Page 1 of 27 REQUEST FOR PROPOSAL (RFP) ADDENDUM #3 April 5, 2016 RFP Number: 10347 RFP Services: GPS Electronic Monitoring and Alcohol Monitoring Services UNSPSC Code: 81111810 Subject: This Addendum is to update the Calendar of Events and to provide clarification on Answers #30, #65, #96, #106 and #109 from Addendum #1. This Addendum also includes Attachment C, Revised #2 Certification of Experience/Mandatory Statement; Attachment O, Revised #2 RFP/BID Response Cross Reference Table; and Attachment P, Revised #2 Evaluation Questions/Considerations. Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated by underscore, reference or highlighting. REFERENCE: Pages 10-12, Attachment B, Section IV., A., Calendar of Events (Table) UPDATE: DATE TIME ACTION WHERE Thursday, March 31, 2016 Monday, April 18, 2016 2:00 PM EDT Written Proposals Are Due and Opened Attention: Viccie A. Borders Department of Juvenile Justice Bureau of Procurement and Contract Administration 2737 Centerview Drive, Suite 1102 Tallahassee, FL 32399-3100 Monday, April 4, 2016 Tuesday, April 26, 2016 1:00 PM EDT Evaluation Team Briefing Conference Call (This meeting is open for public attendance) Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-670-3525 and enter code 2120740109# A recording of the Conference Call will be available at: http://www.djj.state.fl.us/partners/co ntracting/conference-calls within forty-eight (48) hours of the Briefing being concluded. Friday, April 15, 2016 10:00 AM EDT Evaluation Team Debriefing Conference Call Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive
Transcript
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REQUEST FOR PROPOSAL (RFP)
ADDENDUM #3
April 5, 2016
RFP Number: 10347
RFP Services: GPS Electronic Monitoring and Alcohol Monitoring Services
UNSPSC Code: 81111810
Subject: This Addendum is to update the Calendar of Events and to provide clarification on Answers #30, #65, #96, #106 and #109 from Addendum #1. This Addendum also includes Attachment C, Revised #2 Certification of Experience/Mandatory Statement; Attachment O, Revised #2 RFP/BID Response Cross Reference Table; and Attachment P, Revised #2 Evaluation Questions/Considerations.
Deletions are indicated by “strikethrough” or reference. Additions, updates or replacements are indicated
by underscore, reference or highlighting.
REFERENCE: Pages 10-12, Attachment B, Section IV., A., Calendar of Events (Table)
UPDATE:
DATE TIME ACTION WHERE
Thursday, March
31, 2016
Monday, April
18, 2016
2:00 PM
EDT
Written Proposals Are
Due and Opened
Attention: Viccie A. Borders Department of Juvenile Justice Bureau of Procurement and Contract Administration 2737 Centerview Drive, Suite 1102 Tallahassee, FL 32399-3100
Monday, April 4,
2016
Tuesday, April
26, 2016
1:00 PM
EDT
Evaluation Team
Briefing Conference
Call
(This meeting is open
for public attendance)
Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-670-3525 and enter code 2120740109# A recording of the Conference Call will be available at: http://www.djj.state.fl.us/partners/contracting/conference-calls within forty-eight (48) hours of the Briefing being concluded.
Friday, April 15,
2016 10:00
AM EDT
Evaluation Team
Debriefing Conference
Call
Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive
Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-670-3525 and enter code 2120740109# A recording of the Conference Call will be available at: http://www.djj.state.fl.us/partners/contracting/conference-calls within forty-eight (48) hours of the Debriefing being concluded.
Tuesday, April
26, 2016
Wednesday,
May 25, 2016
C.O.B. Anticipated posting date
of Notice of Agency
Decision (Anticipated
Date of Contract Award)
MyFlorida.com web site http://www.myflorida.com/apps/vbs/vbs_www.main_menu
Monday –
Monday, May 30
- June 13, 2016
(period to correct
deficiencies
Wednesday,
June 15 –
Tuesday, June
28, 2016)
Wednesday –
Tuesday, June 1
– 14, 2016
(period to correct
deficiencies
Thursday –
Wednesday,
June 16 – 29,
2016)
Anticipated dates of
Field Testing
To be coordinated by Probation HQ EM Operations staff statewide.
Friday, July 1,
2016 Anticipated Contract
Execution/Start Date
This is the date of Contract start and the allowed thirty (30) ninety-one (91) day transition period.
Thursday,
September 1,
2016 Saturday,
October 1, 2016
Date all GPS Services
must be transitioned to
new Provider/new
equipment, as
applicable.
REFERENCE: Pages 14-15, Attachment B, Section V., MANDATORY REQUIREMENTS UPDATE: B. It is MANDATORY that the Respondent sign, and submit in Volume
1, under Tab 2, Attachment C, “Certification of Experience/Mandatory Statements” that includes the following four statements: 1. Address (city, state, zip, phone, 800#, if available) of the Respondent’s
GPS/EM monitoring center demonstrating the center is located within the United States.
2. A statement certifying that the Respondent has experience of at least three (3) years of business/corporate experience within the last five (5) years providing electronic monitoring services with active GPS tracking units to correctional, criminal justice or law enforcement agencies, similar to the services described in Attachment I, Technical Specifications/Scope of Services.
