ITN-23-038 Addendum 003 Q&A - FINAL.pdf

Addendum #001 Page 1 of 68 ITN-23-038

ADDENDUM #003

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: 003

Addendum Date: September 26, 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 protests should 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.

Please be advised that the information below is applicable to the original specifications of the above-referenced solicitation and any subsequent addenda. Added language to the ITN is highlighted in yellow while deleted language is stricken.

This Addendum includes the Department’s written responses to written questions received.

This Addendum includes the following changes:

Change No. 1:

The ITN Requirements Response spreadsheet in the Resource Library has been replaced in its entirety.

The following documents are added to the Resource Library:

• Deliverable Acceptance Template

The following documents in the Resource Library are revised:

• DED Template

Change No. 2:

Section 3.7.5.4, Commission Clerks, last Requirement, is hereby revised.

COR.004.028

The new system shall allow staff to schedule Inmates/Offenders for Parole, Conditional Release, Addiction Recovery, Control Release, and Conditional Medical Release Commission dockets for additional types of issues.

mailto:CO-GCAgencyClerk@fdc.myflorida.com

Addendum #001 Page 2 of 68 ITN-23-038

Change No. 3:

Section 3.10, Deliverable Acceptance, is hereby revised.

3.10 Deliverables

Project deliverables are generally either Document Deliverables or Software-based Deliverables. These two (2) types of deliverables will follow the acceptance and approval processes as described below. Note: Document Deliverables can include both Project artifacts (such as a security role matrix or change management plan) as well as deliverables directly related to the solution (such as design documents).

The Contractor shall submit all deliverables in accordance with the deliverable schedule of Section 3.10.3, New System Design and Deliverables Description, of this ITN.

deliverables must be approved by the FDC’s Contract Manager prior to payment.

Deliverable due dates may be extended upon prior written approval of FDC.

Payment of Deliverables is initiated only upon completion of all sub-deliverables consisting a each Stage Gate are received and accepted by FDC. The Department anticipates Deliverables will be completed and paid in sequential order throughout the of the life of the Project.

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Change No. 4:

Section 3.10.1, Deliverable Acceptance, is hereby revised.

3.10.1 Deliverable Acceptance

The Contractor shall submit deliverables prepare and submit a Deliverable Expectation Document (DED) for all deliverables in accordance with Section 3.10.3, New System Design and Deliverables Description. All such deliverables will be reviewed and approved in writing by FDC’s Contract Manager in conjunction with FDC’s Program Manager and Project Sponsor prior to their use or dissemination commencement of work.

The review and approval process for all deliverables are as follows:

• The Contractor shall provide all deliverables to FDC accompanied by a Deliverable

Expectation Document (DED) Deliverable Acceptance Form (DAF), if applicable, by the delivery date as established in the Project Management Schedule. Software-base Deliverables shall pass an established quality assurance and user acceptance testing prior to submitting the deliverable and DED DAF for review and approval.

o If the Contractor is unable to meet the established delivery date, for good cause shown, it shall submit a written request to FDC’s Program and Contract Managers at least five (5) Business Days prior to the delivery date (unless otherwise mutually agreed). Such request shall specify the proposed new delivery date.

• Upon receipt of the deliverable from the Contractor, the Department shall have 15 Business Days for deliverable review and for provision of notice to the Contractor that the deliverable(s) has been accepted or rejected.

• If the deliverable is rejected, the written notice will include the reason(s) for rejection.

• The Contractor shall have five (5) Business Days to address FDC’s concerns and resubmit the deliverable accompanied by a DEDDAF, if applicable.

• At the end of this period, FDC will have five (5) Business Days to either approve or reject the deliverable.

• The Department does not waive its ability to assess financial consequences by allowing the delivery or completion of products or services after the time allowed.

All deliverables developed by the Contractor shall be and become the property of the Department and shall not contain any information, data, item, or project artifact that is or can be claimed to be trade secret, proprietary, or confidential. The Department and/or State of Florida will be solely responsible for its use, service, operation, and/or implementation of any services or deliverables, once accepted.

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Change No. 5:

Section 4.10, Pass/Fail Mandatory Responsiveness Requirements, is hereby revised.

