NKB SECURITY AND SURVEILLANCE SYSTEM UPGRADES.pdf

FLHSMV-ITN-032-25, Page 1 of 28

STATE OF FLORIDA

DEPARTMENT OF HIGHWAY SAFETY AND MOTOR VEHICLES

August 18, 2025

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

Solicitation Number: FLHSMV-ITN-032-25

Title of Proposal (items solicited): NKB Security and Surveillance System Upgrades

Commodity Code(s):

72151700 Safety and Security System Installation

Services 92121700 Security systems services 92121701 Surveillance or alarm maintenance or monitoring 46151600 Security and control equipment

Neil Kirkman Building 46171600 Surveillance and detection equipment 2900 Apalachee Parkway 72151701 Access control system installation Tallahassee, Florida 32399-0524 service 92121704 Confinement surveillance systems maintenance or monitoring

72151702 Closed circuit television system installation service

46171500 Locks and security hardware and accessories

Date and Time Proposals are Due: September 30, 2025

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-032-25, Page 2 of 28

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 Renewal(s)

2.5 Pre-Response Conference

2.6 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 Addenda

3.5 Cost of Proposal Preparation

3.6 Proposal Opening

3.7 Disclosure of Proposal Contents

3.8 Modification or Withdrawal of Response

3.9 Prohibition of Gratuities

3.10 Diversity

3.11 Non-Exclusive Rights

3.12 Proposal Tenure

3.13 Accessibility for Disabled Persons

3.14 Cooperation with the Inspector General

3.15 MyFloridaMarketPlace Transaction Fee

4.0 Additional Information

4.1 Mandatory Requirements

4.2 Minor Proposal Exceptions

4.3 Non-Responsive Responses, Non-Responsible Respondents

4.4 Subcontracts

4.5 Scrutinized Companies and Prohibited Business Activities

4.6 Joint Ventures and/or Legal Partnerships

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

FLHSMV-ITN-032-25, Page 3 of 28

5.0 Response Submission Instructions

5.1 Response Submission

5.2 Delivery of Responses

5.3 Redacted Submissions

5.4 Mandatory Submission Requirements

5.5 Contractual Submissions

5.6 Contractor Responsibility

5.7 Additional Documents/Requirements

6.0 Award Methodology

6.1 Negotiation Phase

6.2 Basis of Award

6.3 Response Clarification

6.4 Contract Formation

6.5 Posting of Agency Decision

Attachments:

ATTACHMENT A – CALENDAR OF EVENTS

ATTACHMENT B – SCOPE OF WORK

EXHIBIT 1 - NKB EXISTING CAMERA LIST AND SCHEMATICS

ATTACHMENT C – ADDITIONAL TERMS AND CONDITIONS

ATTACHMENT D – RESPONDENT INFORMATION FORM

ATTACHMENT E – PRICE SHEET

ATTACHMENT F – PAST PERFORMANCE CLIENT REFERENCES

ATTACHMENT G – SUBCONTRACTOR UTILIZATION FORM

ATTACHMENT H – EVALUATION CRITERIA

FLHSMV-ITN-032-25, Page 4 of 28

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. 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.

D. 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.

E. 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.

F. 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.

G. 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.

FLHSMV-ITN-032-25, Page 5 of 28

2.0 Purpose and General Overview

The Department of Highway Safety and Motor Vehicles (Department) is issuing this Invitation to Negotiate (ITN) to enhancement the physical security at the Neil Kirkman Building (NKB) in Tallahassee, FL, which serves as the Department’s headquarters.

Upgrades and enhancements may potentially include adding hardware, upgrading existing access control and video management systems, and enhancing burglar and fire alarm monitoring capabilities as needed to accomplish Department goals as more fully described in ATTACHMENT B, SCOPE OF WORK.

