Event 620 Administration Document (1).docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR THE

IDAHO STATE POLICE

REQUEST FOR PROPOSAL

DISPOSITION RECOVERY

EVENT 620

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

Disposition Recovery

RFP Project Description:

The Idaho State Police (ISP) is seeking to identify opportunities to improve the accuracy and completeness of the records in its Computerized Criminal History (CCH) System. ISP has recognized a need to develop a CCH Data Quality Dashboard program as the first step in that effort.

RFP Lead:

Joseph Nelson, Purchasing Officer Email: joseph.nelson@adm.idaho.gov Phone: 208-332-1602

Submit electronically via IPRO:

Electronic Submission:

IPRO IOGIN

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Monday, August 26, 2024 @ 10 AM Mountain Time

Teams Meeting

Deadline to Receive Questions:

Monday, September 9, 2024 @ 11:59:59p.m. Mountain Time

RFP Closing Date:

See IPRO Header Document

Public Opening Date:

10:30 a.m. Mountain Time, the following business day after closing

Initial Term of Contract:

Work must be completed by December 2025. There may be a possibility of extended time to complete the project if funds available.

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

OVERVIEW

1.1. Purpose

The State Department of Idaho State Police, through the Idaho Division of Purchasing (“DOP”), is requesting Proposals from qualified Vendors for the purchase of Disposition Recovery in accordance with the specifications provided below.

1.2. Definitions

CCH—Computerized Criminal History database CJIS Security Policy—The Criminal Justice Information Services (CJIS) Division of the Federal Bureau of Investigation (FBI) technical information security policy governing the access, use, and dissemination of criminal justice information (CJI).

1.3. Background Information

ISP is requesting to conduct a project with a third-party vendor to find and append the Idaho (CCH) with missing dispositions. This analytical project will focus on the aging of open arrests that have not been updated with a prosecutorial or court disposition and will also produce an assessment of data anomalies including records that may or not be accurate. Finally, using copies of unified court data and CCH data, this project will use machine learning and artificial intelligence techniques to programmatically identify missing dispositions and prepare for appending to CCH.

1.4 Project Understanding

The ISP is seeking to identify opportunities to improve the accuracy and completeness of the records in its Computerized Criminal History (CCH) System. ISP has recognized a need to develop a CCH data quality dashboard program as the first step in that effort.

The ISP is requesting an assessment of the data currently residing in the CCH system, resulting in data-quality metrics that will highlight specific problem areas and provide recommendations to remediate them over time. The assessment and metrics will primarily focus on missing dispositions and the aging of open arrests that have not been updated with a prosecutorial or court disposition. The analysis will also produce an assessment of data anomalies—records that appear to be outliers, that may or may not be accurate. These results will be presented in clean, intuitive graphical user interfaces via a web browser. Graphs and charts will be incorporated where practical, with the ability to drill-down to more detailed data.

In addition to identifying the quality of the CCH data, there is a need to improve the accuracy and completeness of the data, by locating dispositions that are currently missing from “open” arrest records. The database analysis will identify and present court disposition records that are likely matches to a corresponding arrest record in the CCH.

1.5 Project Approach

The solution is a data lake tool that uses emerging “big data” technologies to enable data from multiple sources to flow into one centralized data lake repository. The solution incorporates unstructured search and machine-learning (ML) technologies to help uncover anomalies and patterns that cannot be discovered using traditional SQL-based database technologies. As a by-product of this assessment, ISP will have options to continue to use the solution tools on an ongoing basis for monitoring and addressing data-quality and timeliness issues.

1.5 Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order document (CPO) from the State’s eProcurement system, IPRO, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in IPRO:

1.5.1 Solicitation Instructions for Vendor

1.5.2 Standard Contract Terms and Conditions

1.5.3 The CJIS Security Policy (most current version)

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the RFP was issued shall apply.

2.

QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the BCI staff, evaluation committee members, or other associated individuals, except the Division of Purchasing.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the ISP, Bureau of Criminal Identification staff. All parties interested are invited to participate by attending the Teams Meeting. Those choosing to participate must pre-register to receive Teams meeting details by submitting the completed Attachment 1 - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by Friday, August 23, 2024, 5p (MT). Any oral answers given by the State during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO (https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho. The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at IPRO. It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Attachment 2 - Contractor Questions. Official answers to all written questions will be posted on IPRO as an amendment to this RFP.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors are strongly encouraged to submit any proposed modifications to the requirements, terms, or conditions of the RFP on Attachment 2 - Contractor Questions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions they must be identified and submitted on Attachment 3 - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above, prior to close date and time for questions. The State will not consider any modifications or exceptions that are not identified specifically on Attachment 3.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Contractor would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix A - Idaho Terms and Conditions Background and Limitations. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Contractor has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Contractor will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Contractor’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Contractor, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Contractor to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.

3.1. General Instructions

3.1.1. Proposals may be submitted electronically or manually, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time (in a single package or electronic submission). If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files (whether submitted electronically or manually) must be in Microsoft Word or Excel format; the only exception is for financials, brochures or other information only available in an alternate format.

3.1.4. All Contractors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Contractors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO, at https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=StateofIdaho. When submitting through IPRO, enter your Cost in IPRO as “$0.01,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.02.

3.3.3. When submitting via IPRO, be advised that the Contractor for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Contractors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Contractor’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

PROPOSAL FORMAT

1.

2.

3.

4.

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Contractors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Contractor’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Contractors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Contractor’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Contractor’s Proposal non-responsive and no further evaluation will occur. Contractor must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Contractor cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Contractor responds, points will be awarded based on predetermined criteria.

Note: Contractors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD

5.

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

1.

2.

3.

4.

5.

5.1.

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 700 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

700 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Cost Proposal

5.3.1. The Cost Proposal will only be opened and evaluated for Contractor who receive the top three (3) technical scores.

5.3.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on Total Contractor Cost as shown in the line item in Luma. The Proposal with the lowest overall Total Contractor Cost proposed will receive all available Cost Points: 300 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

300 X lowest overall total Contractor cost Overall Total Contractor Cost being evaluated.

5.4. Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, require the apparent high point Contractor to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Contractor being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Contractor’s responsibility.

5.5. Award

Award of Contract will be made to the responsive, responsible Contractor whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; CONTRACTORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Signature Page: All Proposals must be submitted with a state supplied Signature Page, attached separately in IPRO. For electronically submitted Proposals, submit a completed, scanned signature page. For manually submitted Proposals, the signature page must contain an ORIGINAL HANDWRITTEN signature executed in INK OR AN ELECTRONIC SIGNATURE and be returned with the relevant Solicitation documents. Your ORIGINAL Signature Page should be included at the FRONT of your ORIGINAL Technical Proposal

☐ (M) Cover Form: Complete, sign, and submit Attachment 4, Cover Form.

☐ (M) Acknowledgement of Amendments: If the RFP is amended, the Contractor must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items including but not limited to 7.1-7.5.

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items including but not limited to 8.1-8.3

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items including but not limited to 9.2-9.4

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Attachment 5, Cost Proposal. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Contractor should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

BUSINESS INFORMATION

6.

7.

7.1. (ME) Business Profile Provide a profile of your business including Contractor’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Contractor must have done at least one (1) Disposition Recovery project and ten (10) years of experience.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including detail of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with Disposition Recovery. Success is defined as similar projects analyzing history data sets at State level or large agency setting.

7.5. (E) Customer Satisfaction Over the last ten (10) years, approximately what percentage of customers have chosen to remain with your company when given an option (e.g. exercising option renewals, extending agreements, selecting your company again upon re-solicitation, etc.)

7.6. References

Provide contact information for at least three (3) references.

ORGANIZATION AND STAFFING

Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following: All personnel associated with this project will need to submit to a fingerprint background check by ISP.

8.

