PROJECT MANAGER - Abacus Service Corporation
Tallahassee, FL 32399-0500
About the Job
Job description
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DEPARTMENT OF HIGHWAY SAFETY AND MOTOR
VEHICLES REQUEST FOR QUOTE (RFQ)
FLHSMV- RFQ-024-25
STAFF AUGMENTATION - PROJECT MANAGER
A. PURPOSE
The Florida Department of Highway Safety and Motor Vehicles' ( "Department or
"FLHSMV ), Division of Information Systems Administration (ISA) is seeking the
services of an experienced consultant to act as a Senior (Sr.) Project Manager for
strategically aligned Enterprise projects. The Sr. Project Manager shall have proven
experience in planning and managing projects involving application system
development, integration and deployment of equivalent scope and complexity.
The Department may select multiple candidates through the RFQ process. The
Department intends to issue a MyFloridaMarketPlace (MFMP) purchase order
(hereinafter referred to as "PO or "Contract ) under the Florida Department of
Management Services (DMS) State Term Contract (STC) No. 80101507-23-STC [1] ITSA, Information Technology Staff Augmentation.
Services required under this Contract shall be provided in accordance with the terms
and conditions set forth in this RFQ and State Term Contract No. 80101507-23- STC [1] ITSA.
Pursuant to subsection 287.056(2), Florida Statutes ( "F. S. ), the purpose of this Request
for Quote (RFQ) is to determine whether a price, term, or condition more favorable to
the Department than that provided in the State Term Contract (STC), is available.
The following attachments and exhibits and incorporated herein as part of
this RFQ:
Attachment A Contract Resource Qualifications
Attachment B Candidate Reference
Attachment C Rate Proposal
Attachment D Resume Self-Certification Form
Attachment E Non-compete Certification
Attachment F Additional Terms and Conditions
Attachment G Foreign Country of Concern Attestation (PUR 1355)
Timeline Of Events
The table below contains the Timeline for this RFQ. Contractors are responsible for
submitting all required documentation by the dates and times indicated below (Eastern
Time).
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DATE TIME ACTIVITY
January 16, 2025 9:30 AM RFQ Released
January 30, 2025 9:30 AM Responses Due
B. CONTRACT TERM
The original term shall begin upon Purchase Order issuance and end on June 30, 2025.
The Department may renew the Contract for a period not to exceed three (3) years under
the same terms and conditions of the original Contract, as amended. Renewals may be in
variable increments or a single term.
C. DEFINITIONS
1. Business Day: Any day in which normal business is conducted, typically
Monday through Friday, excluding State-observed Holidays.
2. Candidate: The awarded State Term Contract Contractor/Vendor that will
perform the services outlined in this RFQ. "Candidate is used interchangeably
with, "Contractor's employee and "Contractor personnel .
3. Department Resource Request: A request issued by the Department, at any
time during the term of the State Term Contract, to one (1) or more Contractors
that responded to this RFQ, for provision of up to two (2) qualified resources per
request.
4. Report Date: The date on which the Contractor's employee begins service
delivery under the Contract.
5. Response: Materials submitted by the Contractor in responding to this RFQ.
6. Stakeholder: A person or organization that is actively involved in the project or
whose interests may be positively or negatively affected by execution or
completion of the project.
7. Work Week: Friday through Thursday, excluding weekends.
D. RFQ RESPONSE
The Contractor shall provide the following information that demonstrates the
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Contractor's ability to provide the services requested by submitting the following:
1. Executive Summary:
Include a brief description of the firm's background and experience. Include a
statement describing how the Contractor's resources and experience will ensure
that the Contractor meets service delivery requirements.
The prospective Contractor must complete and submit the following as
applicable with its response:
Attachment E - Non- Compete Certification
Attachment G - Foreign Country of Concern Attestation (PUR 1355)
" 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.
" PUR 7801 Vendor Certification Form (found at PUR Forms).
2. Knowledge/Skills/Abilities Matrix:
The Contractor shall include a matrix showing how each proposed candidate's
experience matches the required qualifications listed in Attachment A,
Contract Resource Qualifications.
3. Resumes:
The Contractor shall provide a completed Attachment D, Resume Self [1] Certification, for each candidate and include the candidate's resume. Resumes
must specifically state how the candidate meets the required qualifications listed
in Attachment A, Contract Resource Qualifications. The Contractor shall
indicate the candidate's knowledge, skills, abilities, and experience (KSAs).
The Contractor must list at least one (1) reference who can confirm that the
candidate's knowledge, skills, abilities and experience are similar to what is
described and required in this RFQ (see Attachment B, Candidate Reference).
Provide project description and specifically state the project's relevance and the
role of the candidate in the project. Include Agency or Firm name and contact
information. Unsatisfactory references or references that are not significantly
similar to the knowledge, skills, abilities, and experience described in this RFQ
may eliminate the candidate from further consideration.
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4. Responses:
Any portion of the submitted response which is asserted to be exempt from
disclosure under Chapter 119, F. S., shall be set forth on a page or pages
separate from the rest of the submission. Each page of the portion(s) asserted
to be exempt shall be clearly marked "exempt , "confidential , or "trade secret
(as applicable) and shall also contain the statutory basis for such claim on
every page. Pages containing trade secrets shall be marked "trade secret as
defined in section 812.081, 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 Contractor. Designating material simply as "proprietary
will not necessarily protect it from disclosure under Chapter 119, F. S.
Additionally, if the Contractor asserts the above exemption, a redacted copy
of the response (suitable for release) must also be submitted for any public
records requests of the Department.
5. Price:
The Contractor shall provide a price for each candidate to be inclusive of all
costs, fees, expenses, travel, lodging, materials, services, etc., excluding
Department-required training and travel. No costs in addition to quoted prices
will be paid to the Contractor. On Attachment C, Rate Proposal, the
Contractor shall provide the hourly rate (or lower), Job Family, Job Number,
Job Title and Scope Variant as listed on State Term Contract No. 80101507-
23-STC-ITSA, IT Staff Augmentation, price list.
E. MANNER OF SERVICE(S) PROVISION
1. Services Provided by the Department
To assist the Contractor in ensuring that services are delivered as required under
the Contract, the Department will provide the following:
a. Workspace, network access and a computer workstation.
b. Remote access to data, other than open data, from outside the continental United
States is prohibited.
c. Meeting space for contract-related activities and facilitation of meetings, as
necessary.
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d. Direction to Contractor personnel for completion of tasks, activities and deliverables,
including timeframes, from subject matter experts designated by the Department.
These subject matter experts will be overseen by the Department's Contract
Manager.
e. Clarification of service delivery requirements, as necessary.
f. An approved Project Timesheet for use by Contractor personnel to document service
hours.
g. Timely assessment and approval by the Department's Contract Manager of all tasks
and activities assigned to Contractor personnel supporting delivery of the
deliverable(s) identified in Table 1, Deliverables, below.
h. Timely review of all documents submitted by the Contractor and approval, or
rejection of documents found unacceptable. The Department's Contract
Manager will notify the Contractor by e-mail of the reason(s) for rejection and the
corrections and revisions required, and timeframe for completion.
i. Maintain a Contract Management file.
j. Request the Contract Administrator to process all amendments, renewals and
terminations of the Contract or Purchase Order.
k. Monitor and Evaluate the Contractor's performance, as required, during the
Contract term and the Contractor's overall performance at the conclusion of
the Contract.
l. Review and approve all deliverables, in writing.
m. Maintain records regarding Contractor's performance to be placed on file that
will be considered if the Contract is subsequently used as a reference in future
procurements.
n. A designated individual to perform duties as the Department's Contract
Manager to coordinate all activities between the Department and the Contractor.
