECTION 4 – SPECIAL INSTRUCTIONS

4.0 PRE-SOLICITATION CONFERENCE: A PRE-SOLICITATION CONFERENCE WILL NOT BE HELD.

4.1 SITE INSPECTION: A SITE INSPECTION WILL NOT BE HELD.

4.2 VISITOR’S PASS TO THE TURLINGTON BUILDING

Each visitor to the Turlington Building is required to sign in at the security desk in the main lobby. Please allow at least 15 minutes prior to Proposal due time if hand-delivering the Proposal to the Bureau of Contracts, Grants and Procurement Management Services.

4.3 REPLY QUESTIONS & ANSWERS

Any technical questions arising from this ITN should be sent, in writing, to the purchasing agent identified below. The Department's written response to written inquiries submitted timely by Respondents will be posted on the Florida Vendor Information Portal (VIP) at MyFloridaMarket Place Vendor Information Portal (click on Search Advertisements under the Florida Solicitation Advertisement section, then populate the Organization field with the Department of Education. Initiate search by clicking the Search button). Click on this Reply number to review posted documents. It is the responsibility of all potential Respondents to monitor this site for any changing information prior to submitting a Response.

Only timely received written inquiries will be “officially” addressed by the Department. See Section 3.4 CRITICAL EVENT DATES for technical questions due date.

https://vendor.myfloridamarketplace.com/

WRITTEN QUESTIONS should be submitted to:

Bureau of Contracts, Grants and Procurement Management Services, Attn: Winston McGriff 325 West Gaines Street, 344 Turlington Building Tallahassee, Florida 32399-0400 winston.mcgriff1@fldoe.org, or Fax Number: (850) 245-0719.

4.4 PROCUREMENT PROTESTS / NOTICE OF RIGHTS

Pursuant to S. 120.57(3)(b), F.S.:

Any person who is adversely affected by the agency’s decision or intended decision shall file with the agency a notice of protest in writing within 72 hours after the posting of the notice of decision or intended decision. With respect to a protest of the terms, conditions, and specifications contained in a solicitation, including any provisions governing the methods for ranking bids, proposals, or replies, awarding Contracts, reserving rights of further negotiation, or modifying or amending any Contract, the notice of protest shall be filed in writing within 72 hours after the posting of the solicitation. The formal written protest shall be filed within 10 days after the date the notice of protest is filed.

Failure to file a notice of protest or failure to file a formal written protest shall constitute a waiver of proceedings under this chapter. The formal written protest shall state with particularity the facts and law upon which the protest is based.

Saturdays, Sundays, and state holidays shall be excluded in the computation of the 72-hour time periods provided by this paragraph.

Section 120.57(3)(a), F.S. provides:

Failure to file a protest within the time prescribed in s.120.57(3), 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.

Rule 28-110.002(2), Florida Administrative Code (F.A.C.), defines the term “decision or intended decision,” and includes the solicitation terms (and any addenda), the award of the Contract, and a rejection of all bids.

At the time of filing the Formal Written Protest the protestor must also file a Protest Bond payable to the Department in an amount equal to 1 percent of the estimated Contract amount. Section 287.042(2)(c), F.S., and Rule 28-110.005, F.A.C., contain further terms relating to the Protest Bond, including how to determine the estimated Contract amount.

In lieu of a Protest Bond, the Department will accept cashier’s checks, official bank checks or money orders. The bond shall be conditioned upon the payment of all costs and charges that are adjudged against the protestor in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding.

The Notice of Protest, Formal Written Protest, and Protest Bond shall be filed with the issuing office as defined in SECTION 4.3 REPLY QUESTIONS & ANSWERS above.

4.5 ORAL INSTRUCTIONS / CHANGES TO THE INVITATION TO NEGOTIATE (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a Respondent as a result of any oral discussions with a state employee. Only those communications which are in writing from the Bureau of Contracts, Grants and Procurement Management Services will be considered as a duly authorized expression on behalf of the Department until contract award.