4.1 Pass/Fail Mandatory Responsiveness Requirements as noted on Attachment V

The Department shall reject any and all Replies that do not meet the Pass/Fail criteria defined below.

4.10.1 The Vendor’s Reply is received by the Department on or before the date and time specified in the Timeline.;

4.10.2 The Vendor agrees that all data generated, used or stored by Vendor pursuant to the Contract will reside and remain in the United States and will not be transferred outside of the United States;

4.10.3 The Vendor shall have at least three (3) years’ of business/corporate experience, within the last five (5) years, providing services of similar size and scope as required in and meeting the Scope of Work of this ITN;

4.10.4 The Vendor’s Reply and all services to be provided under the Contract shall be compliant with all laws, rules and other authority applicable to providing the services including, but not limited to, Florida’s Open Government laws (Article I, Section 24, Florida Constitution, Chapter 119, F.S.);

4.10.5 The Vendor is able to demonstrate their ability to meet the performance bond requirements. Within 10 Business Days of Contract execution, Vendor shall deliver to the Department a performance bond, cashier’s check, money order, or irrevocable letter of credit in the amount of $5 million or average annual price of the Contract (averaged from the initial term of the Contract) whichever is greater.

The bond, cashier’s check, money order, or letter of credit will be used to guarantee at least satisfactory performance by Vendor throughout the term of the Contract (including renewal years);

4.10.6 The Vendor has provided the Department a Reply bond or check in the amount of

$1.5 million. The check/bond ensures against a Vendor’s withdrawal from competition subsequent to their submission of a Reply prior to the award and execution of the Contract;

4.10.7 The Vendor has submitted a completed Attachment V, Pass/Fail Requirement

Certification and Non-Collusion Certification, and demonstrated its Financial Stability by submitting one of the following:

• Audited financial statements that demonstrate the Vendor’s satisfaction of

Financial Stability criteria;

• Documentation of an investment grade rating from a credit rating agency designated as a nationally recognized statistical rating organization by the Securities and Exchange Commission (SEC);

• For a Vendor with annual revenues exceeding $1 billion, a letter containing a written declaration, pursuant to Section 92.525 F.S., issued by the Vendor’s

Addendum #001 Page 5 of 68 ITN-23-038 chief financial officer or controller attesting that the Vendor is financially stable and meets the definition of Financial Stability; or

• For a Vendor with annual revenues of $1 billion or less, the Vendor’s current Dun & Bradstreet (D&B) Financial Stress Score has a Financial Stress Class 1, 2,3, or 4.

4.10.8 The Vendor has submitted a completed Attachment VI, Vendor’s Contact

Information and Certification;

4.10.9 The Vendor has submitted a completed Attachment VII, Notice of Conflict of

Interest; and

4.10.10 The Vendor has completed, signed, and submitted Attachment I, Price

Information Sheet. The Price Information Sheet should be sealed separately.;

4.10.11 The Vendor’s Reply to Requirements utilized the ITN Requirements Response spreadsheet found in the Resource Library. The complete ITN Requirements Response spreadsheet should be inserted under TAB D of the Reply.;

4.10.12 The Vendor has attended the Mandatory Pre-Reply Conference.; and

4.10.13 The Vendor has submitted proof of its registration to do business in Florida, as evidenced by Articles of Incorporation or Fictitious Name Registration or Business and, if applicable, a cop of the most recent Certification of Good Standing. This information can be obtained from the Florida Secretary of State’s Office;

otherwise, the Vendor shall provide certification of exemption from this requirement.

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Change No. 6:

Section 4.12, Contents of Reply Submittals, TAB D, Service Area Detailed Solution, is hereby revised.

TAB D Service Area Detailed Solution (limit 225 pages)

Section 3, Scope of Work, defines the requirements and service level expectations for the services sought in this ITN.

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.

NOTE: The Vendor’s provided description of proposed solution shall be used to determine points awarded.

