B-43055 Q and A Response.pdf

Illinois Department of Central Management Services JPMC Fingerprint - Photograph Services

24-416CMS-BOSS4-B-43055

Questions and Answers

10/3/2024

Q1 Can we submit a bid for the services specifically within our coverage areas of Springfield, Champaign, and Bloomington.

A1 This contract is not set-up for awards by region. As such the required coverage service area is Statewide and region award is not permissible.

Q2 Can DCFS still elect to adopt the JPMC Fingerprint-Photographic Services contract despite the fact they have procured their own fingerprint and photographic services contract?

A2 Solicitation B-43055 is a JPMC which will be available for use to -all- Governmental Units.

Q3 In the event of multiple awards, How would the scope of work be divided 50% by the Primary bidder, Secondary Bidder- 30% and Tertiary Bidder 20%, awards, by agency, region, time segments of the year?

A3 A.17 of the solicitation specifies -estimated- award allocation of services based on a total of 100%. Again this is a statewide JPMC contract for services to be provided as needed. This is an indefinite quantity agreement for which the percentiles in question three (3) above are provided as an estimated value of services to be allotted in terms of percent total in the event of multiple awards.

Q4 Are County & Municipal Police Departments eligible to adopt this contract to fingerprint their non-criminal justice applicants?

A4 Yes, Section 1.1 of the contract, located within the solicitation starting on page 15 of the document, state this contract’s intended usage to apply to both governmental units and qualified not for profit agencies.

Additionally, Section 5 of the contract, located on page 39 of the document, provides definition of each of these terms as follows: 5.2 “Governmental unit” means State of Illinois, any State agency as defined in Section 1-15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority in Illinois which has the power to tax or any other public entity created by Illinois statute; and

5.3“Qualified Not-For-Profit agency” means any Not-For-Profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government.

Q5 The contract states, “Vendor shall provide ...access to electronic file transmitted to the respective law enforcement agency,” Can the Vendor charge hourly units to complete this service?

A5 The line-items provided in Bidbuy, inclusive of the applicable Unit of Measure (UOM) are the only cost perimeters of cost permissible under the contract. All operational cost factors required must be factored into the rates quoted by the vendor at bid.

Q6 The contract states, “Vendor shall provide ...access to electronic file transmitted to the respective law enforcement agency,” Can the state add a line item for this specific service to the solicitation?

A6 The line-items provided in Bidbuy, inclusive of the applicable Unit of Measure (UOM) which are the only cost perimeters of cost permissible under the contract. All operational cost factors required must be factored into the rates quoted by the vendor at bid.

Q7 Information security & privacy compliance-protecting information assets is paramount priority #1 in today’s constantly changing threat landscape. Where in the solicitation is this requirement indicated?

A7 Sections 1.2.1., 1.2.4., 1.3.1., 1.4.3., and 1.4.4. of the contract state Vendor security/confidentiality requirements.

Q8 Will the State add the State of Illinois Department of Innovation and Technology Information Technology

Specific Terms and Conditions V. 24.1 to the solicitation? If not why?

A8 This solicitation was not issued as an IT procurement. This solicitation is a services and supplies agreement for which the security and confidentially requirements are outline in the sections identified in the following sections: 1.2.1., 1.2.4., 1.3.1., 1.4.3., and 1.4.4. IT solution contracts are process by a separate agency from CMS, specifically, the Department of Information Technology (DoIT). Much of the content and requirement of the proposed document to not align to the specifications of this service related solicitation or contract.

Q9 Would the State consider storing its own data collected by the Vendor during the contract period.

A9 Sections 1.3.2. and 1.3.3. of the agreement require the vendor to archive the data transmitted to SPI for processing in a -method- determined by the Vendor which permits subject verification at a later date, over the term of the contract and be able to provide this data to CMS upon contract termination. This is a service requirement for the vendor which the State will take responsibility for post contract.

Q10 Does the State understand hourly quote taken into account secure and compliant data storage over the life of the contract?

A10 The line-items provided in Bidbuy, inclusive of the applicable Unit of Measure (UOM) which are the only cost perimeters of cost permissible under the contract. All operational cost factors required must be factored into the rates quoted by the vendor at bid. Quantities present on the Bid referenced in Bidbuy are estimates provided for the purposes of bid pricing quote and cost analysis to effect equal base quantities for evaluation purposes.

Q11 Can the state add a line item for secure storage? For example, a state agency may not use services for an extended period of time, an example being the COVID-19 pandemic. However, the vendor is still required to pay the costs of secure storage.

A11 This is a service requirement for the vendor which the State will take responsibility for post contract. The method by which the Vendor archived the information provide to the SPI is to be determined by the Vendor, and needs to be accessible to search and location subjects data which permits subject verification at a later date. The line-items provided in Bidbuy, inclusive of the applicable Unit of Measure (UOM) which are the only cost perimeters of cost permissible under the contract. All operational cost factors required must be factored into the rates quoted by the vendor at bid.

Q12 DCFS has procured its own fingerprint services contract, Is the Vendor required to follow this daycare licensing requirement?

A12 Yes, other there are other government units and qualified not for that require this service as specified.

Q13 Can the vendor require government agencies and qualified non-profits to maintain a drawdown account for fingerprint and photographic services?

A13 Facilitation services requested by the State will require agencies to process release off master.

Q14 IDFPR fingerprints process non-criminal justice fingerprint submissions. Is the State aware that law enforcement can use purpose code "X" for emergency child placement for public safety concerns?

A14 Thank you for this information. Please note Section 1.4.1 of the Contract states: Vendor must be licensed to do business in the State of Illinois with the Illinois Department of Federal & Professional Regulation (IDFPR).

Additionally, Section A.20.1.7 of the solicitation states: A.20.1.7 Bidders should provide a copy of their current (active) Illinois Department of Federal & Professional Regulation (IDFPR), Detective Board License , along with documents submitted with their bid. Vendor is required to be registered in BidBuy prior to bid opening to allow solicitation response and award.

Q15 Is the vendor required to provide services beyond the available contract "available times" of Monday-

Saturday 7am-6pm?

A15 Section 1.2.1. states: Required Availability of Services: Monday through Saturday, from 7:00 a.m. to 6:00 p.m., excluding recognized State and Federal holidays. A listing of the current State holidays can be referenced at the following link: https://cms.illinois.gov/personnel/employeeresources/stateholidays.html.

Q16 Why is the unit of measure EA not being evaluated as in previous contracts?

A16 Section A.17 states: . Line items #9 and #10 will not be evaluated as they are required to facilitate contractual services. As such these line-items will be awarded to the primary, secondary, and tertiary vendors. Vendors should insert a Unit Cost of $1.00 in each of these two (2) line-items to ensure equity for bid evaluation.

Q17 If the State will award an HR-only contract, may the vendor require applicants to schedule appointments for fingerprinting?

A17 Vendors can re-structure their companies services to be provided as required/needed to facilitate the requirements as outlined in the contract, identified in the specifications.