RFP 190000001266 - Question Answers.docx

STATE OF MICHIGAN PROCUREMENT

Lansing, MI 48913 P.O. BOX 30026 Lansing, MI 48909

Bidder Questions & Answers Request for Proposal Number (RFP): 1900000001266 Applicant Fingerprinting Services with data interface capabilities to the end using Agency, for current and new hire employees – Statewide use.

Proposal Instructions – Item 6.C

Schedule A - 1.1 A, C, & D

Schedule A - 2.1A

Schedule D

14&15, 16, There are several references throughout the RFP requiring interface with the Michigan State Police, AFIS at the time of Bid Submission, which includes compliance with the MSP, Electronic Biometrics Transmission Specifications (EBTS). I have been unable to locate the MSP, EBTS document that is referenced to throughout the RFP. We are respectfully requesting your assistance in obtaining a copy or electronic link to the MSP, EBTS.

Please refer to Schedule D – Interface Information MSP. This Schedule will give you a general overview of the transmission process.

Please also refer to the following Attachments, for a more detailed explanation:

1) RFP 1900000001266 – QA Attachment – Michigan EBTS 1 of 3

2) RFP 1900000001266 – QA Attachment – Michigan EBTS NIST 2 of 3

3) RFP 1900000001266 – QA Attachment – Michigan EBTS Revision Log 3 of 3

Please clarify what the bidder should complete and submit by the proposal deadline.

The Bidder should submit proof at the time of submission that their organization is capable of interfacing with the State of Michigan’s Licensing and Regulatory Affairs (LARA) department.

Please clarify the State’s standing on the contract award. Multiple or Single contract award?

The State reserved the right to award a single contract or to multiple vendors depending on the Best Value to the State.

Listed: MDHHS and LARA, MDOC, MDOS, MSP, MGCB, MDE, TREA.

Will all of the agencies listed in this RFP be required to use exclusively the awarded fingerprint vendor?

Yes, State employees and fingerprints that are paid for by the State, will be required to use the Awarded Contractor.

In order to interface with the LARA Workforce Background Check System, all LARA approved fingerprint reasons will be required to use the awarded contractor.

1.2 Fingerprinting Service Requirements

C. The Contractor must have the ability to accept and submit fingerprints from out-of-state applicants and convert them into acceptable digital records for submission.

Does this requirement include a need for the vendor to convert paper hard cards into electronic fingerprint submission to be sent electronically to MSP?

Yes, the Vendor must convert the hard cards into electronic fingerprint submissions to be sent electronically to the MSP.

Some State agencies may require on-site fingerprinting services, on a limited basis, for current employees or State Agencies at a State of Michigan Facility.

1) Will the vendor need to complete the Onsite Fingerprinting event within 24-hours of the request, or will the vendor simply need to response to the request within 24-hours?

2) Will the vendor be able to charge a convenience fee for Onsite Fingerprinting Events?

3) In addition, in order to be prepared to meet his requirement; can the State provide a preliminary list of those agencies and estimated volume that will require an Onsite Fingerprinting Service?

1) The Contractor must respond to and schedule an Onsite service request within 24-hours, or one-business day of Notification. It is expected that the Contractor work with the State to schedule this event at a mutually agreed upon date and time.

2) Please submit pricing in the format provided in the RFP. If bidders would like to submit additional/alternate pricing for review it can, however, the State reserved the right to accept or deny alternate proposed pricing.

3) The State does not currently have a list of Agencies and estimated volumes for onsite fingerprinting services. At this time the State would like to know if the Contractor has the capability of performing this kind of service.

C. If MSP determines that Contractor’s staff member(s) need additional fingerprint training; they may be required to attend training at the MSP Headquarters located at 7150 Harris Drive, Dimondale, Michigan 48821. All costs associate with the Contractor’s staff member travel must be covered by the Contractor, Will the Vendor be required to send Employees in person to MSP for Training in order to allow those designated Employees to become the Authorized Fingerprint Trainers for all other vendor Livescan Operational Staff?

The State would prefer that designated Employees who have been identified as needing additional training be in-person for Training from MSP.

The Contractor must attend the following meetings:

· Contractor Kick-off meeting – to be scheduled within 30 calendar days of the Contract Effective Date.

