RFP No. 21-033-LI_1_03_03_2021.pdf

AMENDMENT No. 1

DATED: March 03, 2021

Palm Beach County Purchasing Department

50 South Military Trail, Suite 110, West Palm Beach, FL 33415

RFP No. 21-033/LI

Title: Criminal Justice Text Message Reminders

Request for Proposal Due Date: March 15, 2021

This Amendment is issued to provide additional information and clarification to the RFP document:

A. Proposers are advised of the following changes to the RFP:

1. Section 3.1, EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION, is revised as follows:

a. Delete Subsection 3.1.1 in its entirety and replace it with the following:

“3.1.1 Each proposer shall submit a detailed statement of their experience, qualifications, and background for providing text message notifications of court date and other criminal justice related appointments. Experience providing text message notifications of court date and other criminal justice related appointments is preferred; however, experience sending notifications to municipalities and other government businesses will be considered.”

b. Delete Subsection *3.1.2 in its entirety and replace it with the following:

“*3.1.2 Each proposer should submit a minimum of three (3) references demonstrating the successful provision of text message notifications of court date and other criminal justice related appointments within the past five (5) year(s). References demonstrating the successful provision of court date and other criminal justice related appointments is preferred; however, municipal references for non-judicial notifications for law enforcement and related services will be considered.

Each reference should include the following:

a. Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts and dates of service.

AMENDMENT No. 1 to

b. Scope of Work, types of services performed and number of full-time staff provided.”

B. Questions received from BlackBerry and the Criminal Justice Commission’s responses:

Q.1. RFP File and Section: page 12. Quote from the Document: “Each proposer shall submit a detailed statement of their experience, qualifications, and background for providing text message notifications of court date and other criminal justice related appointments.” Question: Our AtHoc managed services specialize in notifications to municipalities and other government and business entities all over the world.

Will we be considered non-responsive if we we cite similar notification customers instead of explicitly judicial proceedings notifications?

A.1. Experience providing text message notifications of court date and other criminal justice related appointments is preferred; however, experience sending notifications to municipalities and other government businesses will be considered. See Section A, item 1 above.

Q.2. RFP File and Section: page 12-13. Quote from the Document: “Each proposer should submit a minimum of three (3) references demonstrating the successful provision of text message notifications of court date and other criminal justice related appointments within the past five (5) year(s).” Question: Will municipal references for non-judicial notifications for law enforcement and related services be considered non-responsive or are they a suitable substitute for judicial notification services?

A.2. References demonstrating the successful provision of court date and other criminal justice related appointments is preferred; however, municipal references for non-judicial notifications for law enforcement and related services will be considered. See Section A, item 1 above.

Q.3. RFP File and Section: 4.2.2.a. Quote from the Document: “Fifteenth Judicial

Circuit Clerk of Court for criminal defendants court dates and times.” Question:

What is the maximum number of appointments per month, week, or day to which we should design our solution for Fifteenth Judicial Court for criminal defendants?

A.3. There is no maximum number of appointments. There were 50,644 court dates that received text message reminders from November 2018 through January 2021.

Q.4. RFP File and Section: 4.2.2.b. Quote from the Document: “Florida Department of

Corrections, Circuit 15, for felony probation reporting appointment dates.”

Question: What is the maximum number of appointments per month, week, or day to which we should design our solution for Florida Department of Corrections, Circuit 15, for felony probation reporting appointments?

A.4. There is no maximum number of appointments. There were 6,495 individuals on felony probation as of October 31, 2020.

Q.5. RFP File and Section: page 4.2.2.c. Quote from the Document: “Professional

Probation Services, Inc., for 15th Circuit misdemeanor probation reporting appointment dates.” Question: What is the maximum number of appointments per month, week, or day to which we should design our solution for misdemeanor probation reporting appointments?

A.5. There is no maximum number of appointments. No data is available, we have not yet expanded the program for probation appointments.

Q.6. RFP File and Section: page 4.2.2.d. Quote from the Document: “Palm Beach

County Pretrial Services Department for supervised release program reporting dates.” Question: What is the maximum number of appointments per month, week, or day to which we should design our solution for supervised release program reporting appointments?

