PROJECT MANAGER
: Job Details :

Job description FLHSMV-RFQ-024-25 Page 1 of 48 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). FLHSMV-RFQ-024-25 Page 2 of 48 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 Page 3 of 48 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. FLHSMV-RFQ-024-25 Page 4 of 48 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. FLHSMV-RFQ-024-25 Page 5 of 48 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) ### #### FLHSMV-RFQ-024-25 Page 6 of 48 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) ###-#### 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) ###-#### 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. FLHSMV-RFQ-024-25 Page 7 of 48 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 Page 8 of 48 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. FLHSMV-RFQ-024-25 Page 9 of 48 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 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 Page 10 of 48 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. FLHSMV-RFQ-024-25 Page 11 of 48 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. FLHSMV-RFQ-024-25 Page 12 of 48 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. FLHSMV-RFQ-024-25 Page 13 of 48 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. FLHSMV-RFQ-024-25 Page 14 of 48 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 FLHSMV-RFQ-024-25 Page 15 of 48 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. 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). FLHSMV-RFQ-024-25 Page 16 of 48 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 sel