QA Offender Tracking - Addendum 1 FINAL.pdf

STATE OF COLORADO JUDICIAL DEPARTMENT

REQUEST FOR PROPOSAL

ADDENDUM 1 TO

STATE WIDE OFFENDER TRACKING AND MONITORING

JUD–RFP-17-OFFENDER TRACKING AND MONITORING

Notice: Respondents must be registered as a Vendor with the State of Colorado’s Vendor Self

Service web site to receive addenda, modifications or notices that may affect your proposal. To register visit: https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService Any award resulting from this solicitation will be posted to the Colorado Judicial Purchasing page.

This addendum 1 responds to the questions received by the Question & Answer deadline. Any response which materially changes the original solicitation shall be considered an addendum to the original solicitation. All items not expressly changed herein, remain as per the original solicitation document.

Questions & Answers

TABLE A:

Unit Name and Model# Daily Rate Average Monthly Billed Days Parole

Average Monthly Billed Days Probation

BI HomeGuard RF HG-200 (landline)

$1.89 2,278 92

BI HomeGuard RF HG-206 (cellular)

$3.33 13,046 3,531

ExacuTrack One GPS Passive

$3.70 Combined Passive + Active Combined Passive + Active

ExacuTrack One GPS Active

$4.20 24,483 2,318

BI TAD (landline) $6.10 Combined Landline+ Cellular Combined Landline+ Cellular

BI TAD (cellular) $8.10 309 49

*Average monthly billed days was calculated between the 12/2015 and 11/2016.

1. Reference RFP Section 3.A, page 6:

“The page count does not include: Respondent’s cover page/letter; Attachments A and B and Exhibit B if any, financial assurances, resumes, table of contents and section dividers.”

a. Please confirm that RFP Attachment C and RFP Attachment D are not included in the page count.

Response: RFP attachments C and D are not included in the page count.

b. Please confirm that resumes are required.

Response: Resumes or a brief dossier for primary assigned staff are required.

2. RFP Section 6 contains attachments that are not consistently titled with the above. Please clarify. Reference RFP Section 3.C, page 6:

https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService https://www.courts.state.co.us/Administration/Program.cfm?Program=49

“Each proposal shall be submitted with the following completed attachments, blank copies of which are provided in this solicitation:

Response: Replace the wording in Section 3. C. page 6 with the following:

Each proposal shall be submitted with the following completed attachments, blank copies of which are provided in this solicitation:

a) Attachment A – Business Organization Statement

b) Attachment B – Affidavit of Non-Collusion

c) Attachment C – Pricing Response Section

d) Attachment D – Exceptions to Agreement

3. Reference RFP Section 4, Item B, page 8:

“Pass/Fail Criteria:

1. Mandatory Requirements”

a. Please clarify what requirements in the RFP are considered mandatory and will be evaluated on a pass/fail basis.

Response: Any of the requirements found in the Scope of Work in the sample contractor agreement which do not indicate that they aren’t mandatory are mandatory minimum requirements. The Financial History/Stability of the offeror will also be a pass/fail criterion.

4. Reference RFP Section 4, Item B, Item 2, page 8:

“The Respondent should submit an audited financial statement for its most recently closed fiscal year and for the immediately preceding two fiscal years.”

a. Financial statements are often hundreds of pages in length per year. Please confirm that offerors may provide electronic copies of financial statements.

Response: Electronic copies of financial statements are acceptable.

5. Reference RFP Section 4, Item B, Item 2, page 8:

“State the locations of all of your related offices, and provide your organization’s website address (if available).”

a. Does the agency require offerors to list every location of offices on a nationwide basis? Alternatively, may offerors list offices only in Colorado?

Response: Offeror’s may list offices in Colorado only.

b. Does the agency require offerors to list the location of all parent company offices or subsidiary offices?

Response: Only offices that will be providing any service under a possible award need to be listed.

6. Reference RFP Section 4, Item B, Item 4.e, page 8:

“End user interface of software platform for intake and removal.”

a. Please define the terms “intake and removal.”

Response: Intake: the process of entering a client and subsequent hardware into a web based offender tracking software platform.

Removal: the process of removing or deactivating a client and subsequent hardware into a web based offender tracking software platform.

7. Reference RFP Section 4, Item B, Item 6, page 9:

“Field offices and or agents (locations and number).”

a. Does the State intend offerors to provide a complete list of all locations and total number of personnel from around the state who may provide services under this contract as employees or subcontractors of the awardee?

Response: Yes

8. Reference RFP Section 8, Item 5.B, page 18:

“Contractor intends not to renew the Agreement it shall give notice of such intent at least thirty (30) days prior to expiration of the Agreement.”

a. Will the agency please consider amending this language to the following?

“If either Party intents not to renew the agreement it shall give notice of such intent at least thirty (30) days prior to expiration of the Agreement.”

Response: The language is part of the Sample Agreement and won’t be negotiated during the solicitation process, but may be negotiated during the contract phase of a possible award.

9. Reference RFP Section 8, Item 12, page 20:

“The Department requires that all persons who perform services under this Agreement must pass a criminal background check before working under the Agreement, which background check shall be valid for two (2) years.”

a. Is the intent of this requirement to have all of the awarded vendor’s staff to have background clearances? Alternatively, is this requirement specific to the individuals that are directly supporting the State’s contract?

