ESBD_File_351425_004-AMENDMENT OF SOLICITATION P022.docx

1. SOLICITATION NO.

696-ID-24-P022

2. AMENDMENT NO.

A-004

3. EFFECTIVE DATE

3/11/2023

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, |X| 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

Questions and Answers:

Question #1: C.3 Scope of Work to be Performed A. Turnkey Solution to include:

· In the event that our company does not believe we can comply fully with the Turnkey option, is it possible for us to complete a bid exclusively for the Limited Solution?

Answer #1: You are more than welcome to submit only a Limited Solution

Question #2: C.2 Statement of Work C. The Contractor shall provide an Accessibility Conformance Report (ACR) for all equipment and systems associated with this SOW based on the Information Technology Industry Voluntary Product Accessibility Template® (ITI VPAT®) which is the leading global reporting format for assisting buyers and sellers in identifying information and communications technology (ICT) products and services with accessibility features. Version 2 of the VPAT has been expanded to include the leading ICT accessibility standards: Section 508 (U.S.), EN 301 549 (EU), and W3C/WAI WCAG. Information on this can be found here: https://www.itic.org/policy/accessibility/vpat.

The ACR document is a vast and extensive item that will not be completed prior to the bid submission date and time. Our company has not completed this in the past as our products are exclusively used buy Law Enforcement Agents who have been hired to a higher standard that is not in line with those with disabilities described within the 508 Compliance. If we win the award, will we be afforded the option to provide this document once completed or is it a requirement by the State to be completed prior to submission.

Answer #3: At this time, the TDCJ does not plan on creating an image center room.

Question #4: Does prison already have a VPN and contractor could use it for centralize the image transmission?

Answer #4: The TDCJ network would have to be augmented to accommodate the additional needs of this type of system. At this time, a VPN is not available.

Question #5: C.3 Scope of work to be performed > A. Turnkey Solutions to include > 2. Workstations, including all accessories required for normal systems operations, connected to the Full Body X-Ray Security Scanner devices for viewing, storing, and managing image recordings.

· Does the Contractor need to provide a separate workstation used for the integrated information management system as part of Turnkey Solution, or can the workstations equipped for each Full Body X-Ray Security Scanners also be reused for the integrated information management system?

Answer #5: Separate devices are not required.

Question #6: C.3 Scope of work to be performed > C. 3. 1. Functional and Technical Specifications/ Requirements > E. Full Body X-Ray Security Scanner devices provided as a part of the Turnkey Solution shall have the capability to be networked with other like devices throughout the Department. > 1. The Contractor shall describe technology utilized for networking feature and storage format used for data associated with the operation of the Full Body X-Ray Security Scanner.

· Does the system integration scope of Turnkey Solution only include the 24 Full Body X-Ray Security Scanners specified in this bid? Apart from that, the Contractor wishes to clarify that they only need to ensure that the integrated information management system has the capability to integrate other like devices supplied by Contractor in the future.

Answer #6: Yes, only the 24 specified in this bid.

Question #7: C.3 Scope of work to be performed > C. 3. 1. Functional and Technical Specifications/ Requirements > I. Each full Body X-Ray Security Scanner and included workstation shall also be connected to an additional minimum 1TB local or provided cloud based back up storage system for a minimum of 24 months of image recordings that complies with agency security standards.

· What is the purpose of the additional storage? The additional storage is required in both Turnkey Solution and Limited Solution, so what's the difference between these two solutions in terms of the additional storage requirement and usage?

Answer #7: The purpose of the additional storage is for local backup of system images.

Question #8: C.3 Scope of work to be performed > C. 3. 1. Functional Requirements > 3.1.1.F Reports > 6. The system shall produce, at a minimum, reports on:

a. Usage;

b. Percentage of scans identified to detect contraband;

c. Number of scans on a specific individual;

d. Number of items scanned that were flagged;

e. Names of individuals with flagged scans;

f. Name of the person operating the scanner; and

g. Date and time of scans.

· What is the definition and meaning of "a. Usage" required to be included in the report produced by the system?