In TAB D, for each the requirements, performance measures, and reports required in Section 3, Scope of Work, the Vendor shall describe the following in a narrative format, unless otherwise noted:

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. This can be completed by selecting from the drop down menu in Column E, Can Requirement be Met and How?, and completing Column F, Vendor Response Text, of the ITN Requirements Response spreadsheet found in the Resource Library;

b) Acknowledge acceptance of each Performance Measure found in Section 3.12 of this ITN;

c) Indicate the Vendor’s ability to exceed the required PMs found in Section 3.12 of this ITN, if applicable, and provide additional PMs the Vendor identifies as important that are not currently specified;

d) Identify any proposed modifications to the PMs found in Section 3.12 of this ITN and the impact of the modification (e.g., greater quality control, additional sources of revenue, lower prices, etc.);

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;

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;

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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

h) Describe any additional Value-Added Services or deliverables it will provide the

Department at no additional cost.; and

i) Acknowledge acceptance of each reporting requirement found in Section 3.11, General Reporting Requirements, of this ITN.

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Change No. 7:

Section 4.19.2, Cost Reply Evaluation Score, is hereby revised.

4.19.2 Cost Reply Evaluation Score (0 – 250 Points)

The Vendor’s Price Information Sheet (Attachment I), submitted under TAB D TAB G, shall be used by the Procurement Office to determine the Vendor’s Cost Reply Evaluation Score using the formulas described below.

The Reply with the lowest amount charged to the Department will be awarded 250 points.

All other Replies will receive points according to the following formula:

(X/N) x 250 = Z

Where:

X = Overall Lowest Amount Charged to the Department (lowest out of all Replies)

N = Vendor’s Amount Charged to the Department Z = Points Awarded

Addendum #001 Page 9 of 68 ITN-23-038

Change No. 8:

Section 4.23, MyFloridaMarketPlace Vendor Registration, is hereby revised.

4.1 MyFloridaMarketPlace Vendor Registration

All Contractors doing business with the State as defined in Section 287.012, F.S., must register in the MFMP Vendor Information Portal (VIP) system unless exempted under Rule 60A-1.033, F.A.C. State agencies shall not agree to purchase commodities or contractual services with any Vendor not registered in MFMP unless exempted by rule. A Vendor not currently registered in MFMP shall do so within five (5) Days of the ITN award. Vendors may complete their MFMP registrations at: http://vendor.myfloridamarketplace.com.

Vendors needing assistance regarding their MFMP registration may contact the MFMP Customer Service Desk at 1-866-352-3776 or vendorhelp@myfloridamarketplace.com.

The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system pursuant to Section 287.057(24), Florida Statutes (F.S.). All payments issued by Agencies to registered Vendors for purchases of Commodities or Contractual Services under Chapter 287, F.S., shall be assessed the Transaction Fee of one percent (1.0%) seven-tenths of one percent (0.7%) of the total amount of the payments received from the State or Eligible Users, as prescribed by Rule 60A-1.031, Florida Administrative Code (F.A.C.), or as may otherwise be established by law. Vendors shall pay the Transaction Fee and are subject to automatic deduction of the Transaction Fee, when automatic deduction becomes available. Vendors shall submit any monthly reports required pursuant to Rule 60A-1.031, F.A.C. All such reports and payments are subject to audit. The Agency will have grounds for declaring the Vendor in default if the Vendor fails to comply with the payment of the Transaction Fee or reporting of payments, which may subject the Vendor to being suspended from business with the State of Florida.

http://vendor.myfloridamarketplace.com/ mailto:vendorhelp@myfloridamarketplace.com

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Change No. 9

Attachment I, Price Information Sheet, second paragraph is hereby revised.

Payment of Deliverables is initiated only upon completion of all sub-deliverables consisting a each Stage Gate are received and accepted by the Department. The Department anticipates Deliverables will be completed and paid in sequential order throughout the of the life of the Project.

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Change No. 10:

Attachment V, Pass/Fail Requirement Certification and Non-Collusion Certification, is hereby revised.

ATTACHMENT V – PASS/FAIL REQUIREMENT CERTIFICATION

AND NON-COLLUSION CERTIFICATION

FDC ITN-23-038

1. Business/Corporate Experience

The Vendor certifies it has at least three (3) years’ of business/ corporate experience, within the last five (5) years, in providing services relevant to the provision of services of similar size and scope of this solicitation. To ensure the Vendor is qualified to serve Inmate populations, the Vendor(s), whether responding independently, as a partnership, as a joint venture, or with a response that proposes utilization of subcontractor(s), must collectively have at least three

(3) years of business/corporate experience, within the last five (5) years, providing services of similar size and scope as described in this ITN.