Response: This is specific to any individuals directly supporting the State’s contract.

10. Reference RFP Section 8, Item 34, page 26:

“Except for the Parties’ respective successors and assigns described in Paragraph 32, this Agreement does not and is not intended to confer any rights or remedies upon any person or entity other than the Parties.”

a. Please confirm that this clause should reference Paragraph 33 (referring to

Assignment; Subcontracting), not Paragraph 32 which is Order of Precedence.

Response: This is correct, this clause should refer to section Paragraph 33.

11. Reference RFP Section 8, Item 35, page 27:

“Termination” section in entirety

a. There is no termination for convenience language. Will the agency please consider adding the following language to this section:

“Convenience. Either party may terminate this Agreement with (30) / (60) days prior written notice to the other party.”

Response: Please see the response to question number 8. above.

12. Reference RFP Section State of Colorado, Item 2, page 32:

“Term and Effective Date” section in entirety

a. Are the Effective Date and Contract Performance Beginning date the same date or can they differ?

Response: These may differ depending on the timing of the execution of the

Agreement.

b. There is no termination for convenience language. Will the agency please consider adding the following language to this section:

“Convenience. Either party may terminate this Agreement with (30) / (60) days prior written notice to the other party.”

Response: Please see the response to question number 8. above.

13. Reference RFP Section State of Colorado, Item 8, page 38:

“In addition to any reports required pursuant to §19 or pursuant to any other Exhibit, for any contract having a term longer than 3 months, Contractor shall submit, on a quarterly basis, a written report specifying progress made for each specified performance measure and standard in this Contract.”

a. What are the specific requirements associated with this report?

Response: Reports should focus agency wide reporting and data collection (these would focus more on service delivery as it pertains to contract requirements and performance based measures), and financial/ billing reports.

14. Reference RFP Exhibit A-2, Item 17, page 58:

“Communicate in "real-time" through data transfer and integration with DOC's CWISE

(web- based) system.”

a. From the date of contract award, how long does the awardee have to fully integrate withCWISE?

Response: The State is not asking for data integration. The State is asking that the vendor to discuss their data systems for tracking.

b. Please confirm that the agency requires the following communication capabilities between CWISE and the offeror’s electronic monitoring software.

From CWISE to Vendor Enrollments Address Changes Officer Assignment Updates Schedules

De-Installs

From Vendor to CWISE Events Equipment Numbers Real Time Activity Summary Daily Rectification File

15. Reference RFP Exhibit A-2, Item 22.a, page 59:

“Contractor shall provide non-commercial frequency GPS system technology that offers continuous tracking regardless of whether cellular phone service is available for all assigned DOC Offenders.”

a. Please clarify what the agency means by “non-commercial frequency GPS.”

Response: We are requiring vendor technology to be consistent with the L1 frequency available through the United States Government owned Navstar system of satellites.

Specifically, the L1 frequency, transmitted by all Navstar satellites, contains a coarse/acquisition (C/A) code ranging signal, with a navigation data message, that is available for peaceful civil, commercial, and scientific use.

16. Reference RFP Exhibit A-2, Item 25.a, page 59:

“Caseload Statistics for ADP, enrollments and deletions by CPO”

a. Please define “ADP.”

Response: “Average Daily Population.”

17. Reference RFP Exhibit A-2, Item 24.f, page 60:

“Coordinate repair requests.”

a. What types of repairs does this specification require?

Response: Handling customer service requests, from either the State or the offender, trouble shooting when equipment appears to be malfunctioning or in need of replacement.

18. Reference RFP Exhibit A-2, Item 25, page 60:

“Contractor standard and customizable reports shall at a minimum, but not limited to, include the following:

Interactive Reports”

a. Please define or provide examples of “Interactive Reports”.

Response: Interactive reports should cover general areas; offender management (reports that help officers manage offender location, schedules, violations, etc…), additionally, these reports should be available to the end user at will. Specifically, the preference would be to have the option to identifying dynamic criteria (date range, officer caseload, district/location, and device type, etc…), as needed to access meaningful monitoring information on demand.

19. Reference RFP Attachment C: Pricing Response Section and RFP Exhibit B: Prices and Rates, Sections in Entirety:

a. These two attachments are very similar. Are offerors required to provide both of these documents with their proposal response?

Response: No, The Exhibit B to the Sample Agreement is only provided as example.

Only Attachment C to the solicitation is required as a part of the response document.

b. Please confirm that offerors may include supplemental narrative/pricing pages.

Alternatively, please confirm that offerors may recreate these forms to include complete pricing information.

Response: Supplemental or narrative pricing pages are acceptable.

20. General Questions:

a. How many copies and originals of offeror responses does the agency require?

Response: 1 original and 1 electronic copy must be submitted.

b. What is the anticipated award date associated with this procurement?

Response: As soon as possible after the closing date, but a specific date is not known at this time.

c. The answers to these questions impact an offeror’s ability to correctly develop and price a compliant solution. In accordance with industry standards, will the agency please consider providing offerors at least five business days between answering questions and the proposal deadline?

Response: The Department of Corrections and the Judicial Department will attempt to provide this time frame to allow for complete responses.

