PO25-390 Mobile Fingerprinting Scanners and Software Questions and Answers Part 2.docx

Department of Children and Family Services Questions and Answers PO25-390 Mobile Fingerprinting Scanners and Software

25-418DCFS-PROCU-B-46596

1. The solicitation mentioned the terms both “all-in-one” and “state-owned laptop”. Does the state intend to supply the computers or should we as the vendor include laptops in our quote?

A. Per Sections 1.2.1.9. and 1.3.2.5. The State will supply the computers. Vendors shall not include laptops in their quote.

2. The solicitation mentions backend integration with agency databases. Need to know more about this. What databases would they need integrations for and for what purpose?

A. The uses for the fingerprinting will require DCFS to produce reporting, show status on screens, etc. This will require DCFS to have access to the information. The method to obtain this information is for a DCFS application to call an API as needed and get what information is needed.

3. The solicitation makes reference to SaaS and also cloud. These can be very different solutions. Is a premise-based solution acceptable as long as it is priced using a SaaS pricing model?

A. The agencies are looking for SaaS, not the ability for DCFS to run the vendor's software in a cloud environment. The underlying premise is that the vendor provides the capabilities to the agencies, the vendor maintains the provisioning of the capabilities. We will also need a SOC report for this functionality. The SOC language has been added to the Invitation for Bid document in Sections 1.3.3. and 1.3.4.

4. In the Offer to the State, it states in Section B. Preferences, that in order to claim the Illinois Business Preference, a vendor must complete and include the provided affidavit. Where might I find that affidavit to include?

A. Please see the form named Illinois Business Affidavit in the attachments tab.

5. Section 1.2.5 Cloud based Data Management is unclear. It’s almost as if this was copied over from a law enforcement RFP. Especially look at sections 6 through 10. There is no audio or video in a livescan system. I’m wondering if this whole cloud management system should be pulled out of the RFP because it doesn’t seem relevant to the product that the agencies need at their various locations.

A. This is standard State of Illinois Department of Innovation and Technology language for the Cloud. Also, this is an Invitation for Bid, not a Request for Proposal (RFP)

6. The state and FBI have specific data retention requirements per the CJIS Security Policy. Typically, it is 30 days. Is there a reason why the agencies need to retain livescan records in perpetuity and be able to import them into a succeeding vendors system?

A. This is due to the Department Children and Family Services Retention Schedule which requires DCFS to maintain all records of youth in care for 99 years.

7. What is the Administration Fee of $5000 for the applicable month?

A. Please see section 1.3.7. Service Level Agreement

8. Section 1.4.1 states that bids will only be accepted from established manufacturers or their authorized dealers. According to ISP and Karen Levy-McCanna, Dealers and Resellers are not allowed to sell livescan systems in the state of Illinois because they are not recognized as certified livescan vendors. ISP certified livescan vendors can sell livescan systems in Illinois and sub-contractor to Illinois licensed partners in Illinois for the partial fulfillment of the contract.

A. This section will be removed from the Invitation for Bid.

9. Will the livescan operators be fingerprinting people 24 hours a day, 7 days a week and 365 days of the year? That level of support is very expensive and possibly not needed if the livescan operators will operate during normal business hours. Can we provide a few service options?

A. There may be times when a youth in care needs to be fingerprinted outside of normal business hours. Therefore, vendors must have the capability to operate and provide services per the terms of this contract per Section 1.4.9. Technical Support.

10. Section 1.2.2. Software Specifications sub section 1.2.2.2., who is hosting the server, DCFS or the vendor?

A. Per Section 1.2.2.2., the vendor is hosting the server.

11. As far as windows updates, would it be responsibility of the vendor or can DCFS IT handle windows-based updates?

A. Please see sections 1.2.2.8. and 1.2.2.9.

12. Will the state be responsible for its own resubmissions from reprinting for rejected ISP fingerprint quality errors?

A. Per Section 1.2.2.11. Upon rejection of fingerprint or photo submissions from the ISP or FBI. The Vendor shall coordinate with the DCFS/IDEC or its CWCA and provide again, at no cost to the State, the requested services, within two days, not including Sundays and State holidays. The Vendor shall continue making such re-submissions at no cost to the State until the ISP or FBI accept the submission(s).

13. Is there an incumbent on this SOW?

A. No

14. The current process for sending required DCFS forms to central offices (Chicago & Springfield) is to scan to designated DCFS offices. Does this SOW include the scanning forms process?

A. Yes it does per Section 1.2.1.9.

15. How will the database and fingerprint records be reconciled with the DCFS database and fingerprint records maintained and securely stored by the current DCFS Fingerprint Services vendor for future use such as rescans?

A. Please see Section 1.2.3. in the Invitation for Bid

16. Can you give specifications of new and enhanced levels of security and authentication?

A. Per Sections 1.2.1.4. and Security Requirements: The State of Illinois is utilizing the NIST standards. The fingerprinting devices from the vendor must protect the sensitive information from capture and throughout the life cycle.

17. Can you give specifications of ultra-low power capabilities?

A. The power consumption of the device(s) shall not significantly shorten operating time when used via battery power. The State requires the devices to have very low power consumption per Section 1.2.1.1.

18. State-owned laptop - can the details be provided for the specification model number of the state-owned laptops?

A. Current offerings include but are not limited to:

· Lenovo ThinkPad X1 2-in-1 Laptop

· Lenovo ThinkPad T16

· ThinkPad X1 Carbon

· Lenovo ThinkPad T14

19. Storage and retrieval of information - How will this system integrate with current data storage of current 3rd party vendor DCFS data base?

A. As a SaaS solution, the solution must provide access to the data via State workstations per sections 1.2.2.4. and 1.4.8.

20. Will DCFS maintain their own reprint and rescan process for prints collected and stored by the Agency?

A. Please refer to Section 1.2.2. in the Invitation for Bid

21. Will the vendor have access to state-owned laptops for hardware updates to mobile fingerprinting units?

A. The vendor shall not have direct access to the state-owned laptops. The vendor shall coordinate with the State for all updates to state-owned laptops.

22. Will the State maintain its own schedule system for fingerprinting?

A. Yes

23. Billing - Is the vendor billing for usage of the system per transaction in addition to the monthly lease?

A. Per Section 1.2.2.10. The prices submitted by the vendor in BidBuy must not include the cost of ISP and FBI submission because these costs are set by the ISP and FBI. It is the vendor's responsibility to contact ISP (specifically, the Bureau of Identification) to continually update itself with the ISP's and FBl's fixed/built-in prices and the vendor must charge only those ISP/FBI specified amounts to DCFS. The vendor must include the operating cost of the scanners per transaction into the lease price.

24. It is indicated that this contract can be in place for up to ten-year, lease terms are listed for up to 4 years. How can this contract procure services for leasing equipment and for data collection and storage?? What if they discontinue use of equipment (ACT of GOD), how can vendor be reimbursed for secure data storage?

A. Please refer to Section 1.2.2.2. in the Invitation for Bid.