Notices of changes (addenda) will be posted on the VIP, under this Reply number. It is the responsibility of all potential Respondents to monitor this site for any changing information prior to submitting a Response. All addenda should be mailto:winston.mcgriff1@fldoe.org http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0120/Sec57.HTM acknowledged by the Respondent’s signature and subsequent submission of addenda with Reply when so stated in the addenda.

4.6 MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Respondents may modify submitted replies at any time prior to the Reply due date. Requests for modification of a submitted Reply should be in writing and should be signed by an authorized representative of the Respondent. Upon receipt and acceptance of such a request, the entire Reply will be returned to the Respondent and not considered unless resubmitted by the due date and time. Respondents may also send a change in a sealed envelope to be opened at the same time as the Reply. The ITN number, opening date and time should appear on the envelope of the modified Reply.

Unless specifically requested by the Department, any amendments, revisions, or alterations to Replies will not be accepted after the closing for the receipt of Replies.

4.7 RESTRICTIONS ON COMMUNICATIONS WITH DEPARTMENT STAFF

Respondents should not communicate with any Department staff concerning this ITN except for the Department contact person identified in SECTION 4.3 REPLY QUESTIONS & ANSWERS of this ITN. Only those communications which are in writing from the Bureau of Contracts, Grants, and Procurement Management Services shall be considered as a duly authorized response on behalf of the Department. For violation of this provision, the Department reserves the right to reject a Respondent’s Reply.

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 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 Reply.

4.8 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL

The Department takes its public records responsibilities as provided under Chapter 119, F.S., and Article I, Section 24 of the Florida Constitution, very seriously. If Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, Respondent should clearly mark and identify in its Reply those portions which are confidential, trade secret or otherwise exempt. Respondents should also simultaneously provide the Department with a separate redacted copy of its Reply. This redacted copy should contain the Department’s solicitation name, number, and the name of the Respondent on the cover, and should be clearly titled “Redacted Copy.” The Redacted Copy should be provided to the Department at the same time Respondent submits its Reply to the solicitation and should only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Respondent should also provide two (2) electronic copies (compact disc (CD), flash drive, etc.) of their Redacted Copy.

Respondent shall be responsible for defending its determination that the redacted portions of its Reply are confidential, trade secret or otherwise not subject to disclosure. Further, Respondent shall protect, defend, and indemnify the Department for any and all claims arising from or relating to Respondents determination that the redacted portions of its Reply are confidential, proprietary, trade secret or otherwise not subject to disclosure.

If Respondent fails to submit a Redacted Copy with its Reply, the Department is authorized to produce the entire documents, data or records submitted by Respondent in answer to a public records request for these records.

Notwithstanding the foregoing, the Department reserves the right to disclose any materials as public records unless it determines, in its discretion, that an exemption to disclosure applies to the record.

Notwithstanding the foregoing, the Department reserves the right to disclose all material that it determines, in its sole discretion, to be a public record under Florida law.

Public records request should be submitted to: PRR@fldoe.org.

4.9. POOR PERFORMANCE NOTICE

The Respondent should provide for both the Respondent and its employees, subcontractors, and subcontractor employees, copies of any and all documents regarding complaints filed, investigations made, warning letters or inspection reports issued, any notice of breach, notice of default, termination notice, suspension notice, or any disciplinary action initiated or taken under any contract or job performance within the past seven (7) years. For each instance listed, provide a narrative summary of the contract’s purpose and scope of work, the Respondent’s performance, including the concerns of the project owner, and any major adverse findings. In addition, provide the contract or job number, the name of the owner, the terms of the contract, the name, address, and telephone number of the owner’s Contract Manager. Please also include any relevant documentation evidencing the performance issues.

The Department reserves the right to seek further information on this matter from the Respondent or to make inquiries with the project owner. The information obtained from this review may be reflected in the Respondent’s score or used to declare the Respondent not a responsible vendor.

4.10 WITHDRAWAL OF A REPLY

A Respondent may withdraw a Reply by written notice to the Department on or before the deadline specified for the receipt of Replies in SECTION 3.4 CRITICAL EVENT DATES of this ITN. Such written notice is to be submitted to the Issuing Office at the address specified in SECTION 4.3 REPLY QUESTIONS AND ANSWERS of this ITN.