21. Based on the importance of the State’s responses to questions, would the State consider a two (2) week extension to the proposal due date?

Response: At this point and time the State does not intend to extend the closing date.

22. The bid asks for an ankle device that has an auto-reset feature. Will the State permit a transmitter that does not auto-reset, as it is designed not to generate false tampers and given the vendor’s field personnel will investigate the tamper within a mutually agreed upon time frame the automatic reset may not be necessary? The device will continue to function properly while in tamper status, and best industry practice is to visually inspect all tampers whether they reset or not, to ensure the device has not been altered, damaged, or attempted to be compromised by the offender.

Many providers no longer endorse this feature as it eliminates the security of a verified visual inspection; therefore, can the State modify this specification and make it non-mandatory and allow vendors to provide their solutions to this item?

Response: The state is interested in receiving information on all existing and emerging technology for electronic monitoring of offenders.

23. As this program requires equipment support services statewide, can the State provide information on the number of installations, removals, and service calls listed by county or city in order to allow for a thorough and accurate service and support plan? Monthly

Information for these items for a year’s period would suffice.

Response: The state does not track this information.

24. Can the State provide a breakdown of offenders per each of the current vendor sites in operation?

25. As it impacts pricing, can the State provide clarification on the number of units, by model type, that have been lost, stolen, or destroyed over the last year? With zero fiscal impact to the State for equipment loss, this information is critical for proper pricing offerings.

26. Can the State clarify its procedures for participants that willfully damage or destroy equipment? Are they deemed unsuitable for future program participation, once again, since the State does not reimburse the vendor?

27. Can the vendor file charges against the offenders when equipment is destroyed or not returned for any reason, if the offender fails to agree to reimbursement?

Response: Yes. The contract will not preclude the vendor from pursuing any legal remedies available to them.

28. Can the State provide the current pricing rates for each type of service being provided, by specific equipment model type?

a. GPS?

Response: See Table A.

b. RF?

c. RF-Cell?

d. CAM/TAD?

e. Portable breath alcohol?

Response: N/A

29. Are there price tiers for each type of equipment based on each model’s quantity in use?

Response: No.

30. Can the State provide average sentence lengths for each type of equipment being used at this time?

31. Can the State clarify the breakdown of services per each current vendor? If multiple vendors in use, what vendor provides which services?

Response: BI Inc.

32. Can the State clarify how many current participants require the use of a beacon for their equipment? This can impact pricing so again an important item to clarify.

Response: The state does not track this information.

33. How many participants are on TAD/CAM on an average daily basis? As these devices are proprietary to 2 vendors, are alternate alcohol testing devices suitable for use in lieu of this technology or are these mandatory?

34. Can the State explain the purpose behind the monitoring system being “certified Payment

Card Industry compliant”? No money is collected or held at the monitoring facility, so can this specification be removed?

Response: The Certified Card Industry Compliant language is hereby removed from the solicitation.

35. Field Replaceable Battery: All leading manufacturers in this industry are moving away from a field replaceable battery as technology has allowed the battery designs to provide significantly longer battery life capability. The battery in our device lasts more than fourteen (14) months, with multiple years of shelf life capability.

In addition, a field replaceable battery requirement will limit competition therefore, we respectfully request this specification be removed or identified as “optional”.

Response: The State is looking for the longest uninterrupted time period of monitoring for charging. The method or technological solution to achieve that goal is second to the duration of uninterrupted monitoring. The state is interested in receiving information on all existing and emerging technology for electronic monitoring of offenders.

36. Can the State provide more details on its CWISE system, specifically what type of interface is currently used? In addition, what communication vehicle is utilized? For example, is it done through web services?

Parole response: CWISE is a web based database. The current interface allows for officers to enter and update schedules and inclusion/ exclusion zones. The State recognizes that this functionality can be done through other web based systems and implementation of that would be part of the vendor’s proposal and training. The current notification system for violations is done through phone calls to the CWISE call center and would not require any integration.

37. Can the State confirm how many current locations are operated by the existing vendor(s) for this program?

Response:

Aurora (BI Incorporated) 15290 E 6th Ave, Ste 160 Aurora, CO 80011 Hours: M–F: 9:00 am – 6:00 pm

Sa–Su: 8:00 am – 12:00 pm

Boulder (Intervention) 5600 Arapahoe Ave, #100 Boulder, CO 80303 Hours: M–F: 8:00 am – 11:30 am

1:00 pm – 4:30 pm

Brighton (Intervention) 647 E Bridge St Brighton, CO 80601 Hours: M –F 8:00 am – 11:30 am

1:00 pm – 4:30 pm Canon City (Intervention) 136 Justice Center Rd, #104 Canon City, CO 81212 Hours: M –F 8:00 am – 11:30 am

1:00 pm – 4:30 pm

Colorado Springs (ComCor) 2723 N Nevada Ave Colorado Springs, CO 80907 Hours: M–F: 9:00 am – 5:00 pm First Wed of each month. 12:00-5:00pm

Denver (BI Incorporated) 1359 Court Place Denver, CO 80204 Hours: M–F: 8:00 am – 6:00 pm

Sa–Su: 8:00 am – 12:00 pm Eagle (BI Incorporated) 960 Chambers Ave, #B204 Eagle, CO 81631 Hours: M –F 8:00 am – 12:00 pm 1:00 pm – 5:00 pm

