ESBD_File_340040_002-Amendment of Solicitation.pdf

AMENDMENT OF SOLICITATION Page 1 of 7 Pages

1. SOLICITATION NO.

696-ID-24-P006

2. AMENDMENT NO.

A-002

3. EFFECTIVE DATE

11/28/2023

4. ISSUED BY

Texas Department of Criminal Justice Contracts and Procurement, Contract Administration Two Financial Plaza, Suite 703 Huntsville, Texas 77340

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is amended as set forth in Item 7. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 5 and 8 and returning one copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the proposal submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF AMENDMENT

The purpose of this amendment is to publish responses to questions put forth by potential Respondent(s). No changes, grammatical or otherwise have been made to the questions. Please see the following pages.

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. RESPONDENT

(Signature of Person Authorized to Sign) Date Signed

696-ID-24-P006 Amendment A-002

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Questions and Answers:

Question #1: How many "administrative" users will need access to functionality such as running reports, redaction, administering user permissions, etc.?

Answer #1: Administrative Users (at different levels and access) 200*

Question #2: How many users will only need the ability to record and upload footage (someone who doesn’t need to log in to the DEMS)?

Answer #2: Users with the ability to record and upload footage 2,000*

Question #3: What is the make and model of your man down system? Is it present in every location?

Answer #3: TDCJ currently has a partial body alarm system on 13 units. Cisco is the vendor. The locations that do not have this system are Ellis, Ferguson, Wainwright, Wynne, Beto, Coffield, Memorial, Skyview, Scott, and Montford.

Question #4: What is the make and model of the existing L2 and L3 network equipment in the facilities?

Answer #4: Cisco routers (L3) Cisco Switches (L2/L3) Hewlett Packard Switches (L2/L3)

Question #5: Please provide clarity regarding the shift schedules and the associated count of body-worn camera users per shift, for each correctional facility. As an example, for the Ellis facility, which has 461 cameras:

• Shift 1: 8AM - 5PM (100 cameras)

• Shift 2: 12PM - 8PM (300 cameras)

• Shift 3: 8PM - 8AM (61 cameras)

Answer #5: Shift schedules are confidential. The number of requested cameras per unit takes into consideration the need to charge cameras while still having a sufficient number available for active use.

Question #6: Please specify the expected recorded video duration per officer, per shift, for each camera, such as 2 hours of recorded video for every shift.

Answer #6: The correctional officers will be expected to actively record during their entire shift.

Question #7: In Exhibit J.5, number 3.9 in the BWCS Questionnaire asks, “What capabilities exist to set retention periods for data storage?”:

Question #7a: Will the Texas Department of Criminal Justice Correctional Institutions Division use a minimum 90-day retention period for all recorded video, or another minimum retention period?

Question #7b: Does the Texas Department of Criminal Justice Correctional Institutions Division have a preference for an unlimited retention option for recorded video?

Answer #7a: The Executive Services Division within TDCJ has set designated retention periods for records. Based upon the type of record, they will have established retention.

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Answer #7b: The BWC platform should be configurable to allow the retention for recorded video based upon our current Retention Schedule.

Question #8: Section B, Pricing Schedule, vendors are asked to quote a “Multi-Bay Docking Station to Include Power Cable and Network Cable.” At each of its twenty-three locations where body camera video will be uploaded, would the Texas Department of Criminal Justice Correctional Institutions Division prefer eight-bay docking stations that have a dimension of 17x14x12 inches, or twenty-four bay docking stations that have dimensions of 24x16x48 inches?

Answer #8: Each facility will have a need for a different allotment of cameras. The docking stations should be of sufficient capacity to allow ease of the check in/check out process. The size of the docking stations should be able to fit in the designated space at each Facility.

Question #9: C 17. The platform shall provide for an append function enabling the Department to reposition to the end of a previous recording; Please provide a use-case and clarify this functionality.

Answer #9: The append function should enable a recording to be repositioned to the end of a previous recording as well as the pre-event buffer.

Use Case - An officer is involved in an incident and initiates recording on the BWC.

Once the incident is resolved, the officer terminates the recording. Prior to docking the camera, another incident occurs and the officer initiates recording. The second recording should be append to the end of the previous recording.

