Scope_of_Services.pdf
PDF 165 KB Posted
- Solicitation number
- Y26-1002
- Issued by
- Orange County, Orlando City, Florida
About this file
This is a Scope of Services document for Orange County, Florida's Invitation for Bids #Y26-1002-JA for Web-Based Individual Driver Record Checks and Risk Assessments. The County seeks a web-based application to continuously monitor approximately 8,500 active employees for Motor Vehicle Record (MVR) issues and to run MVR reports for prospective and active employees. The system must support both Florida and out-of-state driver license checks with unlimited annual online submissions. Sealed bids are due by 4:00 p.m. EST on Thursday, October 8, 2026, submitted electronically through the OpenGov e-Procurement Platform. Questions regarding the solicitation must be submitted by Tuesday, September 8, 2026, at 5:00 p.m. EST through OpenGov's question and answer module.
The contractor shall provide a hosted solution with minimum capabilities including fifteen user IDs, 24/7 availability Monday through Friday with concurrent user access, and automated notifications of license status changes. The system must include risk assessment functionality with customizable parameters, ad-hoc reporting capabilities using Orange County data, and the ability to process Florida driver license number changes implemented November 1, 2023, without additional MVR costs. All data shall be retained indefinitely on the contractor's servers while remaining the property of Orange County. The solution must comply with Orange County Information Systems and Services Enterprise Security Standards for External Data Hosting. Pricing terms, funding sources, and set-asides are not detailed in the provided Scope of Services document.
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Invitation for Bids #Y26-1002-JA Title: Web-Based Individual Record Checks and Risk Assessments
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SCOPE OF SERVICES
A. PURPOSE
The Orange County Risk Management division is responsible for developing and maintaining a safety and loss prevention program. Division staff works to identify high-risk individuals who operate County vehicles and take appropriate steps to mitigate risk to individuals, property and the County. Additionally, The Office of Professional Standards audits driver license status for prospective employees. To accomplish its goals, the County requires a web-based program that continuously monitors approximately 8500 active employees for Motor Vehicle Record (MVR) issues as well as the ability to run MVR reports for prospective and active employees as needed. The County needs the ability to run reports for both Florida and out-of-state licenses.
B. SPECIFICATIONS
Contractor shall provide a Web-Based Individual Driver Record Check and Risk Assessment application in accordance with the requirements listed below.
1. SYSTEM REQUIREMENTS
a. The program(s) shall be accessible to County via the Internet.
b. The program(s) shall have the capacity to allow for the continuous monitoring of approximately 8,500 employees with unlimited online submittals for Department of Motor Vehicle (DMV) checks annually. This number may increase or decrease and in no way establishes a minimum or maximum usage rate.
c. The Program shall be compliant with Orange County Information Systems and Services, Enterprise Security Standards – External Data Hosting as outlined in Attachment A- ISS - Enterprise Security Standards - External Data Hosting Rev3.
2. MANAGEMENT TOOLS/RISK ASSESSMENT – PROGRAM REQUIREMENTS
a. The Program shall include the ability to submit online requests for Department of Motor Vehicle (DMV) records on both County employees and potential County employees.
b. The Program shall include an automated method to notify the County of a change in an employee’s license status based on the records received from the DMV. This should include both negative and positive status.
Invitation for Bids #Y26-1002-JA Title: Web-Based Individual Record Checks and Risk Assessments
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c. The Program shall include the ability for Orange County to generate its own ad-hoc reports based on Orange County data. Please provide a list of fields that may be queried.
d. The Program shall include the ability to provide basic risk level assignments including assignment of change in MVR status to specific departmental and divisional points of contact.
e. The Program must include the ability to change driver license numbers to conform with the new Florida driver’s license number system that went into effect on November 1, 2023 without incurring a cost for an additional MVR.
3. MINIMUM PROGRAM CAPABILITIES REQUIREMENTS
a. The Program shall provide a minimum of fifteen (15) individual User IDs and passwords that can be assigned at the inception of the contract.
b. The Program shall be available for use twenty-four (24) hours per day, Monday through Friday, at a minimum, and shall allow concurrent use by multiple County employees.
c. The Contractor’s website shall host the Program and retain the data generated on the Contractor’s servers. All records shall be retained indefinitely; however, all data shall remain the property of Orange County.
d. The Program shall include the capability to submit online requests for Florida
DMV records for both current County employees and prospective County employees.
e. The Program shall include an automated method to assign a risk level to an employee based on the DMV records received.
f. The Program shall allow the County to customize the parameters used to define the risk level assigned to an employee based on DMV records.
g. The Program shall provide Orange County with the capability to generate ad-hoc reports using Orange County data.
| A. PURPOSE |
| B. SPECIFICATIONS |
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