2. Prime Vendor

The Vendor certifies it will act as the prime Vendor to the Department for all services provided under the Contract.

3. Reply Bond

The Vendor certifies it has included in its Reply a bond or check in the amount of $1.5 million.

The bond insures against the Vendor’s withdrawal from the competitive solicitation process subsequent to its submission of a Reply.

4. Performance Guarantee/Bond

The Vendor certifies that it can demonstrate their ability to meet the performance guarantee/bond requirements. Within 10 Business Days of Contract execution, the Vendor shall furnish the Department a performance bond or irrevocable letter of credit in amount of $5 million or the average annual price of the Contract (averaged from the initial term of the Contract) whichever is greater. The bond or letter of credit will be used to guarantee at least satisfactory performance by the Vendor throughout the term of the Contract (including renewal years).

5. Meets Legal Requirements

The Vendor certifies that its proposed offering/solution, and all services to be provided under the Contract shall be compliant with all laws, rules, and other authority applicable to providing the services including, but not limited to, Florida’s Open Government laws (Article I, Section 24, Florida Constitution, Chapter 119, F.S.).

6. Financial Stability

The Vendor attests to its positive financial standing and that its current Dun & Bradstreet (D&B) Financial Stress Score has a Financial Stress Class of 1, 2, 3 or 4.

7. Statement of No Inducement

The Vendor certifies that it has made no attempt and will make to attempt to induce any other person or firm to submit or not to submit a Reply. Further, the Vendor certifies its Reply contained herein is submitted in good faith and not pursuant to any agreement or discussion

Addendum #001 Page 12 of 68 ITN-23-038 with, or inducement from, any firm or person to submit a complementary or other non-competitive Reply.

8. Statement of Non-Disclosure The Vendor certifies that neither the price(s) contained in this Reply, nor the approximate amount of this Reply have been disclosed prior to award, directly or indirectly, to any other Vendor or to any competitor.

9. Statement of Non-Collusion

The Vendor certifies that the prices and amounts in its Reply have been arrived at independently, without consultation, communications, or agreement with any other Vendor or with any entity for the purpose of restricting competition.

10. Statement of Data Security

The Vendor attests that all data generated, used, or stored by the Vendor pursuant to the Contract will reside and remain in the United States and will not be transferred outside of the United States.

11. Scrutinized Company Certification

The Vendor certifies they are not listed on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., and they are not currently engaged in a boycott of Israel. If the Contract exceeds $1,000,000.00 in total, not including renewal years, the Vendor certifies that they are not listed on either 1) the Scrutinized Companies with Activities in Sudan List, or 2) the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under Section 215.473, F.S., and further certifies they are not engaged in business operations in Cuba or Syria, as stated in Section 287.135(2)(b)2, F.S. Pursuant to Sections 287.135(5), F.S., and 287.135(3), F.S., the Vendor agrees the Department may immediately terminate the Contract for cause if the Vendor is found to have submitted a false certification or if the Bidder is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or has engaged in business operations in Cuba or Syria during the term of the Contract. Any company that submits a Bid, Proposal, or Reply for a contract, or intends to enter into or renew a contract with an agency or local governmental entity for commodities or services, of any amount, must certify that the company is not participating in a boycott of Israel.

12. Business Registration The Vendor certifies it is registered to do business in Florida as evidenced by Articles of Incorporation or Fictitious Name Registration or Business License and, if applicable, a copy of the most recent Certification of Good Standing. This information can be obtained from the Florida Secretary of State’s Office; otherwise, the Vendor shall provide certification of exemption from this requirement.

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Vendor Name:

Authorized Signature:

Printed Name of Authorized Signor:

NOTARY AFFIRMATION: STATE OF , COUNTY OF

Pursuant to Section 117.05(13)(a), F.S., the signor, subscribed before me by means of physical presence or online notarization, this _______ (Day) of ___________(month), 20 , affirms the contents of this Attachment.

(Place Notary Seal Below) | Signature of Notary Public:

Name of Notary Typed, Printed, or Stamped:

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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 Department’s 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 Department’s Answer to Question No. 2 of this Addendum.