· Weekly Implementation meeting – when deemed necessary by the Program Manager

· Project status meeting – as deemed necessary by the Program Manger

· Quarterly Status Meetings The State may request other meetings, as it deems appropriate.

Will the Vendor be required to send designated project Employees to MSP to addend in person meetings each quarter?

Yes.

26 & 28 Per the RFP, the State requires an electronic submittal.

Please clarify the File Attachment requirement for Schedule A – Statement of Work.

Please clarify if the State would like all required attached files as separate files, or if the State prefers to have the required attached files in a single Appendix.

The State requires a Microsoft Word or PDF document to be submitted for Schedule A.

If you choose to submit separate attachments for each question, please include the attachment name in the appropriate section of the Bidder Response Box.

If you choose to submit your attachments in a single Appendix document – Please ensure that all items within the Appendix document are clearly labeled and contain the question tile for which you are answering. You may also choose to indicate the page number that information may be located within the Appendix in the appropriate section of the Bidder Response Box.

Section 2 has been corrected along with Section 9 in the updated RFP.

Please Refer to the updated RFP 1900000001266 – Statewide Fingerprinting Services 3-26-2019.

Contractor will not remove any Key Personnel from their assigned roles on this Contract without the prior written consent of the State. The Contractor’s removal of Key Personnel without the prior written consent of the State is an unauthorized removal (“Unauthorized Removal”). An Unauthorized Removal does not include replacing Key Personnel for reasons beyond the reasonable control of Contractor, including illness, disability, leave of absence, personal emergency circumstances, reignition, or for cause termination of the Key Personnel’s employment. Any Unauthorized Removal may be considered by the State to be a material breach of this Contract, in respect of which the State may elect to terminate this Contract for cause under Termination for Cause in the Standard Terms.

Could the State please exclude, from the definition of Unauthorized Removal employee promotions and other favorable changes to Key Personnel Positions? Otherwise, the Contractor will be in the unenviable position of either breaching the contract and/or paying hefty fees (for Unauthorized Removals). Or denying Key Personnel’s requested changes to their position (e.g, requests for relocation, different working hours) and excluding Key Personnel from well-deserved promotions, which would likely be earned based on their performance under this very Contract. Including employee promotions and other changes to Key Personnel, including changes requested by Key Personnel, in the definition of Unauthorized Removal will also likely subject the Contractor to law suits.

At this time the State will not be removing this Section from the Contract.

The Contractor can and will avoid all penalties, fees, and/or reproductions by providing written notification to the State 30-days prior to removal of Key Personnel. As noted in the RFP some positions may require up-to a 30-calendar day training period for replaced personnel.

Please be advised that removals that are outside of the Contractors control will not be assessed or classified as an Unauthorized Removal. Please refer to Section 46. Force Majeure, of the Standard Contract terms for more detail.

Failure to meet the service levels for 95% of call or, requests received for two consecutive monthly reporting periods will constitute a Chronic Failure under this Contract.

1) Is the “95% calls” meant to refer to Service Levels for applicant calls, and if so, are there any other Service Levels that Contractor must meet?

2) Can you clarify what is meant by “requests received for two consecutive monthly reporting periods?” Requests by whom?

3) Are these two circumstances the complete definition of “Chronic Failure?” if not, please provide a complete definition.

1) This requirement refers to both: applicant calls and calls that the Contractor may receive from the State.

2) Requests can be from either the State or from the Applicant. This means that if the 95% standard is not met for two consecutive monthly reporting periods.

3) Other chronic failure would be defined as not meeting one or more of the contract requirements for two consecutive months.

The initial instructions under point 5 indicate the vendor is not to include MSP and FBI pricing on the Bidder Response chart on Schedule B; however, the chart shows blank fields for both MSP & FBI Pricing. Should the vendor simply list N/A for MSP & FBI Pricing on their response?

Correct, the Vendor is not required to propose pricing for the FBI and MSP fees.

Please refer to updated RFP 1900000001266 – Schedule B Pricing.

Please note: the MSP and FBI fees are to be collected and accounted for by the vendor. MSP and FBI fees are subject to change.

Are the fingerprinting transactions conducted under this contract subject to the administrative fee?

Yes, the Administrative fee for services performed under this Contact are applied or assessed for services performed under all State transactions, MiDEAL, or any other States.