3. A statement certifying that the Respondent has or will have a minimum of the required two-hundred fifty (250) new GPS tracking units for transition on to DJJ youth ordered for ACTIVE electronic monitoring, plus twenty percent (20%) which is a total of fifty (50) new GPS tracking units (for backup in the Circuits) for a final total of three hundred (300) new GPS tracking units available at the Contract start date, and shall certify the Respondent is capable of providing all necessary equipment. In addition, the Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than sixty-one (61) ninety-one (91) days after Contract execution (anticipated to be July 1, 2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by September 1, 2016 October 1, 2016.
UPDATE: 3. A statement certifying that the Respondent has or will have a
minimum of the required two-hundred fifty (250) new GPS tracking units for transition onto DJJ youth ordered for ACTIVE electronic monitoring, plus twenty percent (20%) which is a total of fifty (50) GPS tracking units (for backup in the Circuits) for a final total of three hundred (300) new GPS tracking units available at the resulting Contract start date, and shall certify the Respondent is capable of providing all necessary equipment. In addition, the Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than sixty-one (61) ninety-one (91) days after Contract execution (anticipated to be 7/1/2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by 9/1/2016 10/01/2016.
UPDATE: 4. GPS/EM Service Implementation Schedule Provide a description of the timeframes and tasks to be employed for the
implementation of services, as soon as possible, starting with the resulting
Contract execution date. Include timeframes for delivery of new tracking unit
equipment, transition of new equipment to youth, software installation (if
applicable), initial training statewide, and any other tasks (as applicable)
required during the sixty-one (61) ninety-one (91) day transition period to
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ensure full GPS/EM services as specified under the new Contract are
delivered by September 1, 2016 October 1, 2016.
5. Estimated Quantities a. Provide a description of the Respondent’s ability to provide the
required two hundred fifty (250) active tracking units with fifty (50) back up units in Circuit inventory for a total of three hundred (300) monitoring tracking units to start transition to new equipment on the resulting Contract start date anticipated to be July 1, 2016 and be fully operational statewide with back-up inventory in place by September 1, 2016 October 1, 2016.
Telephone #:___________________________; If available (1-800) ________________________
2. I, ___________________________, certify that the Respondent known as ___________________________________ has business/corporate experience of at least three (3) years of within the last five (5) years providing electronic monitoring services with active GPS tracking units to correctional, criminal justice or law enforcement agencies, similar to the services described in Attachment I, Technical Specifications/Scope of Services.
3. I, ___________________________, certify that the Respondent known as ___________________________________ has or will have a minimum of two-hundred fifty (250) new active GPS tracking units for transition onto DJJ youth ordered for ACTIVE electronic
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monitoring, plus an additional twenty percent (20%) which is a total of fifty (50) GPS tracking units (for back-up in the Circuits) for a final total of three hundred (300) new active GPS tracking units available at the resulting Contract start date (July 1, 2016), and shall certify that the Respondent is capable of providing all necessary equipment. In addition, Respondent shall certify that units will be delivered, Department staff trained, and the physical transition of current EM youth to the new tracking units shall be completed no later than ninety-one (91) days after the resulting Contract execution (anticipated to be July 1, 2016) so that full service operations with monitoring of youth statewide will be transitioned to the new equipment and the new service Respondent (as applicable) by October 1, 2016.
4. I, _____________________________, certify that the Respondent known as ____________________________________ is proposing equipment, systems and service delivery that will meet or exceed the minimum requirements and technical specifications in Attachment I and that the Respondent is the Original Equipment Manufacturer (OEM) of the GPS/EM tracking unit equipment (or has submitted the Attachment R, which indicates support from the OEM for the Contract term, if the Respondent is not the OEM of the equipment) and that the Respondent’s proposed system, equipment and technology is the latest technology and all GPS/EM and AM tracking units are NEW (unused) and are in proper working order, clean, and free from defects of features affecting appearance, serviceability, or the safety of the youth in normal intended use.
SIGNATURE:
PRINTED NAME:
TITLE: ______
DATE:
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ATTACHMENT O - REVISED #2 RFP/BID RESPONSE CROSS REFERENCE TABLE
RFP DOCUMENTATION
(TO BE COMPLETED BY DEPARTMENT)
LOCATION IN BID RESPONSE
(TO BE COMPLETED BY PROSPECTIVE RESPONDENT)
SECTION/PART
SUBJECT
MANDATORY
CRITERIA
(X FOR YES)
PAGE
NUMBE
RS
SECTIONS/PARTS
GENERAL BID RESPONSE
REQUIREMENTS
PLEASE NOTE: General Response Requirements that are checked as Mandatory Criteria must be provided by the prospective Respondent to be
considered responsive to this RFP. Failure to provide the required mandatory documentation will result in a response not being evaluated and rejected as
non-responsive.
Attachment B,
Section XX, B.
Revised #2 Cross Reference Table (Attachment
O)
Attachment B,
Section XX, A.
Transmittal Letter containing all the information
required by Section XX. A.
Attachment B,
Section V., B.;
Section XX, C.
MANDATORY – Attachment C – Revised #2
Certification of Experience/Mandatory
Statements to include the next four (4) items
listed below.
X
Attachment B,
Section V., B., 1.;
Section XX, C., 1.
Address (city, state, zip, phone, 800#, if
available) of the Respondent’s GPS/EM
monitoring center demonstrating the center is
located within the United States.
X
Attachment B,
Section V., B., 2.
and Section XX,
C., 2.
A statement certifying that the Respondent has
experience of at least three (3) years of
business/corporate experience within the last
five (5) years providing electronic monitoring
services with GPS/EM tracking units to
correctional, criminal justice or law enforcement
agencies, similar to the services described in
X
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Attachment I, Technical Specifications/Scope of
Services.
