A. Fiscal Year (FY): When used herein, refers to the state of Florida twelve-month accounting period which begins July 1 st and ends June 30 th.

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1 State of Florida Department of Highway Safety and Motor Vehicles Request for Information No.: DHSMV-RFI Computer Aided Dispatch and Records Management System 1.0 INTRODUCTION The Florida Department of Highway Safety and Motor Vehicles (Department), hereby issues this Request for Information (RFI) seeking information from interested parties who can provide the Department with the latest information on 1 Computer Aided Dispatch (CAD) and Records Management Systems (RMS). The Department desires to receive information from the Vendor community regarding available solutions designed and suitable to replace its current CAD/RMS. This RFI is designed to explore all avenues available in the current technology market, including necessary components of a solution that the Department can employ to protect the integrity of its data throughout the life of a current project and beyond. The Department anticipates releasing a solicitation during Fiscal Year The resultant contract of that solicitation is anticipated to be for a term of five (5) years with an optional five (5) year renewal term. 2.0 DEFINITIONS A. Fiscal Year (FY): When used herein, refers to the state of Florida twelve-month accounting period which begins July 1 st and ends June 30 th. B. Vendor: Any firm or person who submits a response to the Department regarding this RFI. C. Response: All information, documentation, and other materials submitted by the Vendor in answering to this RFI. D. State Law Enforcement Agencies: Governmental agencies of the state of Florida authorized to enforce the penal, traffic, or highway laws of the state, including the Florida Highway Patrol, Florida Department of Law Enforcement, Florida Fish and Wildlife Commission, Capitol Police, Department of Transportation, Department of Financial Services, Florida Lottery, State Attorney, and Department of Agriculture. 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. 1 For purposes of this RFI, CAD/RMS shall refer to shared functionality between the Department s CAD and Records Management Systems. Separate functionalities shall be appropriately identified. Additional departmental databases and systems may also interact with the CAD/RMS. DHSMV-RFI , Page 1 of 13

2 A Vendor s response to a 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 (Fla. Stat.). 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 a RFI response to participate in any subsequent solicitation. 4.0 BACKGROUND The Florida Highway Patrol (FHP) has approximately 2,500 positions, both sworn law enforcement and civilian personnel. The Department utilizes the CAD system to enter and track calls for service, dispatch Troopers and other state law enforcement officers, and coordinate service delivery to residents and visitors of Florida. Law enforcement officers use the RMS to issue traffic citations, investigate traffic and vessel crashes, create incident and arrest reports, and other related records. The Department s current CAD/RMS system, which has been in place since 2003, is installed on an existing VMware server environment and connected to the agency s office personal computers, communication centers workstations, laptop computers used as mobile computer terminals (MCTs) and handheld mobile devices. The current CAD/RMS system is back-ended by MS SQL Server 2008R2 in a clustered environment running on MS Windows Data Center Server 2008 R2. All workstations, laptops and MCT s are running Windows 7 or 10 Professional, 32 bit and 64 bit. The current CAD/RMS system infrastructure is supported by the current contracted Vendor. The Department is interested in expanding services related to its CAD/RMS by including hosting and maintenance of the virtual server environment, along with any physical servers and storage that make up the environment. The CAD/RMS system is fully supported and maintained by the Department; however, the system is also accessed and utilized by other state law enforcement agencies. The current contract expires June 2018, however, the Department has the option to exercise five (5) 1-year renewal options are available. The Department is issuing this RFI in advance of determining whether to renew the contract in order to explore whether new and emerging solutions are available that may provide a better benefit to the Department both economically and efficiently and ensuring that the Department remains up-to-date with the latest technology. The Department currently spends approximately $2.9 million per year to support the current CAD/RMS system and anticipates spend to remain the same in future years. 5.0 PROJECT GOALS The Department seeks information on new and emerging solutions that consist of CAD and RMS software and infrastructure, installation, training, and implementation services to include software licensing, upgrades, maintenance and support. DHSMV-RFI , Page 2 of 13

