Attachment A

OMES Central Purchasing | October 2025 Attachment A: Statewide Contract | Page 1 of 5

SOLICITATION NO. EV00000978

STATEWIDE CONTRACT NO. SW1100M

This solicitation is a contract document and is a request for proposal in connection with the contract awarded by the Office of Management and Enterprise Services as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other contract document.

I. PURPOSE

The Office of Management and Enterprise Services (OMES) Central Purchasing division is seeking responses from potential suppliers to provide a contract for the purchase of electronic fingerprinting and affiliates may also utilize this contract on an as-needed basis.

The contract is awarded as a mandatory statewide contract on behalf of the State of Oklahoma’s Office of Management and Enterprise Services (OMES). State affiliates may avail themselves of this contract.

1. Contract Term and Renewal Options.

1.1 The initial contract term, which begins on the execution date of this service agreement through to

09/30/2027, may be extended for up to four one-year options to renew the contract, with the final agreement end date being 09/29/2031.

1.2 Statewide contracts are moving to an annual autorenewal format, instead of manual renewals. No annual renewal notices will be supplied by the state. This does not change any substantive terms and conditions of the contract executed or any previously executed amendments. Should either party decline to renew the contract, a written termination notice shall be sent at least 30 days prior to the end of the contract term.

2. Contract Specifications. Certain contract requirements and terms are attached hereto as Exhibit 1 and incorporated herein.

3. Solicitation Criterion.

3.1 The bid will be evaluated using a best-value criterion, based on the following:

3.1.1 Price

3.1.2 Technical Response

3.1.3 References

3.2 Scope and description. Questions should be concise, identify the relevant document, include specific section references and avoid use of tables or special formatting (use simple lists).

3.2.1 The bid response must reflect for each requirement on Exhibit 1 whether the requirement is met by an out-of-the-box solution or whether it necessitates customization to the bidder’s proposed solution.

3.2.2 The bid response shall show the ability of the bidder to meet or exceed the following mandatory specifications.

3.2.3 Pricing shall be proposed using Exhibit 2, titled “Pricing.”

3.2.4 Pricing shall be proposed as follows:

3.2.4.1 Hardware, Services, Training (if applicable) shall be listed as percentage off list price.

3.2.4.2 Hourly rates and roles for additional professional services in connection with the project, including, without limitation, maintenance and support services and enhancement services to the extent not included in a mutually agreed Statement of Work.

3.2.4.3 Subscription and/or other pricing for post-warranty ongoing maintenance and support.

3.2.5 Pricing shall be proposed as a total firm, fixed cost and include all information concerning fees, other costs and any other information relevant to the total cost.

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3.2.6 Pricing shall be proposed as a detailed hourly breakdown showing the supplier staffing roles necessary to complete the work, the number of hours to be worked by each role, the hourly rate for each role and the total hours to be spent on the project.

3.2.7 Value-added products and/or services within scope of the acquisition may be included in the bid.

3.3 All technical responses. Located in Exhibit 1: Bidder Response Worksheet, Technical Response.

3.4 The response to pricing shall be proposed using Exhibit 2: Pricing.

3.5 Value-added products and/or services within scope of the acquisition are to be included in

Exhibit 2: Pricing.

3.6 Business references are to be included in Exhibit 3: Bidder Reference Worksheet.

3.7 Third-Party vendor information is included in Exhibit 4: Third-Party Supplier Information.

4. Mandatory Specifications

4.1 Scope The scope of procurement is to secure the services from a private Supplier to electronically submit via Livescan, fingerprints and personal information of selected applicants to the OSBI for initiating a State or national criminal history record check as authorized by law. Currently, the OSBI primarily receives fingerprints for non-criminal justice background checks which are subject to billing by the FBI and cost $41 in accordance with 74 O.S. § 150.9.

The Supplier must be capable of submitting police applicant (MAP) fingerprint transactions for contractors and vendors who require access to law enforcement systems. For these transactions, the Supplier shall collect only the rolling and administrative fees described in Attachment C, Section C.4.1 fee should not be collected as a separate fee.

Upon the establishment of any state-specific workflow, the Supplier shall also be capable of submitting fingerprint transactions for the applicable state fingerprint-based background check.

The current applicant fee for a state-specific background check is $19, pursuant to 74 O.S. § 150.9.

