RFP_Amendment_3_Questions_Clean_2.pdf

RFP # 34800-112024 – Amendment # 3 Page 1 of 3

STATE OF TENNESSEE

BUREAU OF INVESTIGATION

REQUEST FOR PROPOSALS # 34800-112024

AMENDMENT # 3

FOR GOODS OR STATE OWNED SEX

OFFENDER REGISTRY AND DRUG OFFENDER

REGISTRY

DATE: 3/6/2025

RFP # 34800-112024 IS AMENDED AS FOLLOWS:

1. State responses to questions and comments in the table below amend and clarify this RFP.

Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.

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# QUESTION / COMMENT STATE RESPONSE

1 We respect the State’s interest in providing timely responses to problems. In section A.15 of the pro-forma contract, we request that the “Time from initial response to final resolution of incident installed to test” be revised from 1 state business day to “3 state business days” for a minor problem

Yes. A.15. will be amended so that a minor problem will have the following time period from initial response to final resolution of incident installed to test be three (3) business days instead of one (1) business day.

2 In section A.15 of the pro-forma contract, the response time table is introduced with “Contractor shall follow the following time frames”. We request that the language for response times be revised to read “Contractor shall follow the following time frames, or as such schedule mutually agreed to by the TBI point of contact and the Contractor”

No. The State cannot allow a fluid service level agreement on an important system such as this one.

Section A.15. will remain as written except as indicated in Question 1.

3 As a proposer to this RFP, we respect the State’s interest in limiting liability with errors and omissions.

The requested limits for Errors and Omissions present a significant cost impact to the proposing contractor. We request the following revisions to the limits:

D.32. (d) (1) limit be revised to “not less than two million dollars ($2,000,000) per occurrence or claim and two million dollars ($2,000,000) annual aggregate…

D.32 (d) (2) limit be revised to “amount not less than two million dollars ($2,000,000)…’

The State is not considering revising this at this time.

4 Please clarify that Section E.6 of the pro-forma contract does not apply if the proposed solution and State data

Section E.6 applies regardless of where the data is hosted.

RFP # 34800-112024 – Amendment # 3 Page 2 of 3

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# QUESTION / COMMENT STATE RESPONSE

reside in a TBI-provided processing environment.

5 Are there custom integrations?

If so, what tools or platform? Yes, there are several custom integrations including: single entry to NCIC, integration with the SOR Public facing website that TBI maintains, and to the SOR mobile application which is maintained by another contractor.

The platform is Visual Basic. There are peripherals that are currently integrated such as signature pads.

The SOR has the ability to upload documents, upload pictures, and has picture editing abilities.

6 How many users?

The number of current users is 1,318.

7 Does O&M mean minor break fix? Ticket-based support? What is the usual amount of activities the team manages on a weekly or daily basis (weekly ticket volume)?

This system has been very stable.

On average, the current maintenance and support provider issues about one update per month. This usually generates anywhere from three to five problem tickets per release.

8 Number of people on this team currently? At most, three people are assigned.

9 Does TBI have existing SLAs they’d want to mirror this solution around?

Yes. But the SLAs in the current maintenance and support contract included other systems and this is only for SOR and DOR. See Questions 1 and 2.

10 Reporting expectation back to TBI or other business units? Contractor will have monthly meetings with State. Pro Forma Contract A.10.

Contractor must update Solution Design Documentation. Pro Forma Contract A.7. Contractor must update results of trouble ticket in incident management system. Pro Forma Contract A.6.

11 Cloud based solution? What’s the current OS? No. This is an on-premise solution and is not in the cloud.

12 Any upgrades or EOL elements of the application we need to be aware of?

None that TBI knows.

13 What version of Visual Basics is this coded in? It is Visual Basic.net.

RFP # 34800-112024 – Amendment # 3 Page 3 of 3

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# QUESTION / COMMENT STATE RESPONSE

14 Is the current Solution Design Document available for review? The current Solution Design

Document will be available to the successful respondent when a contract is awarded. For security purposes, TBI will not release the current Solution Design Documentation.

15 What incident management system is currently being used? The current contractor uses their own ticketing system that was created by their company.

16 Are the response timelines for issues reported 24 hours a day or during the business hour timelines established earlier in the SOW.

Typically, issues are reported during business hours.

17 Is there a current DR site? Is it an on prem solution or cloud based/subscription based service?

Disaster Recovery is handled by the State.

18 It says on page 2 the maximum liability for the contract is $600k. Is this over the whole 5 years?

This is an estimate of the maximum liability over the full five years of the contract.

2. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.