8.1. (ME) Project Lead Identify the person who will be the dedicated Project Lead if Contractor is awarded a contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, customer service and other roles to be used in the fulfillment of this Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3. (M) Sub Contractors If you intend to utilize sub Contractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service and provide a detailed description of how the sub Contractors are anticipated to be involved under the Contract. Include a description of how the Contractor will ensure that all sub Contractors and their employees will meet all Scope of Work requirements. NOTE: The information provided for sub Contractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

If you do not intend to utilize sub Contractor(s), provide a statement to that effect.

8.4.

SCOPE OF WORK

All sections of the Scope of Work are required contract services. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from the Agency in order to achieve full compliance with all tasks and deliverables.

This scope of work will consist of two phases, made up of a total of 14 tasks. Phase 1 will consist of the development of a data quality dashboard and Phase 2 will involve court data matching. All work will be done remotely.

(ME) Dashboard Development Phase 1

The Contractor must participate in the kickoff meeting. The kickoff meeting must be held no later than two (2) weeks after contract award.

The Contractor must work with ISP staff to define specific CCH data quality requirements and priorities within ISP.

During the kickoff meeting, Contractor must present similar work completed for other states and facilitate a discussion with ISP on the modifications to make to meet ISP’s goals of assessing and improving data quality. During the kickoff meeting the Contractor must work with ISP project lead to define specific CCH data-quality requirements and priorities within ISP. Contractor and ISP will talk through the processes in place in Idaho for booking and fingerprinting, as well as for prosecution, courts, and others to report status changes and dispositions. ISP and the Contractor will then review the data available in the CCH. At the kickoff, the Contractor must also present similar work completed for other states and facilitate a discussion with ISP on what modifications to make to meet ISP’s specific goals for assessing and improving data quality.

(ME) Implementation Task 2: Extract Data The Contractor must consult with ISP personnel to identify the data elements required to perform the quality assessments.

The Contractor must work with the appropriate technical staff to extract the data from the criminal history system by the most efficient, least obtrusive means for creating a copy of the selected CCH data.

The Contractor solution must be hosted in a secure cloud environment. Which cloud provider is solely up to ISP. Contractor must adhere to the FBI CJIS Security Policy found in the Questions section in IPRO.

Upon establishing and configuring a cloud computing instance, the Contractor must load the extracted CCH data into the Cloud.

Task 3: Organize and Validate Data Once the CCH data has been loaded into the Contractor’s solution environment, the Contractor must perform basic validations on the data and review apparent data issues with ISP stakeholders.

The Contractor must thoroughly review code lists and identify any unknown codes or codes that do not seem to have a literal value.

The Contractor must plot arrest and disposition data on timelines, to visually display the distribution over time of the data in the extract. Figure 1 (page 17) provides an example from a previous engagement. These basic analyses often lead to additional data cleanup. For example, The Contractor must identify duplicate arrest records and exclude them from further analysis.

The Contractor must document any duplicate booking records for ISP to review and, if appropriate, adjust the source CCH data.

Task 4: Perform Analysis and Create Visualizations The Contractor’s team must configure data indexing and analytics.

The Contractor must set up one or more machine learning (ML) algorithms that must search for deeper patterns in the data. This must yield a set of basic statistics that the Contractor must review with ISP staff. The algorithms must assist presenting a complete criminal history in accordance with CJIS policies.

The analysis must also include a view of disposition rates by county of jurisdiction, presented as a map—with Idaho’s forty-four (44) counties color-coded to visually highlight geographic differences.

Task 5: Prepare Final Report The Contractor must present results and make refinements to the specific dashboard analytics after review from ISP staff, as needed.

At the conclusion of these review-and-refine iterations, the Contractor must configure a set of dashboards based on discovery discussions with ISP staff that must be displayed on a web page accessible only to ISP staff.

The Contractor must produce a written report summarizing the methodology and the patterns of erroneous data, anomalies, or incomplete records, including missing dispositions and open arrests by date of arrest. The results must be reviewed with ISP staff after the conclusion of tasks 1-4. The report must conclude with recommended error correction strategies.

