ITN-23-038 Addendum 002 - FINAL.pdf

ADDENDUM #002

Solicitation Number: FDC ITN-23-038

Solicitation Title: Offender-Based Information System (OBIS) Modernization

Opening Date/Time: October 25, 2023, at 2:00 p.m., Eastern Time

Addendum Number: 002

Addendum Date: August 21, 2023

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A notice of protest must be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399, Fax: (850) 922-4355, Email: CO-GCAgencyClerk@fdc.myflorida.com.

Enclosed is a subset of draft answers to questions received about FDC ITN-23-038, Offender- Based Information System (OBIS) Modernization, which may have been inadvertently disclosed to potential bidders or vendors prematurely. In an abundance of caution, and in keeping with Section 287.057(19), F.S., the Department is publishing the same information to any member of the public for review.

Please note these answers are in draft format and are not binding upon the Department. Final responses to all written questions posed by the established deadline will be advertised in accordance with the Timeline as published in the ITN.

[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]

mailto:CO-GCAgencyClerk@fdc.myflorida.com

Addendum #002 Page 2 of 9 ITN-23-038

Responses to Written Questions

FDC ITN-23-038

Offender-Based Information System (OBIS) Modernization

Question Number

Question Answer

1. While we are lack experience with a project of this magnitude, we are interested in becoming a sub on this project. How, do you propose we go about doing this?

It is the responsibility of each Vendor to secure subcontractor(s), as appropriate.

2. I would like to download the requirements spreadsheet and any additional associated files but the link in the file https://www.dc.state.fl.us/OBIS/resources.html does not seem to work. Is there something that I’m doing wrong?

Please refer to Addendum #001 of this ITN. The revised link for the Resource Library can be found here:

http://www.dc.state.fl.us/OBIS/resources.html

3. I am writing to kindly request a copy of the Invitation to Negotiate (ITN) Requirement Response Spreadsheet, specifically in relation to FDC ITN-023- 038 OBIS Modernization, which I believe falls under your jurisdiction at the Florida Department of Corrections.

I understand and respect the Florida Department of Corrections’ commitment to transparency and public accountability. In this context, I would greatly appreciate your support. Additionally, please let me know if there is any fee associated with processing this request, as well as the preferred method for payment, if applicable.

Please refer to the Answer to Question No. 2 of this Addendum.

There are no fees associated with processing this request.

4. Regarding the Resource Library posted at following link:

Florida Department of Corrections -- Resource Library for OBIS Modernization ITN (myflorida.com)

Receiving a 404 Server Error for two of the resource links posted:

1. OBIS Web applications.pdf

2. DC5-404.xlsx

Is it possible to be provided files/links to access these two documents?

Please refer to the Answer to Question No. 2 of this Addendum.

The files are available at the revised link for the Resource Library.

5. Our company has developed several similar applications for other clients and is very well qualified to provide the required services. We would like very much to submit a proposal for subject ITN, but are unable to meet the financial

No. The Department requires a Reply Bond from all Vendors submitting a Reply. Replies which do not include a Reply Bond, in accordance with

Addendum #001 Page 3 of 9 ITN-23-038

Question Answer requirements of Section 4.7 Reply Bond with a certified check, or cashier’s check. The companies we contacted to obtain a Reply Bond would charge a minimum of $15,000 non-refundable.

Is there any process or provision for this section to be waived, or other remedy that would allow us to submit a proposal for your consideration at a lesser amount or expense?

Section 4.7, Reply Bond, will be deemed non-responsive.

6. I would like to submit the below inquiry regarding FDC ITN-23-038 – OBIS Modernization ITN.

How much is the allotted budget for this project or the resulting contract?

7. On these projects, I have typically provided services as a subcontractor for the vendors who had the overall direct responsibility to the client. I received "ITN-05740

- Offender-Based Information System (OBIS) Modernization" and having read the description of the project, would be quite interested in participating in this effort in a similar role. Can you advise how I can indicate my specific interest in being considered as a subcontractor for this project and/or suggest any steps I should do at this point?

Please refer to the Answer to Question No. 1 of this Addendum.

8. For a project of the scope and scale for which the Agency seeks comprehensive proposals from qualified vendors, it can be expected that there will be many requests for clarification regarding requirements. Further, for some of those requests, the nature of the Agency's response is likely to have a material impact on the vendor's approach to the proposed solution. As such, the period between the Agency's expected posting of responses and due date for sealed replies is quite short (Sept 27-Oct 25). Will the Agency be open to a process of responding to questions via incremental batches as questions are received rather than waiting to late September?