This fee will increase to $25 effective November 1, 2026. System of Criminal History Records - Fees for Records or Fingerprint Analysis - Identification Files on Juveniles

The successful Supplier should be prepared to contract with individual State, Local or Tribal Agencies and Affiliates to provide a system and interface that suits each Agency or Affiliate’s needs.

Agency specific needs can be addressed in an Addendum to this contract to meet State of Oklahoma and Federal requirements that are specific to an Agency or Affiliate.

OMES ISD estimates 110,000 to 140,000 criminal history record checks on a yearly basis. This amount could increase or decrease based on use. Below please find, for example purposes only, estimated yearly fingerprints for the agencies listed. Please also understand that not all agencies that require fingerprinting services are documented below.

Board of Nursing – 8,818 Department of Health – 17,914 Oklahoma Health Care Authority – 27 Department of Human Services – 25,941 Tax Commission – 173 Office of Juvenile Affairs- 561 Oklahoma Department of Education – 30,600

4.2 Applicable Documents to Identify Verification Practices

4.2.1 Identity Verification Program Guide from the National Crime Prevention and Privacy Compact Council: https://www.fbi.gov/file-repository/identity-verification-program-guide-booklet.pdf/view

4.2.2 Recording Legible Fingerprints guidelines from the FBI:

https://www.fbi.gov/services/cjis/fingerprints-and-other-biometrics/recording-legible-fingerprints https://www.oscn.net/applications/oscn/DeliverDocument.asp?CiteID=436689 https://www.oscn.net/applications/oscn/DeliverDocument.asp?CiteID=436689 https://www.fbi.gov/file-repository/identity-verification-program-guide-booklet.pdf/view https://www.fbi.gov/services/cjis/fingerprints-and-other-biometrics/recording-legible-fingerprints https://www.fbi.gov/services/cjis/fingerprints-and-other-biometrics/recording-legible-fingerprints

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4.2.3 Compliance Requirements; The Supplier shall comply with all applicable requirements established by the Governmental Technology Application Review Board (GTARB) to ensure responsible, secure, and ethical use of technology solutions implemented under this contract.

Governmental Technology Applications Review Board

4.3 Pricing Requirements

4.3.1 The Supplier shall charge and collect from each applicant the statutory fees required for State and Federal fingerprint-based Criminal History Record Information (CHRI) and shall remit all statutory CHRI fees to the Oklahoma State Bureau of Investigation (OSBI) in accordance with OSBI’s established payment procedures. The Supplier shall also collect its own processing fee, inclusive of the one percent (1%) contract administration fee referenced in Attachment C, Section C.4.2.

The Supplier shall provide applicants with convenient payment options, including but not limited to cash, credit card, money order, or cashier’s check.

Upon request from an authorized agency, the Supplier shall issue an invoice to the requesting agency for the applicant fee, rolling fee, and administrative fee. When invoicing occurs, the Supplier shall: Remit the applicant’s statutory CHRI payment to OSBI; Remit the administrative fee of 1% to the Office of Management and Enterprise Services (OMES); and retain the rolling fee, consistent with contract terms. Convenience Fee for Electronic or Online Transactions and Governmental Technology Applications Review Board

4.3.2 Prospective Suppliers must state what their service fee to the applicants will be.

4.3.3 There will be no costs to State or Affiliate entities related to this contract, unless specified otherwise via Addendum.

4.3.4 The Supplier will provide a yearly report at the time of renewal of all transactions and whether they were accepted or rejected for compliance and performance monitoring. Reports will be sent to strategic.sourcing@omes.ok.gov

4.3.5 The price response should be easily broken out into components that make up the overall cost of the fingerprinting service

4.4 Service Credit for Rejected Transactions

4.4.1 The Supplier will provide a service credit as a percentage of their invoiced or collected scanning processing fees for any month in which the rejection rate for all agencies combined exceeds the specification. If the agency is required to be invoiced per an executed Addendum to the contract, the service credits go to the invoiced Agency. If the Agency or Entity does not execute an Addendum that requires them to be invoiced, the service credits will then go back to the State.

4.4.2 The service credit will be based on a sliding scale. Rejection rates are calculated based on first time rejections for all applicants in the month. Rejection rates will be those determined based on the first-time rejections issued by the Oklahoma State Bureau of Investigation for the ORIs of the contracted agencies. Rejection rates will be calculated for sites operated by the Supplier only. Sites operated by State agencies will not be used in determining the rejection rate.