Frisco (BI Incorporated) 699 Summit, Unit K Frisco, CO 80443 Hours: M–F: 8:00 am – 1:00 pm 2:00 pm – 6:00 pm

Golden (Intervention) 17720 S Golden Rd Golden, CO 80401

Hours: M –F 8:00 am – 4:30 pm

Grand Junction (Intervention) 150 W Main St Grand Junction, CO 81501 Hours: M –F 8:00 am – 11:30 am

1:00 pm – 4:30 pm

Greeley (BI Incorporated) 810 9th St, #100 Greeley, CO 80631 Hours: M–F: 8:00 am – 6:00 pm

Sa–Su: 7:00 am – 11:00 am

Lakewood (BI Incorporated) 2099 Wadsworth Blvd Lakewood, CO 80214 Hours: M–F: 9:00 am – 6:00 pm

Sa–Su: 8:00 am – 12:00 pm Longmont(Intervention) 390 Lashley St Longmont, CO 80501 Hours: M–F: 8:00 am – 11:30 am

1:00 pm – 4:30 pm

Montrose (Advantage Treatment Center) 1200 N Grand Ave Ste 1 Montrose, CO 81401

Hours: M –F 8:00 am – 6:00 pm

Northglenn (BI Incorporated) 506 Malley Dr Northglenn, CO 80233 Hours: M–F: 9:00 am – 6:00 pm Sa–Su: 8:00 am – 12:00 pm

Pueblo (Intervention) 801 W 4th St, Ste 101 Pueblo, CO 81003 Hours: M–F: 8:00 am – 11:30 am 1:00 pm – 4:30 pm

Salida (Intervention) 645 W 3rd St Salida, CO 81201 Hours: M –F 8:00 am – 11:30 am

1:00 pm – 4:30 pm

Sterling (Advantage Treatment Center) 12220 Hwy 61 Sterling, CO 80751 Hours: M –F 8:00 am – 5:00 pm

Westminster (Intervention) 1333 W 120th Ave, Ste 101 Westminster, CO 80234 Hours: M –F 8:00 am – 11:30 am

1:00 pm – 4:30 pm

38. Can the State confirm the amount of vendor employees currently in service to this program across the State? If so, can the breakdown be provided by location as this assists to ensure that each of the required vendor offices are properly staffed?

Response: The current contract does not specify the number of field personnel or offices currently used to run the EHM and GPS programs, but is more specific to service delivery. Therefore, the state does not have an all-inclusive list of the vendors personnel dedicated specifically to this contract.

39. Can the State confirm if there are any current areas that are NOT served by the current vendor(s) where service may actually be needed?

Response: All areas are being served.

40. Item 22 under GPS equipment requires “multiple language interfaces for customers in

English and Spanish”. Are both of these languages currently in use for the program? Can the State clarify the nature of the multi-lingual interface as it relates to this program?

Does it apply to the vendor’s responsibility to communicate with offenders as part of alert troubleshooting or arranging for service calls? If not for these purposes, can the State please clarify as to its application? Is the vendor permitted to add the additional Spanish language following the award of the contract but prior to implementation?

Response: The State is asking that the vendor provide Spanish version of any documents that the offenders must sign to understand participation in the EMS / GPS program and to have access to staff who can assist with translation and/or communication in Spanish when needed.

41. One of the bid specifications calls for memory storage of up to 50,000 events on the device. This is an excessive amount of data as it would translate into more than one month’s worth of tracking assuming a collection rate of once per minute. The current program parameters would not permit a client to go more than one month without the device communicating with the monitoring software. Please amend this specification to allow the vendor to disclose the amount of data storage available for both their GPS and

RF devices, along with the internal measures taken when non-communication with any device occurs.

Response: Vendors are free to disclose their capacity for storage for GPS and RF devices.

42. Are after-hour, evening, weekend and holiday service calls or installations required? If so, what is the cut-off time for the call to be performed? Do state law enforcement personnel accompany the vendor’s rep on these field calls for security purposes?

Response: After-hour, weekend and holiday service calls or installs are not required, but expanded weekend hours are encouraged. State law enforcement personnel do not accompany vendor reps on field calls as most of these services are provided in the local vendor office.

43. Please provide make and model of all technology or devices that your agencies currently in use or listed on current contract(s) and could you break that down by DOC and Judicial

Department?

Response: See Table A

44. Who is the current vendor that services your agencies?

Response: BI

45. Could you please provide current contract pricing for Judicial Department/DOC daily by make and model?

46. Does Judicial Department or DOC pay for install as part of the daily rate of as a flat rate fee and if so what is the install and removal fee if they are different?

Response: Part of the daily rate as an all-inclusive flat rate.

47. Do you have different install/removal fees for expedited installs?

Response: No. Installs and removals are expected to occur within the next business day after referral.