Task 6: Conduct Ongoing Data Feed The Contractor must work with ISP staff to create a means of publishing regular refreshers of current CCH data to the Contractor’s solution. The dashboard visualizations must refresh as new data is available.

Task 7: Prepare and Confirm Research Method The Contractor must define the business process, disposition matching criteria, and technical environmental needs associated with this project phase. ISP will conduct a series of research design meetings that will address several variables, including how ISP will approach partner agencies to secure agreements to gather the necessary data.

Task 8: Examine ISP Court Data Sources The Contractor must review any ISP “hold file” that includes court data, as well as any other readily available court data sources to determine whether the file will work for the data matching effort.

Task 9: Gather and Load CCH Data The Contractor must collect a copy of the ISP CCH data and related schemes, then load the data into the solution.

Task 10: Secure Agreements and Gather Court Data Prior to collecting the court data, the Contractor must work with ISP to secure necessary agreements with Idaho court agencies to obtain copies of their data and schemas.

Task 11: Load Court Disposition Data Once a court data extract can be secured to match the time frame of the extracted CCH data, the Contractor must load the court data into the same big-data repository as the CCH extract.

Task 12: Train and Test the Matching Model The Contractor must use CCH records and court disposition data from a specific date range (depending on data availability and historical consistency) to create ML models for matching court dispositions (actions) to the arrest charge by looking randomly at the sixty percent (60%) of the charges in CCH records that have a disposition and an associated court case ID number, which corresponds to a record in the courts’ data. These records will be used to train the model to recognize the pattern in records that are already matches between the two data sources.

To test the model, the Contractor must hold back forty percent (40%) of the records that already had dispositions and were not used to train the model. These records must allow the model’s precision to be tested and adjusted until its prediction capability acceptably eliminates overpredicting (false positives) and minimizes underpredicting (false negatives).

Tasks 13 and 14: Identify and Present Matches for Confirmation

Task 13 Identify Matches The model after training and testing, must produce a set of probable matches between a CCH arrest charge and a court disposition record.

Task 14 Present Matches The Contractor must provide a web application to present users with the likely matches and corresponding data. The user will accept or reject the possible match (based on enough biographic data in the court disposition matches the biographic data in the arrest record), and the application must feed the choice back into the model for retraining. The application must feed those matches directly into the CCH records.Figure 1: Machine-Learning Results

The Contractor must retrain the model and provide ISP with subsequent new probable and possible matching sets continually at every six (6) month intervals. The results must be applied as in Task 12 above, but with improved precision (more true positives) and fewer possible records that require user review.

Project Assumptions (M) The Contractor must estimate a total project duration of listed weeks for Phase 1 and listed weeks for Phase 2.

The proposed solution must be hosted in a secured CJIS Security Policy compliant cloud environment.

The Contractor’s staff must have access and the ability to install services as needed in the CJIS Security Policy compliant cloud environment.

(ME) Training The Contractor must provide a structured training that must detail the Contractor’s plan to train BCI staff on using the functionality and continued use of the product prior to final acceptance of the project.

ATTACHMENT 1 – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

EVENT 620 DISPOSITION RECOVERY

DISPOSITION RECOVERY

Oral Information: Questions concerning an RFP must be directed in writing to the RFP Lead in the time period prescribed in the RFP document. Vendors are cautioned against relying on any verbal information, and do so at the Vendor’s sole risk. The RFP may only be amended by written documentation posted to the state’s eProcurement System, IPRO.

Potential Contractors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at joseph.nelson@adm.idaho.gov. After the RFP Lead receives your form and the registration deadline passes, you will be provided with Teams meeting details. Attendees are asked to register for the Pre-Proposal Conference no later than 5:00pm, Mountain Time, Friday, August 23, 2024.

PLEASE PRINT:

ATTACHMENT 2 – CONTRACTOR QUESTIONS

Instructions:

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail subject line is to state the RFP number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO.

