PROJECT MANAGER

Job description

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DEPARTMENT OF HIGHWAY SAFETY AND MOTOR

VEHICLES REQUEST FOR QUOTE (RFQ)

FLHSMV- RFQ

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. STC[]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. STC[]ITSA.

Pursuant to subsection , 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 )

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 , : AM RFQ Released

January , : AM Responses Due

B. CONTRACT TERM

The original term shall begin upon Purchase Order issuance and end on June , .

The Department may renew the Contract for a period not to exceed three () 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

• Business Day : Any day in which normal business is conducted, typically

Monday through Friday, excluding State-observed Holidays.

perform the services outlined in this RFQ. "Candidate” is used interchangeably

with, "Contractor's employee” and "Contractor personnel”.

time during the term of the State Term Contract, to one () or more Contractors

that responded to this RFQ, for provision of up to two () qualified resources per

request.

delivery under the Contract.

whose interests may be positively or negatively affected by execution or

completion of the project.

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 :

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 )

Services and Part B : Provision of Commodities Produced by Forced Labor.

The Contractor shall include a matrix showing how each proposed candidate's

experience matches the required qualifications listed in Attachment A,

Contract Resource Qualifications.

The Contractor shall provide a completed Attachment D, Resume Self[]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 () 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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Any portion of the submitted response which is asserted to be exempt from

disclosure under Chapter , 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 , 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 , 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.

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. -

E. MANNER OF SERVICE(S) PROVISION

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 , 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

Apalachee Parkway,

Tallahassee, FL -

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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

Apalachee Parkway, MS

Tallahassee, FL -

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

Apalachee Parkway

Tallahassee, Florida -

The Contract Administrator will perform the following functions :

upon written request from the Department's Contract Manager; and

minimum, the original, executed Contract and any amendments or renewal(s).

The Contractor shall provide up to three () qualified resources with the Job Title(s)

described below, per Department resource request, to augment Department staff :

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 Apalachee Parkway,

Tallahassee, Florida - 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 ()

days prior to the performance of services. Start-up activities include

Department's fingerprint background check and online information security

b.Develop, update, and manage project plans as indicated below :

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.

Work directly with the project teams to provide weekly updates, including but

and identified issues, which shall be submitted to the PMO Manager.

c. Perform project management tasks to include but not limited to :

Complete project management plan(s) and additional project

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Provide status reports and resource management for associated

Work with Information System Administration leadership; and

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 :

Successful completion of end-to-end project work, including all work

Oversight of projects comprised of multiple deliverables, including

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,

Managing scope, resources, timelines, cost / budget, quality,

communication, and procurements to meet the goals of the

department; and

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

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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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 :

Tasks / activities the Contractor's employee worked on and / or completed

Identification of the Contractor's employee's service work hours rendered

for each task and / or activity; and

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 :

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.

The Contractor shall submit deliverables in accordance with Table , 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

DELIVERABLES

No. Deliverable Completion Due Date

Section E., MANNER OF SERVICE(S)

PROVISION, Subsection ., Services

Provided by the Contractor.

In accordance with

directives provided by the

Contract Manager.

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

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.

a. The Contractor shall submit a properly completed invoice to the

Department's Budget Coordinator, no later than the th 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 () 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 :

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.”

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 and

F. S.., which govern time limits for payment of invoices. Also,

see PUR General Contract Conditions, Section .

G. PERFORMANCE STANDARDS / 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

PERFORMANCE STANDARDS AND FINANCIAL CONSEQUENCES

PERFORMANCE STANDARD

REQUIREMENT

FINANCIAL CONSEQUENCES TO

BE IMPOSED

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.

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 () 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.

employee(s) pursuant to and in

accordance with the timeframes listed in

Section M., Contractor Personnel

General Requirements.

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[]day ( hour) increments of $

a. Except as otherwise stated above, the Department may impose up to $ 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 $, permonth.

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b. If applicable, the Department may impose up to $ per day for each incident,

depending upon the severity, in which the Contractor inappropriately releases

Driver Privacy Protection Act (DPPA) information, not to exceed $,, per

month.

H. CORRECTIVE ACTION PLAN (CAP)

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.

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.

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.

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.

be provided in writing to the Contractor who shall have five () 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 $ per day

shall be imposed for each day a satisfactory CAP is not submitted to the

Department.

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the Department's Contract Manager or other designated Department personnel.

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.

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 () 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 () 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 () 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 () 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 () 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 () 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() 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 , 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 (, Formal

Communication : Request to Add Services; Formal Communication : Financial

Consequences; Formal Communication : 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 (, PurchaseOrder).

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The Department shall provide written notice to the Contractor thirty () 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 (

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

the resources identified in Attachment A, Contract Resource Qualifications, per

Department resource request.

Contract and renegotiate pricing for any renewal period.

selection.

of the Contract period or as directed by the Department, whichever is later.

period, the Contractormustfilltheposition within two () weeks,ortheDepartment

may seek candidate(s) from other State Term ContractContractors.

Systems Administration (ISA) and may not always be consecutive weeks.

without written approval from the Department.

related expenses), benefits, taxes, and other monetary or non-monetary

remunerations of Contractor personnel are the responsibility of theContractor.

Contractor personnel.

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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 () 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.

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 () consecutive business days at a minimum of two

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.

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 : to

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.

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.

procedures.

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ATTACHMENT A

CONTRACT RESOURCE QUALIFICATIONS

Title Knowledge, Skills and Abilities (KSA's)

Sr. Manager,

Project

Manager

Experience :

projects that include multiple diverse teams

maintain projects

project plans based on work breakdown structures

methodologies and documentation

documentation

external status reports

public sector clients and their stakeholders

schedule, cost and quality constraints

conduct the initiative to meet overall objectives

Preferred KSA's :