The Contract Manager for this Contract will be:
Tara Greene, Data Processing Manager, Project
Management Services
Department of Highway Safety and Motor Vehicles
2900 Apalachee Parkway,
Tallahassee, FL 32399-0500
(850) 617- 2186
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o. A designated individual to perform duties as the Department's Division of
Information Systems Administration (ISA) Budget Coordinator to process all
invoices. The (ISA) Budget Coordinator for this Contract will be:
Alice Riley
Bureau of Service Support
Department of Highway Safety and Motor Vehicles
2900 Apalachee Parkway, MS#11
Tallahassee, FL 32399-0500
(850) 617-2705
p. A designated individual to perform duties as the Department's Contract
Administrator.
The Contract Administrator for this Contract will be:
Contract Administrator, Bureau of Purchasing and Contracts
2900 Apalachee Parkway
Tallahassee, Florida 32399-2500
(850) 617-3203
The Contract Administrator will perform the following functions:
1. Process all Contract amendments, renewals, and termination of theContract
upon written request from the Department's Contract Manager; and
2. Maintain the official Contract Administration file, which shall include, at a
minimum, the original, executed Contract and any amendments or renewal(s).
2. Services Provided by the Contractor
The Contractor shall provide up to three (3) qualified resources with the Job Title(s)
described below, per Department resource request, to augment Department staff:
" Job No.: 8220, Job Title: Project Manager, Scope Variant: Sr. Manager
Quality service delivery is a requirement of this Contract.
All candidates shall be qualified, experienced, and able to work at the levels
required to successfully perform all tasks and/or activities contemplated by this
RFQ. All proposed candidates shall meet the criteria identified in Attachment A,
Contract Resource Qualifications. If selected, the candidate will continue to meet
the criteria for the duration of their assignment.
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The Contractor's employee(s) may work remotely or on-site at Department
headquarters (Neil Kirkman Building) located at 2900 Apalachee Parkway,
Tallahassee, Florida 32399-0500 and shall report to the Department's Contract
Manager.
Tasks and Activities
The resource (Senior Project Manager) will serve as the principal line of
communication for the project team and shall perform, at a minimum, the tasks
and/or activities described below:
a. Work with the Department's Contract Manager to serve as the primary point of
contact to ensure that start-up activities are completed within fourteen (14)
days prior to the performance of services. Start-up activities include
Department's fingerprint background check and online information security
training security requirements;
b.Develop, update, and manage project plans as indicated below:
1) The Project Schedule shall determine how and when project activities and
tasks will be completed and who those activities or tasks are assigned to
within the project team. The Project Schedule shall also reflect all key
milestones. The Project Manager shall update the Project Schedule, on a
weekly basis and as needed, and upload the Project Schedule to the Project
Control Book (PCB) on SharePoint. Additionally, the Project Manager shall
manage and report the Department's progress against the schedule on a
regular basis, as agreed upon in writing by the Department and the
Contractor.
2) Work directly with the project teams to provide weekly updates, including but
not limited to, meeting minutes; status of functional teams; potential risks;
and identified issues, which shall be submitted to the PMO Manager.
c. Perform project management tasks to include but not limited to:
1) Develop project plans;
2) Manage plans;
3) Liaison with users;
4) Complete project management plan(s) and additional project
documentation determined for the size of the project;
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5) Provide hands on leadership for complex tasks;
6) Provide status reports and resource management for associated
projects;
7) Work with Information System Administration leadership; and
8) Have direct responsibility for ensuring work products are completed
on schedule, within budget and to the level of quality required by the
Department.
d. Be responsible for the following:
1) Successful completion of end-to-end project work, including all work
products;
2) Oversight of projects comprised of multiple deliverables, including
delegation and coordination task;
3) Creation or project management of the integrated project plan,
execution of project plan, project status, meetings, scope changes,
risk and issue tracking/mitigation, coordination across project teams,
etc.;
4) Negotiations internal and external to the project teams;
5) Managing scope, resources, timelines, cost/budget, quality,
communication, and procurements to meet the goals of the
department; and
6) Development and execution of training and education on standard
project management requirements and methods, facilitating project
governance and reporting, and creating models to improve business
decisions
e. Liaison with project teams, technical and business staff;
f. Provide hands-on leadership for complex projects;
g. Attend and complete Department-required training; and,
h. On a weekly basis, complete a Status Report that includes specific tasks
handled by both the Project Manager and Project Team(s), and complete a
Project Timesheet.
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3. Required Source Documentation/Reports
The Contractor shall submit source documentation/reports as detailed below:
a. Reporting
The Weekly Project Status Report shall be completed by the Contractor's
employee and include, at a minimum, the following information:
1) Tasks/activities the Contractor's employee worked on and/or completed
during the week;
2) Identification of the Contractor's employee's service work hours rendered
for each task and/or activity; and
3) Upcoming major tasks/activities.
No later than Monday of the following week, the Weekly Project Status Report
shall be completed/signed by the Contractor's employee and submitted to the
Contract Manager for approval.
b. Project Timesheets
A Project Timesheet shall be completed on a weekly basis by the Contractor's
employee and submitted to the Department's Contract Manager for electronic
approval.
The Project Timesheet shall provide evidence of the number of hours worked
and a summary of tasks/activities performed during the work week. The Project
Timesheet shall be supported by the Weekly Project Status Report.
Project Timesheets shall be submitted to the Contract Manager by 5:00
p.m. ET each week on Thursday.
In the event of discrepancy between the hours shown on the Project Timesheet
and/or Weekly Project Status Report and hours recorded by the Department's
Contract Manager, the hours recorded by the Department will prevail.
4. Deliverables
The Contractor shall submit deliverables in accordance with Table 1, Deliverables,
below, which shall be approved by the Department's Contract Manager in writing,
prior to payment. Deliverable due dates may be extended, if applicable, upon prior,
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written approval of the Department.
TABLE 1
DELIVERABLES
No. Deliverable Completion Due Date
1. Service hour(s) in accordance with
Section E., MANNER OF SERVICE(S)
PROVISION, Subsection 2., Services
Provided by the Contractor.
In accordance with
directives provided by the
Contract Manager.
5. Monitoring
The Department will evaluate and monitor the Contractor's performance on a daily
and weekly basis through remote or on-site supervision of Contractor personnel,
use and application of assessment tools, review of service delivery requirements,
Contractor personnel's participation in meetings, and desktop review of the Weekly
Project Status Report and Project Timesheet.
F. COMPENSATION
1. The Department will pay the Contractor, monthly in arrears, at the hourly rate(s)
proposed in Attachment C, Rate Proposal, unless a lower rate is negotiated, for
each satisfactorily completed hour of service delivered as described in SectionE.,
Manner of Service(s) Provision and accepted by the Department.
