RFP 3524R10-1 Ignition Interlock Program TECHNICAL SUBMITTAL - Final.docx

TECHNICAL SUBMITTAL

I-1. Statement of the Project. State in succinct terms your understanding of the project presented, or the service required by this RFP.

Offeror Response

I-2. Qualifications.

A. Company Overview. To effectively discipline individuals who drink and drive (“Client”), the Pennsylvania General Assembly enacted a law set forth in the Pennsylvania Vehicle Code, 75 Pa. C.S. Section 3805, in 2003, giving authority to the Pennsylvania Department of Transportation (“PennDOT”) to require a person with a Driving Under the Influence (“DUI”) offense to hold an ignition interlock restricted license. PennDOT provides a list of approved ignition interlock devices for the client to use in Pennsylvania. When a client has been issued an ignition interlock device, the client will then receive a restricted license. The Ignition Interlock Program was developed and implemented using a process based on the law and the established specifications as found in the Buyer’s Attachment, Pennsylvania Ignition Interlock Specifications, July 2017 (“Specifications”).

The established PennDOT specifications provide for modifications if needed. Toward that end, technical expertise is needed to monitor the latest ignition interlock device technology and to provide options for modifying the specifications. Modifications may be based on quality assurance findings.

Offeror Response

B. Prior Experience. Include experience in working with Ignition Interlock Vendors and Manufacturers. A thorough understanding of the technical functionality of an Ignition Interlock device is required to adequately execute the tasks assigned in this contract. Work done by individuals who will be assigned to this project, as well as that of your company, should be shown. Studies or projects must be identified and contact information for references must be provided.

Offeror Response

C. Personnel. Describe in narrative form the number of executive and professional personnel who will be engaged in the project. For key personnel, include a resume that shows experience working with Ignition Interlock Vendors and Manufacturers. A thorough understanding of the technical functionality of an Ignition Interlock Device is required to adequately execute the tasks assigned in this contract. Indicate the responsibilities each individual will have and how long each has been with your company. Any personnel changes that occur during the contract resulting from this RFP, must be approved in writing by PennDOT’s project manager prior to the changes taking effect.

Offeror Response

D. Subcontractors: Provide a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to the Project. The Selected Offeror is prohibited from subcontracting or outsourcing any part of this Project without the express written approval from the Commonwealth. Upon award of the contract resulting from this RFP, subcontractors included in the proposal submission are deemed approved. For each position included in your subcontracting plan provide:

1. Name of subcontractor;

2. Primary contact name and email;

3. Address of subcontractor;

4. Description of services to be performed;

5. Number of employees by job category assigned to this project; and

6. Resumes (if appropriate and available).

Offeror Response

I-3. Training. If appropriate, indicate recommended training of agency personnel. Include agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.

Offeror Response

I-4. Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Offeror’s financial capability.

Offeror Response

I-5. Tasks. Describe in narrative form your technical plan for accomplishing the work using the task descriptions set forth below as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.

TASK A: QUALITY ASSURANCE MONITORING

The Selected Offeror will be required to conduct quality assurance monitoring for the Ignition Interlock Program which includes PennDOT approved devices and service providers. Service providers are located throughout the Commonwealth.

Deliverable Task A1 – Quality Assurance Inspections

1. Conduct 420 inspections per contract year, to include inspections of all opened installation service centers. The Selected Offeror must develop a checklist of all regulations outlined in the Specifications. The checklist shall include, but is not limited to, verifying and providing information on all requirements pertaining to quality assurance of ignition interlock devices based on site visit inspections.

a. Service centers are expected to comply with the requirements set forth in the Specifications. The Selected Offeror will ensure that service centers are in compliance by performing an inspection while following the inspection requirements as outlined in the Specifications.

b. Inspections shall include the issuance of a certificate of approval letter certifying that the service center is in compliance with the current version of the Specifications pertaining to service providers. This certificate will be sent electronically to the service center.

c. If a service center is not in compliance with a regulation(s), the Selected Offeror must notify PennDOT in writing with details of the non-compliance issue. PennDOT will determine whether the issue is minor or major.

i. PennDOT may choose to allow resolution of minor discrepancies through communication with the Selected Offeror and the service provider.

ii. In the event of a major discrepancy PennDOT will send the service provider a letter requesting them to remedy the situation within 30 calendar days. When the situation is corrected or at the end of 30 calendar days (whichever comes first), the service center must inform PennDOT in writing.

Deliverable Task A2 – Quality Assurance Expertise

1. During each contract year, the Selected Offeror may be called upon on 247 working days, per calendar year, to provide expertise on and to assist with resolving quality assurance issues that arise with service providers and/or judicial authorities. The Selected Offeror will be expected to assist with resolving issues by referring to and applying the guidelines of the Specifications. The Selected Offeror will be expected to act as a liaison between PennDOT and vendor/service providers and/or judicial authorities. Based on historical data, the Selected Offeror can expect to spend one to five hours per issue.

a. The Selected Offeror will be required to provide expertise to law enforcement and/or judicial authorities as a result of a quality assurance issue with a service provider(s).

i. The Selected Offeror will send a report of the interaction and of the materials provided to law enforcement and/or judicial authorities to the PennDOT Project manager within 24-hours of contact.

Deliverable Task A3 – Quality Assurance In-Vehicle Device Testing

1. Four times per contract year, the Selected Offeror may be asked to conduct in- vehicle device testing as a measure of quality control for potentially faulty units. Testing may be necessary on any new and existing device approved by PennDOT. Historically, PennDOT has used feedback received from clients and information obtained from site visit inspections to identify devices for testing.

As part of this task, the Selected Offeror will be required to provide a report to PennDOT and the manufacturer of the device with a summary of the method used to test the device, details on the data that was collected (positive, negative, and any other comments related to findings during testing), and recommendations for future device testing.

