RFI-063-23-AutomatedElectronicRoutingSystem.pdf

State of Florida Department of Highway Safety and Motor Vehicles

Request for Information (RFI) No.: FLHSMV-RFI-063-23 Automated Electronic Routing System

FLHSMV-RFI-036-22, Page 1 of 8

1.0 INTRODUCTION

The State of Florida, Department of Highway Safety and Motor Vehicles (hereinafter “FLHSMV” or “Department”), Office of Motorist Services, Bureau of Issuance Oversight (“BIO” or “Office”), issues this Request for Information (RFI) seeking information on reliable, responsive, and cost-effective solutions for an automated electronic routing system for policy and procedures documents.

This is an RFI, as defined in section 287.012(22), Florida Statutes (F.S.), for planning purposes only. This is not a solicitation for offers. The information gathered from this RFI may be used to develop a future competitive solicitation.

Please monitor the MyFloridaMarketPlace Vendor Information Portal (VIP) for any changes or notices prior to submitting a response.

2.0 DEFINITIONS

A. ADA: Americans with Disabilities Act

B. ADA compliant: Electronic documents should meet Web Content Accessibility

Guidelines (WCAG) 2.0 Level A and Level AA as required in § 1194.1 Standards for Section 508 of the Rehabilitation Act and incorporated into Florida law (282.603 F.S.).

C. Class E: Any non-commercial motor vehicles with Gross Vehicle Weight Rating (GVWR) less than 26,001 pounds, including passenger cars, 15 passenger vans including the driver, trucks or recreational vehicles and two- or three-wheel motor vehicles 50 cc or less, such as mopeds or small scooters.

D. Driver Education Licensing Assistance Program (DELAP): An assistance program that allows high school driver education programs to provide Class E driver license exam services to minors enrolled in these classes.

E. Florida Rider Training Program (FRTP): A program which provides the basic entry-level skills for new motorcycle riders to begin practicing and developing the mental and motor skills important for safe street operation.

F. PartnerNet: The Department hosted SharePoint site which specified external stakeholders can access.

https://vendor.myfloridamarketplace.com/ https://www.ada.gov/

FLHSMV-RFI-036-22, Page 2 of 8

G. Response: All information, documentation, and other materials submitted by the Vendor in response to this RFI.

H. Third Party Administrators (TPAs): Third party organizations that have agreements with the Department to provide Class E exams services and administer the Class E driving skills test and Commercial Driver License (CDL) skills tests.

I. Vendor: Any firm or person who submits a response to the Department regarding this RFI. Vendor, Contractor, and Respondent may be used interchangeably throughout the RFI.

3.0 PURPOSE OF AN RFI

Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual service, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation.

A Vendor’s response to an RFI is not an offer (Rule 60A-1.042, F.A.C) and the agency may not use the Vendor’s submission to justify a contract with that Vendor without otherwise complying with Chapter 287, Florida Statutes (F. S.). Vendor responses to this RFI will be reviewed for informational purposes only and will not result in award of a contract.

Vendors submitting a response to an agency’s RFI are not prohibited from responding to any related subsequent solicitation. Vendors are not required to submit an RFI response to participate in any subsequent solicitation.

4.0 CALENDAR OF EVENTS

The table below contains the Calendar of Events for this RFI. Vendors should become familiar with the Calendar of Events as the dates and times may be subject to change. It is the Vendor’s responsibility to check the Vendor Information Portal (VIP) for any changes. All changes to the Calendar of Events will be through an addendum to the RFI. Vendors are responsible for submitting all required documentation by the dates and times indicated below (Eastern Time).

https://www.flrules.org/gateway/ruleNo.asp?id=60A-1.042 https://www.flrules.org/gateway/ruleNo.asp?id=60A-1.042 https://www.flsenate.gov/Laws/Statutes/2020/Chapter287

FLHSMV-RFI-036-22, Page 3 of 8

DATE TIME ACTIVITY

May 10, 2023 RFI is released.

May 17, 2023 3:00 p.m. Questions due.

May 24, 2023 Anticipated answers to questions are released.

June 6, 2023 2:00 p.m. RFI responses due.

TBD Vendor Demonstrations (if any)

5.0 ADDENDA TO THE RFI

The Department will post any addenda to this RFI on the Florida Vendor Information Portal (VIP) at: https://vendor.myfloridamarketplace.com/

Each Vendor is responsible for monitoring the VIP for new or changing information.

6.0 QUESTIONS

Questions or requests for clarification regarding this RFI shall be submitted in writing to the Procurement Officer identified in Section 8.0, Procurement Officer, by the date and time specified in the Calendar of Events or as amended by the Department. Questions will not be answered via telephone. The Department anticipates posting answers to questions received on the VIP by the close of business on the date stated in Section 4.0, Calendar of Events.