2.1 Definitions

a) Access Control: Restricting entrance to property, buildings, rooms to only authorized personnel.

b) Access Control System (ACS):A system that orchestrates an access control workflow by integrating with proximity card readers, controllers, encoders, underlying storage infrastructure, client workstations, gateway systems and analytics software.

c) ACP: Access Control Panel

d) 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.

e) Business Day:

Any day other than Saturday, Sunday, or a state-observed holiday.

f) Business Hours: The hours of 8:00 A.M. to 5:00 P.M., Eastern Time, on any business day. (Note: Florida is geographically situated in both the Eastern and Central time zones.)

g) 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.

h) 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.

FLHSMV-ITN-032-25, Page 6 of 28

i) 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.

j) 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 the purposes of this ITN and resulting contract, reference to Confidential Information includes personal identification information, including, but not limited to, Social Security Numbers, addresses, or Contractor’s proprietary information.

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

l) Invitation to Negotiate: This Invitation to Negotiate.

m) Manufacturer: An entity that makes a product or goods via a process typically involving raw materials, components, or assemblies, usually on a large scale, with different operations divided among different workers.

n) OEM: Original Equipment Maintenance

o) Product(s): The items sought by this ITN and to be provided/delivered to the

Department by the prospective Contractor, should the Contractor be selected for award.

p) Purchase Order or PO: The purchasing document memorializing and/or incorporating the terms and conditions of the purchase issued by the Department via Florida’s eProcurement system. See PUR form 1000, paragraph 2, referenced in ATTACHMENT C, ADDITIONAL TERMS AND CONDITIONS. If there is not a separate signed written agreement, the Purchase Order constitutes the contract between the Vendor and the Department. (Note: The terms “Purchase Order” and “Contract” are intended to be utilized interchangeably herein, although a Purchase Order is not “executed” by the parties.)

q) 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.

FLHSMV-ITN-032-25, Page 7 of 28

r) State or Department: State or Department shall be synonymous with the Florida Department of Highway Safety and Motor Vehicles.

s) 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.

t) 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.

u) Warranty: A written statement that guarantees that an item will continue to perform and operate as designed and intended by the Manufacturer for at least the entire period for which the Warranty is in place. The Warranty to be provided for any item purchased as a result of this ITN shall be a full and complete Manufacturer’s repair and replacement Warranty.

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:

Stephanie Sanford Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station 31 2900 Apalachee Parkway Tallahassee, Florida 32399-0524 850-617-3184 stephaniesanford@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 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 mailto:stephaniesanford@flhsmv.gov

FLHSMV-ITN-032-25, Page 8 of 28 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 initial term of the contract 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 for a period of up to five (5) years.

2.4 Renewal(s)

Renewal of the contract may be structured as a single term of up to five (5) years, 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 Pre-Response Conference

A pre-response conference/site visit will be held at the date and time specified in ATTACHMENT A, CALENDAR OF EVENTS. The purpose of the pre-response conference/site visit is to tour the site, discuss the contents of the ITN and to accept verbal questions from Contractors concerning the project. This is not mandatory, but it is strongly encouraged.

This will be the only opportunity to visit the site during the solicitation advertisement period. Contractors are encouraged to bring any and all Subcontractors needed to ensure an accurate proposal and eliminate the need for additional site visits during the solicitation advertisement period.

Contractors do not have to attend the pre-response conference/site visit as a requirement of proposal responsiveness; however, attendance is strongly encouraged.

Location:

Department of Highway Safety and Motor Vehicles Neil Kirkman Building

2900 Apalachee Parkway Tallahassee, FL 32399-0500

FLHSMV-ITN-032-25, Page 9 of 28

2.6 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 ATTACHMENT B, SCOPE OF WORK and all attachments;

c) General Contract Conditions (PUR 1000);

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

e) Contractor’s submitted response.

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 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 responses from capable Vendors and seeks to contract with one

(1) Respondent for upgrades to the Neil Kirkman Building Security and Surveillance System, as more fully 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 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-032-25, Page 10 of 28 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 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.