Attachment B,
Section V., B., 3.
and Section XX,
C., 3.
A statement certifying that the Respondent will
have a minimum of the required two-hundred
fifty (250) new GPS/EM tracking units for
transition on to DJJ youth ordered for ACTIVE
electronic monitoring, plus twenty percent
(20%) which is a total of fifty (50) GPS/EM
tracking units (for backup in the Circuits) for a
final total of three hundred (300) new GPS/EM
tracking units available at Contract start date,
and shall certify the Respondent is capable of
providing all necessary equipment. In addition,
the Respondent shall certify that units will be
delivered, Department staff trained, and the
physical transition of current EM youth to the
new tracking units shall be completed no later
than ninety-one (91) days after the resulting
Contract execution (anticipated to be July 1,
2016) so that full service operations with
monitoring of youth statewide will be
transitioned to the new equipment and the new
service Respondent (as applicable) by October
1, 2016.
X
Attachment B,
Section V., B., 4.
and Section XX,
C., 4.
A statement certifying that the Respondent’s
technical specifications and service delivery
meet or exceed the minimum requirements in
Attachment I and that the Respondent is the
Original Equipment Manufacturer (OEM) of
the tracking unit equipment (or has submitted
Attachment R, Original Equipment
Manufacturer’s Certification, which indicates
support from the OEM for the Contract term if
the Respondent is not the OEM of the
equipment) and that the Respondent’s
proposed system, equipment and technology is
of the latest technology and all tracking units are
X
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NEW (unused) and are in proper working order,
clean and free from defects of features affecting
appearance, serviceability, or the safety of the
youth in normal intended use.
Attachment B,
Section V., C. and
XX., E.
MANDATORY - Attachment E – Revised Client
Contact List with a minimum of three (3) client
contacts.
X
Attachment B,
Section V., D. and
Section XX, G. 1.
a.
MANDATORY - Attachment J – A completed &
signed copy of the Attachment J – Revised Price
Sheet #1 with the per diem price for active
GPS/EM monitoring, as balance of line (not
included in award) a price for alcohol monitoring
units and services (daily rate), and slide scale
rates for the GPS Active Units should the
Department order more than two-hundred fifty
(250) active units.
X
Attachment B,
Section V., E. and
Section XX, G., 1.
b.
MANDATORY - Attachment J – A completed &
signed copy of the Attachment J – Revised Price
Sheet #2 with prices to be charged for lost,
stolen or damaged GPS/EM equipment and for
Alcohol Monitoring equipment.
X
Attachment B,
Section V. F
Section XX G., 2.
MANDATORY - Financial Documentation:
Supplier Qualifier Report (SQR) or
documentation to determine financial viability.
X
Attachment B,
Section XX. G., 3.
Certified Minority Business (CMBE) Utilization
Plan
Attachment B,
Section XX, D.
Certificate of Drug-Free Workplace
Attachment B,
Section XX, F., 1.
Technical Response Introductory Statement
TECHNICAL BID RESPONSE (SUGGESTED
DOCUMENTATION*)
*PLEASE NOTE: Respondent is requested to provide evidence of existing documentation (plans, resumes, charts, etc.) as requested in this cross-
reference table and addressed below. This will include technical documentation, product literature, system specifications, schedules, proposed staff
contracts, job description etc. Include all relevant information that will assist us in reviewing the response. Failure to provide information as requested may
result in Respondent deemed non-responsive/responsible. If prospective Respondent is selected for Contract award, the proposed service and all
elements thereof will be incorporated by reference into the resulting Contract, unless they do not otherwise meet the terms and conditions of this RFP.
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Category #1: Management Capability
Attachment B,
Section XX, F. 2
Describe your company’s management
capability to manage/control the services to be
provided.
Attachment B,
Section XX, F. 2
Describe your organizational structure and
provide an organizational chart and leadership
staff’s qualifications that indicate sufficient
management capability to perform the services
required.
Attachment B,
Section XX, F. 2
Describe your corporate oversight and support
for the services to be provided.
Attachment I,
Section III. M.
Provide a copy of your quality assurance
program that meets or exceeds the
requirements.
Category #2: Experience
Attachment B,
Section XX, F., 3.
Describe in narrative form your experience
working with criminal justice entities during the
last five (5) years providing GPS/EM electronic
monitoring services, including the provision of
the GPS/EM system, with active monitoring
equipment and operation of a 24/7 monitoring
center meeting or exceeding the experience
requirements of this RFP. This information must
be supported by your references and GPS/EM
Contracts contact list.
Attachment B,
Section XX, F., 3.
Describe, by geographic area, the scope of your
most recent Contract that is similar in size to the
active tracking units with fifty (50) back up units
in Circuit inventory for a total of three hundred
(300) monitoring tracking units to start transition
to new equipment on the resulting Contract start
date anticipated to be July 1, 2016 and be fully
operational statewide with back-up inventory in
place by October 1, 2016.
Attachment B,
Section XX, F., 5.;
Attachment I,
Section I., A., 5.
Describe your organization’s understanding of
the Department’s service needs (daily units of
service as per Attachment I, Section A., 5.) and
how the specific need for daily GPS/EM
monitoring services for youth are dependent
upon court order and youth eligibility for
services. The Department cannot guarantee a
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certain number of daily service units (active)
under the resulting Contract.