4.11 CONDITIONS TO THE REPLY

No conditions may be applied to any aspect of the ITN by the prospective Respondent. Any conditions placed on any aspect of the Reply documents by the prospective Respondent may result in the Reply being rejected as a conditional Reply. DO NOT WRITE IN CHANGES ON ANY ITN SHEET. The only recognized changes to the ITN prior to Reply opening will be a written addenda issued by the Department. The Respondent recognizes the Department’s right to ignore the condition and treat the Reply as if no condition exists.

4.12 DISCLOSURE OF REPLY CONTENTS

All documentation produced as part of this solicitation shall become the exclusive property of the state and may not be removed by the Respondent or its agents. All Replies shall become the property of the state and shall not be returned to Respondent. The Department shall have the right to use any or all ideas or adaptations of the ideas presented in any Reply. Selection or rejection of a Reply shall not affect this right.

4.13 AWARD

As in the best interest of the state, the right is reserved to award based on all or none, groups of services, or any combination thereof, to a responsive, responsible Respondent. As in the best interest of the state, the right is reserved to reject any and/or all Replies or to waive any minor irregularity in replies received. In addition, the Department reserves the right, in its discretion, to correct deviations during the negotiation phase. Conditions which may cause rejection of Replies include, without limitation, evidence of collusion among Respondents, obvious lack of experience or expertise to perform the required work, failure to perform, or meet financial obligations on previous contracts.

mailto:PRR@fldoe.org

SECTION 5 – SPECIAL CONDITIONS

5.0 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

Foreign corporations and foreign limited partnerships should be authorized to do business in the state of Florida.

Domestic corporations should be active and in good standing in the state of Florida. Such authorization and status should be obtained by the Reply due date and time, but in any case, must be obtained prior to Contract execution.

For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6053

5.1 LICENSED TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided require that individuals be licensed by the Florida Department of Business and Professional Regulation or any other state or federal agency, such licenses should be obtained by the Reply due date and time, but in any case, must be obtained prior to Contract execution. For state licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

5.2 IDENTICAL EVALUATION OF REPLIES

Whenever two (2) or more replies which are equal with respect to price, quality, and service are received, the Department will determine the order of award using the criteria established in 60A-1.011, F.A.C. The "Drug-Free Workplace Program Certification" can be found as Attachment F.

5.3 DISCLOSURE STATEMENT

The Disclosure Statement Form (Attachment G) should be signed and submitted with the Reply.

5.4 SUB-CONTRACTING

The Contract or any portion thereof shall not be sub-contracted, except as permitted herein, or with the prior written approval of the Department. No sub-contract shall, under any circumstances, relieve the Contractor of its liability and obligation under this Contract; and despite any such sub-contracting, the Department shall deal through the Contractor, which shall retain the legal responsibility for performing the Contractor obligations.

In the event any sub-contractors are approved by the Department, the Contractor should provide a list of subcontractors to the Department’s Contract Manager upon execution of the contract. The Contractor should report all subcontractors, including, but not limited to, certified minority, women and service-disabled veteran subcontracting activities using the attached Utilization Summary form, attached as Attachment E. The Contractor should provide a list of subcontractors to the Department’s Contract Manager upon execution of the contract. The Contractor should provide the Utilization Summary form with each invoice submitted for payment, regardless of if funds have not been spent with a certified minority, women or service-disabled veteran subcontractor for the period covered by the invoice.

Contact the Florida Department of Management Services (DMS), Office of Supplier Development, for assistance identifying qualified minority, women, and service-disabled veteran companies. The Office of Supplier Department can be reached at (850) 487-0915; the website is https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd.

https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd

5.5 CONTRACTUAL OBLIGATIONS

The Department’s Contract Standard Terms and Conditions are incorporated in this ITN as Attachment C and will govern the relationship between the Department and the Contractor. A Reply submitted by the successful Respondent(s) shall be incorporated into the final Contract(s). The terms and conditions of this ITN shall control notwithstanding any statement to the contrary by the Respondent, unless such terms and conditions are modified by the Department during the negotiation phase.