ATTACHMENT 3 – MODIFICATION AND EXCEPTION FORM

Instructions: Complete this form and submit with your RFP submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See RFP Section 2.4 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

Contractors must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Contractors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Contractor must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 2.4.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Contractor, at the discretion of the State, and as otherwise provided in RFP Section 2.4.4.

ATTACHMENT 4 – COVER FORM

(M) Attachment 4, Cover Form must be completed, signed, and submitted with your Proposal. Failure to complete and submit this form may result in your Proposal being deemed non-responsive.

Instructions: The Technical Proposal must include a signed copy of this cover form. Copy and paste this form onto your company letterhead, or include the following information: Contractor’s company name, mailing address, phone number, fax number, e-mail address, and name of Contractor’s authorized signer. The cover form must include the RFP Number and Title and must be signed by an individual authorized to commit the Contractor to the contents of the Proposal.

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐Sole Proprietorship ☐ Other (specify)

Contractor’s Tax Identification Number

EIN:

Contractor’s DUNS Number

DUNS:

Is Contractor a legal entity with the legal right to contract?

☐ Yes ☐ No

Other than modifications/exceptions identified on Attachment 3, in compliance with Section 2.4 of this RFP, does Contractor accept, and is Contractor willing to comply with, the requirements of this RFP and attachments, including but not limited to those identified in Section 1.4 and the Special Terms and Conditions in Appendix?

☐ Yes ☐ No

Is Contractor in compliance with applicable equal employment regulations?

☐ Yes ☐ No

Does Contractor affirm that it has not employed any company or person other than a bone fide employee working solely for the Contractor or a company regularly employed as its marketing agent, to solicit or secure the Contract, and that it has not paid or agreed to pay any company or person, other than a bone fide employee working solely for the Contractor or a company regularly employed by the Contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of the Contract.?

☐ Yes ☐ No

Does Contractor understand and agree that for breach or violation of the above term, the State has the right to annul the Contract without liability or, in its discretion, to deduct from the offered price the amount of any such fee, commission, percentage, brokerage fee, gifts, or contingencies.

☐ Yes ☐ No

Firm(s) and/or staff responsible for writing the Proposal

Names:

Does Contractor affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs?

Note: vendor information is available at https://sam.gov.

☐ Yes ☐ No

Does the Contractor affirm that the Proposal will be firm and binding for ninety (90) calendar days from the Proposal opening date?

☐ Yes ☐ No

Signed By:

Printed Name:

Date:

ATTACHMENT 5 – COST PROPOSAL

(ME) Attachment 5, Cost Proposal must be completed and submitted with your Proposal. The Contractor must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, profit, and supplies.

ISP will pay 25% of phase 1 after successful completion of task 3 and another 25% after successful completion of task 4. The remaining 50% will be paid after phase 1 is successfully completed.

On phase 2, ISP will pay 25% after successful completion of task 11 another 25% after task 13, withholding the other 50% until phase 2 is successfully completed.

This completed Bid Schedule must be submitted with your response.

Phase 1: Dashboard Development

· Documentation of Requirements

· Dashboard Visualizations Completed

PHASE 1 TOTAL

Phase 2: Court Data Matching

PHASE 2 TOTAL

The fee is fully loaded, and the vendor recognizes that it is responsible for costs related to travel, housing, transportation, per diems, communications devices, and computer equipment. Any additional services contracted in subsequent years will be performed at the vendor’s then-current fee schedule. Prior to initiating any such additional work, the vendor would require a formal letter of authorization from the Idaho State Police.

An invoice shall be submitted upon completion of each milestone identified above. All invoices shall be reviewed and paid within 30 days of receipt.

Based on the current vendor understanding of what is to be accomplished, the pricing identified above represents an estimate of the work anticipated to achieve project success. The vendor’s priority is for this project to be successful for Idaho State Police.

Company Name: _ Name of Individual submitting bid:

Phone: Fax:

E-mail:

APPENDIX A – IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

Event 620 Disposition Recovery

ARTICLE 1 – GENERAL TERMS AND CONDITIONS