Questions-answers.xls
XLS spreadsheet 45 KB Posted
- Attached to
- Disposition Retrieval Vendor
- Solicitation number
- 65DPS-S3082
- Issued by
- Nevada
About this file
This is a Q&A document for RFP 65DPS-S3082 from the Nevada Department of Public Safety's Records, Communications and Compliance Division regarding disposition retrieval services. The project involves retrieving approximately 100,000 missing criminal disposition records from Nevada courts and attorney offices, covering arrests from 1986-2021, with a goal of improving the disposition completion rate from 60% to 80%. The contract period runs from April 8, 2025, through September 30, 2025, which coincides with the end of the 2023-NARIP grant period. The selected vendor will receive all missing dispositions at one time, sorted by county, and will not be required to perform data entry services, as RCCD staff will handle disposition entry into their system.
The project is funded through a 2023-NARIP grant, with potential continuation through 2024-NARIP funding after September 30, 2025. Per Nevada statute 179A.070, courts and attorney offices are prohibited from charging fees for disposition retrieval services, though vendors may include a separate line item for any unexpected court fees. The vendor must submit their pricing using the provided cost matrix format, with no alternate pricing structures permitted. Technical factors will be weighted at 80% of the evaluation criteria, with cost factors at 20%. There is no page limit for technical proposals, though promotional materials and color displays are discouraged in favor of clear, concise responses.
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Other files
| File | Type | Posted |
|---|---|---|
| 65DPS-S3082-Reference-Questionnaire-2024-12-03.pdf | ||
| 65DPS-S3082 - Insurance Schedule - RFP.pdf | ||
| Standard-form-contract.docx | DOCX document | |
| 65DPS-S3082-Notice-of-Intent-2025-02-11.pdf | ||
| 65DPS-S3082 Cost Matrix.doc | DOC document | |
| Certification-regarding-lobbying.pdf | ||
| Quote Instructions.pdf | ||
| Terms-and-conditions-for-services.pdf | ||
| 65DPS-S3082-Request-for-Proposals-2024-12-03.docx | DOCX document |
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Text version
Bid Q&A for Export Report
| Bid Q&A | ||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT |
| 1 | THINKDOGROUP | Project Overview 2.2 | Can you confirm the start and end date for this project? April 8th, 2025 - Sep 30th, 2025? | The start date will begin once a vendor has been selected and a contract has been put into place. The project is funded by the 23-NARIP grant, which closes on 9/30/2025. |
| 2 | THINKDOGROUP | Project Overview 2.2 | Can you better explain the structure of this contract award and duration? Will this be a base year + options contract? (Ex. Base + 3-Year Option) | The 2023-NARIP ends on 9/30/2025, which is the length of time for the contract. A decision will be made around that date as to whether or not we want to extend the contract, open another solicitation, or transition to the 2024-NARIP if approved. |
| 3 | THINKDOGROUP | Project Overview 2.2 | If this contract will be structured over the course of 4 years, are we expecting the same performance factors annually? Time frame (5 months, 3 weeks); Start and end date annually? (Apr 8th - Sep 30th); Dispositions retrieved (100k); Completion Rate (80%). | The same performance factors will be in place, but the number of dispositions retrievals may not stay the same based on the stats that are received from the vendor. 80% success rate will still be the norm if the contract is extended. |
| 4 | THINKDOGROUP | Project Overview 2.2 | Vendor Note: Considering labor is a huge component of this contract, we want to ensure we consider an annual cost of living increase for our employees. Also, should the time frame of performance and the number of dispositions change, that would also affect our costs should we need to hire additional personnel. Again, this is something that we should only account for if this contract exceeds the 5 months, 3 weeks (April 8th 2025 - Sep 30th, 2025) start and end date, and is expected to be over the course of 4 years. |
| One way of incorporating these factors is by adding additional Cost Matrices. Ex. Cost Matrix for Year 1, Cost Matrix Year 2, Cost Matrix Year 3, Cost Matrix Year 4. Weâ??re aware this is all dependent upon availability of funds from the grants and its not guaranteed. | Because the time period is so short at this time for the 23-NARIP, building a cost of living increase into the contract may not be necessary at this point in time, as we do not know at this time if the 23-NARIP funds will be available after 9/30/2025. Please feel free to add the cost matrix to your proposal. | ||||
| 5 | THINKDOGROUP | 2.4 Goals and Objectives | What does the Agency consider a completion disposition? Our assumption is that a completed record is a disposition that is found, has all of the entry requirements associated with the record researched, and the information can be updated in the CCH database or where the Agency prefers the information be recorded. | A disposition is considered complete if any of the following are retrieved: | |
| • | No charges filed | ||||
| • | DA denial | ||||
| • | Court dismissal | ||||
| • | Pled guilty | ||||
| • | Found Guilty at Trial | ||||
| • | Found Guilty but given a deferred sentence; given an amended sentence at the completion of deferral, or dismissal after deferral. | ||||
| • | Dismissed due to mentally defective and not fit to stand trial. |
Any of the situations described will allow for a disposition to be entered into criminal history. As the contract does not include the entry of the disposition into the CCH, it would be considered complete if the dispositon (as decribed above) is located and submitted to RCCD.
