ADCRR Resubmission.docx
DOCX document 76 KB Posted
- Attached to
- RFID - Inmate Tracking and Management System
- Solicitation number
- BPM005593
- Issued by
- Arizona
About this file
This is a resubmission document from a vendor responding to Request for Proposal No. BPM005593 issued by the Arizona Department of Corrections Rehabilitation & Reentry (ADCRR) Procurement Department for an RFID Inmate Tracking and Management System. The project encompasses the installation of Wi-Fi infrastructure and Guardian RFID inmate tracking systems across multiple correctional facilities throughout Arizona, including locations in Florence, Buckeye, Phoenix, Tucson, Winslow, Douglas, Yuma, Goodyear, and Safford. The vendor proposes a 12-month implementation timeline with an estimated contract start date of November 1, 2023, utilizing four concurrent installation crews to deploy systems across all designated facilities. The project includes internet connectivity installation, Wi-Fi network setup and configuration of access points, and deployment of the Guardian RFID system with a requirement for completely standalone infrastructure separate from existing DOC networks, dark fiber, or conduit. Installation priorities follow Exhibit D of the solicitation requirements, with Wi-Fi installations beginning January 1, 2024, and Guardian RFID go-live dates extending through December 9, 2024.
The resubmitted pricing is based on assumptions of no dark fiber usage and completely separate internet and Wi-Fi infrastructure at each facility, with costs derived from satellite mapping measurements. The vendor provides an updated cost breakout and indicates that specific payment milestones will be negotiated during contract negotiations within state procurement rules and regulations. Wi-Fi equipment suppliers report minimal supply chain delays with 1-2 day lead times for items not on hand. The vendor identified an optional add-on for ID card printers at $3,200 per unit, which were not included in the original RFP requirements. The response includes a comprehensive risk mitigation plan addressing potential obstacles including supply chain disruptions, scope changes, permitting requirements, staffing shortages, facility lockdowns, ISP prioritization delays, and weather events, with corresponding mitigation strategies and revised risk ratings. Financial stability documentation with a calculated Z-Score was provided as a separate confidential document to demonstrate the vendor's fiscal capability.
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Text version
October 16, 2023 Arizona Department of Corrections Rehabilitation & Reentry Procurement Department
Re: Revised Offer for Request for Proposal (RFP) No. BPM005593, RFID – Inmate Tracking and Management System
Dear members of the evaluation committee, Please find updated information regarding your revised offer request. We have answered each question in turn or have indicated that the information requested is in a supplemental document. Please let us know if you have any questions or concerns or would like clarification on anything else.
Sincerely, Ken Dalley Ken Dalley - Chief Executive Officer
1) Provide a breakdown cost estimate as requested in the RFP. Use the provided excel spreadsheet labeled Attachment 11. Additional line items can be added to the excel spreadsheet to address specific WIFI equipment that is not currently called out.
An updated price breakout has been provided. This pricing is based on the assumption of no dark fiber usage and that wholly separate internet and Wi-Fi be established at each facility. These costs are based on measurement information from available satellite maps of each facility.
If selected as vendor, specific payment milestones to be negotiated in good faith during contract negotiations within the boundaries of procurement and state rules and regulations.
2) Provide a milestone breakdown and project timeline for installation and implementation with an estimated contract start date of November 1, 2023. The timeline should not exceed a total of 12 months.
A project plan for all facilities has been prepared including internet installation, setup and configuration of Wi-Fi network and access points, setup and configuration of Gurdian RFID Inmate Tracking System.
| P | PAGE |
| 2 |
© 2021 GUARDIAN RFID. All right reserved. GUARDIAN RFID, Mobile Command, and SPARTAN are U.S. registered trademarks.
Protected by Pat.: 9,483,926; Pat.: 9,396,447; Pat.: 9,251,691; Pat.: 9,024,753; Pat.: 9,024,754 with other patents pending.
This document is propriety and confidential.
| P | PAGE |
| 3 |
© 2021 GUARDIAN RFID. All right reserved. GUARDIAN RFID, Mobile Command, and SPARTAN are U.S. registered trademarks.
Protected by Pat.: 9,483,926; Pat.: 9,396,447; Pat.: 9,251,691; Pat.: 9,024,753; Pat.: 9,024,754 with other patents pending.
This document is propriety and confidential.
3) Provide information on the timeline, including when you plan to install at each location using the priority list found in the Solicitation Requirements Exhibit D, both the WIFI and the RFID installation. How do these things align? Installation at the Browning Unit can be moved down in priority to Item 5, after the Lewis facilities.
The overall project is broken down into 4 teams working concurrently. The expectation is that after contract award, the time between contract execution and the Wi-Fi start date will be used to create more exact project plans based on discussions, measurements, etc.