Question #10: May we request the State to provide the B.2 Pricing Schedules (pg. 10 – 17) in Excel or otherwise fillable format? The current PDF table makes it difficult to complete in a legible manner and does not allow any additional rows when needed.

Answer #10: B.2 will need to be filled out on the page in the solicitation or you can print out the B.2 and legibly print the responses on the page.

Question #11: What is the distance, in feet, from designated MPOE (Minimum Point of Entry) to the designated check out stations at each site?

Answer #11: The requested information is confidential. Distances can be discussed during negotiations.

Question #12: Is there a designated pathway from MPOE to designated check out stations at each site?

Answer #12: Infrastructure pathways can be discussed during negotiations.

Question #13: What is the available amperage at each location to support the Uninterrupted Power Supply (UPS) and the multi-bay docking stations?

Answer #13: At minimum, a 200-amp breaker is available at all locations.

Question #14: Is there a limit to bringing in additional amperage to the facilities to support the UPS and multi-bay docking stations, if necessary?

Answer #14: Yes

Question #15: What is the layout or design of each check out station for each site?

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Answer #15: The Agency will provide a room with sufficient space to accommodate a check out station.

Based upon the dimensions needed as provided by the contractor/vendor.

Question #16: Number of shifts per 24-hour period for each location for the users of Body Worn Cameras?

Answer #16: The Memorial, Wainwright, and Wynne Units have four shifts in a 24-hour period. All other locations will have three shifts in a 24-hour period. The Estelle Unit has a combination of four shifts (general population) and three shifts (high security building).

Question #17: What is the minimum retention period for actively recorded videos? Approximately what percentage of videos would fall under this category?

Answer #17: Currently, the Agency does not have a retention period specific to the body worn camera recordings, however, the Agency does have a video surveillance recording retention period which has a minimum of 3 years retention depending on the situation or incident.

The Agency retains the right to change this retention period at any time as the need arises.

Question #18: Is the vendor able to use any existing cabling infrastructure at the site, or does it need to be all new?

Answer #18: No, vendor will need to provide their own cabling infrastructure in accordance with the TDCJ polices.

Question #19: Is the vendor to provide networking switches?

Answer #19: If the vendor is bidding on the Turn-Key Solution, the vendor is expected to provide all items required. If the vendor is bidding on the Limited Solution, the TDCJ will expect an indication as to how many network switches are required to support the solution.

Question #20: Page 19, #Z - BWC shall have the capability to wirelessly live stream active audio and video being recorded on the device to a remote computer by approved personnel;

Question #20a: Are WiFi networks available at each TDCJ location to provide BWC Live View?

Question #20b: If not, should WiFi infrastructure be quoted in this RFP?

Question #20c: If WiFi infrastructure needs to be quoted as part of the BWCS solutions, what are the security and physical requirements for the WiFi infrastructure (such as Tamperproof, IP Rating, etc.) besides the “conduit” requirement stated in C.3.4.1?

Question #20d: For Live View of BWC, what is the estimated Maximum BWC that will be viewing the BWC concurrently? What are the estimated Maximum Operators that will be viewing the BWC concurrently?

Answer # 20a: No, the TDCJ does not have WiFi networks available at each location.

Answer # 20b: If the contractor wishes to bid on the Turn-Key Solution, some kind of network/infrastructure will need to be included. If the contractor is only bidding on the Limited Solution, identify how you will meet the requirement.

Answer # 20c: To be determined between Contractor and Agency.

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Answer # 20d: The intent was for the camera to have the capability to live stream and live map if the Agency chooses to do so. At this juncture it is not a requirement to be active for this proposal. If applied to a vendor’s proposal, appropriate WIFI service would need to be provided by the vendor as LTE service cannot be counted on within the facilities. Two (2) to three (3) workstations at the maximum will need to capable of viewing the live stream (Senior and Assistant Wardens).

Question #21: Page 19, #AA - BWC shall have the capability to wirelessly live map via GPS location from the device to a remote computer by approved personnel; Live tracking of a device requires 4G services or WiFi Location Services. Will BWC with 4G services work inside buildings at each location? If not, does TDCJ currently have WiFi at each facility to be used by the BWCs? If so, does the current WiFi infrastructure support Location Services?

Answer #21: See answers number 20.

