ESBD_389285_1737668102744_Addendum 1 - RFP 2025-P04.pdf

ADDENDUM #1

RFP 2025-P04 Jail Dashboard Software Issue Date: January 23, 2025

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@co.hays.tx.us

January 23, 2025

Please find attached Addendum #1 to RFP 2025-P04 Jail Dashboard Software. All questions were answered by Hays County staff.

Attached to Addendum 1:

• Questions & Answers

• Updated RFP Submittal Checklist

• Extended Deadline:

Current Deadline: January 30, 2025 @ 11:00 AM (CST) Updated Deadline: February 3, 2025 @ 11:00 AM (CST)

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@co.hays.tx.us

Questions & Answers

Questions:

1. What mechanism is expected to provide access to source data system?

• Combination of CSV export and application API

2. Is acquiring data from source system falls under contractor’s responsibility?

• Yes. With assistance from County’s IT staff

3. Will there be any Subject Matter Expert assigned to this effort such as Project Manager or any

Business Analyst from DOC/County-office?

• Yes

4. Besides Jail Dashboard, does this Effort include any undocumented requirements?

• No

5. At Minimum, How many total users and total concurrent users expected for the dashboard?

• 100 user Max

6. Is there any difference in format/structure between Current and Historical - source data?

• No

7. Is contractor expected to purchase all required hardware, software, subscriptions, licenses, installation, configuration, warranty, and post-warranty maintenance support for this program?

• Hays County will provide any server requirements. Any software or licenses should be provided by the contractor, along with any warranty and pos-warranty support.

8. Is Hays County going to purchase all required hardware, software, subscriptions, licenses, installation, configuration, warranty, and post-warranty maintenance support for this program?

• See Question 7

9. I wanted to understand the data's current location and how many users we expect to view this dashboard - will it be available to the public?

• Dashboard will be available to the public. Data is currently on premise.

10. Are the resumes of key personnel and the required forms included in the 20-page limit?

• Per E. Proposal Requirements “Appendix materials (any required forms, see RFP

Submittal Checklist, resumes, and addenda from Hays County)” are not included in the page count.

11. We are unable to locate Attachment A - Cost Proposal and Attachment B - Questionnaire and Requirements forms, which must be returned with the proposal. Could the county please assist?

• Disregard Attachment A & Attachment B, they do not apply to this solicitation. See updated Solicitation Checklist attached to this addendum.

12. Has a budget been finalized for this project?

• No

13. Is it mandatory to provide reference letters from clients with the proposal, or will the vendor reference form suffice?

• Client Letters are preferred, but not required. The County has started asking for these since some of the provided references do not return reference checks and this slows down the review process.

14. Page 3, Section I RFP Submittal Checklist states there is an Attachment A: Inmate Price List of Top Selling Items & Commission Percent, and Attachment B Questionnaire & Requirements.

These documents are not in the RFO and we checked the state website as well as BidNet Direct and Navigator. These Attachments are not there either. Will you please send these to me?

• See Question 11

15. Will Hays County considering an Professional Errors & Omissions policy in lieu of an Umbrella policy and at the $5ML / $5ML policy limit? We do also carry a Fidelity Bond of $1ML, and Cyber Liability of $5ML for additional policies. We do carry the GL, Injury, and Auto which our policy amounts exceed the required in the solicitation.

• Submit a sample of what you have, and this will have to be researched and reviewed with our Legal Team.

16. Will Hays County allow for a 1-week due date extension?

• Due to the Holiday and the winter storm causing our offices to be closed the deadline has been extended to February 3, 2025 @ 11:00 AM CST

17. What is the current backend database?

• MS SQL Server.

18. The chosen vendor will need to retrieve the jail records. Will this be done by direct access to the database, API or export?

• See Question 1

19. Where will the final product be hosted? County Server or Cloud? If Cloud is it Azure, AWS or something else?

• Either on premise server or cloud is acceptable.

20. How many data sources will be initially available? For each data source:

a. Are those API’s, file-transfer, queues (streams), or other?