Attachment B,
Section XX, F., 5.;
Attachment I,
Section I., A., 5.
Describe your organization’s understanding of
the Department’s Alcohol Monitoring service
needs and how the specific need for alcohol
monitoring units for youth is balance of line to
the main service being procured here and that
services units shall be based upon request of
the Circuits.
Category 5: Technical
Specifications/Services to be Provided
Attachment B,
Section XX, F., 6.;
Attachment I,
Section I., B., 1.
Provide a detailed description of how the
Respondent’s proposed GPS/EM service meets
or exceeds the requirements in Attachment I,
Section III, for GPS/EM for juvenile youth
throughout the State of Florida.
Attachment B,
Section XX, F., 6.;
Attachment I,
Section I., B., 2.
Provide a detailed description of the
Respondent’s proposed GPS/EM tracking unit
equipment that includes
transmitter/receiver/dialer with capability to
provide alert/alarms to youth through vibration,
LED lights, and or voice (active or pre-recorded)
notification.
Category 6: General System Specifications
(GPS/EM)
Attachment B,
Section XX, F., 7.;
Attachment I,
Section III., A., 1.
Provide a detailed description of the
Respondent’s automated GPS/EM monitoring
system that meets or exceeds all requirements
and provide a description of all technical
specifications of the system addressed in
Section III., A., 1., specifically:
a. Describe the web-based secure (password protected) system and required security features of the system. Include a description of how security codes will be provided for DJJ staff with authority from the Department to access the system.
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b. Provide a chart of the multiple data fields (and size) in the systems database to be used for reporting. Note: Final fields must receive DJJ approval and is subject to change.
c. Describe the mapping software to be utilized and provide examples of specific locations within the State of Florida, both intercity and in rural areas.
d. Describe the secure database and how historical transactional records are retained.
e. Describe the capability of recording every human voice call in and retaining such records.
f. Describe the system monitoring in real time for active units and include when location points are downloaded for active GPS/EM units.
Category 7: System User Interface
Attachment B,
Section XX, F., 8.;
Attachment I,
Section III., 2.
Provide a detailed description of the
Respondent’s GPS system interface and
system software that meets or exceeds all
requirements specifically including enrollment,
tracking locations and mapping software; and
provide sample screen shots.
Category 8: General Equipment
Requirements
Attachment B,
Section XX, F., 9.;
Attachment I,
Section III., B., 1.
Provide a detailed description of the
Respondent’s tracking unit equipment
specifications that meets or exceeds all
requirements, specifically:
a. Identify the equipment to be used by name of product, and name of manufacturer for GPS/EM;
b. Provide OEM’s specifications and literature on all equipment proposed for GPS/EM, or Attachment R to show OEM support for the GPS/EM equipment; and
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c. Provide copies of required licensing by the Federal Communications Commission (FCC) for the equipment proposed for GPS/EM.
Category 9: Tracking Device
Attachment B,
Section XX, F.,
10.;
Attachment I,
Section III., B., 2.
Provide a detailed description of the
Respondent’s proposed tracking unit
equipment including:
a. Information relative to the use of cellular telephone service; what cellular communication network will be utilized, i.e., Global Systems Mobile Network (GSM), Cell Division Multiple Access (CDMA) network, etc. and the Respondent of Cellular service;
b. Provide a description of how the equipment reacts to loss of GPS/EM signal;
c. Describe the type of supplemental tracking technologies that will be utilized to reduce signal loss;
d. Provide a description of the method(s) for DJJ staff to utilize to securely size and install the equipment securely to youth. Include the list of tools necessary for installation of any of the monitoring unit equipment; and
e. Describe the battery powering of the unit and identify when units should be replaced to avoid failure of the unit due to loss of battery power.
f. Provide a detailed description of the straps and accessories, required for use with the monitoring unit that meets or exceeds all requirements.
Category 10: Equipment
Backup/Replacement Inventory
Attachment B,
Section XX, F.,
11.;
Provide a detailed description of the
Respondent’s method and approach for
maintaining a backup/replacement inventory in
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Attachment I,
Section III., B., 6.
each of the Detention Centers that meets or
exceeds all requirements and specifically
provide a description of the method and courier,
if applicable, of replacing equipment overnight.
Describe the quarterly monitoring process to
ensure that back/up replacement units are
maintained at the required twenty percent (20%)
for each Circuit.
Category 11: Lost, Stolen or Damaged
Equipment
Attachment B,
Section XX, F.,
12.;
Attachment I,
Section III., B., 7.
Describe your understanding of how the
required fifteen percent (15%) allowance will be
allocated against the Contract for lost, stolen, or
damaged equipment and describe the ongoing
inventory process for maintaining and tracking
equipment utilized by the Contract, in a timely
manner, with time frames for providing inventory
lists and invoices for Lost, Stolen or Damaged
equipment to the Department.
Category 12: System/Equipment Technical
Assistance
Attachment B,
Section XX, F.,
13.;
Attachment I,
Section III., C.
Provide a detailed description of the
Respondent’s approach for delivery of
Technical Assistance and Support that meets or
exceeds all requirements.
Category 13: Monitoring and Notification
Attachment B,
Section XX, F.,
14.;
Attachment I,
Section III., D
Provide a detailed description of how the
Respondent performs Monitoring and
Notification to the youth and the Department of
alerts/alarms that meets or exceeds
requirements. Specifically, chart the methods
and time frames for notifications for each
identified alert/alarm. Indicate on the chart,
which, if any, of the alerts and alarms can be
modified to meet Department needs and time
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frames for notifications and the time needed to
customize as necessary.