No. All written inquiries were due to the Department in accordance with the Timeline provided in this ITN.

The Department reserves the right to revise the Timeline as it deems appropriate.

9. In ITN Requirement Respondents.xlsx, the Agency provides the following categories for the vendor's ability to meet specific requirements: Existing Functionality / Product Configuration / Third Party Software / New Interface / Custom Development / Requirement Cannot Be Met. It is unclear which category is appropriate for delivery of a functional capability via standard product roadmap processes (e.g. not demonstrable at time of negotiation but committed availability as a standard product feature prior to go-live). Will the Agency please clarify its preference for capturing such information?

Addendum #001 Page 4 of 9 ITN-23-038

Question Answer

10. Are all requirements mandatory or some are nice to have? Is there a Desired / Critical classification?

11. OIT.010.001 and OIT.003.044

In order to assess effort, can you please supply us with a list of all interfaces currently in place?

12. Is there any Wifi deployed in facilities that is available for officer use? If not, what are the timeframes for implementation?

13. What is the type of mobile devices used by staff inside the facilities?

14. OIT.010.003

"The new system shall provide the ability to setup processes required to support internal data requirements by creating interfaces between the new system and internal shared directories." - Can FDC explain the reason behind this requirement?

What do internal shared directories hold?

15. OIT.010.004

Can FDC clarify this requirement? What does setup processes mean?

16. SIO.001.019

"The new system shall provide automation that allows for requesting missing criminal history information from outside agencies (i.e., state attorney's, courts, law enforcement agencies)." - Is there an interface in place today? If not, when is it planned to be put in place if at all?

17. SIO.001.028

Same question as above. Is there an interface today and if not, is it planned to be put in place?

18. SIO.004.007

Same question as above. Is there an interface today and if not, is it planned to be put in place?

19. SIO.010.006

Addendum #001 Page 5 of 9 ITN-23-038

Question Answer

Same question as above. Is there an interface today and if not, is it planned to be put in place?

20. The ITN Requirement Response spreadsheet should be included in this Tab. For each requirement, the Vendor shall attest whether the Vendor is able to accomplish the requirement, describe the type of solution the Vendor will utilize to fulfill the requirement, and describe in detail how the proposed solution meets the requirement in the ITN Requirement Response spreadsheet found in the Resource Library. The ITN Requirement Response spreadsheet is not included in the page limit.

Regarding the Green highlight –

1) Does the Green highlighted section refer to the 1600 question excel spreadsheet (which is also section 3.7)?

2) Are we allowed to add columns to the spreadsheet to make it easier for the reviewers to find the required answers

21. In TAB D, for each requirement, performance measure, and report required in Section 3, Scope of Work, the Vendor shall describe the following:

1) Does the green highlighted section refer to the ITN Requirement Excel file? If so, do we add columns to answer the required questions

2) Does the blue highlighted section - Performance Measure - refer to just the requirements in section 3.12?

3) Does the Yellow highlighted section - Report Required - refer just to section 3.11?

4) The Red Highlighted wording says that a-h below needs to be completed for each ITN Requirement, each PM, and each report requirement Is that correct?

5) There are no report requirements listed below. Are we to just acknowledge the acceptance of the reporting requirements or are we to expand on them?

22. a) Acknowledge acceptance of each requirement or note any proposed modification or innovative solutions that may differ from the requirement but meet the Department’s needs;

Does this requirement refer to the ITN Spreadsheet? Is it in addition to the requirements in Question #1 above?)

Addendum #001 Page 6 of 9 ITN-23-038

Question Answer

23. b) Acknowledge acceptance each Performance Measure;

This requirement appears to refer to just the Performance measures (section 3.12 of the ITN). Is that correct or do we need to address PMs for all of the ITN Requirements and Report Requirements

24. c) Indicate the Vendor’s ability to exceed the required PMs, if applicable, and provide additional PMs the Vendor identifies as important that are not currently specified;

25. d) Identify any proposed modifications to the PMs and the impact of the modification (e.g., greater quality control, additional sources of revenue, lower prices, etc.);

26. e) Describe a plan for providing services and meeting all requirements.

The Vendor shall include methodologies that will be applied, automation tools planned for use, resource usage plan/approach, and processes that will be put in place;

Does requirement this refer to the ITN Requirements or does it include the PMs and the Reports? Or does this requirement refer to our overall solution? If it refers to the ITN Spreadsheet does each of the 1600 requirements require an answer?