Crew 1
| Location |
| Wi Fi Start |
| Wi Fi End |
| Guardian RFID Start |
| Guardian RFID Go Live |
| 1 Eyman Browning Unit 4374 E. Butte Ave. Florence, AZ 85132 |
| 1/1/24 |
| 5/20/24 |
| 5/27/24 |
| 7/22/24 |
| 6 Eyman SMU I Unit 4374 E. Butte Ave. |
| 5/20/24 |
| 10/7/24 |
| 10/14/24 |
| 12/9/24 |
Crew 2
| Location |
| Wi Fi Start |
| Wi Fi End |
| Guardian RFID Start |
| Guardian RFID Go Live |
| 2 Lewis Rast Maximum Custody including Watch Cells 26700 S. Highway 85 Buckeye, AZ 85326 |
| 1/1/24 |
| 5/20/24 |
| 5/27/24 |
| 10/14/24 |
| 3 Lewis Morey Detention 26700 S. Highway 85 Buckeye, AZ 85326 |
| 5/20/24 |
| 6/17/24 |
| 6/24/24 |
| 10/14/24 |
| 4 Lewis Stiner Detention 26700 S. Highway 85 Buckeye, AZ 85326 |
| 6/17/24 |
| 7/15/24 |
| 7/22/24 |
| 10/14/24 |
| 5 Lewis Bachman Detention 26700 S. Highway 85 Buckeye, AZ 85326 |
| 7/15/24 |
| 8/12/24 |
| 8/19/24 |
| 10/14/24 |
| 20 Phoenix Complex Watch Cells 2500 E. Van Buren St.Phoenix, AZ 85008 |
| 8/12/24 |
| 9/9/24 |
| 9/16/24 |
| 11/11/24 |
Crew 3
| Location |
| Wi Fi Start |
| Wi Fi End |
| Guardian RFID Start |
| Guardian RFID Go Live |
| 7 Tucson Cimarron Detention 10000 S. Wilmot Rd. Tucson, AZ 85734 |
| 1/1/24 |
| 1/29/24 |
| 2/5/24 |
| 5/27/24 |
| 8 Tucson Manzanita Detention 10000 S. Wilmot Rd. Tucson, AZ 85734 |
| 1/29/24 |
| 2/26/24 |
| 3/4/24 |
| 5/27/24 |
| 9 Tucson Complex Detention Unit 10000 S. Wilmot Rd.Tucson, AZ 85734 |
| 2/26/24 |
| 3/25/24 |
| 4/1/24 |
| 5/27/24 |
| 10 Tucson Rincon Mental Health Watch Cells 10000 S. Wilmot Rd.Tucson, AZ 85734 |
| 3/25/24 |
| 4/22/24 |
| 4/29/24 |
| 7/22/24 |
| 11 Tucson Winchester Detention 10000 S. Wilmot Rd.Tucson, AZ 85734 |
| 4/22/24 |
| 5/20/24 |
| 5/27/24 |
| 7/22/24 |
| 17 Winslow Complex Detention including Watch Cells 2100 S. Highway 87 Winslow, AZ 86047 |
| 5/20/24 |
| 6/17/24 |
| 6/24/24 |
| 8/19/24 |
| 18 Douglas Mohave Detention including Watch Cells 6911 N. BDI Blvd. Douglas, AZ 85607 |
| 6/17/24 |
| 7/15/24 |
| 7/22/24 |
| 9/16/24 |
Crew 4
| Location |
| Wi Fi Start |
| Wi Fi End |
| Guardian RFID Start |
| Guardian RFID Go Live |
| 12 Yuma Cheyenne Detention 7125 E. Cesar Chavez Blvd. Yuma, AZ 85349 |
| 1/1/24 |
| 1/29/24 |
| 2/5/24 |
| 4/29/24 |
| 13 Yuma Dakota Detention including Mental Health Watch Cells7125 E. Cesar Chavez Blvd. Yuma, AZ 85349 |
| 1/29/24 |
| 2/26/24 |
| 3/4/24 |
| 4/29/24 |
| 14 Perryville Lumley Detention 2105 N. Citrus Rd. Goodyear, AZ 85395 |
| 2/26/24 |
| 3/25/24 |
| 4/1/24 |
| 5/27/24 |
| 15 Perryville Complex Watch Cells 2105 N. Citrus Rd. Goodyear, AZ 85395 |
| 3/25/24 |
| 4/22/24 |
| 4/29/24 |
| 6/24/24 |
| 16 Perryville Complex Ward 2105 N. Citrus Rd. Goodyear, AZ 85395 |
| 4/22/24 |
| 5/20/24 |
| 5/27/24 |
| 7/22/24 |
| 19 Safford Fort Grant Miles Detention including WatchCell 896 S. Cook Rd. Safford, AZ 85546 |
| 5/20/24 |
| 6/17/24 |
| 6/24/24 |
| 8/19/24 |
4) With the supply chain issues our country is currently facing, what is the timeline to receive the necessary WIFI equipment for this project and what WIFI equipment does the supplier currently have on hand? If needed, the lead time can be broken down per component, equipment, or group of items.