3.5 Cost of Proposal 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 response.

3.6 Proposal 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.

3.7 Disclosure of Proposal 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 proposal opening in accordance with Section 3.8, 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.

3.8 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 replies.

FLHSMV-ITN-032-25, Page 11 of 28

3.9 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.

3.10 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.

3.11 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.

3.12 Proposal Tenure

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

3.13 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.

FLHSMV-ITN-032-25, Page 12 of 28

3.14 Cooperation with the 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.

3.15 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-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 Proposal 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.

FLHSMV-ITN-032-25, Page 13 of 28

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.

“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 Contractor may, only with prior written consent of the Department, enter into written subcontracts for the provision of goods, as indicated in this ITN. Anticipated subcontract agreements known at the time of response submission, and the amount of the subcontract, must be identified in the proposal. If a subcontract has been identified at the time of proposal submission, 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 duties.

4.5 Scrutinized Companies and Prohibited Business Activities

In accordance with the PUR1000, Section 5. Performance; a. Warranty of Ability to Perform and Section 287.135(5), Florida Statutes (F.S.), the Department may, at its option, terminate the Contract if the Contractor is found to have been placed on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel. The

FLHSMV-ITN-032-25, Page 14 of 28

Contractor must provide a completed PUR 7801, Vendor Certification Form (found at PUR Forms) prior to the effective date of the Contract, and annually thereafter.

4.6 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.

4.7 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.

4.8 Anti-Human Trafficking and Provision of commodities produced by forced labor

In accordance with Section 787.06 and, as applicable, Section 287.1346 F.S., the Contractor must submit a completed 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, please refer to the link for more information.

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. The attachment forms furnished with this ITN must be submitted with the response and are to be filled out in pen 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:

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-032-25, Page 15 of 28

5.1.1 One (1) electronic version of the original response, marked “Original Response” (which must include all information required in Section 5.4 Mandatory Submission Requirements below, including Sections 5.4.1 through 5.4.8), and one

(1) electronic copy of the redacted response, marked ”Redacted Copy” , if applicable (see, subsection 5.3, Redacted Submissions, below) must be submitted by email as specified in Section 5.2, Delivery of Responses, 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 original submittal upon any public records request.

5.1.2 All pages must be numbered, identify the ITN number, and include the prospective Contractor’s name.

5.2 Delivery of Responses

All proposals 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.

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-032-25 – OFFICIAL RESPONSE and company name and sent to the Procurement Officer below:

Stephanie Sanford Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles 850-617-3184 Stephaniesanford@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.

mailto:Stephaniesanford@flhsmv.gov mailto:purchasing@flhsmv.gov

FLHSMV-ITN-032-25, Page 16 of 28

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.

5.3 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 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 https://www.dms.myflorida.com/content/download/2934/11780/PUR_1001_General_Instructions_to_Respondents.pdf

FLHSMV-ITN-032-25, Page 17 of 28 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.

5.4 Mandatory Submission Requirements

A Respondent’s response shall consist of detailed information regarding all equipment and features for upgrades to the NKB Security and Surveillance System in accordance with the specifications as outlined in ATTACHMENT B-SCOPE OF WORK and 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.

5.4.1 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 Respondent’s name, address, and Federal 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 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 tabbed separately and should be included with the original electronic response only.

5.4.2 PRICE SHEET, ATTACHMENT E (350 Total Points Possible)

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

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Please provide the price as indicated in this section and on

ATTACHMENT E- PRICE SHEET.

a) The Respondent shall provide a dollar amount in each yellow cell of the price sheet, including both the initial and renewal Contract terms and replacement equipment cost.

b) The Respondent shall use legible handwriting, if applicable, when completing the price sheet(s).

c) 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 price for that Respondent, unless determined otherwise by the Department.