3 Solutions should include the following: A. Equipment Needs 2 Session Type Current Simultaneous Potential Simultaneous Number Users Growth 3 Users CAD Workstations Mobile Data Terminals 3,000 75% 8,000 75% PCs accessing CAD and RMS B. Management and Configuration The CAD/RMS should be installed as a centralized server application on a virtual server environment with Storage Area Network (SAN) attached storage. In addition to the primary location, there will be a remotely connected Disaster Recovery (DR) Site virtual server environment with attached storage that must be updated in real time. This DR site must be capable of providing all mission critical CAD, RMS and Mobile functionality when needed as a result of a failure at the primary site location. There must be a method of restoring data from the DR site to the primary site which restores normal operations in an efficient and effective manner that ensures little downtime in an always on solution. Periods of downtime, whether during disaster recovery or maintenance, should be eliminated. Alternatively, the Department will consider and is interested in any hosted solution that meets all functional requirements through a cloud-based vendor or managed services infrastructure, and encourages information to that effect in responses to this RFI. The CAD/RMS system must have an enterprise (centralized) management system that will be used for configuration of all CAD, RMS, MCT and mobile devices. The centralized management system will also include an employee management component that will be used to maintain all officers and system users. A comprehensive security module must be included that will control access levels for all components of the system including devices, users, officers, CAD, RMS and MCT reporting systems. This security component must be capable of providing user level security by CAD, RMS and MCT function, which should be established as security roles. The mobile solution for MCT s and handheld devices must meet Federal Bureau of Investigation (FBI) CJIS Security requirements related to authentication and encryption. All management and configuration related to drop down menus, options and choices must be table driven and not hard coded into the application. All data fields in all applications or application modules which correspond to a Florida Crime Information Center (FCIC)/ National Crime Information Center (NCIC) data field must be configured so that data fields can be copied or imported into the CAD, RMS and MCT system data files or screens. The CAD/RMS system must provide a single solution capable of supporting multiple law enforcement agencies with diverse needs and requirements. Therefore, the solution must allow individual agencies to make agency-specific configurations. 2 For estimating purposes only. 3 In addition to the Current Number. DHSMV-RFI , Page 3 of 13

4 C. CAD Functionality The CAD system must operate at seven (7) or more remotely located Regional Communications Centers (RCC) in an efficient manner to allow dispatch services to occur without latency in the application. The CAD functionality must provide, but not be limited to, the following: 1. Simultaneous handling of RCC connectivity and multiple remote sessions from any office with network connectivity. 2. Connectivity via a Virtual Private Network (VPN) connection (currently using NetMotion Mobility). 3. Handling of incidents from inception to completion. Incident locations and validations will be GEO map driven. The mapping solution must allow for a minimum of 50 user defined layers that will store shape file information with each incident for use with the RMS. The map view must show active incidents and any Automatic Vehicle Locator (AVL) information from mobile units at the CAD workstation. The map must be interactive by centering the map on incidents as they are being handled by dispatch personnel. 4. An efficient method of tracking all officers that are on-duty is required and must include unit activities and status changes for each officer in the system. All incident information and officer activities information must be permanently stored in the CAD/RMS system. 5. Handling of multiple state agencies and the CAD workstation configuration must allow a CAD user to see incidents and officers from any or all agencies. CAD must allow any and all agencies to be assigned to any active incident regardless of primary agency assignment. Each incident must be capable of having multiple agency-specific case numbers assigned to it. 6. User friendly CAD screens that present incident and officer information in an efficient manner. There must be the capability for a single CAD user to open more than one simultaneous CAD view. The CAD must use efficient keystrokes and shortcuts, but also allow for command line entry of transactions. There shall be significant and comprehensive help files available that provide intuitive choices and hint information as transactions are performed. 7. A method for FCIC/NCIC queries to be made from the CAD environment and the information returned shall be capable of pasting into CAD screens and back-end systems. 8. A timer system that tracks the time of each officer when assigned to an incident and notifies the appropriate CAD user when any timer expires so that the welfare of the officer can be verified. When an officer is on normal patrol and not assigned to a specific incident or status, a time of day timer will track the officer s time since last checked and provide notification that the timer has expired. Timers must be designed so that times can be configured in the management component based on time of day and unit assignment. Timers must not be hardcoded into the CAD application. Timers must be intuitive and reset automatically as CAD/MCT assignments and transactions occur. DHSMV-RFI , Page 4 of 13

