ESBD_File_351532_003-Amendment of Solicitation P021.docx

1. SOLICITATION NO.

696-ID-24-P021

2. AMENDMENT NO.

A-003

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 submitted to the TDCJ 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: L. 7. 2. 2 > Volume One, Section 3 – Solicitation Compliance and Exceptions > C Proposals must demonstrate that the services conform to applicable state and federal standards and Department Policies.

· What are the specific requirements and the types of documentation needed to demonstrate compliance effectively?

Answer #1: You may disregard this requirement.

Question #2: C .3 .1 .1 A Functional Requirements > 1 “Substitutions of equipment/component parts.”

· Need definition.

· Is this for brand models?

· When will we be notified?

· Please define security vulnerability scanning.

Answer #3: The ITD Information Security Office does not release technical details of the software they use for penetration testing.

Question #4: C .3 .1 .1 C > 1 “Shall use millimeter wave to produce a full optimal body image for contraband detection.”

Question #4a: Full body image vs. mannequin… which one or both?

Answer #4a: Both

Question #4b: If requesting both, then a secondary security check location is required. Is the Department prepared for this additional expense and/or footprint.

Answer 4b: Yes Question #5: C.3.1.1 Functional Requirements > C > 25 “Created Media”.

· Need definition of created media.

Answer #5: This is referring to the images/recordings of the body scans created by the machine during regular operation and the need for all images/recordings created to be encrypted prior to transmission or storage.

Question #6: C.3.3.1 Implementation > C. The Contractor shall have installed and implemented Full Body Security Millimeter Wave Scanner at all locations within 18 months from the date of the initial planning meeting described in this SOW in keeping with a schedule determined by the Department.

· Define initial planning meeting?

Answer #6: Section C.3.3.1 Implementation covers this question upon award.

Question #7: 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 #7: In Section L.7.2.2.B, we spell out the steps necessary to create an Exception. As with any component of the RFP requirements, if your company is not able to meet a specification, simply write an Exception. If you have an alternative you would like considered, write an Exception.

Question #8: If we are not HUB compliant, meaning we respond “no” to HUB Subcontracting Plan (HSP) page 1 Section 1 b. , do we need to complete the entire HUB form included in pages 1-29? How does HUB compliance affect the overall scoring?

Answer #8: With regards to any question related to HUB 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 #9: Are we required to attempt to use a State of Texas Hub certified sub-contractors? If no, do the non-HUB certified sub-contractors need to complete the entire form?

Answer #9: With regards to any question related to HUB 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 Exhibit 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 #10: On page 26, Added Value A.1. A. Critical Component Redundancy The Department would prefer redundant recording detail records collection be provided.

Question #10a: What is meant by redundant recording detail records?

Question #10b: Does this mean one record with the system and another record in a secure cloud location?

Is there a specific ID reader you are specifying for this purpose for an automatic reader, such as a preferred State of Texas or TDCJ reader?

Does this need to be an auto reader?

Answer #11: The proposed card reader shall be automatic with the capability of reading TDCJ and Texas State issued cards. The system must have manual entry capability for “other” forms of ID. The “automatic reader” is part of the requirements. TDCJ does not have a preferred model and brand of bar code scanner. Also, asking for a vendor solution that incorporates mag stripe or barcode reader capability and has the additional option for the manual input of other forms of identification (i.e. Driver’s license, Photo ID card, etc.)

Question #12: Will you publish the questions and answers submitted from other vendors?

Answer #12: All questions will be posted verbatim accompanied by the Department’s responses.

Question #13: Would you please clarify the requirements for the ADA compliant section? C.3.1.1 Functional Requirements C. 8. Shall be ADA-compliant and come with wheelchair accessible ramps.

Answer #15: In the training materials, please include the steps an operator is to follow if service is required such as phone number to call or email address to use to report issues.

Question #16: Is it possible to request a deadline extension to March 29 to account for receiving question responses from the Department and incorporating any potential changes to our proposal, as well as offering more time to identify any potential HUB subcontracting business opportunities?

Answer #16: The deadline to submit proposals has been extended to Wednesday, March 20, 2024 at 3:00 PM CDT.

Answer #20: The TDCJ would prefer a machine as close to the listed dismissions as possible.

Question #21: Does the Department intend on giving the contractor access to the system database that contains Department identification cards or State of Texas-issued ID cards?

Answer #21: TDCJ will provide a list of inmates and inmate IDs for use by the vendor in an electronic form. TDCJ will not provide a predefined list of other types of identification that could be scanned by the system (i.e. Driver’s License numbers by state, US Passport numbers, foreign passport numbers, etc.).