SRC0000042057 GPS Alcohol and Drug Monitoring - DRC270020 - APA.pdfSRC0000042057 GPS Alcohol and Drug Monitoring - DRC270020 - APA.pdf

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REQUEST FOR PROPOSALS

Sourcing Project:

SRC0000042057 -DRC270020

The Ohio Department of Rehabilitation and Correction is requesting proposals for:

GPS Alcohol and Drug Monitoring

* All Dates Must Follow OhioBuys Dates*

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EXECUTIVE SUMMARY

BACKGROUND

ODRC was established under House Bill 494. Its responsibilities are defined in Ohio

Revised Code (“ORC”) 5120. ODRC is the largest agency in the State of Ohio with operations throughout the State and is the fifth largest prison system in the nation, consisting of twenty-five (25) state-administered adult correctional institutions and three (3) privately-operated institutions. The current ODRC population is approximately 45,100. The institutions vary in level of security and include corrections reception centers, correctional camps, and pre-release centers. The mission of ODRC is to reduce recidivism among those we touch. The values of the agency are aligned to support the mission of the agency. The values of the agency are as follows: (1) Take care of our staff; they will transform our offenders (2) One team-one purpose (3) Civility towards all and (4) Hope is job one.

SUMMARY STATEMENT

ODRC is seeking proposals for monitoring services that include drug, alcohol, and other options.

Alcohol monitoring estimate 100 active units a day will be needed and drug patches we estimate

1000 -1500 people utilizing per month.

OBJECTIVES

ODRC’s vision is to reduce crime in Ohio. ODRC’s mission is to reduce recidivism among those they touch. In alignment with ODRC’s Vision and Mission, the goal of providing effective supervision to guide supervisees success through various monitoring options to include but not limited to continuous alcohol monitoring, transdermal drug detection, and other forms of monitoring supervisee behavior.

Projects requiring Interviews, Proof of Concept, Demonstrations, and/or Presentations.

List the requirements below: ( Please be very detailed on what is to be expected from each vendor).

The proposed vendors shall be available to provide a demonstration/ presentation of the continuous alcohol monitor, the system, the transdermal drug detection system, and the other forms of monitoring that the vendor has. Provide a handful of devices for testing / pilot. Allow temporary access to system to view operating system. During testing / pilot have a representative available for questions and guidance.

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GENERAL INSTRUCTIONS

The following sections provide details on how to get more information about this Request for Proposals (“RFP”) and how to respond to this RFP. All responses must be complete and in the prescribed format.

CONTACTS

The following person will represent ODRC:

Name: [Jonikka Edwards] Contracts Unit

Contact via Ohio Buys Inquiries

STATE OF OHIO ONLINE PURCHASING SOLUTION

OhioBuys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on submitting proposals see the

“Viewing and Responding to Solicitations” Learner Guide or the “Viewing and Responding to Solicitations” Supplier Training Video linked below.

Learner Guide:

https://procure.ohio.gov/about/03_supplier-training/03_supplier-training

Viewing and Responding to Solicitations:

https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

INQUIRIES

Offerors may make inquiries regarding this RFP any time during the inquiry period listed in the Calendar of Events. To make an inquiry, Offerors must login to OhioBuys, navigate to the solicitation, open the Inquiry tab and submit their inquiry.

Offerors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Offerors may view inquiries and responses on the OhioBuys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

ODRC will try to respond to all inquiries within 48 hours of receipt, excluding weekends and

State holidays. ODRC will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

During the performance of the Work, a State representative (the “Agency Project

Representative”) will represent the Agency and will be the primary contact for matters https://www.youtube.com/watch?v=K6iE32BUMJ0&feature=youtu.be

Page | 4 relating to the Work. The Agency Project Representative will be designated at the Contract award.

ADDENDA TO THE RFP

If ODRC revises this RFP before the Proposal due date, an addendum will be issued via

Ohio Buys.

PROPOSAL SUBMITTAL

Each Offeror must submit a Technical Proposal and a Cost Proposal as part of its Proposal package.

ODRC will reject any Proposals or unsolicited Proposal addenda that are received after the deadline.

ODRC may reject any Proposal if the Offeror takes exception to the terms and conditions of this RFP, fails to comply with the procedure for participating in the RFP process, or the

Offeror’s Proposal fails to meet any requirement of this RFP. Any question asked during the inquiry period will not be viewed as an exception to the Terms and Conditions.