2. Invoicing
a. The Contractor shall submit a properly completed invoice to the
Department's Budget Coordinator, no later than the 15th day of the month
following the month for which payment is requested. The ISA Budget
Coordinator shall process and submit for payment all properly completed
invoices, based on the Contract Manager's prior approval of the
deliverables.
b. The Contractor must submit the final invoice for payment to the Department
no more than forty-five (45) days after acceptance of the final deliverable
by the Department or the end date of this Contract, whichever occurs last.
If the Contractor fails to do so, all right to payment is forfeited and the
Department will not honor any requests submitted after the aforesaid time
period. Any payment due under the terms of this Contract may be withheld
until all applicable deliverables and invoices due from the Contractor and
necessary adjustments thereto have been approved by theDepartment.
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c. A properly completed invoice is one that includes, at a minimum, all of the
following:
" Documentation (i.e., Weekly Project Reports and ProjectTimesheets)
detailing task and/or activities completed during the precedingmonth;
" The time period in which activities were completed;
" The number of hours for each activity completed during the precedingmonth;
" The Contractor's hourly rate;
" The Contractor's invoice number;
" Invoice date; and
" The Department's Purchase Order Number.
d. All invoices for contractual services shall contain the following two
statements:
The first statement shall have a line for the Contractor's signature and shall
read:
"All costs are true and valid costs assessed in accordance with the
contract.
" The second statement shall have a signature line for the Department's
Contract Manager and shall read:
"All costs are true and valid costs incurred in accordance with the contract
and deliverables were received and accepted .
Payments shall be made in accordance with sections 215.422 and
287.0585, F. S.., which govern time limits for payment of invoices. Also,
see PUR 1000 General Contract Conditions, Section 15.
G. PERFORMANCE STANDARDS/FINANCIAL CONSEQUENCES
1. Table 2 - Performance Standards and Financial Consequences
The Department has developed the following Performance Standards which shall
be met by the Contractor in performance and delivery of services. The Department
reserves the right to impose financial consequences upon the Contractor for failure
to comply with the performance standard requirements as set forth in the chart
below, or as otherwise stated in the resulting PurchaseOrder.
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TABLE 2
PERFORMANCE STANDARDS AND FINANCIAL CONSEQUENCES
PERFORMANCE STANDARD
REQUIREMENT
FINANCIAL CONSEQUENCES TO
BE IMPOSED
1. Service hours shall be satisfactorily
performed as determined by the
Department.
The Contractor shall re-perform any
service hour(s) deemed not satisfactory
until the service hour(s) is/are satisfactorily
performed, at no additional cost to the
Department, within the timeframe
established by the Department.
2. The Contractor shall comply with the
requirements of the Purchase Order,
which includes this RFQ.
For any invoice submitted during the period
of noncompliance or requesting payment
for services or events deemed
noncompliant, the amount of one (1) time
the service hourly rate(s) of each
Contractor employee assigned to the
Purchase Order will be assessed against
the Contractor. This amount shall be
reflected as a credit on each invoice related
to the non-compliance submitted to the
Department.
3. The Contractor shall provide a qualified
employee(s) pursuant to and in
accordance with the timeframes listed in
Section M., Contractor Personnel
General Requirements.
*$250.00 per calendar day past the date
the qualified employee was required to be
provided until the earlier of the date that:
a. the Contractor provides a qualified
employee
b. the Department secures an employee
elsewhere
c. the Department's need otherwise
ceases
*At the Department's sole option, financial
consequences may be assessed in half [1] day (4 hour) increments of $125.00.
2. General Financial Consequences
a. Except as otherwise stated above, the Department may impose up to $500 per
day for each incident in which the Contractor has failed to perform as specified
in this scope document and the Contract, not to exceed $5,000 permonth.
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b. If applicable, the Department may impose up to $500 per day for each incident,
depending upon the severity, in which the Contractor inappropriately releases
Driver Privacy Protection Act (DPPA) information, not to exceed $5,000, per
month.
H. CORRECTIVE ACTION PLAN (CAP)
1. If the Department determines that the Contractor is out-of-compliance (i.e., has
failed to perform or satisfactorily perform) with any of the provisions of the resulting
Contract, the Department shall notify the Contractor of the compliance issue(s) in
writing.
2. Depending upon the nature of the deficiency(ies) noted, the Department will either
indicate that the Contractor is out-of-compliance, and the Department isassessing
financial consequences, or the Department may require the Contractor to respond
by submitting a Corrective Action Plan (CAP) within a specified time frame.
3. A CAP is an opportunity for the Contractor to address and resolve deficiencies
without the Department immediately invoking more serious remedies, up to and
including Contract termination. In determining whether to permit the Contractor to
submit a CAP, the Department will consider the nature of the deficiency(ies),
whether the Department would or could be adversely affected in any way by
allowing additional time for correction, and the likelihood for successful correction
by the Contractor.
4. The CAP shall be timely submitted to the Department's Contract Manager who will
review the CAP and:
a) determine whether the steps to be taken and timeline for each step will likely
resolve the deficiency(ies) to the Department's satisfaction and approve the
CAP, in writing, for implementation by the Contractor; or
b) determine that the steps to be taken and/or timelines indicated will not likely
resolve the deficiency(ies) to the Department's satisfaction and reject the CAP.
5. If the Contract Manager rejects the Contractor's CAP, the reasons for rejection shall
be provided in writing to the Contractor who shall have five (5) business days from
receipt of the Department's rejection notice to correct/change the CAP and
resubmit it. If the resubmitted CAP is similarly rejected, the Contractor shall be
deemed in breach of the contract and financial consequences of $100.00 per day
shall be imposed for each day a satisfactory CAP is not submitted to the
Department.
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6. The Contractor shall implement the CAP only after receiving written approval from
the Department's Contract Manager or other designated Department personnel.
7. If the Contractor does not meet the plan for resolving deficiencies established in the
CAP to the Department's satisfaction, either by not resolving all deficiencies
identified or by not resolving all deficiencies within the stated time frame(s), the
Contractor shall be in breach of the contract and shall be subject to financial
consequences.
8. Except where otherwise specified, financial consequences of $50.00 per day will
be imposed on the Contractor for each calendar day that the approved CAP is not
implemented to the satisfaction of the Department.
I. COMMUNICATIONS
Contract communications will be in three (3) forms: routine, informal and formal. For the
purposes of the Contract, the following definitions shall apply:
Routine: All normal written communications generated by either party relating to service
delivery. Routine communications must be acknowledged or answered within
fifteen (15) calendar days of receipt. Routine communicationmay be via e-mail.
Informal:Special written communications deemed necessary based upon either contract
compliance or quality of service issues. Must be acknowledged or responded
to within ten (10) calendar days of receipt. Informal communication may be via
e-mail.
Formal: Same as informal but more limited in nature and usually reserved for significant
issues such as Breach of Contract, failure to providesatisfactory performance,
or contract termination. Formal communications shall also include requests for
changes in the scope of the Contract and billing adjustments. Must be
acknowledged upon receipt and responded to within seven (7) calendar days
of receipt.
The only personnel authorized to use formal contract communications are the
Department's Contract Manager, Contract Administrator, and the Contractor's CEO,
Contract Manager, and Project Manager, if different. Designees or other persons
authorized to utilize formal contract communications must be agreed upon by both parties
and identified in writing within ten (10) days of execution of the Contract. Notification of
any subsequent changes must be provided in writing prior to issuance of any formal
communication from the changed designee or authorizedrepresentative.
