PO25-390 Rebid Mobile Fingerprinting Scanners and Software Questions and Answers~1.docx
DOCX document 26 KB Posted
- Solicitation number
- 26-418DCFS-PROCU-B-50103
- Issued by
- Illinois
About this file
This is a Questions and Answers document issued by the Illinois Department of Children and Family Services (DCFS) and Illinois Department of Early Childhood (IDEC) in response to vendor inquiries regarding Procurement Order PO25-390, a rebid for mobile fingerprinting scanners and biometric software solutions. The procurement seeks an all-in-one electronic fingerprint capture and control software system with mobile fingerprint scanners and photo capture capabilities for child welfare background check processing. The state will supply state-owned laptops (such as Lenovo ThinkPad models) and expects vendors not to include computer hardware in their bids. The solution must be FBI LiveScan certified and ISP approved, featuring ultra-low power consumption, NIST-standard security protocols, and cloud-based SaaS delivery with 99 percent system uptime and 24/7 technical support capability. The contract has an initial four-year term with options to extend to a maximum of ten years. Electronic bids must be submitted through BidBuy by December 2, 2025, with award to the lowest priced responsive and responsible bidder.
The vendor must provide backend API integration with DCFS databases to enable reporting and status monitoring, maintain secure cloud-based storage with SOC 1 and SOC 2 Type 1 or Type 2 audit reports, and coordinate resubmissions of rejected fingerprints at no cost to the state within two days. The state, not the vendor, will maintain its own scheduling system for fingerprinting operations. Billing shall include per-transaction operating costs within the monthly lease price, with ISP and FBI submission fees passed through to DCFS at published rates; when direct billing to the state is not technically possible, vendors may act as pass-through billing agents. DCFS records must be retained for 99 years per departmental retention schedules and must be exportable to successor vendors. The contract will be funded through state appropriations (funding source 220) with no federal funds involved. Illinois business vendors may claim a 4 percent bid preference upon submission of the required Illinois Business Affidavit. No incumbent vendor is identified for this rebid solicitation.
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Department of Children and Family Services Questions and Answers PO25-390 Mobile Fingerprinting Scanners and Software
26-418DCFS-PROCU-B-50103
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. 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.
9. 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.
10. 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.
11. 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).
12. Is there an incumbent on this SOW?
A. No
13. 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.
14. 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
15. 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.
16. 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.
17. 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
18. 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.
19. 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
20. 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.
21. Will the State maintain its own schedule system for fingerprinting?
A. Yes
22. 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.
23. 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.
24. Reading through the contract, Section 1.4.13 contracts sections 1.2.2.10/1.2.2.11 by stating that "the fingerprint solution must have the ability to bill any fees directly to DCFS/IDEC. When requesting ISP and FBI background checks, vendor shall request ISP and FBI billing come directly to DCFS, for all possible populations, instead of being billed to the vendor on the vendor's forms by providing the appropriate DCFS ORI number and appropriation number to the ISP."
The subsequent sections of 1.2.2.10/1.2.2.11 contradict by stating that the vendor shall act as a pass through and bill DCFS only for the ISP/FBI published fees and DCFS shall reimburse the vendor at cost for additional resubmissions if it is required due to user/operator error.
We would like clarification on this and would prefer section 1.4.13 stand.
A. they are meant to work together with 1.4.13 as the goal and the other two sections, 1.2.2.10 and 1.2.2.11 serving as a backup option and only apply when direct billing isn’t technically possible.
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