5.6 METHOD OF PAYMENT

Compensation and payment will be made in accordance with the terms and conditions of the Contract.

5.7 CONVICTED VENDOR LIST

A company placed on the Convicted Vendor List may not submit a Reply or be awarded a contract to provide any goods or services pursuant to Rule 60A-1.006, F.A.C. The “Convicted Vendor List” is published at http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_di scriminatory_complaints_vendor_lists/convicted_vendor_list.

5.8 DIVERSITY IN CONTRACTING

The state of Florida is committed to supporting its diverse business industry and population through ensuring participation by minority, women, and service-disabled veteran business enterprises in the economic life of the state.

The state of Florida Mentor Protégé Program connects minority, women, and service-disabled veteran business enterprises with private corporations for business development mentoring. We strongly encourage firms doing business with the state of Florida to consider this initiative. For more information on the Mentor Protégé Program, please contact the Office of Supplier Development at (850) 487-0915.

The state is dedicated to fostering the continued development and economic growth of small, minority, women, and service-disabled veteran business enterprises. Participation by a diverse group of Vendors doing business with the state is central to this effort. To this end, it is vital that small, minority, women, and service-disabled veteran business enterprises participate in the state’s procurement process as both Contractors and sub- contractors in this solicitation.

Small, minority, women, and service-disabled veteran business enterprises are strongly encouraged to contribute to this solicitation.

Information on Certified Minority Business Enterprises (CMBE) and Certified Service-Disabled Veteran Business Enterprises (CSDVBE) is available from the Office of Supplier Development at https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd.

5.9 COSTS INCURRED IN RESPONDING

This ITN does not commit the Department or any other public agency to pay any costs incurred by the Respondent in the submission of a Reply or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

5.10 PROHIBITION OF GRATUITIES

By submission of a Reply, the Respondent certifies that no elected or appointed official or employee of the state of Florida has or will benefit financially or materially from this procurement. Any contract arising from this procurement may be terminated by the Department if it is determined that gratuities of any kind were either offered to or received by any of the aforementioned officials or employees from the Respondent or its agents or employees.

http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list https://www.dms.myflorida.com/business_operations/state_purchasing/office_of_supplier_development_osd

5.11 INDEPENDENT PRICE DETERMINATION

A Respondent shall not collude, consult, communicate, or agree with any other Respondent regarding this procurement as to any matter relating to the Respondent’s Reply.

5.12 PERFORMANCE BOND

A Performance Bond is not required for this project.

5.13 PARTICIPATION IN FUTURE STAGES OF THIS PROJECT

As stated in s. 287.057(17)(c), F.S.

A person who receives a contract that has not been procured pursuant to subsections (1) through (3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency.

5.14 INFORMATION TECHNOLOGY REQUIREMENTS

Respondents submitting Replies to this solicitation should provide electronic and information technology resources in complete compliance with the accessibility standards required by s. 282.601-282.606, F.S., and Rule 60-8.002, F.A.C.

These standards establish a minimum level of accessibility.

Contractors, providers, and partners employed by the Department or acting on behalf of the Department shall also fully comply with 60GG-2 Information Technology Standards.

5.15 SCRUTINIZED COMPANIES LISTS

Section 287.135, F.S., requires that at the time a company submits a bid or proposal for a contract for goods or services of $1 million or more, the company must certify that the company is not on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List.

Both lists are created pursuant to s. 215.473, F.S.

Replies of $1 million or more should include the attached Scrutinized Companies Lists Form (Attachment H) to certify the respondent is not on either of those lists. The Form should be submitted with the Technical Reply.

5.16 SCRUTINIZED COMPANIES – TERMINATION

The Department may, at its option, terminate the contract if the Contractor is found to have submitted a false certification as provided under section 287.135(5), F.S., or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been engaged in business operations in Cuba or Syria, or to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel.