In addition to the personnel identified above, personnel authorized to use informal
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contract communications include any other persons so designated in writing by the
parties.
If there is an urgent administrative issue, the Department shall contact the Contractor, and
the Contractor shall verbally respond to the Contract Manager within two (2) hours. If a
non-urgent administrative issue occurs, the Department will contact the Contractor, and
the Contractor shall verbally respond to the Contract Manager within forty-eight(48) hours.
The Contractor shall respond to all communications by email, or hard copy mail, as
indicated in this subsection.
A date/numbering system shall be utilized for tracking of formal communications.
All written communication between the Contractor and the Department is subject to
release as a public record under Chapter 119, F.S. Each party shall have its own method
for tracking formal communications with each formal communication being sequentially
numbered/identified in the reference line of the communication (e.g., Formal
Communication 1: Request to Add Services; Formal Communication 2: Financial
Consequences; Formal Communication 3: Invoice Issues;etc.).
J. CONTRACT AMENDMENTS
Unless otherwise stated herein, modifications to the provisions of this Contract shall be
made only through execution of a formal Contract Amendment executed by the parties
and/or issuance of a change order to the Purchase Order. This shall include changes
required due to revisions in any applicable state or federal law, rule, or regulation.
Modifications to Contract Management may be made via letter, or e-mail to the other
party's Contract Manager or Contract Representative, as applicable.
K. SCOPE CHANGES AFTER CONTRACT EXECUTION
During the term of the Contract, the Department may unilaterally require, by written order,
changes altering, adding to, or deducting from the Contract specifications, provided that
such changes are within the general scope of the Contract.
The Department may make an equitable adjustment in the Contract prices or delivery
date if the change affects the cost or time of performance. Such equitable adjustments
require the written consent of the Contractor, which shall not be unreasonably withheld.
Additions of goods or services shall be at contract price or the then-current market price,
whichever is lower. Deletions shall be at contract prices, meaning any reduction in
service, term, or hours shall remain at the contract price. Substitutions or additions of
goods or services not offered within the contract documents shall be at mutually agreed
prices, with all terms and conditions accepted in writing by both parties and attached to
an appropriate purchasing document (e.g., PurchaseOrder).
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The Department shall provide written notice to the Contractor thirty (30) days in advance
of any Department-required changes to the technical specifications and/or scope of
service that affect the Contractor's ability to provide the goods or services as specified
herein.
L. EXPIRED TERM PURCHASE ORDERS (P.O.)
Goods or services are not to be provided after the expiration date of a term Purchase
Order. It is the Contractor's responsibility to discontinue service and/or retrieve its
equipment unless a written extension or renewal order is received in advance.
M. CONTRACTOR PERSONNEL GENERAL REQUIREMENTS
1. Contractors may propose no more than three (3) total qualified candidate(s) for
the resources identified in Attachment A, Contract Resource Qualifications, per
Department resource request.
2. The Department reserves the right to negotiate pricing for the initial term of the
Contract and renegotiate pricing for any renewal period.
3. The Department reserves the right to interview and make a final candidate
selection.
4. The Contractor must provide the candidate within two (2) weeks of the start date
of the Contract period or as directed by the Department, whichever is later.
5. If the candidate terminates employment with the Contractor during the Contract
period, the Contractormustfilltheposition within two (2) weeks,ortheDepartment
may seek candidate(s) from other State Term ContractContractors.
6. The Contractor's schedule will be developed in consultation with Information
Systems Administration (ISA) and may not always be consecutive weeks.
7. Contractor personnel may not be reassigned by the Contractor to other projects
without written approval from the Department.
8. All salaries, insurance, expenses (excluding State required training and travel
related expenses), benefits, taxes, and other monetary or non-monetary
remunerations of Contractor personnel are the responsibility of theContractor.
9. Department personnel will not be responsible for the evaluation or discipline of
Contractor personnel.
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10. If Contractor personnel do not exhibit the knowledge, skills, and abilities, and
other qualities necessary to ensure timely and successful completion of assigned
tasks, duties, and responsibilities, the Contractor shall provide a resume of a
qualified candidate within two (2) weeks from written notice from the Department
and shall ensure that the selected replacement candidate has the requisite
knowledge, skills, and abilities and is available to immediately replace the
unqualified candidate.
11. The Contractor shall coordinate with the Department regarding scheduling of
time off for contracted employees and shall make all reasonable efforts to comply
with the Department's requirements. The Contractor's employees shall request
any leave greater than five (5) consecutive business days at a minimum of two
(2) months in advance, unless deemed an emergency, with supporting
documentation. The Department reserves the right to seek a replacement, if
determined necessary by the Department. The replacement is not guaranteed to
be selected from the awarded Contractor's personnel.
12. Contractor personnel shall work a schedule mutually agreed upon between the
Contractor and the Department. Actual hours of work each day shall be
determined by the Department's Contract Manager to ensure Contractor
personnel are on duty during the designated work time, usually from 8:00 a.m. to
5:00 p.m. As necessary and determinedby theDepartment, Contractor personnel
may be required to work at night, on weekends, and/or state observed holidays to
resolve problems related to any duty, task, or responsibility being performed.
Such work at night, on weekends and/or state observed holidays shall not be the
routine method of operation and must be approved by the Department's Contract
Manager.
13. The Contractor must ensure that all equipment provided by the Department is
protected against damage and unauthorized use. Use of Department-issued
equipment and resources for non-work purposes is prohibited. The Contractor
personnel shall immediately report malfunctioning equipment to the
Department's Contract Manager. The Contractor shall be liable for any damage
caused by failure to properly use or care for Department equipment. The
Contractor will be financially responsible for any equipment or Department
records that are not returned and/or are damaged by accidental damage or
misuse. The Department will deduct the cost of the repair(s) or replacement of
the equipment from the Contractor's invoice or request reimbursement.
14. The Contractor will adhere to all Department rules, regulations, policies, and
procedures.
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ATTACHMENT A
CONTRACT RESOURCE QUALIFICATIONS
Title Knowledge, Skills and Abilities (KSA's)
Sr. Manager,
Project
Manager
Experience:
" PMP Certification
" 10+ years experience in managing successful, large-scale
projects that include multiple diverse teams
" 10+ years experience using Microsoft Project to track and
maintain projects
" 10+ years experience developing and maintaining detailed
project plans based on work breakdown structures
" 5+ years experience with Project Management Office
methodologies and documentation
" 5+ years experience with meeting facilitation and
documentation
" 5+ years experience creating and presenting internal and
external status reports
" 5+ years with Risk and Issue Management
" Experience in working cooperatively and successfully with
public sector clients and their stakeholders
" Experience in completing project deliverables within scope,
schedule, cost and quality constraints
" Ability to coordinate numerous project teams and effectively
conduct the initiative to meet overall objectives
" Strong communication and collaborative skills
" Excellent leadership and negotiation skills
" Excellent verbal and written communication skills
Preferred KSA's:
" Scrum master experience
" Experience working with technical programming teams
" Take charge, can-do attitude
" Negotiations, mediation skills
" Facilitation skills
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DEPARTMENT OF HIGHWAY SAFETY AND MOTOR
VEHICLES REQUEST FOR QUOTE (RFQ)
FLHSMV- RFQ-024-25
STAFF AUGMENTATION - PROJECT MANAGER
A. PURPOSE
The Florida Department of Highway Safety and Motor Vehicles' ( "Department or
"FLHSMV ), Division of Information Systems Administration (ISA) is seeking the
services of an experienced consultant to act as a Senior (Sr.) Project Manager for
strategically aligned Enterprise projects. The Sr. Project Manager shall have proven
experience in planning and managing projects involving application system
development, integration and deployment of equivalent scope and complexity.
