S000000012 Q&A.pdf

Question Nbr Question Subject Question Text Answer

1.00 , Section 2.6.A Page 7

The RFP states "The State shall be the sole owner of any software developed under this contract with exclusive rights to use, alter, or distribute the software without restriction. The State?s ownership rights apply to source code, object code, and documentation."

Is the State willing to consider using an existing, proven COTS sex-offender system if the vendor offers the State access to the source code and the right to modify for the State's sole purpose?

No, the State is seeking a custom solution.

2.00 Section 2.6.D, Page 7

The RFP States "Each Party shall retain ownership of its respective

Pre-Existing Intellectual Property."

Does the State have any limitations on the scope of such pre-existing intellectual property? Would the State consider solutions utilizing 3rd party frameworks, such as Pega or Salesforce, for the solution?

The State is open to using alternative framework solutions. Any alternatives proposed to .Net must 1.) Be able to be hosted on premises or in the State Cloud, 2.)

Be free or a one-time cost to the State (cost included in prospective Contractor's pricing proposal) 3.) Be subject to approval by ACIC.

Please see Addendum #2.

3.00 Section 2.9 System

Performance, Page 8

Most, if not all, of the System Up Time & Performance requirements

(A - F) are dependent on many factors and components in addition to the software solution, including hosting server, firewall, network, performance monitoring and system security services.

Since many of these are outside of the control of the solution vendor, is it safe to assume the response time metrics are measured from the time the application server receives the request and returns the response?

Yes.

4.00 Section 2.13 Mapping, Does the ACIC have a preferred GIS platform, such as ESRI?

ACIC needs geocoding for mapping the block radius of offenders and does not anticipate needing a full GIS system. ACIC would prefer to use the State GIS Platform if possible, and something that is of no cost if not. Any licensed software must be a one time cost to the State and included in the Contractor's pricing proposal.

5.00 Sections 2.19 - 2.24 pages

16-18

Please confirm that the State does not want vendors to submit draft or outlines of any of the following plans for this phase of the solicitation: Saffing Plan, Implementation and Testing Plan, Maintenance Plan, Training Plan and Data Security Plan. Confirmed.

6.00

Technical Proposal Packet, Information for Evaluation

Experience, page 5

Instructions state "Prospective Contractors shall not include the

Prospective Contractor?s name or any other identifiers, including without limitation names of staff members, projects, products, and addresses on the Information for Evaluation ? Experience document."

Can the State please clarify that the State does not want vendors to include our company name, the Customer name or the project names on the Claim of Expertise and Performance? In other words, the involved parties and specific system/project names shall not be provided, but will be presented in an anonymized manner?

Confirmed.

7.00 Price Sheet

The price sheet provides the ability to provide hourly, monthly and annual rates, but does not provide the ability to indicate the number of units we estimate will be required for the initative.

Does the State want (require) the Vendors to provide the rate, in the chosen unit, and then the anticipated total cost, using the provided rate? For example, if our testing is $10/hour, and we estimate that we will require 850 hours, how should we represent this in the sheet? Please see updated Price Sheet.

8.00 RFP Item Number: General

Given the short duration of proposal response time, would the agency consider extending proposal submission date by at least two weeks? Please see Addendum #1.

9.00 General

We are assuming that functionality supported by ACIC and INA will be part of the new solution. Could you please confirm this is accurate?

ACIC wishes to maintain certain functions and workflow of the current system, however, some functions may change. ACIC wishes to join the new system to the current AMF.

Please see Sections 2.3.A. and Section 2.4.E.

of the RFP.

10.00 Section 2.8 USER ROLES

& ACCESS, Page 8

Can you please specify which browser versions should be supported for Internet Explorer, Microsoft Edge, Firefox, Chrome, and Safari?

The system should be browser agnostic and use updated/supported browser versions only.

11.00

Section 2.9 SYSTEM

UPTIME &

PERFORMANCE, Page 8

Can you please specify the number of transactions per day?

100 estimated.

12.00

SYSTEM UPTIME &

PERFORMANCE, letter F

Can you please elaborate upon what "combining with another system" means?

Connecting the system to other systems used by ACIC.

13.00 2.11.G How many LE and Court forms are there? There are currently 5 forms.

14.00 2.4.E Can we get a copy of the ACIC State Sex Offender Registry

Protocol training manual?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

15.00 2.9.D Can we get a copy of the ACIC State Sex Offender Registry

Protocol training manual?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

16.00 2.1.B Can we get a copy of the ACIC State Sex Offender Registry

Protocol training manual?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

17.00 RFP Section 2.4.E

Could TSS OPP please share a copy of the Arkansas Crime

Information Center State Sex Offender Registry Protocol Training

Manual 8th Edition?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

18.00 CENSOR Protocol Training

Manual

Section 2 - Objectives and Goals: Who should we contact you for a copy of this manual?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

19.00 Section 2.4.E page 7

Can you please provide a copy of the "Arkansas Crime Information

Center State Sex Offender Registry Protocol Training Manual 8th

Edition"?