48. Does your current vendor(s) currently collect funds for offender paid services?

49. How many times in the last calendar year have your required current vendor to provide expert witness testimony?

50. How many installs does DOC you average per month by technology?

51. How many installs does Judicial Department you average per month by technology?

52. How many removals does Judicial Department you average a month by technology?

53. How many removals does DOC you average a month by technology?

54. How many personnel will need to be trained initially?

Response: Probation Response: Statewide, all 23 Probation jurisdictions will require training. Approximately 1000 staff members, within those jurisdictions, will need training. All state probation office addresses can be found here:

https://www.courts.state.co.us/Probation/Index.cfm

Parole Response: The Division of Adult Parole is funded for 385 parole officers and all officer would require an overview of services provided by the vendor. All installation, monitoring, and notifications of violations would be the vendors responsibility. A list of all parole offices and there address can be found online at:

https://www.colorado.gov/pacific/cdoc/address-and-phone-number-information

55. What is the average length of time the wearer will be on electronic monitoring by technology or by make and/or technology?

https://www.courts.state.co.us/Probation/Index.cfm https://www.colorado.gov/pacific/cdoc/address-and-phone-number-information

56. What is the average number of units being used per month by technology?

57. Could you please describe or define what CWISE is? From past RFP’s and experience in the industry, we thought it was a proprietary case management software that was developed and operated by BI? Do both the DOC and Judicial Department use CWISE?

Response: CWISE is a web based offender management system that parole utilizes for case management.

58. REGARDING REQUIREMENT ON PAGE section A-3 – item c. – Vendor is responsible for lost and damaged equipment and the repair or replacement of such equipment in 72 hours. Could you please share how much equipment by make or technology was lost or damaged in 2016?

Response: Since this cost is covered per contract by the current provider, the State does not collect that data.

59. Regarding B3 – Pricing and Compensation – shelf rates – does your current vendor charge for shelf or spare inventory, and if so is there a percentage of inventory of total units on leg that is no charge to Judicial Department/DOC?

Response: All costs listed above are inclusive. There is no additional charges for equipment installs/ removals. There are no additional charges for monitoring. There are no additional charges for equipment “shelf inventory.”

60. Will the State please identify the average sentence length?

Probation Response: The state does not track this information.

Parole Response: General statistical information regarding our prison and parole populations can be found on the Colorado Department of Corrections website at:

https://www.colorado.gov/pacific/cdoc/departmental-reports-and-statistics

61. Will the State please state the average daily fee collected for GPS and RF Cellular?

Response: The State does not have an average daily fee collection for GPS or RF

Cellular. Services are paid through State contract lines.

62. In the event of damaged equipment, can the offender be held legally responsible for reimbursing the vendor for damaged equipment?

Response: See question 27.

63. Is the State interested in additional and/or alternative electronic monitoring technologies and products?

a. If yes, may vendors offer these as “optional products and services” with associated pricing on a separate Pricing Sheet?

64. Will the State please clarify whether bilingual services are required?

https://www.colorado.gov/pacific/cdoc/departmental-reports-and-statistics

Response: Not required, but preferable.

65. Will the State please clarify whether the program requires weekend or after-hour notification to the court or designated officers?

Probation Response: The program requires 24/7/365 notification to the supervising officer or responsible manager as identified.

Parole Response: The program requires 24/7/365 notification to the CWISE call center.

66. Will the State please specify how many agency staff would require training? How many locations are included? Response: See question 54.

67. Will the State please specify how many active EHM and GPS units are currently in use on average per day?

68. Will the State please list the active daily averages per technology? For example; RF, RF

Cell, Passive GPS, Active GPS and Continuous Alcohol Monitoring.

Response: See Table A.

69.

70. Will the State please specify the current daily rate paid for their current Electronic

Monitoring (EHM), and GPS programs? Please provide all costs, including RF, RF Cell, GPS equipment, any monitoring costs, installation, de-installation and any other program costs.

71. Will the State please specify the total cost of lost, stolen and damaged equipment during their last fiscal year?

Response: The state does not track this information.

72. Will the State specify how much equipment was lost during the past year, by equipment type?

Response: The state does not track this information.

73. Will the State please specify on average how many installs and de-installs occur each week?

Response: The state does not track this information.

74. Will the State please specify the number of field personnel and offices currently used to run the EHM and GPS Programs?

Response: The current contract does not specify the number of field personnel or number of offices currently used to run the EHM and GPS programs; but is more specific to service delivery. Therefore, the state does not have an all-inclusive list of the vendors personnel dedicated specifically to this contract.

75. Will the State please identify where the current offices are located?

Response: See question 37.

76. Will the State please specify during what hours are installs done? For example, Monday-

Friday between 9:00am and 5:00pm.

Response: Monday – Friday 8:00 am – 5:00 pm. In accordance with the contract it is expected that the vendor install equipment by the close of the next business day after contractor notification by CWISE, CPO or DOC.

77. Under GPS specifications, on page 59 States the following: “GPS equipment, at a minimum but not limited to, shall consist of a wall charger for battery” A wall charger for batteries is limited to only one GPS vendor in this industry. Although this is a new method of charging for this specific vendor, this is an older, less reliable method of charging GPS devices. Since this method is only used by one vendor will the State please remove this specification or rewrite this specification to allow for open and fair competition?

Response: The state is interested in receiving information on all existing and emerging technology for electronic monitoring of offenders. If there is a better method of charging, I would think that we would want to hear about it.

78. Item 22.c. requires a 20-hour field replaceable battery for the GPS equipment. In order to open up options for the State and in the interest of fair competition, would the State be willing to consider additional options, such as a 50+ hour rechargeable battery on a GPS device as well?

technology for electronic monitoring of offenders.