The Department may select multiple candidates through the RFQ process. The
Department intends to issue a MyFloridaMarketPlace (MFMP) purchase order
(hereinafter referred to as "PO or "Contract ) under the Florida Department of
Management Services (DMS) State Term Contract (STC) No. 80101507-23-STC [1] ITSA, Information Technology Staff Augmentation.
Services required under this Contract shall be provided in accordance with the terms
and conditions set forth in this RFQ and State Term Contract No. 80101507-23- STC [1] ITSA.
Pursuant to subsection 287.056(2), Florida Statutes ( "F. S. ), the purpose of this Request
for Quote (RFQ) is to determine whether a price, term, or condition more favorable to
the Department than that provided in the State Term Contract (STC), is available.
The following attachments and exhibits and incorporated herein as part of
this RFQ:
Attachment A Contract Resource Qualifications
Attachment B Candidate Reference
Attachment C Rate Proposal
Attachment D Resume Self-Certification Form
Attachment E Non-compete Certification
Attachment F Additional Terms and Conditions
Attachment G Foreign Country of Concern Attestation (PUR 1355)
Timeline Of Events
The table below contains the Timeline for this RFQ. Contractors are responsible for
submitting all required documentation by the dates and times indicated below (Eastern
Time).
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DATE TIME ACTIVITY
January 16, 2025 9:30 AM RFQ Released
January 30, 2025 9:30 AM Responses Due
B. CONTRACT TERM
The original term shall begin upon Purchase Order issuance and end on June 30, 2025.
The Department may renew the Contract for a period not to exceed three (3) years under
the same terms and conditions of the original Contract, as amended. Renewals may be in
variable increments or a single term.
C. DEFINITIONS
1. Business Day: Any day in which normal business is conducted, typically
Monday through Friday, excluding State-observed Holidays.
2. Candidate: The awarded State Term Contract Contractor/Vendor that will
perform the services outlined in this RFQ. "Candidate is used interchangeably
with, "Contractor's employee and "Contractor personnel .
3. Department Resource Request: A request issued by the Department, at any
time during the term of the State Term Contract, to one (1) or more Contractors
that responded to this RFQ, for provision of up to two (2) qualified resources per
request.
4. Report Date: The date on which the Contractor's employee begins service
delivery under the Contract.
5. Response: Materials submitted by the Contractor in responding to this RFQ.
6. Stakeholder: A person or organization that is actively involved in the project or
whose interests may be positively or negatively affected by execution or
completion of the project.
7. Work Week: Friday through Thursday, excluding weekends.
D. RFQ RESPONSE
The Contractor shall provide the following information that demonstrates the
FLHSMV-RFQ-024-25
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Contractor's ability to provide the services requested by submitting the following:
1. Executive Summary:
Include a brief description of the firm's background and experience. Include a
statement describing how the Contractor's resources and experience will ensure
that the Contractor meets service delivery requirements.
The prospective Contractor must complete and submit the following as
applicable with its response:
Attachment E - Non- Compete Certification
Attachment G - Foreign Country of Concern Attestation (PUR 1355)
" 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.
" PUR 7801 Vendor Certification Form (found at PUR Forms).
2. Knowledge/Skills/Abilities Matrix:
The Contractor shall include a matrix showing how each proposed candidate's
experience matches the required qualifications listed in Attachment A,
Contract Resource Qualifications.
3. Resumes:
The Contractor shall provide a completed Attachment D, Resume Self [1] Certification, for each candidate and include the candidate's resume. Resumes
must specifically state how the candidate meets the required qualifications listed
in Attachment A, Contract Resource Qualifications. The Contractor shall
indicate the candidate's knowledge, skills, abilities, and experience (KSAs).
The Contractor must list at least one (1) reference who can confirm that the
candidate's knowledge, skills, abilities and experience are similar to what is
described and required in this RFQ (see Attachment B, Candidate Reference).
Provide project description and specifically state the project's relevance and the
role of the candidate in the project. Include Agency or Firm name and contact
information. Unsatisfactory references or references that are not significantly
similar to the knowledge, skills, abilities, and experience described in this RFQ
may eliminate the candidate from further consideration.
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4. Responses:
Any portion of the submitted response which is asserted to be exempt from
disclosure under Chapter 119, F. S., shall be set forth on a page or pages
separate from the rest of the submission. Each page of the portion(s) asserted
to be exempt shall be clearly marked "exempt , "confidential , or "trade secret
(as applicable) and shall also contain the statutory basis for such claim on
every page. Pages containing trade secrets shall be marked "trade secret as
defined in section 812.081, 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 Contractor. Designating material simply as "proprietary
will not necessarily protect it from disclosure under Chapter 119, F. S.
Additionally, if the Contractor asserts the above exemption, a redacted copy
of the response (suitable for release) must also be submitted for any public
records requests of the Department.
5. Price:
The Contractor shall provide a price for each candidate to be inclusive of all
costs, fees, expenses, travel, lodging, materials, services, etc., excluding
Department-required training and travel. No costs in addition to quoted prices
will be paid to the Contractor. On Attachment C, Rate Proposal, the
Contractor shall provide the hourly rate (or lower), Job Family, Job Number,
Job Title and Scope Variant as listed on State Term Contract No. 80101507-
23-STC-ITSA, IT Staff Augmentation, price list.
E. MANNER OF SERVICE(S) PROVISION
1. Services Provided by the Department
To assist the Contractor in ensuring that services are delivered as required under
the Contract, the Department will provide the following:
a. Workspace, network access and a computer workstation.
b. Remote access to data, other than open data, from outside the continental United
States is prohibited.
c. Meeting space for contract-related activities and facilitation of meetings, as
necessary.
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d. Direction to Contractor personnel for completion of tasks, activities and deliverables,
including timeframes, from subject matter experts designated by the Department.
These subject matter experts will be overseen by the Department's Contract
Manager.
e. Clarification of service delivery requirements, as necessary.
f. An approved Project Timesheet for use by Contractor personnel to document service
hours.
g. Timely assessment and approval by the Department's Contract Manager of all tasks
and activities assigned to Contractor personnel supporting delivery of the
deliverable(s) identified in Table 1, Deliverables, below.
h. Timely review of all documents submitted by the Contractor and approval, or
rejection of documents found unacceptable. The Department's Contract
Manager will notify the Contractor by e-mail of the reason(s) for rejection and the
corrections and revisions required, and timeframe for completion.
i. Maintain a Contract Management file.
j. Request the Contract Administrator to process all amendments, renewals and
terminations of the Contract or Purchase Order.
k. Monitor and Evaluate the Contractor's performance, as required, during the
Contract term and the Contractor's overall performance at the conclusion of
the Contract.
l. Review and approve all deliverables, in writing.
m. Maintain records regarding Contractor's performance to be placed on file that
will be considered if the Contract is subsequently used as a reference in future
procurements.
n. A designated individual to perform duties as the Department's Contract
Manager to coordinate all activities between the Department and the Contractor.