5 D. Mobile Client Functionality Include a mobile client functionality that will efficiently operate on a MCT operating in a mobile environment via broadband connectivity. The mobile client functionality must provide, but not be limited to, the following: 1. Operate via a VPN or similar end-to-end encrypted solution (currently Net Motion Mobility), and must include a fully operational self-dispatching functionality for mobile units (e.g., MCTs, iphones, ipads, and Windows tablets). Mobile units must be capable, at a minimum, of performing the following: log on duty; log off duty; initiate traffic stops or other incidents discovered while on duty; and allow the officer the ability to initiate status changes in the same manner as the CAD workstation. 2. Allow an officer to open the incident he/she is assigned and perform any function or complete any CAD screen associated with that incident in the same manner as a user on a CAD workstation in dispatch. The mobile client functionality must also include current capabilities or near-future development of fully-functional applications capable of operating on multiple platforms and devices, including ios, Android and mobile devices running Windows operating systems. 3. Map view display that will include information related to active incidents and the AVL information of officers that are within the map view. The map view must support, at a minimum, ESRI GIS maps and Microsoft MapPoint. The CAD and RMS system must also support or have near-future ability to support Microsoft Maps (Windows 10 application). The map view must be updated often enough that the information presented is current and meaningful to the MCT user. The map function must also provide the automatic capability for the officer to get directions to assigned calls from their current location and be able to plot directions to other unassigned calls, addresses or officer locations. Maps must be interactive and provide active voice to the officer with driving directions as he/she is driving. 4. A forms management system that works with or is part of the RMS system. The forms management system must include a component that manages the issuance, completion and submission of forms that are tracked by pre-assigned numbers. It must also be the mobile client functionality used to electronically submit citations into the court system, crash reports to the Department and booking reports to local county Jail Management Systems (JMS). The forms management system must have a robust method to establish edit rules to ensure that all submitted forms meet the edit criteria before review and final submission. The rules engine must provide the agency the ability to create rules without having to implement programmatic changes to the User Interface by programmers. The forms management system must also have a multi-level approval process in place, configurable by form and the Department, allowing reports that are submitted to be reviewed prior to becoming available for sale as a public record. 5. A message system that will allow for messaging to occur between mobile users and CAD workstation users. All messages must also be logged and stored in the RMS system. The ability to utilize the messaging system must be configurable through individual, group and global policies or rules, which includes the capability to define specific groups intra-group messaging only. 6. The MCT must provide a method for FCIC/NCIC queries to be made from the MCT environment and the information returned must be capable of pasting information into CAD and MCT screens or into the forms management system. The MCT must also allow DHSMV-RFI , Page 5 of 13

6 for the capability of running queries across other external databases, such as Federal Motor Carrier Safety Administration (FMCSA) commercial vehicle and carrier databases and recreational hunting and fishing license databases. 7. The MCT must have a comprehensive voice to text/text to voice capability and must be capable of reading messages and responses received by the MCT. CAD transactions performed by CAD workstations that generate an assignment to an MCT user must be audible and visual to alert a mobile user while driving. 8. The MCT must have a method of deploying updates and changes to the component and ability to deliver changes to configuration tables that are needed in the mobile client functionality or forms management system components. These updates shall be delivered via the broadband or network connection and shall not require physical access or delivery of equipment to specific locations for manual changes. E. Records Management System (RMS) The RMS must be a fully-functional and robust data warehouse and RMS that aggregates the CAD, MCT and mobile forms management information. The RMS must provide, but not be limited to, the following: 1. User-friendly reporting and analytics that can be used to assist with staffing and enforcement programs. 2. Integration with GEO mapping to provide visual analysis of report analytics. 3. A method to deliver all public records requests for CAD/MCT data, completed reports and statistical information. 4. CAD and MCT incident, activities, work hour analysis and RCC management reports (these reports must be customizable to meet agency reporting requirements). 5. The ability to develop and add statistical reports that can be used as-needed and ad-hoc report writer capabilities that can be used to develop reports on an as-needed basis. 6. Remote connections from any computer with network access to the CAD server environment to allow for the sale and delivery of reports and other public records requests. 7. An archive method to allow for records to be automatically removed from the production environment when records are no longer required as a public record or when they lose their statistical value. Records must be capable of being purged using accepted standards. 8. A Master Name Index (MNI) for businesses, vehicles, and vessels that are entered into CAD, as well as information entered into the RMS mobile forms that will be used to provide historical information about the person or business when it is entered into the CAD system or when it is requested by an MCT user. 9. A Uniform Crime Reporting (UCR) component that will meet the FDLE/FBI crime reporting requirements is compliant with the National Incident-Based Reporting System (NIBRS). It must include a Case Management and Intelligence Gathering component to manage criminal and intelligence case reports and to facilitate staff review and approval for those reports. DHSMV-RFI , Page 6 of 13