• API

b. Estimated size of each data load?

• Less than 2MB per day.

c. Number of data entities in each?

• Question is not clear of what you are asking for.

d. What is the format of the data source (JSON, XML, delimited, or other)?

• XML and delimited

e. Expected growth of each?

• Growth is dependent on inmate population

f. After the initial list of known data sources, how many other may be expected overtime?

• None

g. Data source schema available? If so, can schemas be provided?

• Yes

h. Sample file for each is available?

• Yes

i. Data retention of each source (how long the data will be available?)

• minimum of 5 years.

j. What is the data quality of the source?

• Excellent data quality.

k. Data source data access is fully documented?

• No.

21. Could the county clarify the total number of dashboards that need to be developed under this project?

• One

22. In what format will the Jail data be provided to the Vendor? Is the data currently stored in a warehouse, and if so, what software or platform is the warehouse based on?

• See question 20

23. Does Hays County have a preferred dashboarding software or platform for this SOW?

• No

24. Is the Vera Institute of Justice eligible to submit a proposal for this opportunity?

• No

25. How frequently should the dashboards be updated? Does the county require real-time data updates, or would updates occur at a defined interval? If real-time updates are needed, how will the vendor be granted access to the real-time data?

• Updated daily.

26. Will this engagement be remote, onsite, or a combination of both?

• Combination of both.

27. Can you define what is meant by ‘timely’ in the context of providing data through the dashboard?

• See question 25

28. Is it expected that the current Tableau Public dashboard will remain embedded within website to allow direct access to the public and policy makers?

• Yes.

29. What is the current website impression count? What is the anticipated number of views to the dashboard(s)? Low traffic.

• Less than 1000 per week.

30. Is it expected that the dashboard will directly connect to the most current data from the Hays County Sheriff’s Office records management database? If so, please identify the database and the available connectivity options.

• See question 20

31. As a professional services firm proposing a technology, should the warranty for all services and products proposed be placed on the technology provider?

• Yes

32. Is the historical data available within the Hays County Sheriff’s Office records management database to be leveraged for historical trend reporting?

• Combination of multiple databases. Current and Historical.

33. The RFP notes training, yet the scope defines that the awarded vendor will develop, manage, and provide system maintenance. Please clarify if the intent of the training is to enable County staff to take over the development, management of dashboards, and maintenance of the technology platform.

• Training so the county could take over management of dashboards

34. How many internal admins and/or developers will be involved with this project?

• 4

35. Page 6, section B of the RFP mentions '...not limited to, the following data...'. What are the different data sources that the County is seeking data from?

• On premise data from county servers. Available through API

36. Kindly provide the following details w.r.t. data collection requirements:

a. Total number of data sources

b. Size of data contained in each data source

c. Size of the data collected on a daily basis

d. Total number of tables in the data sources that need to be modelled

e. Approximate number of reports to be generated

f. Volume, frequency, and types of data coming from the data sources

• See Question 20

37. Page 7, 'Report Management' section of the RFP mentions reporting. Does the project have any real-time reporting requirements?

• No. Just data provide on Dashboard

38. Page 9, 'REFERENCES' section mentions "Include at least two (2) reference letters from clients with the proposal". Can the County share a reference letter template?

• See question 13

• We do not have a letter template, it should just address your working relationship with them on whatever previous projects you have with them, and their experience with you.

39. How many users do you anticipate needing access to the reporting platform?

• 4 from the county’s IT department.

40. What is the approximate number of staff do you anticipate needing training?

• 4

41. Please provide the preferred solution technology (Microsoft SQL Database/Oracle Data

Warehouse/Snowflake Data Warehouse/others) for the future data storage solution?

• Microsoft SQL

42. Please provide the preferred solution technology (Microsoft Power BI/Tableau/others)

• No preference

43. Kindly share the estimated budget for this project.

• See Question 12

44. What are the estimated start and end dates of the project?

• Anticipated Award & Contract Negotiations: March 2025, project would start then.

• Completion date: six months to get dashboard up and running, then daily updates.