Category 14: Alarm Processing
Requirements
Attachment B,
Section XX, F.,
15.;
Attachment I,
Section III., E.
Provide a detailed description of how the
Respondent’s GPS/EM system Alert/Alarm
Processing meets or exceeds all requirements
and specifically chart the descriptions, methods
of processing alerts/alarms, and time frames,
for each type of alarm/alert provided by your
system. List the alerts/alarms requiring an initial
response by the Respondent’s monitoring
center staff and methods for resolving those
alerts/alarms directly with youth, including how
it is documented by Respondent. Describe the
process utilized to notify the Department and/or
the juvenile when an alert/alarm occurs and/or
is resolved. Provide a copy of Respondents
“Quick List of Steps to be Taken for Youth to
Resolve Alerts/Alarms” as required.
Category 15: Respondent Monitoring Center
Requirements
Attachment B,
Section XX, F.,
16.;
Attachment I,
Section III., F.,
Provide a detailed description of the
Respondent’s method and approach for
meeting or exceeding all Monitoring Center
requirements and specifically describe
monitoring center services, training; help desk
functions, hours of operations, backup power,
etc. that meet or exceeds all the requirements.
Provide a copy of the staffing plan for monitoring
services twenty-four (24) hours a day, seven (7)
days a week, including holidays and supervisory
structure at the center.
Provide a copy of the staffing plan for monitoring
services twenty-four (24) hours a day, seven (7)
days a week, including holidays and supervisory
structure at the center. Provide your monitoring
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centers dedicated toll-free telephone number to
be supplied to Department youth for alarm
notification resolution. Describe your system
redundancy (data storage, servers, duplicate
computers and other redundant equipment to
ensure uninterrupted services. Also, provide
the secondary back-up monitoring center
location meeting the RFP requirements.
Describe the method by which your monitoring
center will verify a phone call or text message
acknowledging that alarm notifications were
received and acknowledged by Department
staff. Describe your redundant inbound and
outbound communication services that meet or
exceed the requirements. Provide a copy of
your monitoring center’s Disaster Recovery plan
and the GPS/EM Systems Network Security,
Application Security and Data Transmission and
Data Security policy and procedures and
Continuity of Operations Plan (COOP).
Category 16: System/Data Reporting
Requirements
Attachment B,
Section XX, F.,
17.;
Attachment I,
Section III., G.
Provide a detailed description of their
understanding of and approach for
providing/meeting all system data requirements.
Category 17: System and Respondent
Generated Reports
Attachment B,
Section XX, F.,
18.;
Attachment I,
Section III., H. and
I.
Provide a detailed description of their
understanding of and approach for meeting or
exceeding all reporting requirements and
specifically provide sample copies of report
formats (as generally described). Include both
Respondent generated reports and system
generated reports.
Category 18: Training and Training Manuals
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Attachment B,
Section XX, F.,
19.;
Attachment I,
Section III., J.
Provide a detailed description how your
organization will meet all training requirements
for new equipment and system operations.
Include the following:
Provide a proposed training schedule for
Probation Offices and Detention facilities,
specifically addressing when training will be
performed during the transition period. Include
requirements for training staff at each Probation
Office and Detention Center – i.e. computer, etc.
Provide a copy of the training curriculum.
Category 19: Staffing Requirements
Attachment B,
Section XX, F.,
20.;
Attachment I,
Section IV. A.
Provide the name, resume, job description and
office location of the proposed DJJ dedicated
full time equivalent (FTE) Account Manager(s)
that will be directly responsible for overall
operational performance of the resulting
Contract, including account management,
troubleshooting, training and any other
responsibilities required to ensure Contract
success. Provide a plan for the dedicated
Account Manager(s) to hold monthly
meetings/conference calls with the Chief
Probation Officer or designee in each Circuit to
review the monthly equipment usage, improve
performance and maintain appropriate levels of
back-up inventory, and conduct internal
activities to improve performance, maintain
appropriate inventory levels and minimize lost,
stolen or damaged equipment in each circuit.
INFORMATION
ONLY BALANCE
OF LINE
ALCOHOL MONITORING SERVICES (For
Information Purposes only)
INFORMATION
ONLY BALANCE
OF LINE
Identify, if AM services are to be provided
directly by Respondent or subcontracted. If
subcontracted, identify the name of the
Subcontractor, Equipment Name, if applicable,
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and Contact for ordering equipment and
troubleshooting AM units. Note: The Provider
is still 100% responsible for the AM services.
(Respondent shall submit Attachment R, which
indicates support from the OEM for the Contract
term if the Respondent is not the OEM of the AM
equipment.)
INFORMATION
ONLY BALANCE
OF LINE
Provide literature on the Equipment and
Services, including an Attachment R to show
OEM support for the AM equipment.
INFORMATION
ONLY BALANCE
OF LINE
Identify the number of AM units that will be
available for DJJ use and transition to youth on
the resulting Contract Start Date.
INFORMATION
ONLY BALANCE
OF LINE
Describe how the AM unit communicates with
the youth and how the unit communicates with
the Monitoring Center.
INFORMATION
ONLY BALANCE
OF LINE
Describe any reports that will be provided on AM
monitored youth.
INFORMATION
ONLY BALANCE
OF LINE
Describe if the AM monitoring system is web-
based and functionality of web-based system.