Yes, please send an email to

Jordan.Phillips@arkansas.gov and provide a signed copy of the Confidentiality Agreement

(added to bid posting in ARBuy) to receive the manual.

20.00 Electronic Signature

Please define what constitutes an acceptable electronic signature according to your legal dept

A hand signature that is witnessed by law enforcement who also signs. This can be via signature pad or touch screen.

21.00 Section 2.8 USER ROLES

& ACCESS Page 8

Does ACIC currently have an Identity Management system in place? If YES- We assume, we just need to move the existing users in CENSOR to ACIC and with some LDAP/AD queries we should be able to get user details with roles. If NO - Do we need to set up any Identity Management tool and implement the authentication and authorization for the new System?

ACIC does not currently have asystem in place. ACIC is open to other options, but is not opposed to using SQL to store the usernames and passwords. Password management must be CJIS compliant.

22.00 Section 2.8 USER ROLES

& ACCESS Page 8

Does already ACIC have a centralized single sign-on mechanism and if so will the application we are developing sit behind that?

ACIC does not currently have Single Sign On.

ACIC is open to proposals on this, however, it must work for both ACIC and non-ACIC users.

23.00

Section 2.11 GENERAL

TECHNICAL

REQUIREMENTS A.5 Page

Is the State repository different from the proposed SOMS Registry?

If so, does the State repository have any services exposed to feed the data to the State repository?

A webservice currently captures this information and sends it to ACIC. INA does house some of the data for the current public facing website.

24.00

Section 2.11 GENERAL

TECHNICAL

REQUIREMENTS B Page 9

Does ACIC currently have a central photo repository to store all photographs? if so, can we repurpose it? If a central photo repository does not currently exist, is the expectation to store the photos in MSSQL?

ACIC currently stores photos for historical purposes. INA stores photos for the public facing website. ACIC will designate a central storage point for document management for the new system and website. The exact location is to be determined.

25.00

Section 2.11 GENERAL

TECHNICAL

REQUIREMENTS E Page 9

Does ACIC currently have an Enterprise Content

Management solution to store the documents? If not where will the documents be stored?

ACIC is currently moving infromation from the old system to a document management system called Docuware.

26.00

Section 2.11 GENERAL

TECHNICAL

REQUIREMENTS G Page

What kind of printer does the agency plan to use?

ACIC uses Kyocera or HP printers; however, the various law enforcement user locations across the state are not using standardized printers. The system must not require a specific printer(s) to function.

27.00

Section 2.11 GENERAL

TECHNICAL

REQUIREMENTS L Page

Are all the notifications through email? Does ACIC currently have its own Inbox (Mail system) to communicate between jurisdictions and different agencies?

ACIC currently sends notifications via USPS.

In the new system, all notifications are to be sent electronically from the application. ACIC can create an email address to be used with it's currently Outlook or O365 mail system for this purpose.

28.00

RFP Item: 2.11 GENERAL

TECHNICAL

REQUIREMENTS L Page

What are all the formats and how many types of notifications are present?

Currently, ACIC uses preformatted Word files for each letter type, and data from the SQL is placed into dedicated positions within the documents via GemBox.

The current format is physical letters (but will change to electronic in the new system); there are twelve letter types listed in the C# code for generating letters, ten letter types have Word files for use with GemBox, and only eight letter types recorded in the SQL table we use to document the letters generated (the other types have not had letters generated since

8/28/17). ACIC is open to Contractor proposals on how best to handle this in the new system, but ACIC shall have final approval of the method.

29.00

Section 2.12

REGISTRATION

REQUIREMENTS Page 10

How will registration data come in? (Example: Through User

Interface, Electronic via Web Service, Electronic via Messaging

System) ACIC is open to Contractor proposals for how best to set this up in the new system.

30.00

RFP Item: 2.14 PUBLIC

RELATIONS SEX

OFFENDER WEBSITE

Does the current public-facing website have the feature of registering email IDs for notification purpose? If yes, do all of the email IDs need to be migrated from the from the existing system?

Due to limitations with the current Contractor, there is a need for all users who have registered for notifications in the system to re-register in the new system.

31.00

RFP Item: 2.14 PUBLIC

RELATIONS SEX

OFFENDER WEBSITE

Does the current public-facing website have the feature of registering email Ids for notification purpose? If yes, do all of the email IDs need to be migrated from the from the existing system?

Due to limitations with the current Contractor, there is a need for all users who have registered for notifications in the system to re-register in the new system.

32.00 EO 98-04

Could TSS OPP please share a copy of the ?Contract and Grant

Disclosure Form? (EO 98-04) mentioned in the RFP?s Submission

Requirements Checklist?

Please see the following link:

https://www.transform.ar.gov/wp-content/uploads/2020/04/contgrantform.pdf

33.00 Information for Evaluation

Experience

We have reviewed the instructions for the ?Information for

Evaluation ? Experience? form and understand that the information provided shall not include Prospective Contractor?s name or any other identifiers. Would the name of a customer be considered an identifier? We are considering outlining a few specific examples of our past performance (without using project names) and would appreciate guidance on whether we should specific customer name(s) (i.e., ?the State of Arkansas?) or use more generic descriptions (i.e., ?a southeastern U.S. state?).