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

d) The Department will not accept and will not agree to any qualifying or caveat language for pricing within ATTACHMENT E - PRICE SHEET. A response that includes qualifying or caveat language on ATTACHMENT E – 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.)

e) ATTACHMENT E - PRICE SHEET, shall be labeled and tabbed separately and should be included with the original, electronic

5.4.3 ATTACHMENT F – PAST PERFORMANCE CLIENT REFERENCES (90 Total

Points Possible)

The response must contain a completed ATTACHMENT F - PAST PERFORMANCE CLIENT REFERENCES, and shall be labeled, and tabbed separately and should be included with the original electronic response only.

5.4.4 ATTACHMENT G, SUBCONTRACTOR UTILIZATION FORM (No points will be awarded)

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The response must contain a completed ATTACHMENT G - SUBCONTRACTOR UTILIZATION FORM, and shall be labeled, and tabbed separately and should be included with the original electronic response only.

5.4.5 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

5.4.6 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

5.4.7 TECHNICAL RESPONSE MANDATORY DOCUMENTATION – (450 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 tabbed separately, 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.

B. Executive Summary/Organizational Structure and History (No points will be awarded)

The response shall include an executive summary and organizational structure and history, no longer than twenty (20) 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.

The Respondent shall provide the requested information below which will 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-032-25, Page 20 of 28 demonstrate the Respondent’s ability to successfully provide and deliver the products or services sought in this ITN and its attachments, exhibits, and referenced supporting documentation.

The Respondent 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 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. Provide a narrative description of the proposed project team and Florida alarm system contractor license number, its members, and organizational structure along with an organizational chart identifying the key people who will be assigned to deliver the goods or services required in this ITN;

7. Brief description of Respondent’s business partners and locations that would assist in completion of tasks throughout the Department;

8. Brief description of the Respondent’s principal type of business and history and what uniquely qualifies the Respondent to provide the products and services sought in this ITN;

9. 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

10. 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 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;

11. Provide a statement and any relevant details addressing whether the Respondent is any of the following:

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a) Presently debarred, suspended, proposed for debarment, or voluntarily excluded from covered transactions by any federal, state or local governmental entity;

b) Has within the past three (3) years, been convicted of, or had a civil judgment rendered against the contracting party from commission of fraud, or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, Department, or local) transaction or grant under a public transaction; violation of federal or Department antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c) Presently indicted or otherwise criminally or civilly charged by a government entity (federal, Department, or local) with commission of any of the offenses detailed above; and

d) Has within a three (3) year period preceding the contract had one or more public transactions (federal, state, or local) terminated for cause or default.

C. Technical Requirements (450 Total Points Possible)

Technical responses must clearly identify how the Respondent can meet or exceed each of the ITN’s requirements. In accordance with section 282.206, F.S., the Department prefers a cloud-based solution that meets all functional and security requirements applicable to this ITN. The Contractor’s solution must comply with the applicable requirements of Chapter 60GG-2 and Chapter 60GG-4, Florida Administrative Code.

The Respondent shall provide all requested information and describe in detail, the proposed plan to meet the requirements outlined in the solicitation, as indicated in ATTACHMENT B – SCOPE OF WORK.

1. NKB Security-Surveillance System Specifications (190 Total Points Possible)

The Respondent shall provide all requested information and describe in detail, its ability to provide the required hardware and software and how the hardware and software will meet the technical specifications outlined in the solicitation, as indicated in ATTACHMENT B – SCOPE OF WORK, Section 2.2.

Provide detailed information on the following:

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a) Presently supported video and access control management and software platforms and current partnership level with each. Please provide years of experience with each supported platform.

b) The proposed video and access control management systems’ abilities or solution that is native to the platform that can throttle video stream bandwidth across the network without or with less client video quality degradation.

c) Integration experience in bringing other systems, application data and/or triggers into the proposed solution and detail what the integration requirements were and the end result and stability of the integration.

d) How the proposed video and access control management systems’ licenses, readers, cameras, network equipment, and other system dependent hardware operates.

