RFP 24_45 Addendum 2.pdf

Savannah-Chatham County Public School System

Purchasing Department

208 Bull Street / Savannah, Georgia 31401 / (912) 395-5572 Email Address: purchasing@sccpss.com

Ethics Hotline Monitoring Service (Annual Contract) Number: RFP 24-45 Addendum # 2 Addendum Posting Date: March 19, 2024 Revised RFP Closing Date: March 28, 2024, at 11:00 a.m. (EST)

The information contained in this document shall become an official part of the original document and shall be acknowledged as noted on the Proposal Certification Form (Form 2) of solicitation document in the space provided. Failure to acknowledge receipt of an addendum may result in a status of non-responsive. Firms are encouraged to review the contents of this document and to respond accordingly.

Addendum 2 is issued to respond to the following additional request for clarification received:

Question: Response:

1. How many reports for the SCCPSS Ethics Hotline did you receive in each of the past 3 full school years and for the year to date 2023-2024 school year?

2. Is a State Certificate in good standing within one year of the proposal due date of March 21, 2024 acceptable?

Yes.

3. What is the anticipated start date for the service? How much time will be allocated for implementation?

July 1, 2024

4. Please provide the number of Hotline calls (inbound and outbound) and web-based reports completed for the last year.

Last year 152 calls 107 via phone call in 45 via web

5. Does the District own the telephone number used by the hotline or would a new vendor be required to provide a number?

No.

6. Page 17, Item 3.0 – Scope of Work states that all reports will be delivered to the District in English. Which additional languages would the District like to be made available to reporters?

Please provide the number/percentage by the language of the multilingual reports submitted over the past two years.

Please information on the additional languages available with your proposed solution.

The District does not have the statistics for the number of reports submitted in other languages.

7. The current hotline website requires individuals to create an account to create a report. Is this a requirement of the District/would you want that functionality in a new system or would you allow users to submit a report anonymously without creating a user account?

Yes.

8. Please disclose the length of your contracting relationship with Ethical Advocate and the annual value of that contract.

10 years

FY2014/2015 $5,500.00

FY2015/2016 $5,500.00

FY2016/2017 $5,800.00

FY2016/2018 $5,800.00

FY2018/2019 $5,800.00

mailto:purchasing@sccpss.com

FY2019/2020 $5,800.00

FY2020/2021 $5,800.00

FY2021/2022 $5,800.00

FY2022/2023 $5,800.00

FY2023/2024 $5,800.00

9. Would you want to use your existing allegation report form/questionnaire? Or would the District want the selected vendor to propose a questionnaire? If you would like to retain the use of the existing questionnaire, please provide it so that we may evaluate the programming and telephone interview work time requirements.

Vendor can submit a questionnaire.

10. How many District personnel will need access to the Hotline reporting case management portal?

2 direct and then the ability to delegate.

11. How many different user roles/access levels would the District require? (For example, some users are assigned only to specific schools or specific incident types.)

2 to review and response and the ability to delegate with view only.

12. Would the Hotline be expected to import or migrate any existing Hotline data to the new system? If so, please provide the data export headers and an estimate of the number of records to be migrated.

No.

13. Page 25, Section 17.0 – Insurance. If a vendor currently holds less than $2 million in cyber liability insurance and an umbrella policy over $2 million is that acceptable or does the District require a standalone $2 million cyber liability policy?

The district is requiring $2 million per claim, $2 million aggregate in cyber liability for this solicitation.

14. What is your budget for this service? Undetermined.

15. One prospective offeror has requested that the District consider using its standard terms and conditions.

The proposed agreement had a number of provisions regarding price increases, indemnity, and choice-of-law that are inconsistent with the

District's standard terms and conditions and which are unacceptable to the District. The vendor's proposed contract had an Exhibit "A" with project-specific terms regarding its provision of services that would be largely acceptable to the

District. Subject to negotiation and revision before final execution of a contract, the District would consider allowing Offerors to provide a detailed scope of service provisions as an exhibit to the

District's standard form, with the clarification that the District's standard terms and conditions would control over any inconsistent terms in the scope of services attachment.

16. The solicitation requires $2 million per claim, $2 million aggregate in cyber liability. Will you consider a lower limit?

The cyber liability coverage limit is lowered to any one claim and in the aggregate of $1,000,000

17. Addendum #2 extends the RFP closing date from March 21, 2024 at 11:00 AM (ET) to March 28, 2024 at 11:00 AM (ET).

***ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED***

End of Addendum #2 to RFP 24-45 Ethics Hotline Monitoring Service (Annual Contract)