The files are available at the revised link for the Resource Library. Please refer to the Department’s Answer to Question No. 2 of this Addendum.

https://www.dc.state.fl.us/OBIS/resources.html http://www.dc.state.fl.us/OBIS/resources.html https://fdc.myflorida.com/OBIS/resources.html https://fdc.myflorida.com/OBIS/resources.html https://fdc.myflorida.com/OBIS/OBIS%20Web%20applications.pdf https://fdc.myflorida.com/OBIS/DC6-2079.xlsx

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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 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?

No, the Department will not accept a Reply Bond of a lesser amount. The Department requires a Reply Bond from all Vendors submitting a Reply. Replies which do not include a Reply Bond, in accordance with Section 4.7, Reply Bond, will be deemed non-responsive.

6. How much is the allotted budget for this project or the resulting contract? The Department will determine the budget based upon the selected solution.

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 Department’s Answer to Question No. 1 of this Addendum.

8. Section & Subsection No.: ITN-23-038 OBIS Modernization – Final.pdf Page No.: General

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, the Department will not respond to written inquiries in incremental batches. The anticipated posting of written responses to written inquiries will be in accordance with the Timeline as established in the ITN.

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

https://vendor.myfloridamarketplace.com/search/bids/detail/5740 https://vendor.myfloridamarketplace.com/search/bids/detail/5740

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9. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: General

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?

Vendors shall select from the dropdown menu in Column E, Can Requirement be Met and How?, and provide further explanation in Column F, Vendor Response Text, in the ITN Requirement Response spreadsheet in the Resource Library of the ITN. If the Requirement is not met by the currently existing functionality at the time of submission, the Vendor shall select Custom Development and utilize Column F, Vendor Response Text, to provide further explanation.

10. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: General

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

Yes, all Requirements are mandatory.

No, there is not a separate classification for Requirements.

11. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: 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?

Please refer to the Resource Library of the ITN for a limited list. Additional technical information may be provided during Negotiations and the Discovery Stage Gate.

12. Section & Subsection No.:

Page No.: General

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

Yes, however, Wi-Fi availability for officer use is limited.

The Vendor shall propose a solution strategy and timeframe considered to be optimally effective and in the best interest of the Department.

13. Section & Subsection No.:

Page No.: General

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

Mobile devices are strictly limited to those that are Department-issued. The Department currently utilizes Android and Apple products.

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14. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: 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?

This requirement will support the operations of the Department during the transition period if required.

The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department.

15. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: OIT.010.004

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

Yes, internal COTS means Commercial Off The Shelf. The setup process means to provide integration with other systems. The proposed solution will be able to share data with internal systems, and there shall be defined, reusable methods for doing so, whether the internal systems are COTS or Custom.

The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional information may be provided during the Negotiation Phase.

16. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: 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?

No, there is no interface currently in place nor a plan to put one in place at this time.

17. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: SIO.001.028

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

Yes, there is an interface currently in place.

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18. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: SIO.004.007

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

No, there is no interface currently in place nor a plan to put one in place.

19. Section & Subsection No.: ITN Requirement Respondents.xlsx Page No.: SIO.010.006

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

Yes, there is an interface currently 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

1) Yes, the green highlighted section: “For each requirement” refers to the ITN Requirements Response spreadsheet.

2) No. Additional columns to the ITN Requirements Response spreadsheet are not permitted.

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?

1) Please refer to the Department’s Answer to Question No. 20 of this Addendum.

2) Yes, the blue highlighted section: “performance measure” refers to those provided in Section 3.12, Performance Measures, of the ITN. Performance Measures are separate from Requirements. Please refer to Change No. 6 of this Addendum.

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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?

3) Yes, the yellow highlighted section: “report required” refers to those provided in Section 3.11, General Reporting Requirements, of the ITN.

4) Please refer to Change No. 6 of this Addendum.

5) Please refer to Change No. 6 of this Addendum.

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?)

Please refer to the Department’s Answer to Question No. 20 of this Addendum.

Please refer to Change No. 6 of this Addendum.

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

Yes, Vendors shall acknowledge the acceptance of each Performance Measure provided in Section 3.12, Performance Measures, of the ITN.

