Amendment 2.docx

SAP

State of South Carolina

Request for Proposal Solutions-Based Amendment 2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400027363 10/22/2024 Michele Mahon 803-521-6512 michelepmahon@djj.sc.gov SCDJJ Procurement Department 220 Executive Drive, 2nd Floor Columbia, SC 29210

DESCRIPTION: Integrated Communication Services System

USING GOVERNMENTAL UNIT: SC Department of Juvenile Justice

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 11/04 14/2024 15:00:00 (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: Deadline for Questions has Passed (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1 online solicitation, 1 redacted solicitation online Initial here if NO redacted copy is necessary___________

CONFERENCE TYPE: Pre-Proposal meeting time has passed.

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: MICROSOFT TEAMS

Microsoft Teams Meeting Link:

Join the meeting now Meeting ID: 229 597 112 649 Passcode: DYEJTP

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of Thirty (30) ninety (90) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES – A NOTICE TO VENDORS (SEP 2009):

Preferences do not apply per 11-35-1524(E)(3)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE:

Preferences do not apply per 11-35-1524(E)(3)

____In-State Office Address same as Home Office Address ____In-State Office Address same as Home Office Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICIATION (JUN 2017)

The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The “State’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does. Any restatement of part or all of an existing provision of the solicitation in an answer does not modify the original provision except as follows: Underlined text is added to the original provision. Stricken text is deleted. [02-2A097-1]

Please note the change to the opening date on the cover page.

The following are responses to questions:

Q1. Who is responsible for paying for installation of the network?

A1. All pricing should be included in your response.

Q2. ● For SCDJJ Facilities is full wiring needed or just additional/replacement of APs?

A2. This is a solution’s-based procurement, Offeror is to provide their solution.

Q3. ● Who owns the existing network and what is the current internet service provider (ISP)?

A3. The existing Network is owned by SCDJJ ISP is Segra.

a. Yes

b. No

c. Contractor

d. None.

e. Both.

Q4. ● Can the following information be provided for each facility’s layout? Square footage (of areas SCDJJ wants coverage)

a. Number of people

b. General floor plans

c. Addresses

A4. a. Refer to response to A9.

b. No general floor plans are available however, we have provided the available square footage

· MEC 26,797 sq. ft.

· Pearl 20,282 sq. ft.

· JDC Satellite 28,765 sq. ft.

· JDC 30,317 sq. ft.

· Holly 13,205 sq. ft.

· Maple 13,205 sq. ft.

· Cypress 13,205 sq. ft.

· Poplar 13,205 sq. ft.

· UEC 26,797 sq. ft.

· Fair Forest 20,282 sq. ft.

· CEC 26,797 sq. ft.

· Diamond 20,282 sq. ft.

c. Refer to the Table in Section 1.6 of the Solicitation.

Q5. ● Please explain onsite visitation equipment requirements for each facility outside of the tablet and associated wiring, for example kiosks or laptops.

A5. Refer to A2.

Q6. ● Is the project manager role (2.13) for the life of contract or just through launch?

A6. The Contractor and SCDJJ Project Manager will remain fully engaged throughout the entire implementation phase of the project to ensure completion. Once implementation is completed, any ongoing issues will need to follow the post-Go-Live Support process. This ensures continuity of support while allowing the project managers to focus on new implementations.

Q7. ● Will any virtual visitations be privileged calls?

A7. Privileged calls are possible.

Q8. ● Regarding offshore contracting, does that apply to customer facing roles or all positions?

A8. All positions.

Q9. To allow prospective vendors to determine network requirements and hardware quantities, please provide the following information:

a). Rated capacity for each SCDJJ housing unit and b). Number of juveniles currently residing in each housing unit.