Question # 22: Page 21, C.6 - For the Turnkey Solution: Infrastructure to support the BWCS shall be provided at all designated locations;

Question #22a: For each location listed, could TDCJ provide the local phone number (NPA/NXX) for vendors to request quotes from Internet providers?

Question #22b: If TDCJ will provide Internet, will TDCJ provide the necessary public IP address per location?

Answer #22a: Please use the TDCJ directory for phone numbers at the following URL, https://www.tdcj.texas.gov/unit_directory/index.html

Answer #22b: Yes

Question #23: Page 23, #42 – For auditing purposes, all changes to BWCS media must prompt a free-text field in which user is required to explain justification for said change; 1.

Please clarify what type of changes TDCJ refers to, as all media files are not editable.

Does TDCJ mean changes to the file Classifications or case number initially assigned or moving files from one Officer to another?

Answer #23: The Department requests any administrative changes to user roles/permissions or equipment functions shall require not only appropriate access, but authentication codes provided to the user by the system.

Question #24: Page 24, #H - C.3.1.2 Technical Specifications Requirements A. Equipment Room/Infrastructure: The Department shall provide space with necessary power in existing facilities for BWCS equipment that has a minimal size requirement and does not interfere with the Department's access, use, or potential use of the area where the equipment is located;

Question #24a: Will all the BWCS equipment be installed in one dedicated room or multiple rooms at each facility? Will the Camera checkout process be in the same room?

Question #24b: If multiple rooms, will TDCJ require the Vendor to run network and power from the dedicated room to each of the other rooms, or will TDCJ provide all necessary network and power at each location?

Question #24c: Will the dedicated room or rooms be environmentally sound? Will temperature constantly be between 74° to 78° Fahrenheit 24 hours a day, 365 days a year?

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Answer #24a: Exhibit J.4 indicates how many stations each facility will require.

Answer #24b: TDCJ will provide power in each location, while the Contractor is responsible for network cabling.

Answer #24c: Rooms will be climate controlled.

Question #25a: Does TDCJ currently have a list of Classifications and Retention requirements based on each classification? Would TDCJ provide a list of Classifications and Retention for each Classification for the Vendor to determine infrastructure-related design?

Examples of Classifications:

Question #25b: How many days should the BWCS system keeps not used or non-evidence files?

Question #25c: Evidence or Possible Evidence files such as Class 1 Incidents, Class 2 Incidents, Suicide, Attempted Suicide, Assault, Escape, Sexual Assault, force resulting in bodily injury, etc., are kept for how many days?

Question #25d: If Classification lists are unavailable, what are the longest days or years to keep files?

Answer #25a: It should keep the non-evidence files until categorized or deleted. A definitive time frame has not been established.

Answer #25b: Contractor should keep the non-evidence files until categorized or deleted by the TDCJ.

Answer #25c: Files may be needed to kept from six years to indefinitely. This function needs to be configurable for the Agency.

Answer #25d: Indefinitely.

Question # 26: While the equipment list shows the total amount of BWC per location, it does not show how many BWC are used per shift. Could TDCJ provide the total number of cameras used per shift? How many shifts are at each location?

Answer #26 The Agency will determine the how many BWC’s are dedicated to shifts on each facility.

The total number of cameras that need to be allocated per facility are identified in Exhibit J.4.

Question #27: For the LIMITED SOLUTIONS, would TDCJ provide the equipment, such as servers, operating system, and network gear to house the BWCS system, or would TDCJ prefer the Vendor to provide the equipment?

Answer #27: Contractor’s responsibility.

Question #28: Page 21, C.5 - Configurable technology capable of checking in/out cameras using existing Department identification cards; 1. What is the manufacturer's make, model, and software TDCJ currently using?

Answer #28: The Department’s software vendor is Secura.

Question #29: Page 23, #36 - The BWCS shall accommodate integration to other Department systems; 1. Could TDCJ provide a list of systems that require integration and requirements?

Answer #29: To be determined and can be discussed during negotiations.

*The numbers provided are at “a minimum” with the Agency retaining the right to increase this number as the need arises.

Question #30: Most likely, the plans of the locations are not publicly accessible. What plans are available that the TDCJ can share with the Vendors to size and quote the network infrastructure (Structured Cabling, WiFi AP, Controllers, Network switches, Cabinets, etc.)?

Answer #30: Due to security concerns, the schematics are not available.