79. In section A-3, on page 62 under Optional Scaled Services the State describes this technology as TAD which is the name of one specific product offered from one specific vendor. TAD and SCRAM are the only two Transdermal Continuous Alcohol Devices on the market today. Since TAD is a product specific name from one company, can the

State please re-word this section to “Transdermal Continuous Alcohol Devices or

Continuous Alcohol Monitors”?

Response: Anywhere that TAD devices are specified in the solicitation the reference should be, “Transdermal or Continuous Alcohol Devices.”

80. In section B-3, on page 63 under compensation for Optional Services, can the State please clarify if they are currently utilizing any of these optional services through their current vendor? If so, can the State please clarify which optional services are being utilized along with the daily rate for each of these optional services?

Response:

TAD or Transdermal or Continuous Alcohol Device- See Table A for pricing information.

Portable Breath- No

Smart Phone application- No

81. Could the State please indicate how this RFP will be evaluated? For example, is price worth more than other evaluation criteria?

Response: The State has listed the evaluation criteria as a part of the solicitation, but the weights of the criteria vis a vis other criteria will not be shared until after the evaluations are complete.

a. If so, could the lowest price vendor win this RFP if they meet or exceed all the specifications?

Response: A low priced vendor could win or lose this RFP if they met or exceed all the specifications. This depends on which vendor offers the response deemed to be the most advantageous to the State.

b. If not, what is the weighted breakdown for this evaluation, for equipment, price, company background, services, experience, etc.?

Response: See Response above.

82. Is the State interested in a lease purchase option on the equipment if it can lower the

State’s total daily rate?

Response: No

83. Under the section for Submittal, the RFP reads, “…Proposals submitted electronically, via certified return receipt mail, or other delivery where proof of receipt can be confirmed are acceptable.” Will the State please confirm that submission via electronic email via mailto:John.Kane@judicial.state.co.us is acceptable?

Response: Electronic submissions should be sent to the email address listed above.

However, the State requires one original and one electronic submittal.

84. Pg. 8 B.4.d – Does “Level of Intensity” refer to level of offender monitoring? (i.e.

Immediate Notification, next day notification, OR High Risk, Low Risk, etc.) If not, what does this requirement refer to?

Response: Level of intensity refers to the level of monitoring options available in the proposal along with the intensity of the technology offered for monitoring.

85. Pg. 9 B.5.b – Is Colorado requesting market usage for our agency deployment of (perhaps subcontracted) equipment? Or, entire deployment of any proposed equipment, in total?

Response: Vendor equipment shall be evaluated with a focus on current market usage of the entire deployment of any proposed equipment.

86. Pg. 38 8.C – Does the “Performance of Service” include Data Base or Web Site Hosting, outside of Colorado, or the US?

Response: Yes.

87. Pg. 39 10.A – Are all bidders (upon selection) required to enter into a HIPPA Business

Associates Agreement with Colorado State Entities? Or, is it possible to Exclude PHI and/or other covered (PII) data from the requirements of this RFP?

Response: The requirement to execute a HIPAA business Associates Agreement is hereby removed.

88. Pg. 40 10.C – Does the State consider Electronic Monitoring Data (GPS Tracking data, schedules, etc.), and basic participant identity information, “State Confidential

Information”? And if so, must this data be electronically housed within the Continental

US? Or, can encrypted electronic records be housed at Data Centers overseas?

Response: All data must be electronically housed within the Continental Unites States.

89. Pg. 58 A-2, 14 – a) Please describe the nature of the DOC C-Wise system. b) What information will C-Wise be providing to the Vendor? What information is expected for the Vendor to transmit to C-Wise? C) Is Colorado IT Staff available to assist in the configuration of this data portal? What connectivity protocols are suggested by Colorado staff (IT, Administration, etc.), VPN? MAN? Dedicated Fiber? What is the timeline for establishing this connectivity (Prior to services delivery date? 90 days into contract?)?

Response: The State is not asking for data integration. The State is asking that the vendor to discuss their data systems for tracking.

90. Pg. 58 A-2, 19 – Please provide a suggested list of Rural Areas, where Colorado expects the vendor to establish offices to meet the statewide coverage requirement.

Response: See question 66.

91. Pg. 59 22 a – Please define “Non-Commercial Frequencies” by frequency range and/or

FCC bandwidth regulations or statutes. (i.e. all ranges are essentially commercial, some are reserved for Governmental use, others for civilian non-registered use, etc.)

Response: See question 15.

92. Pg. 59 22 c 2 – The RFP requests possible Cell Phone based solutions. In this contingency, does the waterproofing requirement apply to the offender bracelet? Or, to the Cell Phone as well?

Response: Waterproofing applies to the offender bracelet.

93. Pg. 59 22 c 4 – Regarding the Multi Language Interface for customers, is this regarding interface for Offenders? (Namely LCD Screens on EHM base stations? Or, Cell Phones?

Or Remote BAC Devices?) OR does this regard the Monitoring Software Interface to be viewed by Colorado Staff (Customer)?

Response: The State is asking that the vendor provide Spanish version of any interfaces that the offenders must sign to understand participation in the EMS / GPS program and to have access to staff who can assist with translation and/or communication in Spanish when needed.