A9. A. JDC Capacity

· Alpha (12)

· Bravo (12)

· Charlie (12)

· Delta (12)

· Echo (12)

· Foxtrot (12)

MEC Capacity

· Charlie (24)

· Delta (18)

· Echo (24)

· Pearl (42)

BRRC Capacity

· JDC Satellite

· Delta (12)

· Echo (12)

· Foxtrot (12)

· Holly

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Maple

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Cypress

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Poplar

· A Pod (8)

· B Pod (8)

· C Pod (8)

UEC Capacity

· Enoree (12)

· Tyger (12)

· Broad (12)

· Fair Forest (24)

CEC Capacity

· Delta Housing (12)

· Echo Housing (12)

· Charlie Housing (12)

· Diamond Housing (24)

B. JDC Currently Residing

· Alpha (28)

· Bravo (12)

· Charlie (12)

· Delta (33)

· Echo (25)

· Foxtrot (26)

MEC Currently Residing

· Charlie (11)

· Delta (12)

· Echo (Closed)

· Pearl (22)

BRRC Currently Residing

· JDC Satellite

· Delta (6)

· Echo (Closed)

· Foxtrot (Closed)

· Holly

· A Pod (3)

· B Pod (3)

· C Pod (3)

· Maple

· A Pod (3)

· B Pod (6)

· C Pod (3)

· Cypress

· A Pod (Closed)

· B Pod (Closed)

· C Pod (Closed)

· Poplar

· A Pod (Closed)

· B Pod (Closed)

· C Pod (Closed)

UEC Currently Residing

· Enoree (14)

· Tyger (13)

· Broad (13)

· Fair Forest (9)

CEC Currently Residing

· Delta Housing (14)

· Echo Housing (6)

· Charlie (Closed)

· Diamond (Closed)

Q10. Will vendors be able to utilize the SCDJJ's current network infrastructure for the delivery of their proposed services or will vendors be required to provide separate network infrastructure?

A10. Contractor is responsible for their own network infrastructure; this includes providing your own rack.

Q11. Please provide a copy of each agreement/contract and all amendments (if applicable) the SCDJJ has executed with its incumbent juvenile resident telephone system provider.

A11. This is a FOIA request and must be submitted separately to FOIA@djj.sc.gov.

Q12. Questions #1, 3, 4, 10 on RFP Attachment 9.1.10 Service Provider Security Assessment Questionnaire include the term “contractor(s).” The use of the term “contractor(s)” in these questions imply that this form is to be completed by SCDJJ and not prospective vendors. Are prospective vendors required to complete and remit a copy Attachment 9.1.10 Service Provider Security Assessment Questionnaire with their proposal?

A12. Yes. Upon Award, Offerors (Vendors) will become a Contractor.

Q13. After the first round of questions is answered, will the SCDJJ accept additional questions if clarification is needed for any of the SCDJJ’s responses?

A13. No.

Q14. What specific juvenile resident-to-tablet device ratio (1:1, 1:2, etc.) does the SCDJJ require?

A14. 1 to 1.

Q15. Will the awarded vendor be allowed to utilize the SCDJJ’s existing fiber network infrastructure?

A15. No. Comment by Michele P. Mahon: IT to respond.

Q16. It is our understanding that Securus is the SCDJJ’s incumbent juvenile resident telephone system provider. Many tablet providers offer their own telephone system services. Is it acceptable for a vendor’s proposals to include telephone system services in addition to the services required in the solicitation?

A16. No.

Q17. Would the SCDJJ like vendor proposals to include additional value-added juvenile resident services such as electronic messaging (aka email), entertainment, digital postal mail and/or other technologies and services?

A17. Refer to A2.

Q18. Does the State of South Carolina/SCDJJ have a set budget amount (limit) that the State is working with for the Integrated Communication Services System?

A18. Budget will not be released.

Q19. Does the South Carolina Department of Juvenile Justice have an installation timeline requirement for the proposed solution? If yes, is there a maximum time limit to install, test, and activate the new system?

A19. Offeror shall propose the timeline in their response.

Q20. Will the South Carolina Department of Juvenile Justice require a full-time site administrator, or can vendors utilize call out service?

A20. No.

Q21. How many incarcerated youth telephones are currently being provided? Will the awarded vendor take over these phones already in place?

A21. All sites have the telephone system available for youth.

Q22. Are the South Carolina Department of Juvenile Justice incarcerated youth paying for all calls and video visitation visits?

A22. No.

Q23. How many free calls are incarcerated youths given? If yes, how many minutes?

A23. MEC USC CEC – 30 minutes per week. BRRC – According to level system.

Q24. Do you currently have any other incarcerated youth contracts other than telephone and video for incarcerated youths’ grievances, requests, commissary ordering, and inmate kiosks?