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ATTACHMENT P REVISED #2 EVALUATION QUESTIONS/CONSIDERATIONS
STATEWIDE GLOBAL POSITIONING SATELLITE ELECTRONIC MONITORING AND ALCOHOL MONITORING SERVICES
EVALUATION QUESTIONS
CATEGORY #1: Management Capability Consideration 1.1: To what extent does the proposal describe the Respondent's management capability
to ensure sufficient oversight and manage/control of the program to obtain optimum service delivery?
(Weighted: 6 Max Pts: 30) Consideration 1.2: To what extent does the Respondent’s proposed organizational structure (as indicated in the organizational chart and leadership staff’s qualifications) indicate sufficient management capability to perform the services required by the RFP? (Weighted: 6 Max Pts: 30) Consideration 1.3: To what extent does the proposal clearly identify corporate oversight and support for the program? (Weighted: 5 Max Pts: 25) Consideration 1.4: To what extent does the Respondent’s internal quality improvement process indicate processes to identify problems and improve processes? (Weighted: 6 Max Pts: 30) CATEGORY #2: Experience Consideration 2.1: To what extent does the Respondent’s background and experience demonstrate that the Respondent will deliver and achieve the services sought by this RFP, including total years of
experience, type of services provided (active, passive, radio frequency, GPS/EM, etc.)? Does past experience meet or exceed requirements of the RFP? (Weighted: 7 Max Pts: 35) Consideration 2.2: To what extent does the Respondent demonstrate past experience providing GPS services similar in size and scope to the Department’s statewide operational needs and requirements in
this RFP, considering the previous Contract size, scope and geographic area of coverage? Does past
experience meet or exceed requirements of this RFP as related to geographic size comparable to the
Department’s need? (Weighted: 7 Max Pts: 35) Consideration 2.3: To what extent does the Respondent demonstrate experience providing GPS services to a population similar in size and scope to the requirements in this RFP, considering the type of criminal justice population, whether GPS monitoring/EM was for adults or youth, and the number of equipment units in place. Does past experience meet or exceed requirements of the RFP as related to population? (Weighted: 8 Max Pts: 40) Consideration 2.4: To what extent did past experience and provision of services including all service components; i.e., the system, the tracking unit equipment and the operation of a twenty-four (24) hour/seven
(7) days a week monitoring center meet or exceed requirements of this RFP and was past experience self-operated or subcontracted? (Weighted: 6 Max Pts: 30) CATEGORY #3: GPS/EM Service Implementation Schedule Consideration 3.1: To what extent does the Respondent’s service implementation plan and currently available equipment indicate that GPS electronic monitoring services can be implemented in the time
frames and in the specific locations as required by this RFP? (Weighted: 7 Max Pts: 35)
Category #4: Estimated Quantities Consideration 4.1: To what extent does the Respondent demonstrate that they can provide the required two hundred fifty (250) active monitoring tracking units plus the required fifty (50) units for backup in Circuit inventory and start transition to new equipment on the resulting Contract start date (estimated to be July 1, 2016) and be fully operational statewide with back-up inventory in place by October 1, 2016? (Weighted: 9 Max Pts: 45)
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Consideration 4.2: To what extent does the Respondent acknowledge and indicate understanding of how the specific need for daily monitoring services for youth are dependent upon court order and youth eligibility for services. (Weighted: 5 Max Pts: 25) Consideration 4.3: To what extent does the Respondent description of the Department’s need for Alcohol
Monitoring (AM) as balance of line meet or exceed the requirements of this RFP and is based upon the request of the Circuits (no guarantee) and the purpose of what the AM units should do while on the youth? (Weighted: 2 Max Pts: 10) CATEGORY #5: Technical Specifications/Services to be Provided Consideration 5.1: To what extent does the service proposed meet or exceed the requirements in Attachment I, Section III for GPS/EM for juvenile youth throughout the State of Florida. Consider: If the proposed service is inclusive of all technology, equipment, systems, related support, data storage and includes a fully staffed, (twenty-four (24) hours a day), monitoring center. If all components of GPS service required as described and if components are directly provided or if parts or components are subcontracted and if the ongoing system and equipment updating and maintenance requirements and if these components are within the control of the Respondent. (Weighted: 10 Max Pts: 50) Consideration 5.2: To what extent does the tracking unit/equipment proposed meet or exceed the minimum requirement (vibration, LED Lights and/or voice (active or pre-recorded)) for understandable communication on alerts/alarms directly with the youth being monitored? Consider whether or not the manner of communication meets or exceeds the Department’s need for direct recognizable communication. (Weighted: 11 Max Pts: 55) CATEGORY #6: General System Specifications (GPS/EM) Consideration 6.1: To what extent does the GPS service proposed meet or exceed the requirements in Attachment I, Section III for GPS for a secure system and does the system proposed meet the requirements of this RFP as it relates to security, date fields for reporting, mapping software, a secure database and historical transaction records, recording human voice call-in and monitoring in real time for active units and providing location points? (Weighted: 30 Max Pts: 150) CATEGORY #7: System User Interface Consideration 7.1: To what extent does the Respondent’s system interface and system software meet or exceed the requirements of this RFP including enrollment, tracking locations and mapping software, as demonstrated with screen shots? (Weighted: 8 Max Pts: 40) CATEGORY #8: General Equipment Requirements: Consideration 8.1: To what extent does the Respondent’s