45. Is there any incumbent for this project? If yes, could you please share the incumbent's name?

Also is incumbent eligible to participate and is there any preference given to them?

• The incumbent is listed in A. Introduction: Vera Institute of Justice

• Yes, they are able to participate but they were providing service through a grant and the grant has run out.

46. Can project related services be provided remotely from a location outside of USA, say India?

• No

47. Are there existing use case scenarios that require some real-time analytics and access, which will force the data lake/Datawarehouse to be running 24x7? Please elaborate.

• No

48. Page 10, 'Key Personnel' section mentions that we have to provide resumes of all key employees. Will the resumes come under the page limitations? If yes, can we provide the resumes in appendix section?

• See Question 10

49. Can the financial reports, D&B reports be shared in the appendix section considering the page limit?

• Yes

50. There will be very less time to customize our response after the answers to the questions are shared by the County. Also keeping in mind the hard copy submission, is any possibility to extend the submission date?

• See Question 16

51. Do you expect this to be a COTS Solution, or can it be custom-developed software that we build specifically for you?

• It can be custom for the county.

52. Is it mandatory to submit the Sam Registration Entity Registration Page with our proposal or can it be submitted during contract execution?

• If you are not currently registered and going through the registration process, submit your unique ID number given and email confirmation of registration.

53. Can you confirm the timeline for awarding the contract and the intended start date of the project?

• See Question 44

54. Are there any page or word count limits for appendices or attachments, such as resumes, certifications, or references?

• No, but they need to be within reason, the appendix should only have the required forms, resumes, and documents needed.

55. Could you provide examples of the evaluation score breakdown for "significantly exceeds requirements" and "meets requirements" in the evaluation criteria?

• No, this would be based off previous jobs and projects that the companies have successfully completed.

56. Are there specific performance benchmarks or KPIs the agency expects the Jail Dashboard to meet within the first 6 months?

• No, see question 44

57. Could you clarify how frequently real-time data updates are expected (e.g., hourly, daily)?

• Daily

58. Are there particular challenges with the current dashboard that need to be addressed (e.g., data accuracy, latency, usability)?

• No.

59. Can you provide more detail about the types of users (public officials, jail administrators, citizens) and their specific needs for the dashboard?

• Mainly citizens. This dashboard is for the public.

60. What level of customization will be required for reports? Are there existing templates, or will all reports need to be created from scratch?

• All reports will need to be created from scratch.

61. Are there specific AWS GovCloud configurations or restrictions beyond standard CJIS, FedRAMP, and HITRUST compliance?

• No

62. Is integration with existing systems (e.g., record management, booking software) fully documented and supported?

• No.

63. Can you confirm if there are additional compliance frameworks beyond OWASP Top 10 that must be adhered to?

• No

64. Are there any preferred tools or frameworks for API integration and secure data transactions?

• No

65. Could you clarify the number of end users to be trained and the anticipated roles (e.g., admin, general user)?

• See Question 39

66. How does the agency measure the effectiveness of training, and are follow-up training sessions anticipated?

• Effective training would be identified if staff could fully administer the dashboard without assistance from administrator.

• Follow-up training session might be necessary.

67. Is "train-the-trainer" the preferred training method, or is direct training for all staff expected?

• Train-the-trainer

68. Does the agency have a maximum budget or a preferred budget range for this project?

• See Question 12

69. Are there specific cost categories (e.g., training, maintenance) that must be itemized in the proposal?

• Yes, Proposed cost should be broken down by the following categories:

Implementation Cost Software & Licensing Cost Training Cost Annual Maintenance Cost Other Services

70. Will the agency require detailed cost breakdowns for optional services or upgrades?

• Yes, any proposed cost should provide a description of what is included and the cost.

71. Who is the incumbent vendor managing the current Jail Dashboard? Is the incumbent vendor allowed to participate in this bid?

• See Question 45

72. What are the major limitations or pain points with the current vendor or solution?

• None

73. Does the incumbent have proprietary rights to any data or system components that may pose transition challenges?

• Incumbent vendor will provide all data to the county.