e) The proposed video and access control management systems can hold licensing in a central repository and/or application that can transfer licensing between multiple sites and systems that can be on disparate networks.

f) Respondent’s experience working with and integrating the proposed solution with Lightweight Directory Access Protocol (LDAP), specifically Windows Active Directory.

g) The ability of the proposed video and access control systems to work together and how it can provide a web application that can function at client stations utilizing only an internet browser such as MS Edge, Firefox, or Chrome. The response must provide minimum client Personal Computer (PC) specifications required to support up to twenty-four (24) camera views in one browser window and must provide recommended specifications for client PC specifications necessary to support a video wall with multiple browser windows with up to 250 camera views.

h) Respondents current and ongoing continuous improvement efforts the video and access control management systems OEM and Respondent can provide to make the system robust, stable, and efficient together with specific examples and details of where ongoing engineering and/or improvement efforts have satisfied two (2) enterprise level clients.

FLHSMV-ITN-032-25, Page 23 of 28

i) The proposed video and access control management systems and Respondent’s ability to remotely monitor, aggregate and display connectivity of network connected servers, switches, cameras, media converters and/or any other hardware specific to the function of the video and access control management systems across multiple sites and systems that can be on disparate networks.

2. Project and Implementation Plan (90 Total Points Possible)

The Respondent shall describe, in detail, how the Respondent intends to meet all of the requirements described in ATTACHMENT B, SCOPE OF WORK, including detailed information to illustrate how the Respondent will manage the project, ensure completion of the scope of services, and accomplish objectives within the Department’s timeline.

3. Installation, Monitoring, Maintenance, and Repair Plan (90 Total Points Possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 3.2.

4. Software Updates, Support, and Technology Upgrade Plan (40 points possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Sections 2.5 and 10.

5. Training and Warranty Plan (40 Total Points Possible)

The Respondent shall describe, in detail, its proposed plan for meeting all requirements as described in ATTACHMENT B – SCOPE OF WORK, Section 7.

5.4.8 Florida Preference

The Out-of-State Preference Letter shall be labeled and tabbed separately and should be included with the original response only. In accordance with Section 287.084, F.S., a Vendor whose principal place of business is located outside of the State of Florida, must accompany their response documents with a written letter from an attorney-at-law, licensed to practice law in the State where their principal place of business is located, describing the preferences granted by that State (if any) to its own business entities in the award of public

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POs/Contracts.

The written document must identify either the preference granted or contain a statement specifying that no preferences are granted. When the lowest responsible and responsive response is submitted by a Respondent whose principal place of business is located outside of State of Florida, a five percent (5%) price preference shall be awarded to Respondents whose principal place of business is within the state of Florida, unless the state where the out-of-state Respondent is located provides a different price preference for businesses having a principal place of business in that state. In that case, the same price preference shall be awarded to the lowest responsible and responsive respondent whose principal place of business is located in the state of Florida responding to this competitive solicitation.

FAILURE TO SUBMIT ANY OF THE MANDATORY DOCUMENTATION SET FORTH IN

SECTION 5.4 ABOVE OR SUBMITTING ANY OF THE MANDATORY DOCUMENTATION

WITH ADDED LANGUAGE, CONDITIONS, CAVEAT(S), OR MODIFICATION(S), MAY

RESULT IN THE REJECTION OF THE RESPONDENT’S PROPOSAL.

5.5 PAST PERFORMANCE - CLIENT REFERENCES, ATTACHMENT F (90 Total Points

Possible)

A Respondent’s response to Section 5.4.3 must include ATTACHMENT F - PAST PERFORMANCE - CLIENT REFERENCES. Please refer to ATTACHMENT H – EVALUATION CRITERIA for more information.

In the space provided on page 1 of ATTACHMENT F - 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 same client reference may not be listed for more than one (1) of the required references and confidential client references shall not be included.

The client references listed must be able to attest that the Respondent provided products 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 F – PAST PERFORMANCE – CLIENT REFERENCES).