Attachment D - Addendum 2 Vendor Questions with Commonwealth Responses RFP 758 1900000201..xlsx
XLSX spreadsheet 77 KB Posted
- Solicitation number
- RFP 758 1900000201 6
- Issued by
- Harrison County, Kentucky
About this file
This is an Addendum 2 document containing vendor questions and Commonwealth responses for RFP 758 issued by the Kentucky Transportation Cabinet (KYTC) and Office of Procurement Services (OPS) regarding digitized flat license plate production and management. The project involves establishing a centralized license plate manufacturing facility at Kentucky Correctional Industries (KCI) at the Kentucky State Reformatory in La Grange, Kentucky, operating during facility hours of 7:00 am to 3:00 pm EST. The vendor's solution must interface with the KAVIS system (not AVIS) for license plate inventory management, handle both regular issue and specialty plates, and support county and military designations printed directly on plates. The RFP requires vendors to propose work plans and schedules for transition activities, with specific implementation timelines to be determined by the awarded vendor. During non-replating years, production volumes are approximately 1.3 million plates; once the rolling re-plating plan begins in year one, production is projected to reach approximately 2 million plates annually over a 5-6 year cycle.
The vendor shall provide all materials, supplies, equipment, and vendor staffing necessary for license plate production, with costs incorporated into per-plate pricing. KCI provides facility space, utilities, KCI staffing, and inmate labor at no cost to the vendor; KCI retains responsibility for facility management and inmate assignments. All plates must meet 2016 AAMVA License Plate Standards and include front-facing barcodes, with optional back-side barcodes permitted. The Commonwealth does not require embossed solutions and specifically requests digital flat plate production. A distribution and fulfillment center will be located inside the KCI facility walls, with KCI managing daily operations and restricting inmate access to Commonwealth customer personal information through controlled internet access and established security processes. The Commonwealth indicated that approximate annual volume reports for each plate type during replating and non-replating years would be provided in the second round of responses.
View the file
Other files
Show all 19
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1 Attachment D - Vendors Question Form
| RFP Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response | |
| Example -TEC-SEC-001 | Appendix B - Technical Requirements | ## | |||
| Example -Section 30.060.nnn | RFP | ## | |||
| Section 50.6 | Attachment A - Scope of work | 27 | The RFP states that "AVIS/KAVIS active plates, plates stored in county clerk and MVL inventory, and then enable license plates to be assigned in AVIS/KAVIS system. When a plate is assigned to a customer, the vendor’s inventory system must know the plate (alpha/number identifier), plate type, and the location it was issued from. The inventory system must then mark as issued, date it was issued, and update the location’s inventory. The exact specifications of the AVIS/KAVIS interfaces to the Vendor’s inventory solution will be defined during the project" Would the state please consider removing the requirement to interface with the AVIS system, as the work and expense required to write this interface will be redundant as soon as the plates have been loaded into the vendors application, with any expense passed onto the State in the form of increased transaction costs. In addition interfacing with an incomplete KAVIS system will add complexity to the development effort, again at eventual cost to the State. For these reasons, it would seem prudent to wait until KAVIS development has been completed before doing any interface work. | This RFP and timing is an important step towards the KAVIS end product. The vendor's inventory system will only interface with KAVIS. From the AVIS system, there will be a one-time data transfer of issued plates and plates in inventory to the vendor. | |
| Section 10.9 | Attachment A Estimated Schedule of RFP Activities | 7 | Would the State please consider extending the due date for submissions to June 1, 2019 | ||
| With the current time frame, the complex list of requirements covered in the RFP, and the likelihood of needing many further questions requiring answers, the State may likely be limiting the number of respondents to the RFP unless additional time is given for potential respondents prepare a qualified response. The current time frame would be typical for a change of manufacturing process only. | The Kentucky Transportation Cabinet (KYTC) and Office of Procurement Services (OPS) Buyer will monitor the RFP and make adjustments when needed. The implementation of this project enables KAVIS to utilize only the vendor's inventory system. | ||||
| Page 1 RFP title and various locations throughout Attachment A | Attachment A | 1, 2, 3, 25, 28, etc. | The RFP calls for digital flat plates and "Digitized Flat License Plate Production". If the main intention is to digitize the plate production and license plate management processes, would the state consider digitized alphanumeric embossed plates for its main issue design. Digitally produced alphanumeric embossed plates can be manufactured at a much lower cost than flat alphanumeric plates (which require additional consumables compared to utilizing preprinted reflective sheeting in conjunction with embossed alphanumeric digital production). Flat alphanumeric plates typically cost over $1.00 per plate more than an embossed alphanumeric plate (using a pre printed long run graphic reflective sheeting). Short-run Specialty plates can then be printed flat as required. This hybrid model is used successfully in a number of jurisdictions as it offers best in class production and pricing for the State. | The Commonwealth is not requesting an embossed solution. |
Please note that the Commonwealth is expecting the "Rolling Re-plating" solution to occur after year one, and not at implementation.
| Section 50.6 A. Scope of Work/Technical Requirements | ||||
| A. Scope of Work | Attachment A - Scope of Work/Technical | 25 | The RFP states that "The license plate solution shall be a digital flat plate that is produced at a centralized site owned by Kentucky Correctional Industries (KCI) and managed by the vendor." Will all of the costs of running the facility - utilities, equipment staffing etc. be borne by KCI? | Kentucky Correctional Industries (KCI) will be responsible for cost of facility, utilities, KCI staffing and inmate staffing. |
The vendor will be responsible for equipment, equipment maintenance, materials, and vendor staffing as part of the per plate pricing. Please reference Section 50.6 A Scope of Work.