The Contract Manager for this Contract will be:
Tara Greene, Data Processing Manager, Project
Management Services
Department of Highway Safety and Motor Vehicles
2900 Apalachee Parkway,
Tallahassee, FL 32399-0500
(850) 617- 2186
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o. A designated individual to perform duties as the Department's Division of
Information Systems Administration (ISA) Budget Coordinator to process all
invoices. The (ISA) Budget Coordinator for this Contract will be:
Alice Riley
Bureau of Service Support
Department of Highway Safety and Motor Vehicles
2900 Apalachee Parkway, MS#11
Tallahassee, FL 32399-0500
(850) 617-2705
p. A designated individual to perform duties as the Department's Contract
Administrator.
The Contract Administrator for this Contract will be:
Contract Administrator, Bureau of Purchasing and Contracts
2900 Apalachee Parkway
Tallahassee, Florida 32399-2500
(850) 617-3203
The Contract Administrator will perform the following functions:
1. Process all Contract amendments, renewals, and termination of theContract
upon written request from the Department's Contract Manager; and
2. Maintain the official Contract Administration file, which shall include, at a
minimum, the original, executed Contract and any amendments or renewal(s).
2. Services Provided by the Contractor
The Contractor shall provide up to three (3) qualified resources with the Job Title(s)
described below, per Department resource request, to augment Department staff:
" Job No.: 8220, Job Title: Project Manager, Scope Variant: Sr. Manager
Quality service delivery is a requirement of this Contract.
All candidates shall be qualified, experienced, and able to work at the levels
required to successfully perform all tasks and/or activities contemplated by this
RFQ. All proposed candidates shall meet the criteria identified in Attachment A,
Contract Resource Qualifications. If selected, the candidate will continue to meet
the criteria for the duration of their assignment.
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The Contractor's employee(s) may work remotely or on-site at Department
headquarters (Neil Kirkman Building) located at 2900 Apalachee Parkway,
Tallahassee, Florida 32399-0500 and shall report to the Department's Contract
Manager.
Tasks and Activities
The resource (Senior Project Manager) will serve as the principal line of
communication for the project team and shall perform, at a minimum, the tasks
and/or activities described below:
a. Work with the Department's Contract Manager to serve as the primary point of
contact to ensure that start-up activities are completed within fourteen (14)
days prior to the performance of services. Start-up activities include
Department's fingerprint background check and online information security
training security requirements;
b.Develop, update, and manage project plans as indicated below:
1) The Project Schedule shall determine how and when project activities and
tasks will be completed and who those activities or tasks are assigned to
within the project team. The Project Schedule shall also reflect all key
milestones. The Project Manager shall update the Project Schedule, on a
weekly basis and as needed, and upload the Project Schedule to the Project
Control Book (PCB) on SharePoint. Additionally, the Project Manager shall
manage and report the Department's progress against the schedule on a
regular basis, as agreed upon in writing by the Department and the
Contractor.
2) Work directly with the project teams to provide weekly updates, including but
not limited to, meeting minutes; status of functional teams; potential risks;
and identified issues, which shall be submitted to the PMO Manager.
c. Perform project management tasks to include but not limited to:
1) Develop project plans;
2) Manage plans;
3) Liaison with users;
4) Complete project management plan(s) and additional project
documentation determined for the size of the project;
FLHSMV-RFQ-024-25
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5) Provide hands on leadership for complex tasks;
6) Provide status reports and resource management for associated
projects;
7) Work with Information System Administration leadership; and
8) Have direct responsibility for ensuring work products are completed
on schedule, within budget and to the level of quality required by the
Department.
d. Be responsible for the following:
1) Successful completion of end-to-end project work, including all work
products;
2) Oversight of projects comprised of multiple deliverables, including
delegation and coordination task;
3) Creation or project management of the integrated project plan,
execution of project plan, project status, meetings, scope changes,
risk and issue tracking/mitigation, coordination across project teams,
etc.;
4) Negotiations internal and external to the project teams;
5) Managing scope, resources, timelines, cost/budget, quality,
communication, and procurements to meet the goals of the
department; and
6) Development and execution of training and education on standard
project management requirements and methods, facilitating project
governance and reporting, and creating models to improve business
decisions
e. Liaison with project teams, technical and business staff;
f. Provide hands-on leadership for complex projects;
g. Attend and complete Department-required training; and,
h. On a weekly basis, complete a Status Report that includes specific tasks
handled by both the Project Manager and Project Team(s), and complete a
Project Timesheet.
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3. Required Source Documentation/Reports
The Contractor shall submit source documentation/reports as detailed below:
a. Reporting
The Weekly Project Status Report shall be completed by the Contractor's
employee and include, at a minimum, the following information:
1) Tasks/activities the Contractor's employee worked on and/or completed
during the week;
2) Identification of the Contractor's employee's service work hours rendered
for each task and/or activity; and
3) Upcoming major tasks/activities.
No later than Monday of the following week, the Weekly Project Status Report
shall be completed/signed by the Contractor's employee and submitted to the
Contract Manager for approval.
b. Project Timesheets
A Project Timesheet shall be completed on a weekly basis by the Contractor's
employee and submitted to the Department's Contract Manager for electronic
approval.
The Project Timesheet shall provide evidence of the number of hours worked
and a summary of tasks/activities performed during the work week. The Project
Timesheet shall be supported by the Weekly Project Status Report.
Project Timesheets shall be submitted to the Contract Manager by 5:00
p.m. ET each week on Thursday.
In the event of discrepancy between the hours shown on the Project Timesheet
and/or Weekly Project Status Report and hours recorded by the Department's
Contract Manager, the hours recorded by the Department will prevail.
4. Deliverables
The Contractor shall submit deliverables in accordance with Table 1, Deliverables,
below, which shall be approved by the Department's Contract Manager in writing,
prior to payment. Deliverable due dates may be extended, if applicable, upon prior,
FLHSMV-RFQ-024-25
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written approval of the Department.
TABLE 1
DELIVERABLES
No. Deliverable Completion Due Date
1. Service hour(s) in accordance with
Section E., MANNER OF SERVICE(S)
PROVISION, Subsection 2., Services
Provided by the Contractor.
In accordance with
directives provided by the
Contract Manager.
5. Monitoring
The Department will evaluate and monitor the Contractor's performance on a daily
and weekly basis through remote or on-site supervision of Contractor personnel,
use and application of assessment tools, review of service delivery requirements,
Contractor personnel's participation in meetings, and desktop review of the Weekly
Project Status Report and Project Timesheet.
F. COMPENSATION
1. The Department will pay the Contractor, monthly in arrears, at the hourly rate(s)
proposed in Attachment C, Rate Proposal, unless a lower rate is negotiated, for
each satisfactorily completed hour of service delivered as described in SectionE.,
Manner of Service(s) Provision and accepted by the Department.