5.17 FOREIGN COUNTRIES OF CONCERN CONTRACT ATTESTATION FORM

In accordance with section 287.138, F.S., beginning on or after the dates provided in section 287.138(4), F.S., a Governmental Entity may not accept a bid, proposal, or reply for a contract which would grant an entity access to an individual’s Personal Identifying Information unless the entity provides the Governmental Entity with an attestation by the entity on Form PUR 1355, “Foreign Country of Concern Attestation Form.” (Attachment I) See F.A.C. 60A-1.020 Attestation Forms.

SECTION 6 – SCOPE OF SERVICES

6.0 SCOPE OF SERVICES

The Department is seeking a Contractor, or Contractors to provide a state-wide mobile panic alert system for all school districts and charter schools that is capable of connecting diverse emergency services technologies; providing real-time coordination between multiple first responder agencies; and can integrate with local public safety answering point infrastructure to transmit 911 calls and mobile activations.

The Contractor(s) must sign off next to each of the terms of the scope of services.

The selected vendor(s) shall provide a comprehensive, scalable system that includes:

• A mobile panic alert system that may be used by each school district.

• Connects emergency services technologies across various sectors, such as fire, medical, law enforcement, and disaster management while ensuring compatibility across different proprietary systems from multiple Contractors.

• Ensures real-time coordination between multiple first responder agencies.

• Integrates with local public safety answering point infrastructure to facilitate direct transmission of

911 calls and mobile activations from users activating their respective panic alert systems to emergency systems.

• Panic alert systems must be integrated with the centralized system to ensure seamless notification of law enforcement and emergency responders. Digital maps required under s. 1013.13, Florida Statutes (F.S.) must also be integrated with the centralized system to support emergency response.

• Alerts appropriate Public Safety Answering Point (PSAP) for the jurisdiction of the location of the device

• Is customizable for each district, and charter school governing board to be able to adhere to local emergency codes, emergency naming conventions, update facility profiles, customize messaging, manage users and user access permissions.

• Provides real-time activation of the appropriate 911 system and provides synchronous emergency information details with law enforcement and first responders, location of the device, and unique identifiers of the device.

• Facilitates direct two-way communications as described in s. 365.172, F.S., for both user-to-user and user-to-emergency service interactions during activation of their respective panic alert systems.

• Can be silenced by the user.

• Adheres to the county’s text-to-911 service implementation plans as required by s. 365.172 (15), F.S.

• Allows and supports districts to designate and manage user permissions and user groups for notification of a panic alert activation, including users at public safety agencies, as defined in s.

365.171, F.S.

• Provides districts administrative access to provide additional campus or facility information through the system.

• Addresses all other requirements included within s. 365.171-179, F.S.– Emergency Communications Number “E911” and applicable State 911 administrative rules (60FF-6).

• Provides 24/7 level one tech support to state and local administrators.

• Adheres to 99.999% uptime reliability/availability.

• Ensures regular system updates are performed to include integration of 911 center updates as applicable

• Connects to both Wi-Fi and cellular.

• Is compliant with all applicable privacy protection and information security state and federal laws.

• Provides a wearable option that can transmit 911 calls and mobile activations alerting appropriate

Public Safety Answering Point (PSAP) for the jurisdiction of the location of the device.

911 centers as well as state and local administrators must be notified prior to executing system tests.

The Contractor(s) shall address and resolve system bugs and apply fixes within a maximum of five (5) business days.

Additionally, the Contractor(s) must notify the Department of any bugs, system issues, or complaints related to connectivity as part of their required monthly reports.

School districts and charter school governing boards may implement additional strategies or systems to ensure real-time coordination between multiple first responders in a school security emergency.

The Contractor(s) with a primary contract are prohibited from subcontracting with another primary contract holder.

Quarterly Meeting Requirements

• The Contractor(s) agrees to attend quarterly meetings with the Department to review the progress, performance, and any issues related to the services provided under this Contract.

