Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Department

Contact for this Solicitation

Milagros C. Robles, Courts Contracts & Procurement Officer

111 NW 1st Street, Suite 1700, Miami, Florida 33128

Telephone: (305) 375-5125

E-mail: Milagros.Robles@miamidadeclerk.gov

BIDS ARE DUE VIA INFORMS

(see INFORMS for due date and time)

INVITATION TO BID

Event No. CL00000044

Event Title: Out of State Vehicle Registration Information

OVERVIEW

HOW TO ACCESS SECTION 1 – INSTRUCTIONS TO BIDDERS AND GENERAL TERMS AND CONDITIONS

The Clerk of the Court and Comptroller’s Section 1 – Instructions to Bidders and General Terms and Conditions is incorporated herein by reference and forms a part of this Solicitation and any resultant Contract. Bidders receiving an award through the Clerk’s competitive procurement process shall be bound by Section 1 – Instructions to Bidders and General Terms and Conditions.

By submitting a Bid in response to this Solicitation, a Bidder acknowledges that it has reviewed, understands, and agrees to comply with Section 1 – Instructions to Bidders and General Terms and Conditions, which may be accessed at the following link:

Section 1 – Instructions to Bidders and General Terms and Conditions:

https://www.miamidadeclerk.gov/library/Procurement/COCC%20Bidding%20and%20General%20Terms%20and%2 0Conditions_2025.10.pdf

ADDITIONAL DEFINITIONS

In addition to the definitions contained in Section 1 – Instructions to Bidders and General Terms and Conditions, the following term apply to this Solicitation:

Division of Motor Vehicles (DMV): means the governmental agency, department, or authority responsible for vehicle registration and titling records in each of the fifty (50) U.S. states, Puerto Rico, the District of Columbia, and the U.S. Virgin Islands, regardless of the agency's official name in each jurisdiction (e.g., Department of Motor Vehicles, Motor Vehicle Division, Bureau of Motor Vehicles).

File Transfer Protocol (FTP): means a standard network protocol used to transfer electronic files between computers over a network.

HIT: means a response from a DMV that contains actual vehicle registration information for the registered owner associated with a license plate number submitted by the Clerk. A response indicating that no record was found does not constitute HIT.

PRE-BID CONFERENCE

It is highly recommended that Bidders attend the publicly noticed Pre-Bid Conference to become familiar with any conditions that may in any manner affect the Goods and Services to be provided. Bidders are advised to carefully examine the requirements and specifications in this Solicitation and to become thoroughly aware of all conditions and requirements for Goods and Services provided under a resultant Contract. No allowances will be made due to lack of knowledge of these conditions or requirements. Statements made during the Pre-Bid Conference are for informational purposes only and will not modify this Solicitation. Any changes to this Solicitation will be made only by written Addendum issued through INFORMS.

The Pre-Bid Conference will be held on September 24, 2026, at 10:00 AM (Eastern Time) via Microsoft Teams through the following link:

https://events.gcc.teams.microsoft.com/event/38513731-18d1-441f-8802-4e513ab33886@fdde2c89-3838-45a3-b272-6cf08978701f?source=copyLinkLegacyShareEventDialog

To join the Microsoft Teams meeting, please use the link provided in the advertisement or Solicitation posting. If joining via the Teams app, you may choose to enter your name or join as “Public Attendee.”

Members of the public will be permitted to pose questions at the end of the Pre-Bid Conference. To do so, attendees may use the Raise Hand feature in Microsoft Teams, located in the meeting controls.

Microsoft Teams Accessibility Support: https://support.microsoft.com/accessibility

Link to Download Microsoft Teams: https://www.microsoft.com/microsoft-teams/download-app

Bidders are asked to join the Pre-Bid Conference promptly, as the meeting will start on time, and to have access to a copy of the Solicitation available during the Pre-Bid Conference.

SECTION 2 – SPECIAL TERMS

PURPOSE

The purpose of this Solicitation is to establish a Contract to obtain registered owner information for out-of-state vehicles that have outstanding tickets, fees, or other related obligations. The required information must be obtained directly from the Divisions of Motor Vehicles (DMV) in the United States, Puerto Rico, the District of Columbia, and the U.S. Virgin Islands, as well as from the appropriate motor vehicle authorities in Mexico and Canada.