Answer #8: Number of overall scans with date, time, and operator information.

Question #9: C.3 Scope of work to be performed > C. 3. 1. Functional Requirements > C3.10 Added Value > A. "Contractor Provided Network 1. The Department would prefer the Full Body X-Ray Security Scanner provided as a part of the Turnkey Solution be connected via a Contractor-provided dedicated, isolated network. And 2. The Department requests detailed information on how the Contractor-provided dedicated, isolated network will operate."

· Do jails or correction facilities have dedicated & isolated networks? If so, can we use the existing dedicated & isolated network in the Turnkey Solution? If not, do we need to work with the vendor listed in Exhibit J.3 to build the in-premise network?

Answer #9: The TDCJ network would have to be augmented to accommodate the additional needs of this type of system. The Contractor-provided dedicated, isolated network is required for the Turnkey solution.

Question #10: C.3 Scope of work to be performed > C. 3. 1. Functional Requirements > C3.10 Added Value > C. System Functionality for Turnkey Solution : The Department would prefer a system with centralized system administration, such as a web portal, connecting all Full Body X-Ray Security Scanners at all designated facilities and remote locations capable of secure and easily accessible system administration and reporting functions.

· The total annual scan volume (times) of all correctional facilities within the system integration scope in the bid shall be provided with the best estimate which will be used for storage calculation.

· Who are the users of the integrated information management system at different levels (e.g. region level & administrative location level)?

Answer #10: Minimum accessibility will be at the local level with unit level user and unit level administration access. However, if networked and capable, regional level access and Executive access from a site would be beneficial in gathering statistical data. This function, if available, could be submitted as an added value.

Question #11: Does the Department intend to use the Systems to scan Inmates only, or will Visitors and Staff also potentially be scanned?

Answer #12: It is essential that you reach out to the designated HUB contacts mentioned during the pre-proposal conference and listed on the first page of J.3 for any inquiries related to HUB. Personnel contacts: Jemelle Spivey 936-437-3774, Yolanda Crawford 936-437-3777, Cherie Slott 936-437-3776, and email: HUB@tdcj.texas.gov.

Question #13: "How does the Department record/log Inmate ID Numbers? Does the Department have these recorded on Bar Codes or RFID Tags?"

Answer #13: The Agency’s employees and inmates ID cards utilize bar code technology.

Question #14: What type of connectivity is there between the facilities?

Answer #14: The Turnkey solution section C.3.4.A The Contractor shall include all infrastructure required to support the bandwidth and operational requirements.

Question #15: Will the contractor be responsible for proving data ports at each location?

Answer #15: Yes – See C.3.4.1 System Cabling for Turnkey Solution

Question #16: Will the contractor be responsible for providing power to each installation location?

Answer #16: Power should be available at most (if not all) locations sites. However, if power is not available the Contractor will be responsible for providing. Also, See C.3.1.2. Technical Specifications Requirements – A. Equipment Room/Infrastructure: The Department shall provide space with necessary power in existing facilities.

Question #17: C.3.1.1 A.3 Security penetration, is this referring to the machines technology or finding objects

Answer #17: The Agency’s Information Security Office (ISO) will run tests on the system software to test for known vulnerabilities and potential security breaches.

Question #17a: C.25 State ID cards, are these bar code technology or other please describe

Answer #17a: The Agency’s employees and inmate ID cards utilize bar code technology.

Question #17b: G. UPS- Is there a preference on whether this is Rack mounted or stand alone?

Answer #17b: Either are fine as long as a trip hazard is avoided.

Question #18: C.3.1.0 B. Can you please explain further “redundancy testing”, what parameters will be used to test and What criteria will be used to determine a pass/fail of the testing?

Answer #18: Answer is pending.

Question #19: C 3.4.1. A. Inside and outside plant wiring and cable, without visiting each site and seeing the proposed installation locations, how is the contractor supposed to structure their proposal, is this more of a capability question?

Answer # 19: The Agency identifies requirements for infrastructure to provide guidance for the vendor to prepare their proposal knowing the need to include components identified.