• The Department shall schedule these quarterly meetings and provide the Contractor(s) with at least ten business days’ written notice prior to each meeting. The Contractor(s) shall ensure that appropriate representatives, who are knowledgeable about the services and capable of addressing relevant issues, attend these meetings.

Requirement for Notice to Proceed

• The Contractor(s) shall not commence any work or undertake any services under this Contract until it has received a formal Notice to Proceed issued by the Department.

• The Department shall issue the Notice to Proceed in writing, specifying any relevant instructions or conditions for commencing the work.

REQUIRED OUTCOME OF PROJECT:

The purpose of this procurement is to ensure full implementation of a compliant, reliable, and interoperable mobile panic alert system consistent with s.1006.07(4), F.S.

Preference may be given to a Contractor, or Contractors, with documented experience in successfully integrating mobile panic alert systems capable of connecting diverse emergency services technologies to ensure real-time coordination between multiple first responder agencies.

ROLE OF THE CONTRACTOR:

The role of the Contractor is to provide a state-wide mobile panic alert system for all participating school districts and charter schools that is capable of connecting diverse emergency services technologies; providing real-time coordination between multiple first responder agencies; and integrating with local public safety answering point infrastructure to transmit 911 calls and mobile activations. The Contractor is responsible for providing all labor, material, equipment and services needed for the project as outlined in SECTION 6 of the ITN.

The Contractor is responsible for providing the Department with a full-time contact person approved by the Department’s Contract Manager. The Contractor’s contact person shall make the Department’s Contract Manager aware of any issues as they arise, manage routine issues associated with assigned personnel, and provide reports as outlined in the contract or as requested by the Department’s Contract Manager.

The Contractor must ensure all personnel performing services on public school property comply with the Jessica Lunsford Act including meeting level 2 screening requirements as described in s. 1012.32, F.S. Reference s.

1012.465, F.S.

The Contractor must ensure the protection and security of system data by adhering to Florida Cyber Security Standards (Chapter 60GG-2, F.A.C.) to include maintaining secure environments that are patched and up to date with all appropriate security updates as designated by a relevant authority. In situations where Contractor(s) will be collecting and/or storing personally identifiable information (PII), protected health information (PHI), financial or other sensitive data, a Service Organization Control (SOC) 2 Type II report shall be made available upon request.

ROLE OF THE DEPARTMENT:

The role of the Department is to ensure services are provided in accordance with the Contract; coordinate with the Contractor regarding performance issues as they arise; and review invoices prior to payment.

CRITERIA FOR FINAL COMPLETION OF PROJECT:

Provide a mobile panic alert system capable of connecting diverse emergency services technologies to ensure real-time coordination between multiple first responder agencies and public schools, including charter schools.

6.1 DELIVERABLES

Description of Deliverables Evidence of Completion Develop a comprehensive annual plan that describes the required services to the Department to include:

• Program requirements and enhancements

• Security requirements as approved by the

Department, including a system security plan

• Integration with local public safety answering point infrastructure to transmit 911 calls and mobile activations within the statewide centralized alert platform.

• Provides two-way communications as described in s. 365.172, F.S.

Provide the plan in an agreed-upon format that identifies the methods used to deliver the required services to the Department

Complete an evaluation of the following for school districts and charter school governing boards:

• Ensuring annually that the system is operating correctly and effectively as outlined in the scope of work.

Provide evidence that the system is operating correctly by performing and documenting system testing upon completion of work, including evidence that all equipment and technology is tested and fully functional and local administrator has verified that all participating sites within their area of responsibility are fully functional.

Execute a mutually agreed-upon service level agreement (SLA) between the Department and the Contractor outlining the Contractor’s service availability, maintenance schedule, and 24/7 customer support services.

Provide a copy of the SLA that is mutually agreed upon and approved by the Department.

http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_mode=Display_Statute&Search_String=1012.32&URL=1000-1099/1012/Sections/1012.32.html http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_mode=Display_Statute&Search_String=1012.465&URL=1000-1099/1012/Sections/1012.465.html

Description of Deliverables Evidence of Completion

Provide online training and user guide(s) to end users and administrators on the use of the mobile panic alert system. Complete training guide is reviewed/updated yearly.

