BCI Livescan Devices and Software RFQ 6488 vfinal Ohio Buys.pdf

Bureau of Criminal Investigations 1560 St. Rt. 56 London, OH 43140 www.OhioAttorneyGeneral.gov

Request for Quotations (RFQ)

RFQ # AGO-BCI-LAB-6480-33

Livescan Devices and Software

1.0. Overview and Purpose

The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for Quotations (RFQ) to secure goods or services as defined below.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

The AGO Bureau of Criminal Investigation (“BCI”) Identification Division is soliciting responses for the selection of vendors to supply the AGO with livescan device hardware and software.

Vendors responding to this RFQ must be currently certified as a Livescan vendor2 by the AGO to submit 10-print and palm print transactions according to AGO Livescan Electronic Ten-print Interface Specification v8.1 and Electronic Offender Fingerprinting Device Interface Specification Version 1.1. documents. The AGO will not certify any new vendors for this project.

The AGO has successfully obtained grant funding approval for this project. To best meet the operational needs of law enforcement agencies, the AGO desires the prioritization of the delivery of the hardware and software at the earliest opportunity.

Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these references may be used interchangeably throughout this RFQ and have the same meaning.

2.0. Required Items and Deliverable Services

BCI is soliciting firm, fixed pricing from qualified vendors for equipment, software, accessories, and related services. All proposed solutions must be certified by BCI and comply with Livescan Electronic Ten-print Interface Specification Version 8.1 and Electronic Offender Fingerprinting Device Interface Specification

1 Chapter 109 - Ohio Revised Code | Ohio Laws

2 https://www.ohioattorneygeneral.gov/Law-Enforcement/Bureau-of-Criminal-Investigation/Identification-Division/Tools-for-the- Justice-System https://codes.ohio.gov/ohio-revised-code/chapter-109 https://www.ohioattorneygeneral.gov/Law-Enforcement/Bureau-of-Criminal-Investigation/Identification-Division/Tools-for-the-Justice-System https://www.ohioattorneygeneral.gov/Law-Enforcement/Bureau-of-Criminal-Investigation/Identification-Division/Tools-for-the-Justice-System

Version 1.1, also including compliance for NIST interface. Quotes will only be accepted from current Ohio BCI-certified vendors for Livescan devices and/or software that meet all the following requirements.

2.1. Hardware and Software

Vendors may propose one or both of the following options:

Option A: Complete Livescan System (Hardware and Software)

Includes all components necessary for a fully functional Livescan system:

• Laptop computer that meets or exceeds the following:

o Windows 10 Pro or higher o 8GB RAM o 256 GB SSD o At least two (2) USB type 3.0 ports

• FBI Certified Fingerprint Card Printer

• 10-print and Palm Print Capture Device

• All required cables and adapters

• Uninterrupted Power Supply (UPS)

• Livescan software required for Arrest Ten-Print (CAR) Submissions

• Livescan software required for Offender Ten-Print (OFD) Submissions

Option B: Software-Only for Existing Livescan Devices

For agencies with existing BCI-certified Livescan hardware, vendors may propose software-only solutions that include:

• Livescan software required for Arrest Ten-Print (CAR) Submissions

• Livescan software required for Offender Ten-Print (OFD) Submissions

• Any necessary licensing, configuration, and integration support.

All software must support both 10-print and Palm Print Capabilities and comply with the Ohio Bureau of Criminal Identification and Investigation (BCI&I) Submission for Criminal Processing.

2.2. Requested Services

Vendors must provide the following services for either option:

• Configure, set-up and test hardware and/or software to ensure compliance with Livescan V8.1 Specifications and Electronic Offender Fingerprinting Device Interface Specification Version 1.1.

• Provide onsite training to criminal justice agencies, state agencies, or BCI staff on the use of equipment and/or software.

• Work Management, including the coordination of equipment delivery, installation, training, and vendor resource management to ensure timely and successful deployment.

2.3. Warranty and Support Services

All equipment must include warranty and support services, to consist of:

• A minimum of a one-year manufacturer warranty on all equipment provided.

• Service on all hardware, software, and accessories provided for an initial term of one-year including, but not limited to:

o Periodic software and firmware updates.

o Bug fixes and patches.

o Problem reporting and resolution procedures.

o Delivery method for future upgrades and product enhancements.

o Performance tunings and incremental enhancements.

2.4. Term

The initial term will begin upon signature of the contract up to and including June 30, 2027.