7 10. A comprehensive statute database that not only allows for entering of Florida State Statutes, but also Florida Administrative Codes and Federal Codes (e.g., Code of Federal Regulations. The system must allow for certain statutes or rules to be available for only specified counties. The statutes and rules shall be searchable by statute/rule number or text. F. Evidence The CAD/RMS should have an evidence tracking system that will allow for evidence to be linked to CAD incidents and users. It will provide a complete chain of custody for court presentation and will document all steps of evidence handling from discovery to destruction. The evidence component will include a method of periodic auditing of all evidence that has not been destroyed. G. Training A training tracking system should be included that will track all training completed by users. It must track not only in-house training provided by the Department, but also training conducted by outside entities. H. Auditing and Tracking An auditing/tracking system shall record additions, modifications and deletions made to the enterprise configuration management system or the employee management components. This auditing/tracking system shall also record all transactions made in the CAD and MCT system and track printing of reports. The auditing/tracking system must provide the means to review all previous CAD and RMS transactions and system changes to determine when the transaction occurred, the nature of the transaction/change, and who made the change. I. Reporting and Analysis The system should have a reporting feature or application capable of providing information to officers, supervisors, management, business analysts and other stakeholders. The reporting feature must be capable of running ad hoc, granular inquiries in CAD and RMS data and provide reports including, but not limited to: response times; patrol times; calls for services; enforcement activities; and AVL information. Reports must also provide geographic information and the capability of displaying information on a map. The Department has a desire to make use of predicative analytics capabilities and will consider solutions that offer predicative functionality. J. General Requirements for all CAD and RMS Components The general requirements for CAD/RMS components include the following: Thin client or web-based to allow them to function efficiently across a wide area network or broadband wireless connection. All components of the CAD, MCT and RMS systems must be capable of functioning efficiently on workstations that are using other applications, including , office productivity applications, internet, etc. The CAD and RMS system must be designed so that information will not be lost or inadvertently deleted because of more than one user making simultaneous changes to the same incident screen. This must not prevent more than one CAD, RMS or MCT user from viewing information at the same time even if one of the users is making a change to the data. DHSMV-RFI , Page 7 of 13

8 Timers, database/incident change notifications, messages received, or other notifications must be conspicuous to the CAD, RMS and MCT users, but must not interfere with CAD, RMS or MCT tasks being performed. Notifications must be capable of being both audible and visual. CAD, MCT, RMS and mobile forms system management screens shall have day/night views that allow information to be clearly seen under varying light conditions without causing ambient lighting conditions for the MCT users that interfere with driving. The CAD and RMS system must have a method to expunge/seal any records or specific information within a record based on a court order in CAD, RMS and mobile forms system and note that the information is expunged/sealed. Because of the Department s enterprise licensing model, the Department prefers to use MS- SQL as its database application. Other database applications will be considered based on costs and functionality. The mobile forms system must be capable of operating in a disconnected state from Wide Area Connectivity and be able to retain the information locally on a user MCT. The solution must allow for the addition and/or configuration of forms specific to various user agencies to support their individual business practices. Mobile forms must consist of the following modules: 1. Traffic Citations 2. Driving Under the Influence (DUI) Citations 3. Warnings/Equipment Correction Notices 4. Commercial Vehicle Citations. Module must have functionality that includes: Automatic calculations of fines based on Florida Administrative Code (F.A.C.) and Florida State Statutes (F.S.S.) for weights and over dimensional violations as contained in the Florida Trucking Manual; Ability to edit fine tables based on legislative changes; Query overdue list/query permit database/international Registration Plan (IRP) and International Fuel Tax Agreement (IFTA) Queries/Commercial Vehicle Information Systems and Networks (CVISN)/Prism lookups for Federal Out of Service Orders/Import Information from ASPEN. 5. Boating Citations 6. Vehicle/Vessel Crash Report 7. Offense/Incident Report 8. Arrest/Booking Report 9. DUI Report 10. Field Intelligence Report 11. Suspicious Activity Report 12. Personal Property Inventory 13. Vehicle Property Inventory. Must include ability to add trailer information/multiple trailers and track damage to all vehicles. 14. Vehicle/Vessel Tow Report. Must include ability to add trailer information/multiple trailers and track damage to all vehicles 15. Hireback Report 16. Off-Duty Employment Report 17. ASPEN Inspection Report (FMCSA/CVE). Must include the ability to edit violation codes and out-of-service criteria/ includes ISS, PIQ, Query Central and Commercial Driver s License Information System (CDLIS) queries. Must include Capri/ Compliance Review Software. 18. Daily Activity Report. Includes capturing beginning and ending vehicle mileage for EMIS/ability to capture Trooper activity based on activity codes (Motor Carrier Safety Assistance Program (MCSAP) Reporting) DHSMV-RFI , Page 8 of 13