2.2 CLERK’S CONE OF SILENCE

The Clerk’s Cone of Silence applies to this Solicitation and continues through the issuance of the award recommendation or other final action concluding the Solicitation process. During this period, Bidders, including their designees, principals, staff, representatives, and lobbyists, shall not communicate with Clerk employees regarding their Bid, the Bid of another Bidder, the evaluation or award of this Solicitation, or any other matter that could influence or affect the competitive procurement process. The Clerk’s Cone of Silence does not prohibit participation in the Pre- Bid Conference or communications conducted through the question-and-answer procedures established in this Solicitation.

2.3 TERM OF THE CONTRACT

The Contract commences on the first Day of the month following approval by the Clerk or designee, unless otherwise stipulated in writing by the Clerk. The Contract expires on the last day of the sixtieth (60th) month.

2.4 OPTION TO RENEW

The Clerk may exercise one (1) option to renew (OTR) the Contract for an additional twenty-four (24)-month period.

Continuation of the Contract beyond the initial term is a Clerk prerogative and not a right of the Awarded Bidder. Such prerogative will be exercised only when continuation of the Contract is clearly in the best interest of the Clerk.

2.5 METHOD OF AWARD AND BIDDER REQUIREMENTS

An award will be made to the lowest-priced, Responsive, and Responsible Bidder in the aggregate that meets the minimum qualifications listed below. To be eligible for award, the Bidder must provide a price for all items listed in the Solicitation. Items that will be provided to the Clerk at no cost must reflect zero dollars ($0.00) in the applicable price line. If a Bidder fails to submit a price for all items in the Solicitation, its Bid may be deemed Non-Responsive.

A. Client References

Bidders must submit two (2) client references from existing customers who have purchased the Services defined in this Solicitation within the last two (2) years. Each reference must include:

1. Company/Governmental Entity Name

2. Contact’s Name and Title

3. Phone Number

4. Email Address

The Bidder shall provide all information, documents and/or attachments required by this Solicitation to be considered for award. All information, documents, and/or attachments listed above are due with the Bid by the Solicitation’s end date and time. The Clerk may, at its sole discretion and in its best interest, allow the Bidder to complete, supplement or supply the required information, documents and/or attachments during the Bid evaluation period. Failure to provide all the required information, documents and/or attachments with the Bid or, if allowed, as requested by the Clerk during the Bid evaluation period, may result in the Bidder being deemed ineligible for award.

During the Bid evaluation period, the Clerk may obtain additional information from the Bidder or other available sources as necessary to determine the Bidder’s ability to perform under a resulting Contract. The Clerk shall be the sole judge of a Bidder’s compliance with the Solicitation requirements and the Bidder’s ability to perform under a resulting Contract. Failure to demonstrate the ability to perform under a resulting Contract, as determined by the Clerk, may result in the Bidder being declared Non-Responsible.

During the term of a resulting Contract, the Awarded Bidder must advise the Clerk of any changes, intended or otherwise, to the information provided to demonstrate compliance with the requirements of this Solicitation.

2.6 PRICES

The Bidders’ prices shall be inclusive of all costs, including delivery, charges, fees, and any other expenses required to perform the Services. No additional charges will be accepted.

Bidders shall submit fixed and firm pricing for each year of the five-year Contract term. The prices submitted for each Contract year shall remain fixed and firm for that respective year. However, the Awarded Bidder may offer lower pricing.

2.7 INSURANCE REQUIREMENT

The Awarded Bidder shall furnish certificate(s) of insurance which indicates that insurance coverage has been obtained as outlined below.

A. Worker’s Compensation Insurance for all employees of the Contractor as required by Florida Statute 440.

B. Commercial General Liability in an amount not less than $1,000,000 per occurrence, and $2,000,000 in the aggregate not to exclude coverage for Products and Completed Operations. Miami-Dade County and Clerk of the Court and Comptroller of Miami-Dade County must both be included as additional insureds.