A24. No.

Q25. Who is the current commissary provider?

A25. SCDJJ does not have a commissary provider.

Q26. Is the South Carolina Department of Juvenile Justice interested in having educational programs on tablets? If yes, at No Cost or Cost?

A26. Offeror is to provide a solutions-based response.

Q27. What type of medical system interface does the South Carolina Department of Juvenile Justice require (e.g. telehealth scheduling, medication request, etc.)?

A27. SCDJJ would like to utilize this system for a HIPAA compliant way for youth to submit Sick Call appointment requests. The current provider is Medicat which is subject to change.

Q28. Who will be responsible for the overall installation of the proposed project? Is the South Carolina Department of Juvenile Justice looking to provide an infrastructure for vendors to place the tablets and video on or is the SCDJJ looking for a one stop vendor to provide all solutions desired?

A28. Refer to A26.

Q29. Can the South Carolina Department of Juvenile Justice provide floor plans for proposed site(s)?

A29. Floor Plans will not be released.

Q30. What is the maximum number of beds at the proposed South Carolina Department of Juvenile Justice site(s) broken down by dorm, pod, etc.?

A30. JDC Capacity

· Alpha (12)

· Bravo (12)

· Charlie (12)

· Delta (12)

· Echo (12)

· Foxtrot (12)

MEC Capacity

· Charlie (24)

· Delta (18)

· Echo (24)

· Pearl (42)

BRRC Capacity

· JDC Satellite

· Delta (12)

· Echo (12)

· Foxtrot (12)

· Holly

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Maple

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Cypress

· A Pod (8)

· B Pod (8)

· C Pod (8)

· Poplar

· A Pod (8)

· B Pod (8)

· C Pod (8)

UEC Capacity

· Enoree (12)

· Tyger (12)

· Broad (12)

· Fair Forest (24)

CEC Capacity

· Delta Housing (12)

· Echo Housing (12)

· Charlie Housing (12)

· Diamond Housing (24)

Q31. Can the South Carolina Department of Juvenile Justice confirm if tablet connectivity/coverage is needed in the cells or only in the dayrooms?

A31. Refer to A3. (e).

Q32. Typically, vendors will provide their own bandwidth and access points and equipment. Does the South Carolina Department of Juvenile Justice already have a network and access points purchased for this project?

A32. No.

Q33. Is there power for equipment at each of the facilities, buildings, dorms and pods?

A33. Power is available inside the building, not necessarily in the Pods.

Q34. Has South Carolina Department of Juvenile Justice already purchased the wireless access points (access point’s) for vendors to use? If so, what is the model number? Do vendors need to include the cost of these access point’s in our cost proposal?

A34. No. Contractor to provide all access points and costs.

Q35. Will the State consider vendor recommendations for the number of access points and strength of bandwidth circuits?

A35. No.

Q36. We understand there are “education areas” at each facility that are not covered by any network capabilities. Do you want these areas covered by Wi-Fi so that education programs on the tablets can work in these areas?

A36. Yes.

Q37. Is there connectivity (fiber or copper) between buildings at each South Carolina Department of Juvenile Justice facility?

A37. Yes.

Q38. Is there connectivity (fiber or copper) to the “Willow” facility at Broad River?

A38. Yes.

Q39. Will the South Carolina Department of Juvenile Justice require vendors to wire pod(s) designated “vacant” for future use?

A39. Yes.

Q40. Can the South Carolina Department of Juvenile Justice provide clarification on how the bandwidth figures provided in the RFP were determined?

A40. This information is not available.

Q41. Are the circuits that you list in the RFP in Attachment 9.1.4 "Bandwidth and Access Points" currently in use for the Youth Telephones on the wall? Can the State confirm if vendors are to use these same circuits for the tablets and video visitation.

A41. No. Vendor to use its own circuits.

Q42. Does the South Carolina Department of Juvenile Justice have a requirement for a specified number of video docking stations for tablets (not charging stations)? Will you accept or consider the vendor’s recommendations?

A42. Please refer to response in A45.

Q43. Will the South Carolina Department of Juvenile Justice sites require a specific type of tablet charging solution? Will you accept or consider vendor recommendations?