9 19. Supervisor s Review of Pursuits 20. Supervisor s Review of Use of Force Incidents 21. Evidence Submission Reports 22. Case management module or system with capabilities of attaching files or photographs and configurable to allow multiple access levels for various cases. 23. Agricultural violation report. Must include the ability to select between various Animal/Commodity types, edit violation codes, and add in quarantines or rejection criteria. K. Customization of the CAD solution The Department intends to be a leader and innovator in law enforcement technology. To that end, vendors must be willing to make customized changes to all components of the CAD, RMS, MCT and Mobile Forms systems to meet agencies changing and evolving needs. Alternative solutions which provide the same functionality to an already established CAD solution will be considered when requesting changes. Examples of such customizations may include, but not be limited to: 1. Designing Florida Administrative Code requirements into the Rotation Wrecker System. These rules must be designed into the CAD system in a way that the Department is fully compliant and prevent a CAD and MCT user from circumventing the rules; and 2. Designing functionalities into the reporting and MCT forms management system to meet legal and departmental requirements and providing a comprehensive edit checking process that validates that information meets requirements. The edit rules cannot be hard coded into an application or form. L. CAD Testing and Training Environment The system shall have a training environment that permits new users to operate the CAD system and MCT client in a non-production environment. This system must be maintained at the same version as the production environment so that the user is exposed to a true production experience. The solution must also have a testing environment that is used to test CAD or MCT client s updates prior to updates being installed in the production and training environment. This test environment must provide interactive operability between the CAD clients and the mobile environment to allow preproduction testing to provide the same experience as will be found when the updates are moved into the production environment. M. Interface with External Systems The ability to provide information to several external systems is required. The interface requirements will include delivery of active data to the Department s traffic web application, E511 (Florida Department of Transportation Traffic Incident Management), and other external partners. Additionally, the Department has data sharing agreements with several external partners to deliver incident information after the incident is closed. The interface solutions must be capable of sending data in XML format that is NIEM compliant. The proposed solution must also include the potential for future integrations with other law enforcement hardware and Internet of Things (IoT) devices. The current solution utilized by the Department sends information to the following: 1. REACT Project (Cody Systems) 2. FWC Data Warehouse 3. South East LInX (NCIS Law Enforcement Data Sharing) 4. Northwest Florida Data Sharing DHSMV-RFI , Page 9 of 13

10 5. R-LEx (Regional Law Enforcement Exchange) 6. University of Florida Crash Mapping 7. Department of Highway Safety and Motor Vehicles Electronic Crash Reporting 8. Florida Association of Court Clerks (TCATS Interface) 9. Orange County Booking System 10. Various other local systems related to RMS. 6.0 REQUESTED INFORMATION The Vendor shall prepare its RFI response simply and economically, providing a straightforward, concise description of the solution(s) available. Fancy bindings, colored displays, and promotional material are not desired. Responses are to be organized as directed below. A. Provide a cover letter identifying the Vendor s contact information. B. Provide answers to the questions below by reprinting each question in the RFI response: Tab A - Overview 1. A description of the Vendor s understanding and approach to accomplishing the goals described in Section 5.0 Project Goals. 2. A description of the proposed solution; emphasizing open standards based on Commercial Off-the-Shelf (COTS) technologies, as appropriate. 3. An explanation of why the suggested solution was chosen. Tab B - Vendor Background Provide the following information about your company and proposed partner, if applicable: 1. Provide a statement giving a brief history of your company, how it is organized and summary of available products. 2. Provide the company s official name, address and website URL. 3. Describe how long the company has been in business. 4. List and explain your company s experience working with public safety agencies. 5. Provide a list of other states, jurisdictions, and companies that have utilized the solution. 6. Describe the history of your suggested solution. 7. Describe how much reliance the company places on Commercial Off-the-Shelf, nonproprietary equipment. Tab C - Product Components Provide a detailed list of products that would likely be necessary, as well as the system requirements, to support the solution as intended by this RFI, in regard to the following: 1. Software 2. Hardware, including Energy Star rated equipment 3. Third party products 4. Warranty 5. Maintenance and support DHSMV-RFI , Page 10 of 13