TASK B: IGNITION INTERLOCK PROGRAM TRAINING SESSIONS

The Selected Offeror will be required to conduct training sessions for stakeholders in the Ignition Interlock field. These training sessions will clarify important aspects of the Ignition Interlock Specifications and serve to reinforce the roles of the stakeholders.

Deliverable Task B1 – Awareness and Best Practice Training Sessions for Law Enforcement and Judicial Authorities

1. The Selected Offeror will be expected to provide and conduct 10 training sessions per each contract year, as a way to provide awareness and best practices for the Ignition Interlock Program. Training sessions may be held at various locations convenient for attendees throughout the Commonwealth. The training sessions are expected to be at minimum two hours in duration.

The Selected Offeror will educate a specific audience in law enforcement and judiciary authorities, including but not limited to law enforcement officers and judges, on the Ignition Interlock Program in general and procedures for managing cases involving ignition interlock devices. As a result of attending a training session, attendees should have a full understanding of their role when encountering a situation involving an ignition interlock device.

PennDOT requires all printed material to be printed by PennDOT’s Graphic Services Center. All material must be submitted to the PennDOT Project Manager no later than three weeks prior to any training session offering, the Selected Offeror is to provide, in electronic medium, all materials to be printed in original and PDF format. The Selected Offeror should provide detailed explanation of how the materials are to be assembled, an address for delivery of material and the date delivery is needed.

Deliverable Task B2 – Refresher Training Sessions for Service Providers Installers and Service Center Personnel

1. The Selected Offeror will be expected to provide and conduct 45 refresher training sessions per each contract year for service provider installation and service center personnel. Refresher training sessions shall include an in-depth review of the Ignition Interlock Specifications as shown in Buyer’s Attachments and guidelines for the expectations of service in the field. The training sessions are expected to be at minimum two hours in duration. Training sessions may be held at various locations convenient for attendees throughout the Commonwealth.

PennDOT requires all printed material to be printed by PennDOT’s Graphic Services Center. All material must be submitted to the PennDOT Project Manager no later than three weeks prior to any training session offering, the Selected Offeror is to provide, in electronic medium, all materials to be printed in original and PDF format. The Selected Offeror should provide detailed explanation of how the materials are to be assembled an address for delivery of material and the date delivery is needed.

TASK C: QUARTERLY DATA LOG REVIEW

Deliverable – Quarterly Data Log Review

The Selected Offeror will be required to provide a report each quarter that analyzes each Ignition Interlock Vendor’s Data Log. The four quarterly reviews will facilitate the discovery of customer issues, determine device functionality, and identify any missed instances of tampering and non-compliance. The results of the Data Log Review will also assist the Selected Offeror in prioritizing training needs for each Ignition Interlock Vendor. Ten clients per Vendor will be randomly selected for review each quarter. The selection of the clients is made at the discretion of the vendor.

TASK D: TRANSITION/TURNOVER PERIOD

TASK D. Transition and Turnover. The Selected Offeror shall be responsible for completing all turnover services when the Contract expires, terminates, or PennDOT initiates steps to rebid all or part of these tasks included in this Contract, whichever occurs first. All costs associated with Task D shall be the responsibility of the Selected Offeror.

TASK D1. Develop a Turnover Transition Plan. The Selected Offeror shall provide a transition plan to be implemented up to or at least 120 days before and completed prior to expiration, or within 45 days of termination, of this Contract. The transition plan shall provide an orderly transition of service without disruption to business users. The plan shall include, at a minimum, the following:

1. List of all work in progress.

2. List of outstanding issues.

3. Program documentation and any updated procedures.

4. Any information that is currently in use to support program delivery including information about common call support resolutions.

5. Transition knowledge related to data management for program delivery

PennDOT retains ownership of all reports, educational material and training material, online platform user information, and databases unless explicitly defined elsewhere.

Task D2. Transition data retention. The Selected Offeror shall not take any action to intentionally erase any PennDOT data for a period of 90 days after the effective date of the end of contract unless requested by the PennDOT Project Manager. After the 90 day period, the Selected Offeror shall have no obligation to maintain or provide any PennDOT data and shall thereafter, unless legally prohibited, perform secure data deletion of all PennDOT data in its systems or otherwise in its possession or under its control.

Offeror Response I-6. Reports and Project Control.

A. Problem Identification Report. This is an “as required” report that will identify problem areas. The report will describe the problem and its impact on the overall project and each affected task. It should list possible courses of action with advantages and disadvantages of each and include Offeror recommendations with supporting rationale.

B. Annual Report. A report summarizing the monthly information on services provided throughout the contract year. A yearly report shall be based on the Fiscal Year running from July 1st to June 30th and must be submitted to PennDOT’ s Project Manager by July 31st. The annual report shall contain:

1. Service provider information that includes all updates made to service provider file information over the course of the year;

2. Statistical data including, but not limited to, the number of devices installed, number of sober miles driven, number of Blood Alcohol Content (BAC) impaired attempts thwarted, number of bracketed BAC levels of impairment, number of customer operation errors, number of device malfunctions, number of device misuses, and number of device circumvention attempts.

Offeror Response

I-7. Requirements.

A. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services.

1. Describe how you anticipate such a crisis will impact your operations.

2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness:

a. Employee training (describe your organization’s training plan, and how frequently your plan will be shared with employees);

b. Identified essential business functions and key employees (within your organization) necessary to carry them out;

c. Contingency plans for:

i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and.

ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace.

d. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and;

e. How and when your emergency plan will be tested, and if the plan will be tested by a third-party.

Offeror Response

I-8. Objections and Additions to Standard Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section or to other provisions of the RFP.

Offeror Response