ORC Section 9.24 prohibits ODRC from awarding a Contract to any Offeror(s) against whom the Auditor of State has issued a finding for recovery if the finding for recovery is

“unresolved” at the time of award. By submitting a Proposal, the Offeror warrants that it is not now, and will not become subject to an “unresolved” finding for recovery under Section

9.24, prior to the award of a Contract arising out of this RFP, without notifying ODRC of such finding. ORC Section 9.231 applies to this contract.

CONFIDENTIAL, PROPRIETARY OR TRADE SECRET INFORMATION

ODRC procures goods and services through a RFP in a transparent manner and in accordance with the laws of the State of Ohio. All proposals provided to ODRC in response to this RFP become records of ODRC and as such, will be open to inspection by the public after award unless exempt from disclosure under the Ohio Revised Code or another provision of law. Unless specifically requested by the State, an Offeror should not voluntarily provide to ODRC any information that the Offeror claims as confidential, proprietary or trade secret and exempt from disclosure under the Ohio Revised Code or another provision of law.

EVALUATION OF PROPOSALS

EVALUATION OF PROPOSALS The evaluation process consists of, but is not limited to, the following steps:

1. Certification - ODRC shall open only those proposals certified as timely.

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2. Initial Review - ODRC will review all certified Proposals for completeness. ODRC may waive any defects or allow an Offeror to submit a correction. If the Offeror meets all mandatory requirements listed herein, the State will continue to evaluate the proposal.

3. Proposal Evaluation - The ODRC contact representative responsible for this RFP will forward all timely, complete, and properly formatted Proposals to an evaluation committee, which the procurement representative will chair. The evaluation committee will rate the Proposals submitted in response to this RFP based on criteria and weight assigned to each criterion.

The evaluation committee will evaluate and numerically score each Proposal that the contract representative has determined to be responsive to the requirements of this

RFP. The evaluation will be according to the criteria contained in this Part of the

RFP. ODRC may further refine these criteria and has a right to break these criteria into components and weight any components of a criterion according to their perceived importance.

4. Clarifications & Corrections - During the evaluation process, ODRC may request clarifications from any Offeror under active consideration and may give any Offeror the opportunity to correct defects in its Proposal if ODRC believes doing so does not result in an unfair advantage for the Offeror and it is in the State’s best interests. Any clarification response that is broader in scope than what ODRC has requested may result in the Offeror’s proposal being disqualified.

5. Interviews, Proof of Concept, Demonstrations, and Presentations - ODRC may require top Offerors to be interviewed or to participate in a proof-of-concept process.

Such presentations, demonstrations, and interviews will provide an Offeror with an opportunity to clarify its Proposal and to ensure a mutual understanding of the

Proposal’s content, or to assure that the Offeror’s proposals will integrate well with our internal platforms and systems.

6. Contract Negotiations - Negotiations will be scheduled at the convenience of

ODRC. The selected Offeror(s) are expected to negotiate in good faith.

a) General. Negotiations may be conducted with any Offeror who submits a competitive Proposal, but ODRC may limit discussions to specific aspects of the RFP. Any clarifications, corrections, or negotiated revisions that may occur during the negotiations phase will be reduced to writing and incorporated in the RFP, or the Offeror’s Proposal, as appropriate. Negotiated changes that are reduced to writing will become a part of the Contract file open to inspection to the public upon award of the Contract. Any Offeror whose response continues to be competitive will be accorded fair and equal treatment with respect to any clarification, correction, or revision of the RFP and will be given the opportunity to negotiate revisions to its Proposal based on the amended RFP

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b) Top-ranked Offeror. Should the evaluation process have resulted in a top-ranked Proposal, ODRC may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked Offeror, ODRC may then go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have a right to participate in negotiations conducted in such a manner.

c) Negotiation with Other Offerors. If ODRC decides to negotiate with all the remaining Offerors or decides that negotiations with the top-ranked Offeror are not satisfactory and negotiates with one or more of the lower-ranking

Offerors, ODRC will then determine if an adjustment in the ranking of the remaining Offerors is appropriate based on the negotiations. The Contract award, if any, will then be based on the final ranking of Offerors, as adjusted.