monitoring/tracking unit equipment meet or exceed the requirements of this RFP? (One (1) piece unit required) Does the description contain the name of the product? To what extent does the Respondent thoroughly describe the unit’s specifications in literature and has the Respondent provided the required licensing information from the Federal Communications Commission (FCC)? (Weighted: 8 Max Pts: 40) CATEGORY #9: Tracking Device Consideration 9.1: To what extent does the Respondent’s monitoring/tracking unit equipment meet or exceed the requirements of this RFP for continuous tracking of youth? Does the description indicate cellular service coverage and network to be utilized? Is there coverage indicated for the entire state’s geographical area, and does the tracking’s unit’s communication with the satellite, when outside coverage areas, meet or exceed the RFP requirements (for when the tracking unit re-engages the monitoring center)? Does the equipment react to loss of GPS/EM schedule as required and are there other technologies available to be used with loss of signal? (Weighted: 8 Max Pts: 40) Consideration 9.2: To what extent does the Respondent’s description of method of installation to be used by DJJ staff demonstrate ease of installation and indicate required tools for that activity? (Weighted: 5 Max Pts: 25) Consideration 9.3: To what extent does the unit’s battery meet the requirements of this RFP and does the battery last as long as required by this RFP? (Weighted: 8 Max Pts: 40)
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Consideration 9.4: To what extent do the straps and accessories required for use of the monitoring/tracking unit meet or exceed the requirements of this RFP? (Weighted: 6 Max Pts: 30) CATEGORY #10: Equipment Backup/Replacement Inventory Consideration 10.1: To what extent does the Respondent’s methods for maintaining backup/replacement inventory in each Circuit meet or exceed requirements of this RFP, specifically method of how equipment will be shipped overnight, and the monitoring process required monthly by the Account Manager with each Circuit to ensure appropriate percentage of backup/replacement units are maintained? (Weighted: 6 Max Pts: 30) CATEGORY #11: Lost, Stolen or Damaged Equipment Consideration 11.1: To what extent does the Respondent’s method for maintaining an up to date inventory and reporting any lost, stolen, or damaged equipment as required by this RFP? (Weighted: 6 Max Pts: 30) CATEGORY #12: System/Equipment Technical Assistance Consideration 12.1: To what extent does the Respondent’s approach to Technical Assistance and Support meet or exceed the requirements of this RFP? (Weighted: 4 Max Pts: 20) CATEGORY #13: Monitoring and Notification Consideration 13.1: To what extent does the Respondent’s monitoring and notification to the youth and Department of alerts/alarms meet or exceed the requirements of this RFP. Are the methods and time frames for notification consistent with RFP requirements and can they be modified/customized to meet the Department’s needs? (Weighted: 7 Max Pts: 35) CATEGORY #14: Alarm Processing Requirements Consideration 14.1: To what extent does the Respondent’s systems and protocols for processing alerts/alarms meet or exceed this RFP requirements? Are the methods and time frames for notification consistent with RFP requirements? Are there specific guidelines for monitoring staff to respond on the initial alerts/alarms and are there methods identified for resolving alerts/alarms with the youth? Are the quick steps to resolve easy for a youth to follow? Are there documentation requirements about alert/alarm resolution? (Weighted: 8 Max Pts: 40) CATEGORY #15: Respondent Monitoring Center Requirements Consideration 15.1: To what extent does the Respondent’s proposed monitoring center meet or exceed this RFP requirements, specifically the staffing monitoring services, training, help desk function, hours of operations, back-up power, redundancy, disaster recovery, data storage and toll free number? (Weighted: 12 Max Pts: 60) CATEGORY #16: System/Data Reporting Requirements Consideration 16.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all system data requirements including collection of data and location tracking points? (Weighted: 4 Max Pts: 20) CATEGORY #17: System and Respondent Generated Reports Consideration 17.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all reporting requirements in this RFP, specifically for Respondent generated and system generated reports? Are sample reports understandable? (Weighted: 7 Max Pts: 35) CATEGORY #18: Training and Training Manuals Consideration 18.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting the specific training requirements for new staff including a training schedule that allows for transition in ninety-one (91) days? Is the training curriculum user friendly? (Weighted: 8 Max Pts: 40) CATEGORY #19: Staffing Requirements Consideration 19.1: To what extent does the job description of the proposed Account Manager(s) describe appropriate duties and responsibilities that will assist in the overall success of the GPS/EM contracted
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services? To what extent will the Respondent’s plan for monthly conference calls/meetings, with the Chief Probation Officer (CPO) or designee in each Circuit to review monthly equipment usage, and inventory, including identification of all lost, stolen or damaged equipment as of the date of each meeting/call, describe activities that will assist in management of inventory and reduce lost/stolen or damaged equipment? (Weighted: 6 Max Pts: 30)
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RFP #10347 GPS Electronic Monitoring And Alcohol Monitoring Services
Questions submitted by Prospective Respondents
(Questions are presented in exact manner received.)
SENTINEL – RECEIVED ON 02/02/2016
Question #30 RFP page 21 calls out (underlines added for emphasis) “F. Technical Proposal - Volume 1, Tabs 3 9. General Equipment Requirements Provide a detail description of the Respondent’s proposed equipment (one (1) or two (2) piece unit) specifications that meet or exceeds all requirements, specially:… b. Provide OEM’s specifications and literature on all equipment proposed for GPS/EM.”