Please refer to Change No. 6 of this Addendum.

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;

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

Yes, Vendors shall indicate the Vendor’s ability to exceed the required Performance Measures, if applicable.

Please refer to Change No. 6 of this Addendum.

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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.);

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

Yes, Vendors shall identify any proposed modifications to the PMs and the impact of the modification.

Please refer to Change No. 6 of this Addendum.

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?

This refers to the Requirements and Performance Measures, not the reports, which such information should encompass the recommended overall solution.

This does not refer to the ITN Requirements Response spreadsheet.

Please refer to Change No. 6 of this Addendum.

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;

Does requirement this refer to the ITN Requirements or does it include the PMs to the ITN Spreadsheet does each of the 1600 requirements require an answer?

This refers to the Requirements and Performance Measures, not the reports, which such information should encompass the recommended overall solution.

This does not refer to the ITN Requirements Response spreadsheet.

Please refer to Change No. 6 of this Addendum.

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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 to the ITN Spreadsheet does each of the 1600 requirements require an answer?

This refers to the Requirements and Performance Measures, not the reports, which such information should encompass the recommended overall solution.

This does not refer to the ITN Requirements Response spreadsheet.

Please refer to Change No. 6 of this Addendum.

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

to the ITN Spreadsheet does each of the 1600 requirements require an answer?

This refers to the Requirements and Performance Measures, not the reports, which such information should encompass the recommended overall solution.

This does not refer to the ITN Requirements Response spreadsheet.

Please refer to Change No. 6 of this Addendum.

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?

No, the Department has not conducted any Vendor conference calls related to this solicitation. All publicly available information relating to this ITN including any subsequent addenda can be found on the Vendor Information Portal.

31. Could you please tell me the length of the conference? 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?

Yes, the Mandatory Pre-Reply Conference is an in-person event.

There is no provision for remote attendance.

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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?

Yes, the email was received.

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 the Department’s Answer to Question No. 32 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?

Please refer to the Department’s Answer to Question No. 32 of this Addendum.

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

Please refer to the Department’s Answer to Question No. 32 of this Addendum.

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.

The sign-in sheets from the Mandatory Pre-Reply Conference are available in the Resource Library.

39. Can you please share the dial in details for the pre-reply conference. Please refer to the Department’s Answer to Question No. 32 of this Addendum.

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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. Please refer to Section 4.4, Mandatory Pre-Reply Conference, of this ITN.

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 in 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 the Department’s Answer to Question No. 38 of this Addendum.

Please refer to the Department’s 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 the Department’s Answer to Question No. 41 of this Addendum.

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

No, there is no “formal document” requirement to express an intent to bid. Please refer to the Timeline of this ITN for important deadlines.

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

46. I’m sending this email regarding an invitation to negotiate we received for:

Offender-Based Information System (OBIS) Modernization for the Florida Department of Corrections. The Advertisement Number is: ITN-05740.

I’m looking for information to see if we still have time to submit our proposal or if the bid has already closed?

Please refer to the Timeline of this ITN for important deadlines.

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

47. Location: Resource Library Category: OBIS Web Applications

Is the FDC expecting all applications listed in the OBIS Web Applications document to be replaced by the new system? If so, is the expectation that they will be replaced within the initial 3-year implementation timeframe?

No, the Department does not expect all applications listed in the OBIS Web Applications document to be replaced by the new system. Applications directly related to the management of Inmates and Offenders shall be a part of the new system.

Additional information may be provided during the Negotiation Phase and Discovery Stage Gate.

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48. Location: NA Category: NA

Will the winning vendor be able to make a direct connection from a remote computer to the OBIS DB2 database using an ODBC/JDBC/ADO.NET driver?

This connection would be leveraged for various purposes like data bridging.

The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional logistics may be determined during the Negotiation Phase.

49. Location: 4.12 Contents of Reply Submittals Category: TAB D Service Area Detailed Solution

On pg. 232 of the ITN, please clarify if vendors should respond to items A-H for each Service Area or “…for each requirement, performance measure, and report required in Section 3, Scope of Work…”.

Please refer to Change No. 6 of this Addendum.