74. What specific trends or insights is the agency looking to track with the dashboard (e.g., racial disparities, recidivism rates)?

• See Section B. Scope of Work., analytics based on charge type

• Current Dashboard can be located at: Hays County Jail Dashboard | Tableau Public

• Current dashboard represents the minimum of what is needed.

75. Can you share user feedback or satisfaction levels regarding the current dashboard?

• None, see Question 45

76. How often are system updates or patches expected, and will they require prior approval from the agency?

• Patches are expected as needed to maintain functionality

77. Are there specific HUB (Historically Underutilized Business) goals for this project?

• No

78. Has a budget already been allocated for this project? If so, can you share the estimated range?

• See Question 12

79. Are there specific strategic goals this dashboard is expected to advance (e.g., public transparency, resource optimization)?

• Transparency and Public Information

80. What risks or challenges does the agency foresee in implementing this project?

• None

81. The RFP mentions that the current dashboard was developed in partnership with the Vera Institute of Justice’s ‘In Our Backyards’ (IOB) initiative. Are there any specific reasons why the agency is looking for other vendors?

• See Question 45

82. Is the incumbent participating in this opportunity?

• See Question 45

83. What is the estimated budget for this opportunity?

• See Question 12

84. Could you confirm the expected project timeline, including key milestones like development, testing, and deployment deadlines?

• See Question 44

85. Can you provide more details on the data integration requirements for connecting with the Hays County records management database

• Data will be accessed from the county’s database through provided API

86. Is the agency open to additional reports on the dashboard including recidivism risk assessment?

• Yes

87. Are there specific user access levels or role-based permissions required for different types of users (e.g., public, administrators, law enforcement)?

• All 4 users would be from the Hays County IT Staff, and they would need Admin access.

88. Will historical data from the Vera Institute system be migrated to the new system? If so, what is the scope of data migration (e.g., volume, format)?

• Yes. Provided in SQL format.

https://public.tableau.com/app/profile/in.our.backyards/viz/HaysCountyJailDashboard_test_refresh/HaysCountyJailDashboard

89. Are there any existing data quality issues in the current dashboard that should be addressed during development?

• No

I. RFP Submittal Checklist

This checklist is provided for the Vendor’s convenience and identifies documents that MUST be submitted for the bid/proposal to be considered responsive, as well as the required forms requested by Hays County.

A COMPLETE SOLICITATION RESPONSE PACKAGE INCLUDES:

The following forms MUST be returned for the bid/proposal to be considered responsive:

____ 1. Proposal & Solicitation, Offer and Award Form completed and signed

____ 2. Vendor Reference Form

Required Forms by Hays County:

____ 1. Conflict of Interest Questionnaire

____ 2. Code of Ethics

____ 3. HUB Practices

____ 4. House Bill 89 Verification

____ 5. Iran, Sudan, and Foreign Terrorist Organization Certification (TGC 2252)

____ 6. Israel Boycott Certification (TGC 2271.002)

____ 7. Prohibition of Energy Company Boycott Certification (TGC 2274)

____ 8. Debarment & Licensing Certification

____ 9. Vendor/Bidder’s Affirmation

____ 10. Federal Affirmations and Solicitation Acceptance

____ 11. Related Party Disclosure Form

____ 12. System for Award Management (www.SAM.gov) Entity Registration Page

____ 13. Any addenda applicable to this solicitation

Hays County will accept bids/proposals, by the stated due date by one of the following methods:

____ 1. Electronic Submission of Bid Packet through BidNet Direct and one (1) hard copy delivered, within 24 hours of proposal due date, in a sealed envelope with the Solicitation Number and Vendor’s name on the outermost envelope addressed to: Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666

OR

____ 2. One (1) original bid packet and one (1) digital copy on a thumb drive in a sealed envelope with the Solicitation Number and Vendor’s Name on the outermost envelope, addressed to:

Hays County Purchasing, 712 S Stagecoach Trail, Suite 1012, San Marcos, TX 78666 http://www.sam.gov/