RFP page 24, item 18 calls out “System and Respondent Generated Reports.” Additionally, RFP “ATTACHMENT D - EVALUATION CRITERIA” calls out “System and Respondent Generated Reports.” Additionally, Attachment O calls out “Category 17: System and Respondent Generated Reports…Attachment B, Section XX, F., 18.; Attachment I, Section III., H. and I…Provide a detailed description of their understanding of and approach for meeting or exceeding all reporting requirements and specifically provide sample copies of report formats (as generally described). Include both Respondent generated reports and system generated reports.” Additionally, RFP page 53 calls out “CATEGORY #17: System and Respondent Generated Reports Consideration 17.1: To what extent does the Respondent demonstrate an understanding of and approach to meeting all reporting requirements in this RFP, specification for Respondent generated and system generated report? Are sample reports understandable? (Weighted: 7 Max Pts: 35)“ Additionally, RFP page 57 calls out “III. SERVICE TASKS, A. System Requirements, 1. General System(s) Specifications:…c. The GPS/EM system shall provide the capability for the Department to download data and reports from the database, through secured internet access, as outlined in Section III, H (System Generated Reports).” Additionally, RFP pages 68 & 69 calls out “H. System Generated.” Additionally, RFP pages 73, and 75 call out “System Generated Reports” A. Upon the basis that some of FL DJJ’s required “System and Provider Generated
Reports” may be unique and require development, to ensure a competitive RFP for both prospective new contractors as well as the incumbent Contractor/Provider, will FL DJJ evaluate equally, proposals that confirm to implement all specified data fields within the first 60 days of the new contract? If not, what timeline is FL DJJ willing to reasonably accept with regard to development of required data fields?
B. In the absence of affirmative “Yes” responses to item “a” immediately above, upon the basis that this is an RFP whereby FL DJJ can score/rank different proposal approaches as they deem best, to enable compliant competition, will FL DJJ amend this mandatory “shall” requirement to rather to read as a desirable requirement as follows? “shall should” thus enabling FL DJJ to evaluate both approaches and score/rank different proposal approaches as they deem best?
Answer #30 A. All report samples can be developed as examples for the response, however, report and data fields must be available from the successful Respondent starting during the transition period. The Department will not allow sixty (60) days to develop the reports and data fields stated in the RFP. The Department has changed the calendar to reflect a ninety-one (91) day transition period, which will provide time for the successful Respondent to customize their system to provide the report fields.
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B. No. The reports must be available on the Contract Start Date and therefore the data fields must also be available. At a minimum, the reports in the RFP outline the data fields that must be provided. by the start date of services (the end of the ninety-one (91) day transition period), which is anticipated to be October 1, 2016. The data fields identified in the reporting sections of the RFP must be developed at that time for services to be implemented. This additional time will allow for any customization needed for data fields outlined in the reporting sections of this RFP.
BI INCORPORATED – RECEIVED ON 02/15/2016 Question #65 Reference RFP Section IV., A—General Information 30 day transition period, page 12:
We understand the Department stated during the pre-bid meeting they would like all of its unique software needs to be operational at contract award. Many of these may have been customized by the incumbent over time to meet the needs of the Department. While incumbents have an inherent competitive advantage with most procurements, this seems to create an unreasonable and likely unintended advantage. It would require all prospective respondents to spend resources and develop such customized features prior to a contract award. Further, and more importantly, many such software and systems customized development necessitates the vendor’s IT staff to communicate with the Department to complete.
a. Will the Department allow for mutually agreeable development timelines after
notice of award? b. Will the Department allow vendors willing to make an investment prior to award,
the opportunity to begin regular communications with IT staff, and gain access to internal systems, etc. during the procurement process?
Answer #65 a. See the revisions in this Addendum regarding the Transitional period, which has been advanced to sixty-one (61) ninety-one (91) days.
b. The Department would like Respondent’s proposing to have their EM GPS System software operational at the time of Contract award fully operational with reporting capability by the start date of services (the end of the ninety-one (91) day transition period), which is anticipated to be October 1, 2016, but that date may be adjusted based on the Contract Execution Date. The Department will evaluate any system that meets the minimum specifications for software; any customization after award will be mutually determined by the Respondent and the Department, and time frames will be addressed at that time.
3M ELECTRONIC MONITORING – RECEIVED ON 02/15/2016
Question #96 Regarding Page 54, (A4) Service Implementation: the Department will allow a thirty (30) day service transition . . . .
With a large state and multiple training schedules to coordinate, training is likely
to take longer than specified. Will the State please change the specification
regarding implementation to begin May 1st and be completed within 90 days?
Answer #96 See Revisions to this in the RFP included with this Addendum. The Department is changing the transition period to sixty-one (61) ninety-one (91) days, so all services must be fully operational under the new Provider by September 1, 2016 October 1, 2016.
Question #106
Does the State anticipate that if the new equipment option is selected that the State agents will swap out the equipment in all 20 circuits within the current requirement of 30 days?
Answer #106 Please see revision to the RFP allowing sixty-one (61) ninety-one (91) days, thereby allowing sufficient time for training and transition to the new equipment.
Question #109
Will the State please extend the proposal submission date to two full weeks from the date the answers to questions are published?
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Answer #109 The Department will move the Response Due Date and Opening date from March 9, 2016 to March 25, 2016 April 18, 2016. The Calendar of Events will be updated in this Addendum. In addition, the transition date is being increased to sixty-one (61) ninety-one (91) days, moving the full service start date to September 1, 2016 October 1, 2016.