| 6 | THINKDOGROUP | SOW 3.1. Vendor to perform the following | Can the agency confirm that the dispositions will not be required to be entered on site at the RCCD building in Carson City, NV? | I can confirm that dispositions will not need to be entered on site, or at all. RCCD staff will enter any dispositions retrieved. |
| 7 | THINKDOGROUP | SOW 3.1. Vendor to perform the following | Can you confirm how and where the dispositions will be recorded once retrieved? | Once a disposition is retreived it will be recorded on the RCCD provided spreadsheet of missing dispositions. |
| 8 | THINKDOGROUP | SOW 3.1. Vendor to perform the following | How will the vendor receive the missing dispositions? Will this still be provided through an excel spreadsheet that includes the arresting agency, name, date of arrest, literal charge description, and Agency OCA? | Yes |
| 9 | THINKDOGROUP | SOW 3.1. Vendor to perform the following | Will the vendor receive all of the missing dispositions all at one time, or will they be provided in tranches by DPS RCCD? (Ex. Vendor will receive all of the missing dispositions upfront, or vendor will receive "X" amount of dispositions monthly) | Vendor will receive all missing dispositions at one time, sorted by county |
| 10 | THINKDOGROUP | SOW 3.1.2. Date of time period for disposition retrieval is 1986-2021 | Will the Agency still prioritize locating the oldest dispositions (backfill) first to gather and data enter missing disposition information into the state criminal history database? | Yes, older arrests will be a priority, but not to the point that work is slowed down too much. |
| 11 | THINKDOGROUP | Submission Checklist 9.2 Technical Proposal & 9.3 Proprietary Information | Is there a page limit on the Technical Proposal or Proprietary Information? | No. |
| 12 | THINKDOGROUP | Submission Checklist 9.2 Technical Proposal & 9.3 Proprietary Information | Will Vendor be penalized for including additional materials in addition to Technical Proposal outline that we feel will strengthen our response? | Proposals are to be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. Color displays, promototional materials, etc. are not necessary or desired. Emphasis shall be concentrated to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content. |
| 13 | THINKDOGROUP | Cost Matrix Highlighted Section at the Bottom | Does this confirm that the awarded vendor will not be charged for retrieval services through the courts and attorney offices? | The awarded vendor should not be charged for retrieval through the courts or DA's officece. If this becomes an issue RCCD can then address the issue with the agency that insists on charging. |
| 14 | THINKDOGROUP | Cost Matrix Highlighted Section at the Bottom | Are all of the Nevada municipal, justice and district courts, city attorney and district attorney offices aware of 179A.070? | Yes, and if not, they will be |
| 15 | THINKDOGROUP | Cost Matrix Highlighted Section at the Bottom | Have the courts and offices been notified that they will not charge the awarded vendor for the retrieval of the dispositions? | They will be notified as soon as a vendor is selected. |
| 16 | THINKDOGROUP | Cost Matrix Highlighted Section at the Bottom | Can you elaborate on the process in which DPS will uphold 179A.070 with the agencies? (Ex. Once a vendor has been selected and awarded by the BOE, all of Nevada courts and offices will be notified of the awarded vendor and protocols they must adhere to) | All of the courts and DA' will be notified via letter once a vendor is selected. RCCD will work with the vendor on determining which staff will be contacting wchich court. RCCD will provide each court and DA staff who will be representing the vendor in disposition retrieval for that area. |