Negotiation techniques that reveal one Offeror’s price to another or disclose any other material information derived from competing Proposals are prohibited. Any oral modification of a Proposal will be reduced to writing by the Offeror as described below.

d) Post Negotiation. Following negotiations, ODRC may set a date and time for the submission of best and final Proposals by the remaining Offeror(s) with which ODRC conducted negotiations. If negotiations were limited and all changes were reduced to signed writings during negotiations, ODRC need not require the submissions of best and final Proposals.

It is entirely within the discretion of ODRC whether to permit negotiations. An

Offeror must not submit a Proposal assuming that there will be an opportunity to negotiate any aspect of the Proposal. ODRC is free to limit negotiations to particular aspects of any Proposal, to limit the Offerors with whom ODRC wants to negotiate, and to dispense with negotiations entirely.

ODRC generally will not rank negotiations. The negotiations will normally be held to correct deficiencies in the preferred Offeror’s Proposal. If negotiations fail with the preferred Offeror, ODRC may negotiate with the next Offeror in ranking. Alternatively, ODRC may decide that it is in the interests of the State to negotiate with all the remaining Offerors to determine if negotiations lead to an adjustment in the ranking of the remaining Offerors.

From the opening of the Proposals to the award of the Contract, everyone working on behalf of the State to evaluate the Proposals will seek to limit access to information contained in the Proposals solely to those people with a need to know the information. They will also seek to keep this information away from other Offerors, and the evaluation committee will not be allowed to tell one Offeror about the contents of another Offeror’s Proposal in order to gain a negotiating advantage.

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Before the award of the Contract or cancellation of the RFP, any Offeror that seeks to gain access to the contents of another Offeror’s Proposal may be disqualified from further consideration.

The written changes will be drafted and signed by the Offeror and submitted to ODRC within a reasonable period of time. If ODRC accepts the change, ODRC will give the Offeror written notice of ODRC’ acceptance. The negotiated changes to the successful offer will become a part of the Contract.

e) Failure to Negotiate. If an Offeror fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, ODRC may terminate negotiations with that Offeror and collect on the Offeror’s proposal bond, if a proposal bond was required in order to respond to this

RFP.

7. Best and Final Offer - If best and final proposals, or best and final offers (BAFOs), are required, they may be submitted only once; unless ODRC decides that it is in the

State's interest to conduct additional negotiations. In such cases, ODRC may require another submission of best and final proposals. Otherwise, discussion of or changes in the best and final proposals will not be allowed. If an Offeror does not submit a best and final proposal, the Offeror’s previous Proposal will be considered the

Offeror’s best and final proposal.

8. Determination of Responsibility- ODRC may review the highest-ranking Offerors or its key team members to ensure the Offeror is responsible. The Contract may not be awarded to an Offeror that is determined not to be responsible.

ODRC’s determination of an Offeror’s responsibility may include the following factors: the experience of the Offeror and its key team members; past conduct and past performance on previous contracts; ability to execute this contract properly; and management skill. ODRC will make such determination of responsibility based on the Offeror’s Proposal, reference evaluations, and any other information ODRC requests or determines to be relevant.

9. Reference Checks - ODRC may conduct reference checks to verify and validate the

Offeror’s or proposed candidate’s past performance. Reference checks indicating poor or failed performance by the Offeror or proposed candidate may be cause for rejection of the proposal. In addition, failure to provide requested reference contact information may result in ODRC not including the referenced experience in the evaluation process.

The reference evaluation will measure the criteria contained in this part of the RFP as it relates to the Offeror’s previous contract performance including, but not limited, to its performance with other local, state, and federal entities. ODRC reserves the right to check references other than those provided in the Offeror’s Proposal. ODRC

Page | 8 may obtain information relevant to criteria in this part of the RFP, which is deemed critical to not only the successful operation and management of the Project, but also the working relationship between the State and the Offeror.

10. Financial Ability - Part of the Proposal evaluation criteria is the qualifications of the

Offeror which may include, as a component, the Offeror’s financial ability to perform the Contract. This RFP may expressly require the submission of financial statements from all Offerors in the Proposal contents attachment. If the Proposal contents attachment does not make this an expressed requirement, the State may still request that an Offeror submit audited financial statements for up to the past three (3) years if the State is concerned that an Offeror may not have the financial ability to carry out the Contract.