7.0 BACKGROUND

FLHSMV has policies and procedures relating to Driver Licenses (DL) and Motor Vehicles (MV). These policies and procedures are regularly reviewed and updated by the Division of Motorist Services (MS), Bureau of Issuance Oversight’s (BIO), Policy and Procedure Unit (PPU). Procedures are collected into two manuals, the Driver License Operations Manual (DLOM) and the Motor Vehicles Procedures Manual (MVPM). These manuals help FLHSMV members, as well as Tax Collectors (TC), Contractors, Third Party Administrators (TPAs), Driver Education Licensing Assistance Program (DELAP), and Florida Rider Training Program (FRTP) staff to interpret laws and regulations, and guide them in issuing credentials, titles, and registrations.

The PPU receives multiple, weekly requests from stakeholders that include questions, concerns, and requests for reviews and updates of posted policies and procedures. These requests require timely research, document edits/updates, and approvals. The PPU unit also processes and posts Technical Advisories (TA) and https://vendor.myfloridamarketplace.com/

FLHSMV-RFI-036-22, Page 4 of 8

Information Notices (Info Notice) due to events affecting a policy or procedure, the Department needs to distribute information statewide or to a targeted audience.

8.0 PROCUREMENT OFFICER

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

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

9.0 PROJECT GOALS

The goal of this project is to implement an automated electronic routing system that is available to FLHSMV members, Tax Collector (TC) staff, Third Party Administrators (TPA) staff, Driver Education Licensing Assistance Program (DELAP) staff, Florida Rider Training Program (FRTP) staff, and Department’s Contractors/Vendors, through a Uniform Resource Locator (URL).

10.0 SYSTEM FUNCTIONALITY

The system must include the following functionalities:

1. Accept requests for policy/procedure updates from FLHSMV members, partners, and contactors.

2. Route requests to the Policy and Procedure Unit (PPU) for creation and/or editing.

3. Automatically provide a template for Technical Advisories and Information

Notices when they are requested.

4. Automatically provide the current document in an editable form for existing documents for which edits are requested.

5. Track all edits.

6. Route requests to additional reviewers for edits/approvals.

7. Provide a mechanism for PPU to accept/reject edits made by additional reviewer(s).

8. Translate completed and approved documents as needed (Spanish and Haitian

Creole at a minimum).

9. Make all completed and approved documents ADA compliant, as indicated in

WCAG 2.0 Level A and Level AA, https://www.w3.org/TR/WCAG20/.

mailto:CorinaChiorescu@flhsmv.gov mailto:Purchasing@flhsmv.gov https://www.w3.org/TR/WCAG20/

FLHSMV-RFI-036-22, Page 5 of 8

10. Post completed and approved policies and procedures to appropriate website locations, such as www.FLHSMV.gov, SafetyNet – http://hsmvsafetynet/Sitepages/NewHome.aspx and its subsites, and PartnerNet – http://hsmvpartnernet.flhsmv.gov/Pages/default.aspx and its subsites.

11. Remove outdated versions of policies and procedures when new versions are posted.

12. Provide e-mail notification via Outlook, to stakeholders when a policy/procedure is posted.

13. Post completed and approved Technical Advisories and Information Notices to appropriate website locations, such as www.FLHSMV.gov, SafetyNet – http://hsmvsafetynet/Sitepages/NewHome.aspx and its subsites, and PartnerNet – http://hsmvpartnernet.flhsmv.gov/Pages/default.aspx and its subsites.

14. Provide email notification via Outlook, to stakeholders when Technical Advisories/ Information Notices are posted.

15. Create ad hoc reports of requests received by status and type.

16. Provide FLHSMV members, partners, and contactors with a policy and procedure search tool. The search tool must allow the users to retrieve the most up to date policies and procedures, as well as archived policies and procedures, and do word searched within each document.

The automated routing software needs to interact with Outlook to send notifications to PPU staff and reviewers. It will also need to interact with SharePoint, PartnerNet, and the Department’s website to post updated versions and remove outdated versions.

11.0 REQUESTED INFORMATION

The Department is requesting information from Vendors with experience developing automated electronic routing software. The software’s purpose is to streamline the Department’s current policy, procedure, and advisory updates approval process. This software must also allow the Department to communicate with our stakeholders (internal, external) in real time and in multiple languages if available.