Target Service Credit < 4.0% 0% 4.0% < 5.0% 1% 5.0% < 6.0% 2% 6.0% < 7.0% 5% 7.0% < 8% 6% >=8% 10%

4.5 Service Credit for Site Location Compliance

https://oklahoma.gov/omes/about-omes/boards-and-commissions/governmental-technology-applications-review-board.html https://www.oscn.net/applications/oscn/deliverdocument.asp?lookup=Previous&listorder=2450&dbCode=STOKST62&year= https://oklahoma.gov/omes/about-omes/boards-and-commissions/governmental-technology-applications-review-board.html https://oklahoma.gov/omes/about-omes/boards-and-commissions/governmental-technology-applications-review-board.html mailto:strategic.sourcing@omes.ok.gov

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4.5.1 The Supplier will provide a service credit to each agency participating in this contract, a percentage of their invoiced scanning fees for the entire state for any month in which they begin to fail to meet established site location criteria for more than seven (7) business days. The service credit will be based on a sliding scale.

4.5.2 Urban applicants are those residing in Counties identified as Metropolitan or Micropolitan Statistical Areas, as established by the US Bureau of the Census, and should have a radius of no greater than thirty (30) miles from the residing county seat to the fingerprint location.

4.5.3 Urban applicants shall not wait more than two (2) business days to obtain a fingerprint appointment.

4.5.4 Urban applicants shall have access to a minimum of seven (7) hours of service per operating day, with no greater than two (2) business days between services.

4.5.5 Rural applicants are those residing in Counties identified as non-Metropolitan or non- Micropolitan Statistical Areas, as established by the US Bureau of the Census, and shall have a radius of no greater than fifty (50) miles from the residing county seat to the fingerprint location.

4.5.6 Rural Applicants shall not wait more than three (3) business days to obtain a fingerprint appointment.

4.5.7 Rural applicants shall have access to a minimum of four (4) hours of service per operating day, with no greater than three (3) business days between services.

4.5.8 For any month beginning in which a site location criterion is not met for more than seven (7) business days, the following sliding scale service credit criteria shall apply to invoiced or collected scanning administrative fees for that month. If the agency is required to be invoiced per an executed Addendum to the contract, the service credits go back to the invoiced Agency. If the Agency or Entity does not execute an Addendum that requires them to be invoiced the service credits will go back to the State.

4.5.9 Where the criteria are not met for a period greater than four weeks, the service credit criteria will apply to each additional month until the site criteria are met.

Weeks out of compliance Service Credit 2 1% 3 2% 4 4% 5 5% 6 6% 7 7% > 7 10%

4.5.10 The State shall be notified by the Supplier within one (1) business day of any site closures.

Where an agency becomes aware of site closure they may contact the Supplier to inquire on the status of the site. If a site closure that will result in the site location criteria to not be met is confirmed, the agency and supplier will notify the OMES CP Contracting Officer. The Supplier shall file a plan with the OMES-CP contracting officer that details the plan for service coverage and/or replacement if an outage of greater than seven business days is expected.

4.5.11 The use of a temporary or mobile site to provide site services is acceptable to satisfy the terms of this section regarding Site Location Compliance.

4.5.12 Require updated list of directory agencies and Points of Contacts that use this contract, whether they are billing or not, be provided to OSBI annually.

4.6 Documentation

4.6.1 All Bid responses should include, as applicable, Service Level Agreements (SLA’s), Billing Information, Documentation, Training, Account Team/Support Provision, Escalation Process and Pricing for each service. Such provisions, SLA’s and other information are subject to negotiation and additional provisions related to hosting services and SLA’s may be required prior to any award being issued.

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4.6.1 A Service Level Agreement (SLA) outlines the minimum service that a customer may expect for services and support.

4.6.2 Billing Information outlines what information is provided in billing and how it is delivered.

4.6.3 Documentation outlines how detailed documents of services that are provided to entities on an on-going basis to include services by location and how information on the account can be obtained.

4.6.4 Training outlines the general requirements for providing training for implementing and using the solution at the End-User level and at Administrative/Operational Personnel levels.

4.6.5 Account Team and Support Provisions outline the Suppliers capabilities of providing world class support and account service.

4.6.6 Escalation Process outlines the predetermined levels of escalation in the event of an emergency.