In evaluating an Offeror’s financial ability, if requested, the State will review the documentation provided by the Offeror to determine if the Offeror’s financial position is adequate or inadequate. If the State believes the Offeror’s financial ability is not adequate, the State may reject the Proposal despite its other merits.

ODRC will decide which phases are necessary. ODRC has the right to eliminate or add phases at any time in the evaluation process. To maintain fairness in the evaluation process, all information sought by ODRC will be obtained in a manner such that no Offeror is provided an unfair competitive advantage.

MANDATORY REQUIREMENTS

The following Table 1 contains items that are considered minimum requirements for this

Determining the Offeror’s ability to meet the minimum requirements is the first step of the

ODRC evaluation process. The Offeror must demonstrate, to ODRC, it meets all minimum requirements listed in the Mandatory Requirements section (Table 1). The Offeror’s response to the minimum requirements must be clearly labeled “Mandatory Requirements” and collectively contained in Tab 1 of the Offeror’s Proposal in the “Cover Letter and

Mandatory Requirements” section. (Refer to Attachment Two of the RFP document for additional instructions.)

ODRC will evaluate TABLE 1, alone, to determine whether the Proposal meets all

Mandatory Requirements. If the information contained in Table 1 does not clearly meet every Mandatory Requirement, the Proposal may be disqualified And ODRC may not evaluate any other portion of the Proposal.

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TABLE 1 - MANDATORY PROPOSAL REQUIREMENTS

Mandatory Requirements Accept Reject

1. The contractor shall be in business for the past 5 years.

2. The contractor has provided services to a county, state, or federal agency of similar size to Ohio APA.

3. The contractor must be able to provide both alcohol monitoring devices and continuous drug testing monitoring.

If the State receives no Proposals meeting all the Mandatory Requirements, the State may elect to cancel this RFP.

EVALUATION CRITERIA

Scored Requirements. The scale below (0-5) will be used to rate each Proposal on the criteria listed in the Technical Proposal Evaluation table.

The State will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s total technical score.

Representative numerical values are defined as follows:

Numerical

Rating

Adjective Description

5 Excellent • Response demonstrates an approach to the proposed work with an exceptional solution or level of quality.

• Response contains many significant strengths and few minor weaknesses, if any.

• There is very little risk that the Offeror would fail to satisfy the requirement(s).

4 Very Good • Response demonstrates an approach offering a unique or innovative methods of performing the proposed work or delivering a solution.

• Response contains many strengths that outweigh the weaknesses. Weaknesses, if any, are very minor and can be readily corrected.

• There is little risk that the Offeror would fail to satisfy the requirement(s).

3 Acceptable • Response demonstrates an approach that offers an acceptable solution or level of quality.

• Response contains strengths that are balanced by the weaknesses. Weaknesses are minor and can be corrected.

• There is some probability of risk that the Offeror may fail to satisfy some of the requirement(s).

2 Weak • Response demonstrates an approach that inadequately

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• Response contains weaknesses that are not offset by the strengths. There are significant weaknesses and very few strengths.

• There are questions about the likelihood of success and there is a risk that the Offeror may fail to satisfy the requirement(s).

1 Poor • Response demonstrates an approach that does not meet the stated requirements and/or objectives, lacked essential information, is conflicting, and/or is unproductive.

• Response contains many significant weaknesses and very minor strengths, if any.

• There is not a reasonable likelihood of success and a high risk that the Offeror would fail to satisfy the requirement(s).

0 Completely Deficient

• Response is missing necessary information to demonstrate that Offeror is capable of performing.

• Response is devoid of strengths.

• Response has an unacceptable level of risk that the Offeror will fail to satisfy the requirement(s).

PROPOSAL EVALUATION CRITERIA

If the Offeror provides sufficient information to ODRC, in Tab 1, of its proposal, demonstrating it meets the Mandatory Requirements, the Offeror’s Proposal will be included in the next part of the evaluation process which involves the scoring of the Proposal

Technical Requirements, followed by the scoring of the Cost Proposals. In the Proposal evaluation phase, the evaluation committee rates the Proposals submitted in response to this RFP based on the following listed criteria and the weight assigned to each criterion.

The maximum available points allowed in this RFP are distributed as indicated in Table 2 -

Scoring Breakdown.