Provide evidence of training to the users (such as user guides, lesson plans, slide decks, and attendance rosters, or analytic data for online sessions viewed and finished.)

Update the Department prior to new school integration.

• Notice to Proceed is required

• Notice of Completion of Services is required

Provide documentation upon a district requesting a quote or work to be done at their school(s), along with Notice to Proceed and Notice of Completion of Services form.

Update the department annually on their Contract POC, and upon change of POC.

Provide the Department with full-time contact approved by the Department’s Contract Manager.

The Contractor(s) agrees to attend quarterly meetings with the Department to review the progress, performance, and any issues related to the services provided under this Contract.

Attending quarterly meetings.

6.2 FINANCIAL CONSEQUENCES

If the Contractor fails to meet the minimum level of service or performance identified, the Department will be injured as a result thereof. If the requirements are not timely and satisfactorily performed, the Contractor shall be subject to one or more of the financial consequences listed. The Contract Manager shall periodically review the progress made on the activities and deliverables. If the Contractor fails to meet and comply with the activities/deliverables established or to make appropriate progress and they are not resolved within two weeks of a written request for correction; the Contract Manager may approve: 1) withholding of payment proportionate to the deficient service or performance until the deficiency is cured, (2) request the Contractor redo or otherwise cure the work, or (3) a reduced payment by the rate established under this Contract proportionate to the deficient service or performance. The Contract Manager must assess one or more of the financial consequences based on the severity of the failure to perform and the impact of such failure on the ability of the Contract to meet the timely and desired results. These financial consequences shall not be considered penalties. The Department, at its sole discretion, may offer the Contractor an extension for any listed tasks, timelines, or deliverables during which the indicated financial consequences shall not apply.

Notification of any extension shall be provided to the Contractor in writing. If financial consequences are imposed and due, the Department may offset the financial consequences from the next invoice or from the final retained payment or require separate payment. Any payment made in reliance on the Contractor's evidence of performance, which evidence is subsequently determined to be erroneous, will be immediately due as an over payment.

SECTION 7 – SPECIAL INSTRUCTIONS – REPLY FORMAT & CONTENT

7.0 REPLY SUBMISSION

By submitting a Reply, the Respondent represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided.

Both Technical and Price Reply should be submitted as specified in SECTION 3.4 CRITICAL EVENT DATES.

All Replies and associated forms should be signed and dated by a duly authorized representative of the Respondent.

The overall Replies should be written in a concise manner, which is conducive to effective evaluation.

Each Respondent should fully acquaint itself with the conditions relating to the performance of services under the conditions of this ITN.

All Replies and related documents submitted in response to this ITN shall become the property of the state.

7.1 MAIL OR DELIVER REPLIES TO: (Do Not Fax or E-Mail)

Florida Department of Education Bureau of Contracts, Grants and Procurement Management Services Attn: Winston McGriff 325 West Gaines Street 344 Turlington Building Tallahassee, Florida 32399-0400

7.2 REPLY FORMAT INSTRUCTIONS

This section contains instructions that describe the expected format for the Reply. All Replies submitted should contain two parts and be marked as follows:

PART I

TECHNICAL REPLY NUMBER ITN 2026-046

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Technical)

PART II

PRICE REPLY NUMBER ITN 2026-046

COMPANY NAME

CONTACT PERSON NAME AND PHONE

(One Separately Sealed Package for Prices)

THE SEPARATELY SEALED PACKAGES MAY BE MAILED TOGETHER IN ONE ENVELOPE OR BOX.

7.2.1 Preliminary Administrative Review

The absence of any of these documents may result in a determination that the Reply is non-responsive and the Reply not be evaluated. The Reply forms furnished should be used when submitting the Reply. Forms should be filled out in ink or typewritten. Administrative Review information should be included at the beginning of the Technical Reply portion (Part I) of the Reply and consist of the following:

• All Addenda

• Reference Form (Attachment D) – Provide at least three (3) references, which demonstrate efforts comparable to the one described in this ITN.