Section 60.7 E Attachment A - License Plate Specification and Sheeting Requirements 42 Will the State provide art work so that the respondent can provide the required samples? If so, how soon might these designs be available in electronic form? Along with the electronic art work, will actual finished plate samples be available so that the graphic designs can be matched to actual existing plates? No. Vendors should select and create sample plates from plates displayed at drive.ky.gov web site https://secure.kentucky.gov/kytc/renewal then select Available License Plates tab.
| Section 10.1 | Attachment A - Introduction and Overview | 3 | Are temporary tags currently produced by KCI in the format specified? If not who is the current vendor for temporary tags? Does this vendor supply temporary tags in the format specified in the RFP? | Yes, temporary tags are currently being produced by KCI in the format specified in the RFP. Vendors shall propose designs for temporary plates in their proposals. KYTC reserves the right to negotiate as per Section 80 to arrive at an acceptable final version and the awarded vendor shall be responsible for providing the final version of temporary tags. Please see Section 50.6 D 28. |
| Section 10.9 | Attachment A Estimated Schedule of RFP Activities | 7 | Please indicate the required project implementation time from date of award? | Pursuant to Section 60.7 G. b. - Provide a proposed Work Plan and schedule for all transition activities. |
| Section 20.6 | Attachment A - Current License Plate Production System | 1 | Will the free of charge (to the vendor) inmate labor include all required staff, including supervisory staff, to manufacture and package finished license plates, temporary tags county designator strips? | The reference to this question cannot be found in Section 20.6. |
| Attachment B Cost Proposal Form | Attachment B Cost Proposal Form | 2 | Will County designator strips be subject to the same transactional model as license plates and temporary tags? If so, please provide a revised cost proposal form to allow for pricing of the designator strips? | Designator strips are not included as a requirement of this RFP. |
| Attachment B Cost Proposal Form | Attachment B Cost Proposal Form | 3 | Will County designator strips be entirely replaced by the printing of the county name on regular issue plates, or will some plate types still require the strips. If designator strips are required for some plate types will they be subject to the same transactional model as license plates and temporary tags? If so, please provide a revised cost proposal form to allow for pricing of the designator strips? | Designator strips are not included as a requirement of this RFP. Pursuat to Section 50.6 C. 6. The vendor’s solution must be able to print the county on regular plates. County Designation and Military Designation will be part of the complete design as indicated in Section 60.7 E. (d) i & v. |
| Attachment B Cost Proposal Form | Attachment B Cost Proposal Form | 1 | Will Military designator strips be entirely replaced by the printing of the Service's name on regular issue plates, or will some plate types still require the strips. If designator strips are required for some military plate types will they be subject to the same transactional model as license plates and temporary tags? If so, please provide a revised cost proposal form to allow for pricing of the designator strips? | Designator strips are not included as a requirement of this RFP. Pursuat to Section 50.6 C. 6. The vendor’s solution must be able to print the county on regular plates. County Designation and Military Designation will be part of the complete design as indicated in Section 60.7 E. (d) i & v. |
| Attachment B Cost Proposal Form | Attachment B Cost Proposal Form | 2 | Will the vendor be required to enter into a separate contract with KCI? | No. See Section 50.6 A. 3. |
| Attachment B Cost Proposal Form | Attachment B Cost Proposal Form | 3 | What are the hours of operation at the KCI tag plant, will those hours be maintained for this project, and will the successful respondent have full access to the tag plant during these times? | The operating hours are 7:00 am EST to 3:00 pm EST. Yes, contractors will have full access during those times after KCI training regarding the facility. |
| Section 20.6 | Attachment A | 9 | Please confirm that the attachment "X" referred to should be attachment J | Attachment "X" on page 9 changed to Attachment J on page 9. |
| Attachment J | Attachment J | N/A | Will the state please provide approximate annual volumes for each plate type during a non replating year, during a replating year | This report will be available for the second round of responses from KYTC. |
Note regarding Re-plating estimate: Attachment G indicates that there was approximately 1.3 plates issued in a non re-plating year 2017. The "rolling re-plating" plan is to spread out re-plating of Passenger Car and In God We Trust in Attachment F over a 5-6 year period, beginning with oldest plates first. Therefore, the number of plates produced in a year would be close to 2M once re-plating begins. After year six, then re-plating cycle would start again. The re-plating of Organizational / Specialty Plates are re-plated at various times but always after at least 3 years.