TABLE 2 - SCORING BREAKDOWN (Example)

Criteria Maximum

Available Points

Proposal Technical Requirements 340 Points

Proposal Cost 85 Points

Maximum Available Points 425 Points

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TABLE 3 - TECHNICAL PROPOSAL EVALUATION

Criterion Weight Rating

0-5

Extended

Score

Offeror Profile

1. The Offeror has the capacity as an organization to fulfill the

Contract. The Offeror’s proposal must include a profile of the Offeror’s history, capability, capacity, and relevant experience working on projects similar to the work described in the RFP. (Complete Attachments 5A, and

Attachments 5B, 5C and 5D as applicable)

2. Offeror shall provide evidence of company history, years in business, number of employees, financial stability, capacity to do the work and the organization’s mission statement.

3. The Offeror demonstrates an understanding of the need and challenges of working in a corrections environment.

Offeror References

4. Offeror must provide a minimum of three (3) references from previous jobs similar to this Project and provide details of similarities. Offeror must complete all areas of Attachment Six for each of the three (3) references provided. These references must relate to work that was completed within the past five (5) years. If fewer than three (3) references are provided, the

Offeror must include information as to why fewer than three (3) references were provided.

Staffing Plan

5. Offeror has submitted a staffing plan naming all key personnel, including any volunteers, which will be used to complete the project. The plan shall include the planned duties of key personnel and the amount of time that will be dedicated by each staff or volunteer member to the work.

This includes a Program Coordinator.

6. Offeror has completed and submitted Attachments 7A, B and C. for proposed Project Manager and any other key personnel, to include candidate’s education, training, qualifications, and proposed work assignment.

7. The Offeror has discussed how successful completion of the program is realistic given the key staff implementing the program. In cases where positions have not been filled, Offeror should clearly describe a reasonable approach and criteria to add experienced and qualified staff.

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Scope of Work

8. The proposal clearly demonstrates that the vendor does understand the Agency needs and has a plan to provide the services required in the Statement of Work.

9. Alcohol devices to possess live/real time continuous tracking capabilities, maximum battery strength, tamper resistance, verification process, and preventative measures for accuracy.

10. Drug equipment/system shall be tamper resistance, provide approved chain of custody procedures, and preventive measures for accuracy / demonstrative reliability.

11. The contractor shall provide result notifications for the drug equipment/system from a US certified lab operating under the Mandatory Guidelines for Federal Workplace Drug

Testing Programs through scientifically validated methodologies with defined cutoff levels

12. Contractor shall incorporate best-in class functionality related to alcohol monitoring, drug testing, and any other monitoring systems charging capabilities, connectivity flexibility, tamper resistance, supervisee fit / feel and water resistance as approved by ODRC DPCS.

13. Provide data conversion and migration services for

DPCS at no additional cost

14. Ability to customize system to meet the needs of the

DPCS at no additional cost, which shall be subject to user acceptance testing (UAT

15. System solution design, configuration including functional, technical, security, and the integration and interfacing with existing infrastructure(s), and as applicable third-party systems. Capability to connect with DPCS case management system (third party system) or other designated systems at no cost to DPCS.

16. Monitoring devices shall be tamper proof unit that is non-removable and reinforced with metal or equivalent materials to ensure active monitoring. For drug testing system / device shall be tamper evident

17. The Contractor shall have a 24 hour Customer service and monitoring center at no additional cost.

18.Provide monitoring (365/366) days a year) and notify

DPCS of violation behavior based on DPCS set criteria, by secure email, voice message, and cellular text message at no additional cost.

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COST PROPOSAL POINTS

ODRC will calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:

Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost identified in the Cost Summary section of Offeror

Proposals. In this method, the lowest cost proposed will receive the Maximum Available

Cost Points.

The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal given the maximum available points possible for this criterion. Other acceptable cost proposals will be scored as the ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum available points possible for this criterion.

An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00, and Offeror Z has proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points. Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost) equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals 0.833 times 60 maximum available points, or a total of 50 points.

Cost Score:

FINAL STAGES OF EVALUATION

The Offeror with the highest point total from all phases of the evaluation (Technical Points

+ Cost Points) will be recommended for the next phase of the evaluation.