2. Invoicing
a. The Contractor shall submit a properly completed invoice to the
Department's Budget Coordinator, no later than the 15th day of the month
following the month for which payment is requested. The ISA Budget
Coordinator shall process and submit for payment all properly completed
invoices, based on the Contract Manager's prior approval of the
deliverables.
b. The Contractor must submit the final invoice for payment to the Department
no more than forty-five (45) days after acceptance of the final deliverable
by the Department or the end date of this Contract, whichever occurs last.
If the Contractor fails to do so, all right to payment is forfeited and the
Department will not honor any requests submitted after the aforesaid time
period. Any payment due under the terms of this Contract may be withheld
until all applicable deliverables and invoices due from the Contractor and
necessary adjustments thereto have been approved by theDepartment.
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c. A properly completed invoice is one that includes, at a minimum, all of the
following:
" Documentation (i.e., Weekly Project Reports and ProjectTimesheets)
detailing task and/or activities completed during the precedingmonth;
" The time period in which activities were completed;
" The number of hours for each activity completed during the precedingmonth;
" The Contractor's hourly rate;
" The Contractor's invoice number;
" Invoice date; and
" The Department's Purchase Order Number.
d. All invoices for contractual services shall contain the following two
statements:
The first statement shall have a line for the Contractor's signature and shall
read:
"All costs are true and valid costs assessed in accordance with the
contract.
" The second statement shall have a signature line for the Department's
Contract Manager and shall read:
"All costs are true and valid costs incurred in accordance with the contract
and deliverables were received and accepted .
Payments shall be made in accordance with sections 215.422 and
287.0585, F. S.., which govern time limits for payment of invoices. Also,
see PUR 1000 General Contract Conditions, Section 15.
G. PERFORMANCE STANDARDS/FINANCIAL CONSEQUENCES
1. Table 2 - Performance Standards and Financial Consequences
The Department has developed the following Performance Standards which shall
be met by the Contractor in performance and delivery of services. The Department
reserves the right to impose financial consequences upon the Contractor for failure
to comply with the performance standard requirements as set forth in the chart
below, or as otherwise stated in the resulting PurchaseOrder.
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TABLE 2
PERFORMANCE STANDARDS AND FINANCIAL CONSEQUENCES
PERFORMANCE STANDARD
REQUIREMENT
FINANCIAL CONSEQUENCES TO
BE IMPOSED
1. Service hours shall be satisfactorily
performed as determined by the
Department.
The Contractor shall re-perform any
service hour(s) deemed not satisfactory
until the service hour(s) is/are satisfactorily
performed, at no additional cost to the
Department, within the timeframe
established by the Department.
2. The Contractor shall comply with the
requirements of the Purchase Order,
which includes this RFQ.
For any invoice submitted during the period
of noncompliance or requesting payment
for services or events deemed
noncompliant, the amount of one (1) time
the service hourly rate(s) of each
Contractor employee assigned to the
Purchase Order will be assessed against
the Contractor. This amount shall be
reflected as a credit on each invoice related
to the non-compliance submitted to the
Department.
3. The Contractor shall provide a qualified
employee(s) pursuant to and in
accordance with the timeframes listed in
Section M., Contractor Personnel
General Requirements.
*$250.00 per calendar day past the date
the qualified employee was required to be
provided until the earlier of the date that:
a. the Contractor provides a qualified
employee
b. the Department secures an employee
elsewhere
c. the Department's need otherwise
ceases
*At the Department's sole option, financial
consequences may be assessed in half [1] day (4 hour) increments of $125.00.
2. General Financial Consequences
a. Except as otherwise stated above, the Department may impose up to $500 per
day for each incident in which the Contractor has failed to perform as specified
in this scope document and the Contract, not to exceed $5,000 permonth.
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b. If applicable, the Department may impose up to $500 per day for each incident,
depending upon the severity, in which the Contractor inappropriately releases
Driver Privacy Protection Act (DPPA) information, not to exceed $5,000, per
month.
H. CORRECTIVE ACTION PLAN (CAP)
1. If the Department determines that the Contractor is out-of-compliance (i.e., has
failed to perform or satisfactorily perform) with any of the provisions of the resulting
Contract, the Department shall notify the Contractor of the compliance issue(s) in
writing.
2. Depending upon the nature of the deficiency(ies) noted, the Department will either
indicate that the Contractor is out-of-compliance, and the Department isassessing
financial consequences, or the Department may require the Contractor to respond
by submitting a Corrective Action Plan (CAP) within a specified time frame.
3. A CAP is an opportunity for the Contractor to address and resolve deficiencies
without the Department immediately invoking more serious remedies, up to and
including Contract termination. In determining whether to permit the Contractor to
submit a CAP, the Department will consider the nature of the deficiency(ies),
whether the Department would or could be adversely affected in any way by
allowing additional time for correction, and the likelihood for successful correction
by the Contractor.
4. The CAP shall be timely submitted to the Department's Contract Manager who will
review the CAP and:
a) determine whether the steps to be taken and timeline for each step will likely
resolve the deficiency(ies) to the Department's satisfaction and approve the
CAP, in writing, for implementation by the Contractor; or
b) determine that the steps to be taken and/or timelines indicated will not likely
resolve the deficiency(ies) to the Department's satisfaction and reject the CAP.
5. If the Contract Manager rejects the Contractor's CAP, the reasons for rejection shall
be provided in writing to the Contractor who shall have five (5) business days from
receipt of the Department's rejection notice to correct/change the CAP and
resubmit it. If the resubmitted CAP is similarly rejected, the Contractor shall be
deemed in breach of the contract and financial consequences of $100.00 per day
shall be imposed for each day a satisfactory CAP is not submitted to the
Department.
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6. The Contractor shall implement the CAP only after receiving written approval from
the Department's Contract Manager or other designated Department personnel.
7. If the Contractor does not meet the plan for resolving deficiencies established in the
CAP to the Department's satisfaction, either by not resolving all deficiencies
identified or by not resolving all deficiencies within the stated time frame(s), the
Contractor shall be in breach of the contract and shall be subject to financial
consequences.
8. Except where otherwise specified, financial consequences of $50.00 per day will
be imposed on the Contractor for each calendar day that the approved CAP is not
implemented to the satisfaction of the Department.
I. COMMUNICATIONS
Contract communications will be in three (3) forms: routine, informal and formal. For the
purposes of the Contract, the following definitions shall apply:
Routine: All normal written communications generated by either party relating to service
delivery. Routine communications must be acknowledged or answered within
fifteen (15) calendar days of receipt. Routine communicationmay be via e-mail.
Informal:Special written communications deemed necessary based upon either contract
compliance or quality of service issues. Must be acknowledged or responded
to within ten (10) calendar days of receipt. Informal communication may be via
e-mail.
Formal: Same as informal but more limited in nature and usually reserved for significant
issues such as Breach of Contract, failure to providesatisfactory performance,
or contract termination. Formal communications shall also include requests for
changes in the scope of the Contract and billing adjustments. Must be
acknowledged upon receipt and responded to within seven (7) calendar days
of receipt.
The only personnel authorized to use formal contract communications are the
Department's Contract Manager, Contract Administrator, and the Contractor's CEO,
Contract Manager, and Project Manager, if different. Designees or other persons
authorized to utilize formal contract communications must be agreed upon by both parties
and identified in writing within ten (10) days of execution of the Contract. Notification of
any subsequent changes must be provided in writing prior to issuance of any formal
communication from the changed designee or authorizedrepresentative.