Please refer to Question 1 – Answer.

This requirement is referring to version 10.0 or higher.

No, the Contractor must use the equipment noted in Schedule G.

The MSP and FBI fees are established amounts and are subject to change.

Current Fees are as follows:

MSP: $30.00

FBI: $13.25 (employment/licensing) OR;

$11.25 (volunteer)

You may choose to view the Current State Contract at:

https://www.michigan.gov/documents/micontractconnect/3200090_526812_7.pdf For further information.

No, all agencies are required to utilize the equipment and terms provided in this RFP or, subsequent Contract.

No, photos are not required as part of this RFP.

Section 4.B

All applicant fingerprints must be sent to MSP, because LARA runs the Michigan Workforce Background Check system, the fingerprint transaction sent to MSP must include the LARA Unique ID# identifier.

Please submit your Price Proposal as a Separately labeled Word or PDF attachment when submitting your bid. You will not be submitting your Price Proposal as a line item in SIGMA.

If you choose to submit these two documents separately – please ensure each document is correctly labeled.

Sections 1 -13

This gives the Bidder the opportunity to provide labeled attachments if desired to the RFP questions. Bidder are welcome to provide all information in the “Bidder Response” Box, if they do not wish to have requested information as attachments.

Please also refer to Question 9 – Answer for similar content.

To do business with the State Bidders must be registered with SIMGA the State’s formal bidding platform.

It is recommended that you provide an explanation for your response.

If so, when do the Contracts expire?

What is the current Contract Price of other fingerprint Contracts in place?

Yes, the State currently has a Contract to provide fingerprinting services. This Contract expires May 31, 2020.

Can you elaborate exactly what identify proof is required to be maintained, and what manner if the information to be stored? In the fingerprint record? Applicant Signature? Copy of the ID presented?

As a primary form of identification, the Contractor should only accept current, valid, and unexpired photo IDs. State-issued driver’s licenses or State ID-card if the State’s ID standards are the same as the driver’s license, and US Passport or US Passport Cards are preferred. However, the following are also acceptable forms of ID:

0. Federal Government Personal Identity Verification Card

0. Uniformed Services ID

0. Department of Defense Common Access Card

0. Foreign Passport with Appropriate Immigration Documents

0. USCIS – Permanent Resident Card

0. USCIS – Employment Authorization Card

0. Federal, State, or Local government agency ID card w/photograph

0. US Coast Guard Merchant Mariner Card

0. Canadian driver’s license

0. School ID w/photograph (can be supported by parent)

A document or log containing the technician’s name, timestamp and type of ID presented would qualify as proof for auditing purposes.

All personal information should be destroyed within the 30-day wind stated. The Contractor is not expected to retain proof of identity for the life of the Contract.

Please refer to updated RFP – 1900000001266 – Statewide Fingerprinting 3-26-2019.

Yes.

Yes.

Invoices are sent monthly and fees can be paid by business check, e-check, or credit.

Please refer to Schedule B – Supplemental Table – for an estimation of Applicants per year.

In such an event, the State would work with the Contractor if new equipment is identified by legislature.

Yes, a document or log containing the technician’s name, timestamp and type of ID presented would qualify as proof for auditing purposes.

At this time the State would prefer that the applicant bring in a hard copy of RI-030 with them to their appointment.

Ultimately, how does the State handle and process this form?

The Livescan operator must complete the Livescan portion of the RI-030 form, once the services have been conducted the Livescan operator must return the RI-030 form to the person printed.

The individual being fingerprinted is responsible for returning the signed form to the requesting agency.

The Contractor is capable of issuing and electronic copy of the document as needed an instructed by the State.

At this time the State would prefer to utilize the means presented in the RFP for collection and scheduling, and RI-030 hardcopy format.

No, out-of-state applicants follow the same procedure as in-state applicants.

The Contractor is expected to provide a list of Livescan operators that are intended for Contract assignment. Information should include Operators Full Name (First and Last), Contract Information (Phone number, email and Address).

Fingerprints may need to be edited when one of the following situations occurs:

Illegible prints due to:

· Smudged capture

· Poor image quality of capture

· Out of sequence

· Failure to do a complete capture or annotated

No.

Version 2 (2/2019) image1.jpeg