Technical Score: + Cost Score: = Total Score: __________

If ODRC finds that one or more Proposals should be given further consideration, ODRC may select one or more of the highest-ranking Proposals to move to the next phase. ODRC may alternatively choose to bypass any or all subsequent phases and make an award based solely on the proposal evaluation phase.

PREFERENCES

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The State will apply all preferences pursuant to OAC 123:5-1-06.

Following the initial evaluation and scoring, all Proposals will be considered for preferences.

Preferences will be calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third preferences. The preferences will be combined and applied as a total percentage of the original Proposal to determine the score for evaluation purposes.

Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference. For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will be deemed as not qualifying for that preference.

The current version of the Preference Certification Form is available at:

https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Reso urces_Forms/Preference%20Certification%20Statements%207.23.pdf

AWARD OF THE CONTRACT

CONTRACT. If this RFP results in a Contract award, the Contract will consist of this RFP including all attachments, written addenda to this RFP, the Contractor’s accepted Proposal and written authorized addenda to the Contractor’s Proposal. It will also include any materials incorporated by reference in the above documents and any purchase orders and change orders issued under the Contract. The general terms and conditions for the

Contract are contained in Attachment Three of this RFP. If there are conflicting provisions between the documents that make up the Contract, the order of precedence for the documents is as follows:

1. This RFP, as amended;

2. The documents and materials incorporated by reference in the RFP;

3. The Offeror’s proposal, as amended, clarified, and accepted by ODRC; and 4. The documents and materials incorporated by reference in the Offeror’s Proposal.

Notwithstanding the order listed above, change orders and amendments issued after the

Contract is executed may expressly change the provisions of the Contract. If they do so expressly, then the most recent of them will take precedence over anything else that is part of the Contract.

ATTACHMENT ONE: WORK REQUIREMENTS AND SPECIAL PROVISIONS PART

ONE: WORK REQUIREMENTS

This attachment describes the Project and what the Contractor must do to complete the

Project satisfactorily. It also describes what the Offeror must deliver as part of the https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Preference%20Certification%20Statements%207.23.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/pdf/StateLocalAgencies/Resources_Forms/Preference%20Certification%20Statements%207.23.pdf

Page | 15 completed Project (the "Deliverables"), and it gives a detailed description of the Project’s schedule.

SCOPE OF WORK

ODRC’s vision is to reduce crime in Ohio, and its mission is to reduce recidivism among those they touch. In alignment with ODRC’s Vision and Mission we are requiring the following:

Project Description: The contractor shall supply continuous alcohol monitoring, transdermal drug detection, a substantially similar alternative to ankle GPS monitoring, or other selected monitoring options for each supervisee as determined and referred by the

Division of Parole and Community Services (DPCS). Monitoring shall begin with referral intake and continue twenty-four (24) hours each day, every day until the Contractor receives notice of termination. Monitoring must be continuous.

Contractor Requirements

The contractor shall meet the following criteria listed below:

1. Contractor’s System Access Requirement

Any web interface required to access the Contractor’s GPS Monitoring system for the ODRC points of contact and staff members must be accessible via current standard browser technology specifically supporting Google Chrome, and Microsoft

Edge as secure connections (https:). Access to any Web interface by ODRC staff requires integration into the InnovateOhio Platform (IOP). IOP consists of a full-suite

Identity Provider (IdP) service in which applications connect through Security

Assertion Markup Language (SAML)/ OpenID Connect (OIDC) protocols.

2. The Contractor’s automated electronic voice systems must utilize alpha and numeric passwords for DRC Staff user access authentication, the passwords must meet or exceed any standards set by the Ohio Department of Administrative Services, Officer of Information Technology and Ohio Department of Administrative Services, Office of Information Security and Privacy. At a minimum a password:

a. User Assigned Passwords shall be a minimum of 15 characters in length.

b. Passwords shall consist of a combination of at least one of each of the following: alphabetic, numeric, special characters (e.g., (, $, @, #, etc.) and mixed-case (i.e., at least one upper and one lower case).

c. User assigned passwords shall expire in 90 days or less.

d. Passwords shall not be reused for 24 generations or for two years.

e. User initiated password changes shall have a minimum life of 24 hours, which begins when the password is set by the user.

f. Administrator intervention shall be required to unlock privileged user accounts. Self-service mechanisms shall not unlock privileged user accounts.

g. User accounts, which have not been used within 90 days, shall be disabled.

h. Temporary passwords shall be set to expire and shall be changed by the user on their next login to the system.