94. Pg. 59 24 b – Please describe in detail Colorado’s wish or expectation for C-Wise integration for Officers in the field. How does CWISE facilitate such items as Equipment

Questions or Software Issues? Is this a text/email/chat interaction? Is Colorado expecting such events as Alert Notifications to be provided to Officers in the field Via C-Wise

(from the link to our Monitoring System)?

Response:

95. Can we do installs in the field?

Response:

96. Who is the current vendor?

Response: BI

97. When will answers to questions be provided?

Response: As soon as possible after receipt of the questions.

98. Will Colorado accept bids on select parts of this RFP? (GPS only, TAD only, etc.)

99. Will answers to all questions be posted for all bidders to review?

100. What model of equipment is currently being used?

101. What are the current active and inactive prices?

Response: See Table A

102. What are the current loss and damage terms and number of units lost/damaged in the last

12 months?

103. What is projected date for award notice?

Response: As soon as possible after the receipt of proposals

104. What is the anticipated contract effective date?

Probation Response: July 1, 2017

Parole Response: September 1st, 2017

105. Will there be one vendor award for both departments , or could the Judicial Department and the Department of Corrections select different vendors based on their unique needs and considerations?

Response: Judicial and DOC will select vendors based on their offender population needs and therefore, it could be the same vendor or different vendors. It is possible that one vendor could be awarded to each department separately, however, it is anticipate that

Judicial and Corrections will award to the same provider(s).

106. When does the State expect to publish the answers to the vendor questions?

Response: As soon as possible after receipt of all questions.

107. If it is later than April 27, 2017, will the State please extend the proposal submission date to two full weeks from the date the answers to questions are published? That will enable all vendors to submit clear proposals that address the needs of your program.

Response: At this point and time the State does not intend to extend the solicitation closing date.

108. Page 57, Exhibit A Statement of Work, Paragraphs A-2.4 to A-2.6 establishes Contractor responsibility for installing and de-installing all equipment. Could the Agency provide an average number of installs I de-installs conducted by county or by region during the past

12 months?

109. Will the selected Vendor be required to operate field offices or provide field agents in any specific geographical areas?

Probation Response: See question 66.

Parole Response: Yes, it is expected that the vendor operate field offices specifically in more populated metro areas where the offender population can justify an office and appropriate staffing levels. For more rural areas where the offender population does not justify a dedicated office, the State is open to utilizing mobile offices or other alternatives as long as services are made available during normal business hours and space is not provided by the State.

110. Would the agencies consider permitting the selected Vendor to use agency fac ilities to perform equipment installations, de-installations,and/or other duties required under the resulting contract?

111. Please specify which days of the week and hours of the day install and retrieval services are to be delivered.

Response: See question 76.

112. Will the agencies require equipment installation and/or de-installation services during non-standard work hours, on weekends, or holidays?

Response: No

113. Page 58, 21. a. includes the requirement for a thirty (30) day transition. This requirement provides a distinct and overwhelming advantage to the incumbent vendor.

Response: Due to the need of continuously monitoring our population and that of balancing state fiscal responsibilities, we are asking for a 30 day transition period between vendors, however, would consider an extension in time if the transition period is reasonable and keeps public safety and fiscal responsibility its top priorities.

114. The agencies potentially have hundreds of staff members to be trained on site, probably at numerous locations throughout the state. There will be thousands of pieces of equipment to be swapped out, including the return of equipment to the priior contractor.

Potential vendors will need to open offices and hire the "statewide field support staff" required in the RFP. Potential vendors may need to hire Monitoring Center staff.

Due to the complexity of a transition involving two Agencies in a State the size of

Colorado, including the minimum transition requirements listed in 21. b.., we respectfully request that the State change this requirement to a reasonable ninety day (90) transition period.

Response: Section 21. b. is hereby modified such that the original 30 day transition period is extended for a transition period not to exceed 90 days unless otherwise mutually agreed by the Judicial Department and the Contractor.

115. Regarding the requirements on page 58, 21., b., 2) and 3) to enter contact and offender information into the Contractor 's system, will the State provide a data file in a common file format so that the vendor can import the information into the system?

116. The State has required field-replaceable batteries on page 59. To open the bid for competition, and to provide for more diverse options including a waterproof device, would the State be willing to remove the replaceable battery requirement?

a. Reasons:

1) The specification is unique to one vendor, thus restricting competitive bidding, and does not necessarily ensure the best performance of equipment for the State.

2) Most vendors design a transmitter or a 1-Piece GPS unit as a sealed device in order to be waterproof. Since maintenance of the equipment is the responsibility of the vendo , replacing the transmitter or 1-Piece GPS device and sending it back to the OEM for battery replacement will incur no additional cost to the State.

technology for electronic monitoring of offenders. See question 35.

117. There is a list of required Reports on page 60, but different vendors use different terminology when describing their reports and reporting capability. Would the State please provide examples of the required reports so that prospective vendors can determine whether they can respond affirmatively to the requirements?

Response: See question 13.

118. Understanding the development time required for the software integration is critical for any prospective vendor. Will the State please provide detailed information on the data integration requirements so that vendors can determine whether the integration can reasonably be completed prior to the Contract Effective date?