This would be considered an identifier. Please use generic terms such as "State Agency", "City Government", etc.

34.00 Interviews

Per the instructions in RFP Section 3.2.E, we understand that

Prospective Contractors must identify one (1) person, the Project

Lead, who will attend the interview.

Is it feasible for a Prospective Contractor to have more than one person participate in the interview? Although we are willing and able to plan on just one individual attending the interview, in our experience, it can sometimes be helpful to have other subject matter experts on hand during these sessions to help answer questions and share relevant information.

The State will consider and include instructions on the appropriate # of personnel to be included in the interview when interview invitations are sent to the Prospective

Contractors.

35.00 Interviews

If this is possible, what is the process to request permission for additional staff to attend the interview?

The State will consider and include instructions on the appropriate # of personnel to be included in the interview when interview invitations are sent to the Prospective

Contractors.

36.00 Section 2.11.C

Is ACIC currently using any signature pads and/or tablets? If so, which model(s) are being used and in what quantity?

Yes. Currently ACIC has been using Topaz

Signature pads, but needs this feature to be agnostic to other brands of signature pads.

Topaz devices are used by all entering entities to whom ACIC has provided a signature pad.

37.00 Section 2.11.C

Is TSS OPP expecting vendors to include pricing for signature pads/tablets in their Pricing Response? If so, how many? And does ACIC have a preferred brand or model?

No, there is not a need for the Prospective

Contractor to price supplying signature pads.

38.00 Section 2.16.A

RFP Section 2.16.A states that legacy data is on an ACIC hosted

SQL server and information regarding data will be provided upon request.? Could TSS OPP please share additional information regarding this legacy data? For example, it would be helpful to understand details such as the total number of legacy data records that ACIC wishes to convert, the format(s) they are in, etc.

SOR data is currently stored on nine data tables (232,689 rows combined), five history/change log tables (1,024,809 rows combined), and one lookup table (608 rows).

Currently, there are 17,586 unique sex offenders which is included in the count for the data tables.

The primary key between the sex offender tables is a foreign key from the criminal history tables - subject 123456 from the SOR main data table may also have additional alias names, arrest history, etc. from the criminal history tables. Some data outside of the dedicated sex offender tables is pulled from the criminal history tables - primarily alias name information and lookup table data.

The data is stored in plain text, and the data types are primarily nvarchar and date.

For the proposed project, the data is to remain in MS SQL, but the data and data types may be adjusted as the new project needs.

39.00 GIS Related

For 2.13.B&D, would it be acceptable to utilize pre-existing GIS web services from outside sources, Yes, this would be acceptable. Any licensed software must be a one time cost to the State and included in the Contractor's pricing proposal.

40.00 GIS Related 2

If geocoding must be performed locally, what, if any, GIS software licenses (e.g., ESRI ArcGIS Serve)

This will be used for mapping block radius only. ACIC would prefer to look at free options.ACIC does not believe this will require licensed software, just the functionality to display the block radius of an offender on a map (i.e. google maps). Any licensed software must be a one time cost to the State and included in the Contractor's pricing proposal.

41.00 GIS Related 3

For 2.13.E, what is the USPS National Address Database used for

(e.g., address sanitization, verification)

This will be used internally by ACIC to verfiy the correct addresses are being logged for offender locations. Public website mapping will display block radius only.

42.00 Source Code

Will the source code of the existing system be available to the winning bidder?

ACIC does not currently have access to the current Contractor's source code for the application front end and public website. It is unknown if this information will be available.

ACIC has access to the webservice that data is pulled from, and that and anything else on the ACIC side will be made available to the successful Contractor.

43.00 SOR Website

"The system must expand current Sex Offender Registry (SOR) website" - By 'expand current' do you mean work with INA to expand what exists and allow them to maintain the site? Should this be interpreted as expand functionality rather than expand upon the application that exists?

Expand the functionality but owned and operated by ACIC.

44.00 INA

Will INA be involved in any facet of operation after the project completes, or will the new system be owned and maintained entirely within ACIC and their contractor?

The new system will be owned and maintained by ACIC with support from the successful

Contractor as needed. INA's involvment with the new system will be limited to the transfer of existing data from the current system.

45.00 Data Storage

Section 2 - Current Environment: Will the data be housed within the ACIC Mainframe or are cloud solutions available for consideration?

The system will be hosted on premises at

ACIC, or, at ACIC's discretion, in the State

Cloud environment.

47.00 Project Manager

Experience

Staffing and Key Personnel: "Have five (3) years of project management experience working with the implementation of projects of similar size and scope to this RFP." We are seeking clarification on this requirement. Three (3) Years. Please see Addendum #2.

48.00 RFP Section 2.19.B

RFP Section 2.19.B states that "The Project Manager shall, at a minimum: Have five (3) years of project management experience working with the implementation of projects of similar size and scope to this RFP.? Could TSS OPP please clarify whether the minimum is three (3) or five (5) years? Three (3) Years. Please see Addendum #2.