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i. Passwords shall be cryptographically protected in storage and transmission in accordance with the requirements outlined in Ohio IT Standard ITS-SEC-

01, “Data Encryption and Cryptography.” Access to password files shall be strictly controlled.

3. Use and Training

a. The Contractor shall yield installation services or equipment in good working condition for all referred supervisees in the assigned parole region office within three (3) business days with provisions for special arrangements to complete installation within 24 hours. Installation services may include on-site at a parole regional office or another specified location, i.e. an Ohio prison.

b. Training sessions shall be provided for identified staff to include usage, monitoring, reports, troubleshooting, at no additional cost.

c. Installation and removal from the supervisee by contractor or DPCS Staff in less than 10 minutes

d. The Contractor shall provide initial and ongoing training on usage, system, monitoring, reports, and any other related aspect for all DPCS regions in a phased rollout not to exceed 4 months at no additional cost. The phased rollout would be in consultation with DPCS.

e. The Contractor shall provide training for any external partners at no additional cost.

f. The Contractor shall provide assistance in initial transition / hook up at no additional cost.

g. The Contractor shall provide optional equipment installation, and removal services

h. The Contractor shall provide ongoing technical assistance at no additional cost.

i. The contractor’s monitoring center service must be able to provide for supervisee enrollments and scheduling to be performed via direct telephone request (password/code accessible) when Agency staff does not have immediate access to an internet connection.

4. Monitoring

a. A mobile application must be available for use to ensure accurate monitoring in every situation at no additional cost.

b. Alcohol devices to possess live/real time continuous tracking capabilities, maximum battery strength, tamper resistance, verification process, and preventative measures for accuracy.

c. Drug equipment/system shall be tamper resistance, provide approved chain of custody procedures, and preventive measures for accuracy / demonstrative reliability.

d. The contractor shall provide result notifications for the drug equipment/system from a certified lab operating under the Mandatory Guidelines for Federal

Workplace Drug Testing Programs through scientifically validated methodologies with defined cutoff levels.

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e. Provide monitoring (365/366) days a year) and notify DPCS of violation behavior based on DPCS set criteria, by secure email, voice message, and cellular text message at no additional cost.

f. Capability of DPCS having discretion to utilize various monitoring modes.

g. DPCS staff shall have the ability to view and enter information into the system.

h. The Contractor shall have a 24 hour Customer service and monitoring center at no additional cost.

i. Contractor shall provide 3 or more vendor generated live alert calls to authorized user(s) and supervisee(s) 24/7/365/366, as instructed by DPCS.

j. System functionality trained monitoring center located within the United

States, equipped with redundant internet and telephone connectivity, and uninterruptable power supply.

k. The contractor shall have a back up Monitoring / Customer Service Center also within the United States. If monitoring center / customer service interruption for more than 30 minutes, contractor shall notify agency contact and move services to back up monitoring / customer service center.

l. The contractor shall provide an alternative to ankle GPS monitoring with same services as an ankle monitor as an option for the state.

5. Equipment

a. Systems shall be minimally obstructive to the supervisees’ daily lives with goods, services, and not interfere with the supervisee’s ability to seek, including but not limited to, employment or education.

b. Contractor shall incorporate best-in class functionality related to alcohol monitoring, drug testing, and any other monitoring systems charging capabilities, connectivity flexibility, tamper resistance, supervisee fit / feel and water resistance as approved by ODRC DPCS.

c. All systems / devices shall be hypoallergenic and not pose a safety or risk hazard, shock proof, and ability to connect through a cellular network.

d. If needed, supplied with a rechargeable battery that operates on standard

110-vold household current and can maintain a charge for a minimum of 24 hours.

e. Hardware including no cut ready to install bracelet device, ankle device, receiver, alcohol/GPS device, and associated accessories at no additional cost.

f. Supplied with the functionality for communication with supervisee using at least the following capabilities: voice, test, tone, vibration, light and liquid crystal display.

g. Monitoring devices shall be tamper proof unit that is non-removable and reinforced with metal or equivalent materials to ensure active monitoring. For drug testing system / device shall be tamper evident.