During the term, the AGO may order an indefinite quantity from one or more of the vendors selected. Award is not to be construed as representing any actual order for any amount, or any guarantee that a minimum amount will be purchased from any vendor.

2.5. Work Location and Delivery

All work performed under a contract awarded pursuant to this RFQ will be conducted in a hybrid manner at the vendor’s location and the specified delivery locations as required. The vendor shall not be reimbursed for travel, lodging or any other expenses incurred in the performance of the work under the contract.

All work performed under the resulting contract must be performed within the territory of the United States.

All services provided by the selected contractor must not be performed outside of the United States without AGO’s written permission provided in advance. AGO data must not be stored, accessed from or transmitted to outside of the United States without AGO’s written permission provided in advance.

3.0. Vendor Quote

Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and / or Item Grid. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys may result in rejection of a response.

The vendor’s response to the information requested will allow for a well-defined comparison of the bids received. Quotes must be valid for no less than 60 days from the quote due date.

1. Quote. Bidders must provide a complete comprehensive quote that will enable effective delivery of the required items and services. Bidders must provide all direct and indirect costs associated with the project, including setup, integration and support.

• Pricing quotes should be itemized to include the components of the Required Items and Deliverable Services section 2.0 of the RFQ:

o Hardware, o Software, o Configuration, Testing, and On-site Set-up, o On-site Training Activities, and o Warranty and Support Services Price for Initial one-year term, and Price for optional one-year term at the discretion of the individual law enforcement agencies.

If applicable include the DAS contract price list line-item description. Vendors are also encouraged, but not required, to provide volume pricing discounts based on the following number of orders: 1-10 devices, 11-20 devices, and 21-30 devices.

2. Manufacturer specifications. Bidders must provide detailed specifications of all equipment being quoted.

Specification should provide verification of all technical requirements.

3. Terms and Conditions. Vendors must review the RFQ and the Sample Contract and within the Questionnaire must identify and attach any vendor assumptions or exceptions to the AGO Terms and Conditions in vendor’s response. In the alternative to reviewing the Sample Contract, vendors may indicate if they are currently on an Ohio Department of Administrative Services (“DAS”) State Term Schedule (“STS”) that is inclusive of the scope and deliverables by including the STS number in the vendor’s Item Grid response.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following file extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the upcoming biennium, which ends June 30, 2027.

The award will be made to the vendor(s) that offer responsive quotes and meet the qualifications and requirements specified in this RFQ.

3.1. Quote Selection Criteria

Vendor quotes will be reviewed based on the verifiable capabilities to provide BCI with qualified products meeting the stated requirements. All quotes submitted by the deadline will be evaluated based upon information provided by the vendor. Consideration will be given to all quotes meeting the requirements of the RFQ. Contracts will only be awarded to those vendors that offer the features, functionality, and support requested. Contracts will not necessarily be awarded to the lowest price quote.

4.0. Calendar of Events

• RFQ issued date: September 18, 2025

• Inquiry Period Begins September 18, 2025

• Inquiry Deadline September 26, 2025; 11:00 A.M. Eastern Time

• Quote due date: October 6, 2025; 11:00 A.M. Eastern Time

5.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

6.0. Terms and Conditions

The selected vendor may not ship any items to the AGO, and no work may commence until the selected vendor receives an AGO purchase order and, if determined by the AGO, an AGO contract as well as all other applicable agreements are executed.

The AGO Attachment - Sample Contract for this Work is included with this RFQ. The RFQ and the Attachment (unless the vendor is on a STS applicable to the scope and deliverables as described in Section 2.0) constitute the Contract Terms and Conditions for this AGO purchase. Vendors must review the RFQ and Attachment and must identify any exceptions to the Terms and Conditions in vendor’s quote.

If exceptions are not noted in the quote, the vendor stipulates vendor’s acceptance of the AGO Terms and Conditions.

Additionally, the selected vendor(s) may be required to sign various AGO forms and/or agree to comply with certain requirements prior to commencement of work.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFQ are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted mailto:OBM.ContactCenter@obm.ohio.gov version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

The terms and conditions of this solicitation are subject to Ohio Revised Code Section 9.27 - State Contracts

- Invalid Terms and Conditions. Under Ohio Revised Code Section 9.27, the AGO is prohibited, among other things, from including provisions by which the AGO agrees to indemnify and hold harmless a vendor. These provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms subject to Ohio Revised Code Section 9.27 in their standard terms and conditions, manufacturer warranties, and applicable warranty services.

The selected shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.