| 17 | INQUIRIES | Court Fees | While courts should be willing to waive fees for copies and court fees, we have seen times when courts refuse to for state projects. Would it be possible to get an additional line item for those to be passed through so that it is not rolled into the pricing, in turn being a direct cost added only when required. This would be more financially beneficial to the State and would allow those costs to only be imposed when encountered. | Yes, please provide a separate line item. |
| 18 | INQUIRIES | Cost Matrix | Are there descriptions of each cost line item used within the RFP or is it acceptable for the vendor to describe what is included within each line item when submitting their proposal. | Vendor response should address items with enough detail to provide evaluators an accurate understanding of vendor capabilities. |
| 19 | INQUIRIES | Cost Matrix | Would an alternate price proposal structure be considered in order to ensure compliance with section 3.1.7? | No. |
| 20 | INQUIRIES | SOW | Could you confirm that that state is not looking for the contractor to provide data entry services for the dispositions retrieved? | Yes, I can confirm that data entry services are not required |
| 21 | INQUIRIES | SOW | Will DOB be provided on defendant? | Yes |
| 22 | AMEREDI5 | Identifying Information | Will name and DOB be provided for all requests / segments? | Yes |
| 23 | AMEREDI5 | Verification of product period | Verification that the Project Period. The RFP states that he contract is from April 8, 2025 until all 2023-NARIP funds have been utilized. However, the online Bid Solicitation states that the contract ends on September 30, 2025. Please clarify. | The 23-NARIP closes on 9/30/2025, at which time a decision will be made to either extend the contract to use available funds, cancel the contract, or transition to the 2024-NARIP |
| 24 | AMEREDI5 | Disqualifying Charges | Is there a definition of what qualifies as a "disqualifying charge for licensing and weapons purposes" to better allow vendor to gauge where records may be located? | NRS 202.360 provides disqualifiers for ownersip or possesion of firearm by certain persons; |
| 25 | AMEREDI5 | Returning Results | In what format will the vendor be required to return retrieved information? | Each agency may have available dispositions in many different formats. |
| 26 | AMEREDI5 | Arrest Segments - Definition | What constitutes an "individual arrest segment?" Please clarify. | Each individual arrest segment is related to each date of arrest. Each date of arrest is a different arrest segment. |
| 27 | AMEREDI5 | Request Format | Will the full list of arrest segments be provided at the beginning of the project period? | Yes |
| 28 | AMEREDI5 | Purged or Unavailable Dispositions | If missing dispositions are not located in the courts (i.e. charges are never filed / have been purged due to retention) what response should be sent? | Information purged, or, unable to locate |
| 29 | AMEREDI5 | Solicitation References | If vendor submitted a solicitation in the first open bid (65DPS-S2938), is the state able to refer to the references provided on the previous bid, or will new references need to be obtained? | New references need to be obtained. |
| 30 | AMEREDI5 | Court Fee Confirmation | At the bottom of the RFP cost matrix, it states that pursuant to 179A.070 criminal justice agencies should not charge a fee for the retrieval of dispositions that are required to be provided to the Repository. As such, should vendor assume that no agency fees whatsoever will be charged to obtain information? How will DPS provide bona fides to this effect? | RCCD will be reaching out to all courts and DA's offices to introduce them to the project at hand, and explain that under 179A.070 they are required to provide the information at no charge. |
| 31 | AMEREDI5 | Pricing Structures | Will an alternate pricing structure proposal be considered? | No. |
| 32 | AMEREDI5 | Work Assignment | In what format will requests be provided? | RCCD will be providing an excel spreadsheet listing each arrest segment missing a disposition |
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