Wi-Fi supplier reports no expected delays due to supply chain shortages. Presently wait time is 1-2 days for supplies not on hand.
5) In the Offeror’s response regarding the WIFI System, it seems the supplier has assumed that they will be able to use our existing WIFI or Fiber. This is not possible and was specifically excluded in the Scope of Work. This will need to be an absolute standalone solution from the ground-up. How does the Offeror plan to implement this in the necessary one-year timeline?
New pricing and equipment estimates have been provided based on no use of existing equipment, dark fiber, or conduit. The network will be completely separate and unrelated to any DOC or any other third-party WiFi network currently in place. We do assume that we will be able to establish a networking cabinet in the existing warehouse to install the internet connectivity and serve as ingress for the wi-fi network.
6) Are there any alternative proposals that you would like to provide with varying assumptions or based upon specific conditions, equipment, or conduits being available? Provide those as part of the Revised Offer and label them as Options 1, 2, 3, etc.
Printers for ID cards were not included in the requirements for the RFP and as such printers were not included in the cost proposal. If printers would need to be provided our cost is $3,200 an ID card printer.
7) Identify any possible risks or obstacles that could occur during the installation and implementation of the project that could directly impact the required timeline and costs. Provide a risk mitigation plan on how the Offeror has anticipated this risk and has mitigated these risks knowing that it is a possible hurdle.
| Risk Description |
| Likelihood (A) |
| Impact (B) |
| Gross Risk Rating (A*B) |
| Alternatives to Risk |
| Likelihood (A) |
| Impact (B) |
| Gross Risk Rating (A*B) |
| Supplier Issue-Product availability changes due to supply chain, unforeseen shipping delays |
| 4 |
| 5 |
| 20 |
| Supplier leverages multiple points of distribution so that equipment can be sourced from multiple regions in the USA |
| 3 |
| 4 |
| 12 |
| Customer Omissions- New information is found during install leading to scope changes required, and state and local authorities require permits for work to be done |
| 4 |
| 5 |
| 20 |
| Supplier provides alternative to full network and all internet broadband drops being extended from ISP main drop into facility using a completely isolated network (Such as the one Securus has) but leveraging dark fiber and conduit/cable chases that exist and are available. |
| 4 |
| 3 |
| 12 |
| Contract Received by supplier 90 das after project supposed to start |
| 4 |
| 5 |
| 20 |
| Project timelines must be compressed, meaning more labor needs to be applied to the project to meet all timelines resulting in increased cost for supplier, adding more teams to install to meet timelines imposed by the court. |
| 3 |
| 4 |
| 12 |
| Supplier performs an onsite wireless survey and discovers strong contention with existing wireless network. |
| 3 |
| 5 |
| 15 |
| Supplier must use 5ghz vs the existing WiFi being on 2.5Ghz. To mitigate any issues with required number of wireless access points, Supplier must complete an Active Wireless survey with the exact equipment being used placed into the environment and tested. |
| 3 |
| 5 |
| 15 |
| Facility unable to provide staff for escorts due to staffing shortage |
| 2 |
| 3 |
| 6 |
| Supplier must delay install until staff is available, leaving staff idle |
| 4 |
| 5 |
| 20 |
| State allows other vendors to use dark fiber that has been run between the IDF and MDF but doesn’t allow Guardian RFID |
| 2 |
| 4 |
| 8 |
| Additional costs for install (Included estimates in quote) |
| 3 |
| 5 |
| 15 |
| Facility gets locked down during install |
| 3 |
| 5 |
| 15 |
| Supplier is forced to stay in secure area in facility and incurs delays in timeline. Must regain by adding more teams and incurring more costs in project |
| 3 |
| 4 |
| 12 |
| Internet service provider fails to prioritize install of bandwidth ordered for each location |
| 4 |
| 4 |
| 16 |
| Supplier to leverage relationships that DOC has with ISP to reprioritize the installation of bandwidth. |
| 3 |
| 5 |
| 15 |
| Customer has additional projects that need to leverage wifi network, such as new cameras, new environmental sensors, door control etc. |
| 4 |
| 5 |
| 20 |
| Supplier will grant access to the Guardian RFID network with separate SSID to facilitate at no cost |
| 2 |
| 4 |
| 8 |
| Unforeseen weather events such as flooding in dig areas |
| 2 |
| 5 |
| 10 |
| Supplier will be unable to work on outside plant until event has passed, resulting in extended timeline for installation and go-live |
| 3 |
| 3 |
| 9 |
8) Please provide additional information regarding the company’s financial stability. If complete financials are not available, then a letter from your 3rd party auditor would be permitted attesting to the company’s financial stability with a calculated z-score. Furthermore, if a complete set of financials are available, you can request for this information to be kept confidential as part of your revised response.
Financial information with a calculated Z-Score has been provided as a separate document.
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