50. Location: 4.12 Contents of Reply Submittals Category: TAB D Service Area Detailed Solution

On pg. 232 of the ITN in the Tab D description, there are two requirements to describe our “resource plan” in both e) and f). If these are duplicate requirements, would FDC consider removing one of them? If not, can FDC please clarify expectations for “e)…resource usage plan/approach” vs “f)…resource plan”?

Please refer to Change No. 6 of this Addendum.

51. Location: Attachment I – Price Information Sheet Category: Table 1: Deliverables

The ITN references that the three-year timeline is proposed to distribute the cost of this project over a period of time. However, given the way the deliverables are delineated in Figure 7 on pg. 172 and the deliverable-based pricing in Attachment I - Price Information Sheet on pg. 255 our expectation would be that deliverables 1 through 11 would not be fully accepted until year 3. Would FDC consider payments on a periodic basis or at completion and acceptance of sub-deliverables?

No, payment of Deliverables is initiated only upon completion of all sub-deliverables consisting each Stage Gate received and accepted by the Department. The Department anticipates Deliverables will be completed and paid in sequential order throughout the life of the Project.

Please refer to Change No. 3 and Change No. 9 of this Addendum.

52. Does FDC want a COTS product or a Custom Developed System? The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department.

53. We have both Onshore and Offshore resource – can we use a blend? Or only Onshore?

Please refer to Rule 60GG-4.002(6), Florida Administrative Code (F.A.C.).

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54. How long does FDC need trainers to be onsite? (page 203) The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional logistics may be determined during the Negotiation Phase and Discovery Stage Gate.

55. Besides the Kickoff Meeting, will there be other Onsite meetings? The Department may require other onsite meetings at its discretion.

56. During the Kickoff Meeting we must specify “onsite resources” (Page 174). Is onsite required? Or is Teams-based meetings okay?

Please refer to the Department’s Answer to Question No. 55 of this Addendum.

57. Attachment X – Subcontracting Form asks for MBE status of subcontractors. We can successfully deliver this project without subcontracts. However we are a Certified MBE, DBE and SBA 8(a) company? Are there set-asides for the Primary? Or only Subs?

No, there are no set-asides for the Primary or Subcontractors.

58. Are subcontractors required? No, the use of Subcontractors is not required.

59. We are registered at Sunbiz and have current FL contracts delivering IT work for the State of FL, Miami/Dade Public Schools, City of Sanford, etc. Do we need to register anywhere else?

Please refer to Change No. 5 and Change No. 10 of this Addendum.

60. Because we have ongoing US Federal contracts, we are on the GSA Schedule – are GSA rates okay?

No, please provide the Department with your best pricing.

61. Is there a preference on Low-Code/No-Code tools? (ie Microsoft? Google?) No, the Department does not have a preference.

The Department currently utilizes Microsoft products.

The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional information may be provided during the Negotiation Phase and Discovery Stage Gate.

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62. OIT.003.014 mentions APIs. What 3rd Party systems will need APIs? The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional information may be provided during the Negotiation Phase and Discovery Stage Gate.

63. Does the State’s Cloud-First Initiative dictate a Cloud vendor (ie Azure, AWS, Oracle, IBM)?

Please refer to Section 3.1, General Description of Services, of the ITN and Section 282.206, F.S.

64. Is Cloud based Active Directory (Azure AD) acceptable? The Vendor shall propose a solution strategy considered to be optimally effective and in the best interest of the Department. Additional information may be provided during the Negotiation Phase and Discovery Stage Gate.

65. OIT.010.004 mentions “support internal COTS/custom applications”. What are these products? Is there a list of these products that the new system needs to integrate with?

COTS/custom applications are commercial off-the-shelf/custom applications.

No, additional information may be provided during the Negotiation Phase and Discovery Stage Gate.

66. OIT.010.006 mentions Business Partners. Is there a list? Please refer to section 3.3, Stakeholders, of the ITN.

67. Does FDC have a preference for Collaboration tools and/or Code-sharing platforms?

Code sharing and collaboration platforms are not permitted.

68. I would like to provide a FOIA request for the sign-in sheet at the Pre-Replay Conference.

Please refer to the Department’s Answer to Question No. 38 of this Addendum.

69. ITN section/Page number: Reference…