All responses to this RFI must contain, at a minimum, the following information:

A. Vendor Background

1. A brief summary of Respondent’s organization, its history and experience with information requested in this RFI.

http://www.flhsmv.gov/ http://hsmvsafetynet/Sitepages/NewHome.aspx http://hsmvpartnernet.flhsmv.gov/Pages/default.aspx http://www.flhsmv.gov/ http://hsmvsafetynet/Sitepages/NewHome.aspx http://hsmvpartnernet.flhsmv.gov/Pages/default.aspx

FLHSMV-RFI-036-22, Page 6 of 8

2. Customer references for previous work with federal, state, local, or county government, to include but not be limited to the following information:

• Detailed description of work performed

• Company/Department name

• Name of contact person and their contact information (i.e., phone number, email address, USPS mail address)

B. Implementation/Maintenance

Provide the following details for the proposed system:

1. An overview of the implementation process and its complexity, along with a realistic estimate of the timeframe required for the implementation phase.

2. Describe the complete level of effort to implement the system described.

3. Describe the requirements (both financially and staffing related as applicable) to maintain the system.

4. Describe the method(s) by which the products would be supported during a continuous contractual period.

C. Cost

Provide sample cost information that would apply to the electronic routing system described in the RFI response, including but not limited to, the following:

1. License fees associated with the system.

2. Sample overall initial cost.

3. Sample optional renewal term cost.

NOTE: To preserve your company’s ability to bid on any future procurements related to this RFI, it is important to provide general pricing information only (i.e., competitive ranges, and variable impacting price, etc., not a specific price quote).

D. Additional Information

The Department is open to receiving any additional information that would meet the requirements described in this RFI.

12.0 RESPONSE SUBMISSION INSTRUCTIONS

A. Response Submission

The Vendor shall submit:

FLHSMV-RFI-036-22, Page 7 of 8

1. An electronic version of the original RFI response (marked “Original”) and of the redacted version of the redacted RFI response (marked “Redacted”), if applicable (see, Section 12.0, Proprietary Information).

The application used to produce the electronic files must be Microsoft Word 2010 and/or Excel 2010 or later. These electronic files must be logically named and clearly labeled. The redacted version of the RFI response should be suitable for release to the public. Any confidential or trade secret information covered under section 812.081, F.S., should be either redacted or completely removed. The redacted RFI response shall be marked “REDACTED” and must contain a transmittal letter authorizing release of the redacted version of the RFI in the event the Department receives a public records request.

*Please note: If a redacted copy is not provided, the Department will provide a copy of the original submittal upon any public records request.

B. Delivery of RFI Submittal

All RFI responses shall be submitted via EMAIL ONLY and addressed to the Procurement Officer identified in Section 8.0 - Procurement Officer and must be received by or before the date and time indicated in the Calendar of Events.

Vendors are advised to examine their RFI responses carefully and to ensure all requirements are met and that the RFI response is delivered no later than the time indicated in the Calendar of Events. Hardcopy/paper submissions will not be accepted.

Vendors shall submit the RFI response (one copy of each: ORIGINAL and REDACTED) via email to the Procurement Officer indicated in Section 8.0, Procurement Officer. The email shall contain the RFI number FLHSMV-RFI- 063-23 – OFFICIAL RFI and company name.

13.0 DEMONSTRATIONS

After the Department receives responses to this RFI, and at the sole discretion of the Department, the Department may request responding vendors to demonstrate to the Department the Vendor’s products and services relating to the information submitted in its RFI response, at no cost to the Department.

Any demonstrations shall consist of a visual product overview and walkthrough conducted remotely as requested by the Department.

https://www.flsenate.gov/Laws/Statutes/2020/0812.081

FLHSMV-RFI-036-22, Page 8 of 8

The purpose of any demonstration is to permit the Department to visually see and confirm stated functionalities and capabilities and to ask questions related thereto.

A vendor’s non-participation in any demonstration will not preclude the vendor from participating in any subsequent procurement resulting from this RFI.

14.0 PROPRIETARY INFORMATION

Any portion of the submitted response which is asserted to be exempt from disclosure under Chapter 119, F. S., shall be clearly marked “exempt”, “confidential”, or “trade secret” (as applicable) and shall also contain the statutory basis for such claims on every page. In accordance with Section 119.075, F.S., pages containing trade secrets shall be marked “trade secret as defined in section 688.002, F. S.” Failure to segregate and identify such portions shall constitute a waiver of any claimed exemption and the Department will provide such records in response to public records requests without notifying the Vendor. Designating material simply as “proprietary” will not necessarily protect it from disclosure under Chapter 119, F. S.

15.0 VENDOR COSTS

Vendors are responsible for all costs associated with the preparation and submission of their Request for Information response including any site visit. The State of Florida, Department of Highway Safety and Motor Vehicles will not be responsible for any vendor-related costs associated with responding to this request.

https://www.flsenate.gov/Laws/Statutes/2020/Chapter119 https://www.flsenate.gov/Laws/Statutes/2020/0812.081 https://www.flsenate.gov/Laws/Statutes/2020/0812.081 https://www.flsenate.gov/Laws/Statutes/2020/Chapter119