Response: The State is not asking for data integration. The State is asking that the vendor to discuss their data systems for tracking.

119. If the time between the Anticipated Award Date and the Anticipated Contract Date is not adequate for the development process, then the requirement for integration restricts open competition.

Response: Please see the response to question 114.

120. There is a requirement on page 60, 24., e., 4) for a vendor to be certified PCI compliant.

This requirement only applies to organizations that accept, process, transmit, or store credit card holder data, which is not a requirement for the Electronic Monitoring industry.

We respectfully request that the requirement be changed to the vendor "must protect against unauthorized access."

Response: All reference to PCI compliance is hereby removed.

121. How many units were on leg as of March 31,2017 by equipment type?

122. How many devices have been lost, stolen, or damaged within the past 12 months by equipment type?

Response: The state does not track this information.

123. Can you please identify the make and models of all devices the State is using under the current contract?

124. What is the current contracted daily rate for all equipment by make and model? 20.Does the daily rate include all monitoring costs? If not, what is the current daily rate for the additional monitoring?

Response: See Table A. Yes.

125. Since Monitoring Center staffing factors heavily into vendor costs, we request clarification of any monitoring services required:

Response: See question 65.

126. Is the State requesting only automated notifications of alerts generated by the system, or

Probation Response: Automated or email commination is acceptable.

Parole Response: No. The program requires 24/7/365 notification to the CWISE call center.

127. Is the State requesting the additional provision of direct manual outbound calls from the

Monitoring Center staff to either offenders or officers?

Probation Response: No.

Parole Response: Yes. The program requires 24/7/365 notification to the CWISE call center.

128. If calls are to be made:

a. Who is to be contacted by telephone? The officer, the offender, or both?

Response: See question 127.

b. Will you please provide the number of alarms per offender per month generated on average so that vendors' Monitoring Centers can budget this into the price proposal?

Response: Alert notifications will be negotiated addressed in the contract.

c. Will the State consider a sliding scale price method based on the number of alerts handled by the Monitoring Center?

Response: No. Price is established by the active daily rate charged.

d. Can you please provide the current outbound telephone protocols?

Response: See question 127.

129. Does the State require any Data Entry to be done by the Monitoring Center?

Response: No. The State is not requiring data integration. The state expects the vendor to monitor each offender, piece of equipment, communicate alerts, and provide 24/7/365 telephone customer service.

a. If so, for all offenders or just in "emergency" situations?

Response: See question 129.

130. What is the average length of time a participant is on GPS monitoring? RF monitoring?

Alcohol monitoring?

Response: The state does not track this information.

131. We understand that there shall be no additional charges for shelf inventory, but is there an agreed upon spare to active unit ratio for shelf stock with your current vendor? How many spare units does the State anticipate keeping in the State offices?

Response: No. The expectation is that units will be available within 24 hours of request.

132. Is there a preference for a 1-Piece or 2-Piece GPS tracking device?

Response: None.

133. If not, is it acceptable for vendors to include multiple Pricing Sheets in order to offer both one- and two-piece GPS devices?

134. Regarding the submission of three years of financial statements: due to the length (250 pages per year) of the Annual Reports for a public company, will the State accept a link to the website rather than printed or uploaded copies? If not, can we please include them on a USB drive or a CD?

135. At how many locations will the on-site training be delivered? How many officers/staff need to be trained?

Response: See question

136. How often does the incumbent contractor sign and file criminal complaint documents?

137. How often has the incumbent contractor provided an affidavit or expert witness testimony for prosecution of violations in court proceedings during the current contract term?

Response: The state does not track this information.

138. Regarding the Description on Page 1that includes the word Patient, does the State expect the vendor to receive, send, or maintain PHI?

139. Page 6, Section 3, B, d) states that exceptions should be submitted as Attachment D. Page

7, C, Attachments, lists Attachment C as Exceptions to Agreement, if needed. Are potential exceptions to be submitted as Attachment C or Attachment D?

Response: Please see the response to question 2 above.

140. 31. Page 16, Section 7, Solicitation Terms and Conditions, m. refers to "Exhibit C" referring to Insurance Requirements. Page 26, Sample Contractor Agreement for

Colorado Judicial, 32., A. refers to Exhibit C, Special Provisions, taking precedence.

There is no Exhibit C in the RFP. Can you please provide copies of these exhibits for vendor review?

Response: The State of Colorado Special Provisions, may be found at:

https://www.colorado.gov/pacific/sites/default/files/Special%20Provisions_1-1-09.pdf

141. Is it the intent of the state or is it a possibility that the state may transmit or otherwise include PII, PHI, and/or CJI as a part of the program and services under this contract? If so, is it expected that proposers simply maintain the confidentiality or must proposers meet all HIPAA requirements? If HIPAA requirements are expected to be met, can the state please provide a list of those expected requirements for this contract?

Response: The requirement to execute a HIPAA business Associates Agreement is hereby removed.

142. If proposer does not utilize PCI because it does not process credit card payments in the providing of equipment and services and does not transmit, receive or store any CJI and is not a Business Associate as defined by the Department of Health Services,is the state williing to remove these provisions from page 39, Section 10(A)?

Response: All PCI requirements listed in the solicitation are hereby…