A43. Offeror is to propose their recommendation with its solution.

Q44. Is the South Carolina Department of Juvenile Justice open to incarcerated youth having the ability to make calls on their tablet(s) using our secure calling application?

A44. No.

Q45. Will the South Carolina Department of Juvenile Justice consider the option for incarcerated youth to have access to movies, games, music, and books on the vendor’s proposed system? If yes, how would that be funded?

A45. Offerors are to provide a solutions-based response. It is the Offerors responsibility to determine what they feel is their best offer.

Q46. Section 4.2 requires the submission of a risk analysis. This section provides a link to a “Risk Analysis Table” that contractors can use, however, we cannot locate the Risk Analysis Table. Can the State provide a direct link to this document?

A46. Refer to Modifications Section below.

Q47. If a contractor also includes a minority business to perform work under the contract, is that contractor given a preference in the evaluation of the proposals?

A47. Preferences do not apply to this solicitation.

Q48. Several sections in the Solicitation document refer to “the total value of the contract,” can the State please provide how “the total value of the contract” is calculated?

A48. Refer to Section 6.5 Evaluation Criteria.

Q49. Section 6.5, Evaluation Factors: • With respect to scoring of the Technical Proposal, can the State provide a breakdown of how the 45% is allocated between “Innovative Ideas,” “Overall proposal,” and “Experience and Qualifications”?

• Can the State also provide any specific factors within each category that the State will be evaluating?

• With respect to the Evaluation Factor, “Risk,” can the State provide a breakdown of how the 35% will be allocated between “Security Measures, Accessibility, Timelines”?

• With respect to the Evaluation Factor, “Value,” can the State provide the factors it will be evaluating in determining “Value” and what factors are most important?

A49. The award criteria are listed in 6.5. They are overall requirements that include all items listed.

· Refer to Section 6.5 Evaluation Factors.

· The award criteria are listed in 6.5. They are overall requirements that include all items listed.

· All factors are listed in 6.5.

Q50. Section 7.57, Restrictions on Presenting Terms of Use or Offering Additional Services: This clause prohibits contractor from requiring end users to agree to terms of use or privacy policies not previously approved in writing by the procurement officer. • Would this restriction apply to requiring agreement to standard terms of use and a privacy policy on tablets?

• Would this restriction apply to requiring agreement to standard terms of use and a privacy policy for incarcerated family/friends using the services?

A50. Yes, this restriction would apply to the tablets. No the restriction would not apply to external users.

Q51. Section 8.1, Bidding Schedule, states that “Award will be made to the lowest responsive and responsible Offeror,” which appears to conflict with Section 6.1, which states that the award “will be made to the highest ranked, responsive and responsible offeror whose offer is determined to be the most advantageous to the State.” Can the State confirm the criteria for awarding the contract? Can the State confirm how the Cost Proposal will be evaluated and how much weight it will be given?

A51. See Modifications Section below the Questions for language modification. Criteria for the award is listed in Section 6.5 Evaluation Criteria and the weights are provided.

Q52. If a contractor is taking an exception to an item in the Solicitation and/or Attachments, how would the State prefer such exception be presented in the proposal?

A52. The state will not accept exceptions.

Q53. Will the State allow contractors to propose additional terms and/or modifications to terms in the Solicitation in their proposals? If yes, how would the State like such proposed additional terms and/or modifications to be presented in the proposal?

A53. No.

Q54. Will the South Carolina Department of Juvenile Justice, please allow for additional questions to be asked after the reception of the initial responses? This is normal and customary as the dissemination of answers will potentially spark additional questions that will need to be submitted and answered.

A54. Refer to A13.

Q55. Would the State agree to accept an electronic signature for this proposal response from an Executive Vice-President who is authorized to bind the company in lieu of an ink signature?

A55. A scanned signed cover page and page two may be uploaded and accepted as a wet signature.

MODIFICATIONS

M1. Attachment 9.1.16 Risk Assessment Table with Data has been added for your guidance. See attachment uploaded to the Solicitation online.

M2. Section 8.1. Bidding Schedule has been modified to remove Section 8.1. Bidding Schedule statement: Award will be made to the lowest responsive and responsible Offeror and replace it with Award will be made to the highest ranked, responsive and responsible offeror.

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