Invitation for Bid Question and Answers #1

IFB BRN-25-02

Fingerprint Card Conversion Services

October 20, 2025

To: Prospective Bidders

Subject: Questions and Answers #1 IFB BRN-25-02

This will serve to inform all prospective bidders of Question and Answers #1 for IFB BRN-25-02 entitled “Fingerprint Card Conversion Services”.

This Questions and Answers responds to the questions received from prospective bidders.

Question #1: Would a PDF out of state packet which included the fingerprint form and hard card information be accepted if emailed to the applicant after registration?

Answer: This is a question for the California Department of Justice (DOJ). Once this contract is implemented, the BRN will no longer provide or accept fingerprint hard cards. Historically, the BRN used pre-printed FD-258 cards due to issues with incorrect printing methods. If the DOJ and FBI permit PDF versions and the vendor ensures low rejection rates through clear instructions, the BRN has no objection—only a clearly readable fingerprint is required. However, other California boards typically require pre-printed, mailed cards. The BRN’s prior request to use PDFs was denied.

Question #2: The FBI has recognized FD-258 cards printed on downloaded PDF image on printer paper as acceptable form for fingerprint processing. Will DCA acknowledge the use of FD-258 cards on printer paper for out of state ink card processing?

Answer: Although the FBI accepts FD-258 cards printed from PDF on plain paper, many California boards—including the BRN—require pre-printed, mailed fingerprint cards. The BRN’s prior request to use PDFs was denied.

Question #3: Can the DCA BRN add to the ink card processing language that the payment of processing of ink cards is non-refundable?

Answer: Yes, the vendor may include language stating that processing fees for ink cards are non-refundable. The BRN currently uses this language but will no longer collect fees once the contract is in place.

Question #4: How many administrators at the Department of Consumer Affairs need to have login information for the applicant portal?

Answer: Up to 50 BRN staff may need "read-only" access to the portal. They must be able to verify:

1. Fingerprint supplies were requested

2. Fingerprints were received by the vendor

3. Fingerprints were submitted to the DOJ

BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY • GAVIN NEWSOM, GOVERNOR

Business Services Office, Contracts and Procurement 1625 N. Market Blvd., Suite S-103, Sacramento, CA www.dca.ca.gov

Questions and Answers #1

Question #5: Can a PDF fingerprint receipt be provided to every applicant via email after the fingerprints are submitted to the DOJ?

Answer: The BRN will not provide a PDF fingerprint receipt. If desired, the vendor may do so.

Fingerprint results from DOJ will be transmitted to DCA and the results will be uploaded to each applicant’s BreEZe account.

Question #6: Are FD-258 hard cards only mailed out upon request? If required for every individual, can the FD-258 ink cards mailing be an additional cost to the BRN Applicant?

Answer: Vendors may choose to charge applicants for fingerprint card mailing. However, the BRN will likely award the contract to the lowest responsible bidder, per Public Contract Code §§ 10301–10302.

Question #7: Will the applicant be required to submit an affidavit or similar attestation of the person collection the fingerprints. This would be a separate form submitted with the completed fingerprint ink cards.

Answer: Historically, affidavits or attestations from fingerprinting agents have not been required. The DOJ is responsible for verifying fingerprint submissions. Once this contract is executed the BRN will only receive DOJ results, not the fingerprint cards themselves.

Question #8: System Integration and Data Format: Does the BRN require the Contractor's online portal to integrate with any existing DCA or BRN systems, and if so, can the technical specifications (e.g., required API access, data format for results delivery) be provided?

Answer: No integration with BRN or DCA systems is required. The portal must display:

1. Whether fingerprint supplies were requested

2. Whether fingerprints were received by the vendor

3. Whether fingerprints were submitted to the DOJ

Question #9: Portal Availability and SLA: What is the specific expectation for the Service Level Agreement (SLA) regarding the uptime and availability of the online portal system provided for both BRN staff access and applicant status inquiry?

Answer: The portal must be operational Monday–Friday (excluding state holidays) from 8:00 AM to 5:00 PM. Status updates should be available within 24 hours.

Question #10: DOJ/FBI Terms and Conditions: Since the Contractor must comply with and adhere to all requirements described in the California DOJ and FBI Terms and Conditions, can the DCA provide copies or links to the current, applicable versions of these terms that govern hard card-to-Live Scan conversion and electronic Submission?

Answer: The BRN cannot provide these terms. The agreement is between the vendor and the California DOJ. The BRN will only receive the fingerprint results from DOJ.

Question #11: Record Destruction Documentation: The Contractor must provide DOJ certification documentation of record retention and destruction compliance. What is the required format and frequency for submitting this certification documentation to the BRN?

Questions and Answers #1

Answer: The BRN will not manage fingerprint records. This is between the vendor and the DOJ. The BRN only receives the results of fingerprint checks.

Question #12: Name-Based Check Authorization: If both sets of fingerprint cards are rejected and the BRN needs to complete a form to authorize a name search, what is the expected Service Level Agreement (SLA) or maximum turnaround time for the BRN to return the necessary signed authorization form to the Contractor?

Answer: The DOJ currently provides name-based checks after two fingerprint rejections. If DOJ discontinues this service, the vendor must submit a second rejection list, and the BRN will complete and return the required form. The FBI mandates a 75-day turnaround for name checks. This process should not incur additional costs to the applicant.

Question #13: Historical Rejection Rate: The maximum anticipated annual applicant volume is 20,000.

What is the historical percentage of hard card submissions rejected by the DOJ or FBI due to quality issues (e.g., poor print quality) for previous BRN cohorts? This information is critical for managing resubmission logistics.

Answer: Over the past 39 months, the BRN submitted 47,383 fingerprint hard cards to DOJ. Of these, 8,963 (approximately 19%) were rejected due to quality issues.

Rejection rates have historically ranged from 15% to 20%.

Question #14: Are the 20,000 an annual number or spread over the life of the contract?

Answer: 20,000 is the annual number.