11 Tab D Functionality Provide narrative of the system functionality as it relates to: 1. System Architecture 2. Security 3. Licensing 4. User Interface 5. Level of component integration 6. Storage Tab E Cost Provide sample cost information that would apply to a solution as described in the RFI response, including but not limited to, the following: 1. Product or Line Item 2. Quantity Required Number of each product/line item required. Cost per product or line item. 3. Overall Initial Cost (5-year term) 4. Optional Renewal Term Cost (5-years) 5. Return on investment analysis 6. License fees associated with the solution 7. Cost Benefit Analysis 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). Tab F Implementation/Maintenance Provide the following details for the proposed solution: 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) to maintain the system. 4. Describe the method(s) by which the products would be supported during a continuous contractual period. TAB G ADDITIONAL INFORMATION Provide any additional information not already requested in this RFI that your company believes would be helpful to the Department in considering solutions to the goals outlined herein. 7.0 RESPONSE SUBMISSION The Vendor shall submit: a. One (1) original version of the response submittal, with eight (8) copies. b. One (1) REDACTED hardcopy of the response, if applicable. See Section 12.0 PROPRIETARY INFORMATION. DHSMV-RFI , Page 11 of 13

12 c. One (1) electronic copy of the entire response, and redacted response, if applicable, in Adobe (.pdf) on a USB flash drive. Sealed packages to be delivered to the Department shall be clearly marked on the outside of the package with the RFI number and company name. Vendors shall submit the RFI response to the Issuing Officer at the address indicated in Section 14.0 ISSUING OFFICER. 8.0 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 Bid System (VBS) 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). DATE TIME ACTIVITY 03/27/17 RFI is released on the VBS. 04/14/17 Questions are due. 04/25/17 Anticipated answers to questions are released. 05/04/17 3:00 p.m. RFI responses are due. TBD Vendor Demonstrations, if deemed necessary by the Department. 9.0 ADDENDA TO THE RFI The Department will post any addenda to this RFI on the Florida Vendor Bid System (VBS) at: Each Vendor is responsible for monitoring the VBS for new or changing information QUESTIONS Questions or requests for clarification regarding this RFI must be received in writing, via , by the Issuing Officer identified in Section 14.0 ISSUING 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 Vendor Bid System (VBS) by the close of business on the date stated in the Timeline. NOTE: Questions must reference DHSMV-RFI in the subject line of the DEMONSTRATIONS After the Department receives responses to this RFI, and at the sole discretion of the Department, one or more Vendors may be selected to demonstrate to the Department the Vendor s products and services relating to the information submitted in the RFI response. The purpose of the demonstration is to permit the Department to visually see and confirm stated functionalities and capabilities and to ask questions related thereto. DHSMV-RFI , Page 12 of 13

13 Demonstrations, if scheduled, shall be held at the Department s Neil Kirkman Building in Tallahassee, Florida PROPRIETARY INFORMATION Any portion of the submitted response which is asserted to be exempt from disclosure under Chapter 119, Fla. Stat., 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 , Fla. Stat. 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, Fla. Stat VENDOR COSTS Vendors are responsible for all costs associated with the preparation, submission, and any potential demonstration to discuss this Request for Information. 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 ISSUING OFFICER The Issuing Officer, acting on the 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: Christina Espinosa Bureau of Purchasing and Contracts Florida Department of Highway Safety and Motor Vehicles Neil Kirkman Building, Mail Station Apalachee Parkway Tallahassee, Florida christinaespinosa@flhsmv.gov DHSMV-RFI , Page 13 of 13