In addition to the personnel identified above, personnel authorized to use informal
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contract communications include any other persons so designated in writing by the
parties.
If there is an urgent administrative issue, the Department shall contact the Contractor, and
the Contractor shall verbally respond to the Contract Manager within two (2) hours. If a
non-urgent administrative issue occurs, the Department will contact the Contractor, and
the Contractor shall verbally respond to the Contract Manager within forty-eight(48) hours.
The Contractor shall respond to all communications by email, or hard copy mail, as
indicated in this subsection.
A date/numbering system shall be utilized for tracking of formal communications.
All written communication between the Contractor and the Department is subject to
release as a public record under Chapter 119, F.S. Each party shall have its own method
for tracking formal communications with each formal communication being sequentially
numbered/identified in the reference line of the communication (e.g., Formal
Communication 1: Request to Add Services; Formal Communication 2: Financial
Consequences; Formal Communication 3: Invoice Issues;etc.).
J. CONTRACT AMENDMENTS
Unless otherwise stated herein, modifications to the provisions of this Contract shall be
made only through execution of a formal Contract Amendment executed by the parties
and/or issuance of a change order to the Purchase Order. This shall include changes
required due to revisions in any applicable state or federal law, rule, or regulation.
Modifications to Contract Management may be made via letter, or e-mail to the other
party's Contract Manager or Contract Representative, as applicable.
K. SCOPE CHANGES AFTER CONTRACT EXECUTION
During the term of the Contract, the Department may unilaterally require, by written order,
changes altering, adding to, or deducting from the Contract specifications, provided that
such changes are within the general scope of the Contract.
The Department may make an equitable adjustment in the Contract prices or delivery
date if the change affects the cost or time of performance. Such equitable adjustments
require the written consent of the Contractor, which shall not be unreasonably withheld.
Additions of goods or services shall be at contract price or the then-current market price,
whichever is lower. Deletions shall be at contract prices, meaning any reduction in
service, term, or hours shall remain at the contract price. Substitutions or additions of
goods or services not offered within the contract documents shall be at mutually agreed
prices, with all terms and conditions accepted in writing by both parties and attached to
an appropriate purchasing document (e.g., PurchaseOrder).
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The Department shall provide written notice to the Contractor thirty (30) days in advance
of any Department-required changes to the technical specifications and/or scope of
service that affect the Contractor's ability to provide the goods or services as specified
herein.
L. EXPIRED TERM PURCHASE ORDERS (P.O.)
Goods or services are not to be provided after the expiration date of a term Purchase
Order. It is the Contractor's responsibility to discontinue service and/or retrieve its
equipment unless a written extension or renewal order is received in advance.
M. CONTRACTOR PERSONNEL GENERAL REQUIREMENTS
1. Contractors may propose no more than three (3) total qualified candidate(s) for
the resources identified in Attachment A, Contract Resource Qualifications, per
Department resource request.
2. The Department reserves the right to negotiate pricing for the initial term of the
Contract and renegotiate pricing for any renewal period.
3. The Department reserves the right to interview and make a final candidate
selection.
4. The Contractor must provide the candidate within two (2) weeks of the start date
of the Contract period or as directed by the Department, whichever is later.
5. If the candidate terminates employment with the Contractor during the Contract
period, the Contractormustfilltheposition within two (2) weeks,ortheDepartment
may seek candidate(s) from other State Term ContractContractors.
6. The Contractor's schedule will be developed in consultation with Information
Systems Administration (ISA) and may not always be consecutive weeks.
7. Contractor personnel may not be reassigned by the Contractor to other projects
without written approval from the Department.
8. All salaries, insurance, expenses (excluding State required training and travel
related expenses), benefits, taxes, and other monetary or non-monetary
remunerations of Contractor personnel are the responsibility of theContractor.
9. Department personnel will not be responsible for the evaluation or discipline of
Contractor personnel.
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10. If Contractor personnel do not exhibit the knowledge, skills, and abilities, and
other qualities necessary to ensure timely and successful completion of assigned
tasks, duties, and responsibilities, the Contractor shall provide a resume of a
qualified candidate within two (2) weeks from written notice from the Department
and shall ensure that the selected replacement candidate has the requisite
knowledge, skills, and abilities and is available to immediately replace the
unqualified candidate.
11. The Contractor shall coordinate with the Department regarding scheduling of
time off for contracted employees and shall make all reasonable efforts to comply
with the Department's requirements. The Contractor's employees shall request
any leave greater than five (5) consecutive business days at a minimum of two
(2) months in advance, unless deemed an emergency, with supporting
documentation. The Department reserves the right to seek a replacement, if
determined necessary by the Department. The replacement is not guaranteed to
be selected from the awarded Contractor's personnel.
12. Contractor personnel shall work a schedule mutually agreed upon between the
Contractor and the Department. Actual hours of work each day shall be
determined by the Department's Contract Manager to ensure Contractor
personnel are on duty during the designated work time, usually from 8:00 a.m. to
5:00 p.m. As necessary and determinedby theDepartment, Contractor personnel
may be required to work at night, on weekends, and/or state observed holidays to
resolve problems related to any duty, task, or responsibility being performed.
Such work at night, on weekends and/or state observed holidays shall not be the
routine method of operation and must be approved by the Department's Contract
Manager.
13. The Contractor must ensure that all equipment provided by the Department is
protected against damage and unauthorized use. Use of Department-issued
equipment and resources for non-work purposes is prohibited. The Contractor
personnel shall immediately report malfunctioning equipment to the
Department's Contract Manager. The Contractor shall be liable for any damage
caused by failure to properly use or care for Department equipment. The
Contractor will be financially responsible for any equipment or Department
records that are not returned and/or are damaged by accidental damage or
misuse. The Department will deduct the cost of the repair(s) or replacement of
the equipment from the Contractor's invoice or request reimbursement.
14. The Contractor will adhere to all Department rules, regulations, policies, and
procedures.
FLHSMV-RFQ-024-25
Page 18 of 48
ATTACHMENT A
CONTRACT RESOURCE QUALIFICATIONS
Title Knowledge, Skills and Abilities (KSA's)
Sr. Manager,
Project
Manager
Experience:
" PMP Certification
" 10+ years experience in managing successful, large-scale
projects that include multiple diverse teams
" 10+ years experience using Microsoft Project to track and
maintain projects
" 10+ years experience developing and maintaining detailed
project plans based on work breakdown structures
" 5+ years experience with Project Management Office
methodologies and documentation
" 5+ years experience with meeting facilitation and
documentation
" 5+ years experience creating and presenting internal and
external status reports
" 5+ years with Risk and Issue Management
" Experience in working cooperatively and successfully with
public sector clients and their stakeholders
" Experience in completing project deliverables within scope,
schedule, cost and quality constraints
" Ability to coordinate numerous project teams and effectively
conduct the initiative to meet overall objectives
" Strong communication and collaborative skills
" Excellent leadership and negotiation skills
" Excellent verbal and written communication skills
Preferred KSA's:
" Scrum master experience
" Experience working with technical programming teams
" Take charge, can-do attitude
" Negotiations, mediation skills
" Facilitation skills
Source : Abacus Service Corporation