27. f) Provide an organizational structure and resource plan for providing services and meeting the requirements and performance measures described in Section 3, Scope of Work, of this ITN;

Addendum #001 Page 7 of 9 ITN-23-038

Does requirement this refer to the ITN Requirements or does it include the PMs and the Reports? Or does this requirement refer to our overall solution? If it refers to the ITN Spreadsheet does each of the 1600 requirements require an answer?

28. g) Describe ways to maximize revenues while maintaining fair prices and reducing or minimizing any Department resources associated with these services. This may include modifying the requirements and/or PMs while still meeting the needs of the service, or recommending a different approach for the service; and

29. h) Describe any additional Value-Added Services or deliverables it will provide the Department at no additional cost.

30. Conf Call.

I tried to connect to the call this morning for this ITN however was unable to connect. Will a recording be provided?

The Department has not conducted any conference calls related to this solicitation.

31. Could you please tell me the length of the conference? (Trying to arrange flights home)

Vendors should anticipate a full-day to attend the Mandatory Pre-Reply Conference.

32. For the FDC ITN-23-038 (OBIS Modernization) is the Mandatory Pre-Reply Conference July 21st only onsite in Crawfordville, FL?

Or can we attend remotely via Teams, Zoom, or another tool?

There is no provision for remote attendance. The Mandatory Pre-Reply Conference is an in-person event.

Addendum #001 Page 8 of 9 ITN-23-038

33. RLTCORP plans on attending the pre-reply conference for this ITN this Friday, July 21, 2023.

Attendees will be

Raymond Leo Trainor Charles (Chuck) Keith Manning

Can you respond to this email and let me know you received this?

34. We would love the opportunity to get more details and be able to bid on this project, however, we may have some trouble with timing/coordinating travel arrangements. Will there be a Zoom/MS Teams link to those cannot attend in person?

Please refer to Answer to Question No. 30 of this Addendum.

35. We understand that per the RFP, vendors are limited to up to two representatives to attend. Would Florida DOC considering allowing Mi-Case to bring an additional attendee?

No. Attendance is limited to up to two (2) representatives per Vendor. Please refer to Section 4.4, Mandatory Pre-Reply Conference, of this ITN.

36. On the timeline on page 5 of the ITN, listed is a Mandatory Pre-Reply Conference that is taking place this Friday on July 21, 2023, at 8:00am. The location lists the Wakulla Correctional Institution Harry K. Singletary Training Building 110 Melaleuca Drive Crawfordville, Florida 32327.

Are interested participants able to attend remotely or is there a requirement to be in person?

37. Btw, is there a call in number if one of my associates is unable to attend in person so he could call in? Thank you.

38. Would you please provide me with the attendee list from the FDC ITN-23-038 Mandatory Pre-Reply Conference held on July 21, 2023, at the Wakulla Correctional Institution Harry K. Singletary Training Building 110 Melaleuca Drive Crawfordville, Florida 32327.

All public records requests must be filed through the Department’s Custodian of Public Records at:

https://fdc.myflorida.com/comm/PRR.html

Addendum #001 Page 9 of 9 ITN-23-038

39. Can you please share the dial in details for the pre-reply conference.

40. We may be working with a partner firm to produce a proposal for the OBIS ITN. If we partner on the proposal, the partner would be the "prime" contract holder.

If I attend the meeting in Crawfordville and the partner does not attend the meeting can the partner still lead the proposal?

No. The Vendor submitting a Reply is required to attend the Mandatory Pre-Reply Conference.

41. Are you going to release the PowerPoint used during the pre-proposal vendor conference?

Yes. The Department’s slide deck presented at the Mandatory Pre-Reply Conference is available at the revised link for the Resource Library.

42. It would be great if you could send us the pre-reply meeting’s sign in sheet along with the PPT for FDC ITN-23-038 - OBIS Modernization.

Please refer to Answer to Question No. 38 of this Addendum.

Please refer to Answer to Question No. 41 of this Addendum.

43. When will you have the presentation slide-show made available to recap/review with our team?

Please refer to Answer to Question No. 41 of this Addendum.

44. We are looking forward to bidding on this project.

Is there a formal document we need to fill out to express our intent to bid? If so, when is the due date?

No. Replies are due to the Department by the deadline established in the Timeline of this ITN.

45. Are you able to send me the organizations that attended the pre-bid conference? Please refer to Answer to Question No. 38 of this