C. Professional Liability Insurance in an amount not less than $1,000,000 per claim.

D. Cyber Liability Insurance in an amount not less than $1,000,000 per occurrence.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than “A-” as to management, and no less than “Class VII” as to financial strength, by Best’s Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division.

or The company must hold a valid Florida Certificate of Authority as shown in the latest “List of All Insurance Companies Authorized or Approved to Do Business in Florida” issued by the State of Florida Department of Financial Services.

Miami-Dade County and Clerk of the Court and Comptroller of Miami-Dade County reserve the right, upon reasonable notice, to request and examine the policies of insurance (including but not limited to policies, binders, amendments, exclusions or riders, etc.)

CERTIFICATE HOLDER(S) MUST READ: Miami-Dade County 111 NW 1st Street, Suite 2340 Miami, FL 33128

Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Department 111 NW 1st Street, Suite 1700

Miami, FL 33128

SECTION 3 – SCOPE OF WORK

SCOPE OF WORK

When parking violations occur, citations are issued based on the license plate number associated with the vehicle involved in the violation. Each citation is entered into the Clerk’s management system, which attempts to identify the registered owner by matching the license plate number against existing records.

The Awarded Bidder shall receive and process citation data when the license plate information cannot be matched to an owner, typically when the vehicle is registered out of state. The Awarded Bidder shall obtain the vehicle registration information for these citations from the applicable DMV and return the required information to the Clerk.

The Clerk will use the information provided by the Awarded Bidder to identify the registered owners of vehicles that have been issued citations. This information is required to support the Clerk in issuing official notices to registered vehicle owners regarding outstanding citations and pending tow orders resulting from non-payment of such citations. The Awarded Bidder shall ensure that all vehicle registration information is obtained, transmitted, and maintained in accordance with all applicable federal, state, and local laws, regulations, and contractual requirements governing the confidentiality and security of such information.

3.2 SPECIFICATIONS

1. The Clerk will transmit all applicable citation information electronically through a secure File Transfer Protocol (FTP) to a designated secure address. The Awarded Bidder shall be responsible for retrieving the requested file and placing the corresponding response file directly on the secure FTP server.

2. The information provided must include, to the extent available, the following data elements: vehicle identification number, vehicle description, vehicle make, model, color, registration effective date, registration expiration date, registered owner’s name, registered owner’s address, and any other applicable vehicle registration information.

3. The required file and record layout is provided below:

FIELD LAYOUT

ELEMENT FORMAT

A. CITATION PLATE NUMBER X(16)

B. CITATION ISSUE DATE X(8) YYYYMMDD

C. LICENSE PLATE NUMBER X(10)

D. LICENSE PLATE STATE X(2)

E. REGISTERED OWNER’S NAME X(50)

F. REGISTERED OWNER’S ADDRESS LINE 1 X(50)

G. REGISTERED OWNER’S CITY X(30)

H. REGISTERED OWNER’S STATE X(2)

I. REGISTERED OWNER’S ZIP X(9) XXXXX-XXXX

J. REGISTERED OWNER’S DATE OF BIRTH X(8) YYYYMMDD

K. REGISTERED OWNER’S LICENSE NUMBER X(21)

L. REGISTERED OWNER’S DRIVER’S LICENSE STATE X(2)

M. VEHICLE VIN X(21)

N. VEHICLE MAKE X(5)

ELEMENT FORMAT

O. VEHICLE TYPE X(2) EX: 2D,4D,PK

P. VEHICLE COLOR 1 X (3)

Q. VEHICLE COLOR 2 X (3)

R. VEHICLE REG EFFECTIVE X(8) YYYYMMDD

S. VEHICLE REG EXPIRATION X(8) YYYYMMDD

T. DATE ID WAS REQUESTED BY MD X(8) YYYYMMDD

U. DATE ID WAS RETURNED BY VENDOR X(8) YYYYMMDD

4. Response Time: The Awarded Bidder shall request the records from the DMV offices and provide the information to the Clerk no later than thirty (30) Days after the date of the Clerk’s request.

5. Duplicate records for the same license plate number will not be accepted or paid for by the Clerk.