A.6. There is no maximum number of appointments. There were 1,001 individuals supervised by pretrial services as of February 24, 2021.

Q.7. RFP File and Section: page 4.2.6. Quote from the Document: “CONTRACTOR will send two (2) text message reminders to each participant. The first text message shall be sent seven (7) days prior to a scheduled appointment or court hearing/date. The second text message shall be sent twenty-four (24) hours prior to a scheduled appointment or court hearing/date.” Question: Are messages sent Monday-Friday or seven days a week? For example, could a Monday reminder be sent on Friday or must it be sent on Sunday, 24 hours before the appointment?

A.7. Reminders are sent out based on the number of days before an event. So if they are to appear Monday, they get a reminder on Sunday.

Q.8. RFP File and Section: page 4.2.2. Quote from the Document: “Contractor will be responsible for working with the following 4 agencies for the intital set up of data transfer protocols and regular receipt of data in order to send text reminders to clients” Question: What is the Records Management system that is generating your case numbers

A.8. The records management system that generates the case numbers is called

Showcase.

Q.9. RFP File and Section: page 4.2.7. Quote from the Document: “As the court apperance dates are cancelled and changed Contractor shall update the court apperance date so that the recipients receive the most current date information.”

Question: From a procedural perspective, when you have co-accused on a single information number, are they prosecuted at the same time? If they are seperated will the issuing court hold jurisdiction over both trials?

A.9. From a procedural perspective, when there are co-accused on a single information number, it depends upon the specific circumstances of each individual case if they are prosecuted at the same time.

Q.10. RFP File and Section: page 4.2.7. Quote from the Document: “IBID.” Question:

Do you split co-accused charged under the same information number if one of the individuals is a young person (juvenile)? If so is there a separate family court or is jurisdiction retained?

A.10. Juveniles (with limited exceptions) are charged in juvenile court. Adults are charged in circuit criminal court.

C. Questions received from Tyler Technologies, Inc., and the Criminal Justice

Commission’s responses:

Q.1. Current Pilot Program: Can the County please provide an example file of the type of information being sent to the text messaging system? In addition, can the County please inform the frequency of the transmission?

A.1. The County is unable to share example files due to their containing participant phone numbers. However, the following information is currently provided:

• Defendant’s name

• Defendant’s ID number

• Cell phone number

• Zip code

• Charge code (type of alleged crime)

• Court date information (date/time/location)

• Court date status

• Assistant Public Defender’s ID number

The frequency of transmission is daily.

Q.2. 4.2.3 Opt out from the text system? What is the indicator for the opt out? Is this handled by; Case / Person or by Phone number?

A.2. Opt out provisions are included in text messages to phone numbers.

Q.3. 4.2.7 How does the County anticipate sending the cancellation data and what is the frequency of this data transmission?

A.3. The cancellation data is sent in the same method as the court dates. The frequency depends on when cases are cancelled (Daily if there are cancellations).

Q.4. 4.2.16 Transition period: can the county provide more details regarding the transition period?

AMENDMENTNO. 1 to RFP No. 21-033/Ll

A.4. The transition period depends on which vendor is chosen and the availability of the Clerk of Court to effectuate implementation.

Q.5. Does the County have a specific budget for this project?

A.5. The anticipated budget range is $18,000 to $25,000. However, Proposers should not consider this a target or ceiling for their pricing, but rather an appropriate and competitive price should be submitted in order to provide the services required in the RFP’s Scope of Work/Services.

All changes addressed in this Amendment No. 1 shall be incorporated into RFP No. 21- 033/Ll and the final contract. All other terms and conditions of the RFP remain the same and unchanged.

NOTE: Please acknowledge receipt of this Amendment No. 1 by signing below and returning this page with your Proposal Response. Each Amendment to the RFP shall be signed by an authorized agent and submitted with the proposal or the proposal shall be deemed non-responsive.

D nna Pagel, Purchasing Manager

ACKNOWLEDGMENT

COMPANY NAME SIGNATURE

DATE