| Section 20.4 | Attachment A - Current License Plate Production System | 8 | What is the current length of tenure of inmates in the license plate plant. | It varies. KCI selects inmates to work in the facility. |
| Section 20.5 | Attachment A - Current License Plate Production System | 8 | Will KCI remain responsible for procurement of the aluminum or other substrate recommended by the vendor. | No, the vendor will provide all materials. This cost will be consumed in the cost per plate. Please see Section 50.6 A, "Under this RFP, the vendor shall provide the following: 2. All materials and supplies necessary to produce inventory described in this RFP." |
| Section 20.5 | Attachment A - Current License Plate Production System | 9 | How many of the 57 inmates currently working on production of license plates will be available to the vendor? | All the inmates working on the license plate production will be trained and available as work load requires. Please see Section 50.6 A, "Under this RFP, KCI shall provide adjoining space for all the following: 3. The labor to produce the license plates at KCI. |
| Section 20.6 | Attachment A - Current License Plate Production System | 10 | If the new license plate production process requires less that 57 inmates will the vendor be able to select which inmates work in license plate production? | No, KCI will make those assignments. |
| Section 50.6 D. 2. | Attachment A. License Plate Sheeting Requirements: | 30 | Will the State consider high definition prismatic sheeting, which has superior retroflectivity compared to beaded (enclosed lens sheeting) | Section 607. H. c. added to include: List any available options for sheeting and clearly describe the technical differences and benefits. DO NOT include any mention of pricing information in any benefit or comparison. |
| Section 50.6 D. 26 | Attachment A. License Plate Specifications and Sheeting | 33 | Will the state pay for any overrun material that has to be destroyed when a design changes? | See Section 50.6 D. 26.- Design changes are known well in advance and with proper inventory controls and print on demand functionality, the waste is expected to be minimal or non-existent. |
| Section 50.6 D. 24 | Attachment A. License Plate Specifications and Sheeting | 24 | In order to safeguard the state, what testing of finished plate samples will be required of license plate samples manufactured using the exact equipment and methodology to be used in the vendors solution? | All plates must adhere to 2016 AAMVA Licesne plate Standards and requirements in Section 50.6 Section D. have a warranty period per the RFP requirements. |
| Section 60.7 E. d. | Attachment A. License Plate Specification and Sheeting Requirements | 42 | Only independent testing can verify material quality, should the vendor provide evidence of independent testing with its samples, or will the State be testing samples later? If yes please specify what tests the samples will be expected to pass? | See Section 50.6 C.17. |
| Section 50.6 D. 25 | Attachment A. License Plate Specifications and Sheeting | 25 | Will the state consider a bar code on the back of the plate? This allows for a flat and or embossed solution, as well as larger bar code(s) with potentially better read rates. | The Commonwealth requires the bar code to be placed on the front of the plate. The vendor may also print the barcode on the back, if desired. |
| Section 50.6 C. 26 | Attachment A. License Plate Sheeting Requirements: | 29 | Is it the states intention that the Production, Distribution and mailing functions be collocated in a single KCI owned facility, With inmates access restricted to some areas and not others? | Inmate access restrictions will be managed by KCI. Pursuant to Section 50.6 A. - The license plate solution shall be a digital flat plate that is produced at a centralized site owned by Kentucky Correctional Industries (KCI) and managed by the vendor. |
| Section 10.9 | Attachment A - Terms and Conditions RFP 758 | 7 | The Anticipated Schedule of Activities does not provide a Contract Award Date or a Go-Live date. Will the Commonwealth provide these dates? | Section 60.7 G.b. requests the vendor to provide a proposed work plan and schedule for all transition activities. |
| Section 50.6.C.16 | Attachment A - Terms and Conditions RFP 758 | 28 | 50.6.C.16 states "The vendor understands and agrees that inmate(s) employed by KCI must never have access to Commonwealth customer personal information related to the license plates being produced" |
Will the Vendor or KCI be responsible for providing the personnel and management necessary to operate the fulfillment center? Inmates may work in the distribution facility. KCI restricts Internet access and KCI has processes in place to restrict inmates from collecting or storing personal information that flows through the distribution center.
KCI will manage daily operation of the manufacturing and distribution centers.
| Section 50.6.A | Attachment A - Terms and Conditions RFP 758 | 27 | Can the Commonwealth clarify which KCI facility will host the license plate manufacturing equipment? | Section 20.4, page 8- License Plate Plant at the Kentucky State Reformatory (KSR) in La Grange Kentucky. |
| Sections 60.6.A | Attachment A - Terms and Conditions RFP 758 | 38 -39 | The Cover Letter requirements in Section 60.6 ask for several sworn statements and one certified statement. Is there a preferred format for submitting sworn and certified declarations or may we simply state "The Company swears . . . and The Company certifies. . .?" | The Commonwealth does not have a preferred format. Vendor should provide required statements and include that they swear or they certify. |
| Section 50.6.A | Attachment A - Terms and Conditions RFP 758 | 27 | Can the Commonwealth clarify if the fulfillment/distribution center that will be adjoined to the correctional facility be inside the walls of the correctional facility or just outside the walls of the correctional facility? Would like a better understanding of what security policies and procedures are required. | The distribution center will be located at KCI inside the walls of the correctional facility. KCI will determine the training needed for non inmates working at the facility. |
Sheet2
Sheet3
File details come from the government source that posted it. Updated .