h. The Contractor shall be responsible for all preventive maintenance and support of device/system, charger, optional landline or wireless beacon, and optional on-body charger including repair and replacement of hardware in the event of failure from normal wear and tear.

i. Drug equipment / system shall be FDA – cleared. The drug testing equipment

/ system shall deliver continuous monitoring for reliable, gender neutral, and

Page | 18 court validated drug detection of common drugs of abuse that is tamper evident. The drug equipment / system shall be simple and typically completed in minutes.

j. DPCS shall not be responsible for loss, damage, or theft of equipment.

k. The contractor shall provide the percentage of equipment as shelf/ storage at no additional cost.

l. The contractor shall manage equipment stores / shipping / transport to/receive all offices within state at no additional cost.

m. The contractor shall provide an alternative to ankle GPs monitoring with same services as an ankle monitor as an option for the state to use on individuals who for physical / medical reason are not appropriate for ankle monitor.

6. Reporting

a. The Contractor shall provide the ability for staff to pull reports and create automatic reports. (tampering, low battery, malfunctions, location – inclusion and exclusion zone violations, non-compliance, missed calls /notifications from vendor, results, DPCS, etc).

b. The Contractor shall create reports at request of the DPCS at no additional cost.

7. System

a. Provide data conversion and migration services for DPCS at no additional cost.

b. In real time, track, record, collect, and store supervisee alcohol information, drug information, and other monitoring information.

c. Ability to share/designate access to the system and reports at no additional cost.

d. Ability to customize permission / access levels at no additional cost.

e. System solution design, configuration including functional, technical, security, and the integration and interfacing with existing infrastructure(s), and as applicable third-party systems. Capability to connect with DPCS case management system (third party system) or other designated systems at no cost to DPCS.

f. Install, set up, and configure the system in the hosted environment at no additional cost.

g. Quality assurance and quality control services including system performance, security, and maintainability.

h. Ability to customize system to meet the needs of the DPCS at no additional cost, which shall be subject to user acceptance testing (UAT).

i. All data entered, uploaded, collected, stored, held, hosted, located, or utilized into the system under this agreement shall always remain owned/vested by

ODRC DPCS. At no time will the vendor have Title to such data wherever located. The contractor, unless the DPCS consents, cannot use the data. The contractor shall provide the data in the format prescribed by ODRC DPCS at no additional cost.

j. At no cost to the state, the contractor, no later than fifteen (15) days after receiving written request from the ODRC DPCS or termination for any reason.

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Deliver and transfer possession to the ODRC DPCS all of the data, in a format acceptable to the state. The contractor shall, unless otherwise mutually agreed in writing, after receiving final payment, delivering possession of data to DPCS, or termination, overwrite and securely delete all of the data, such that data will be expunged in a manner to make retrieval of the data impossible.

k. System implementation, integration, configuration, validation, and deployment of software within a hosting environment and hosting services for monitoring, radio frequency monitoring (RF), and others as determined appropriate by ODRC DPCS.

l. Allow DPCS staff to enroll, remove, modify data, generate reports, and add notes

8. Rates

a. Daily rates for each monitoring type shall be provided along with the cost for installation and removal per location if utilized. Any shipping/transport charges for devices, training, integration, hardware, and services shall also be included in the proposed cost.

b. Rates for continuous drug testing shall include any shipping / transport charges, training, integration, hardware, and services shall be included in proposed cost line.

9. Administration, Organization and Management

a. At no cost schedule initial needs assessment meeting, identify deliverables to satisfy ODRC DPCS’ need.

b. Provide a summary of agreed deliverables

c. Project kick off, project schedule for all tasks and activities, routine scheduled meetings, status reporting, business visioning, project resource management, risk management and mitigation plan, communication/project management plan.

Agency Requirements

ODRC agrees to:

DPCS shall determine rollout schedule and process.

DPCS shall determine internal operations and assign responsibilities as appropriate.

Locations for Services

Visit our website for a list of institutions. ODRC will have the final determination on locations to be served and who will be awarded that location.

www.drc.ohio.gov

Policy Requirements

A Background check (LEADS) shall be completed on any individual contractor and may be conducted on anyone coming into a correctional facility to provide supplies or services, prior http://www.drc.ohio.gov/

Page | 20 to the contracted services being performed. Information obtained from the background check shall be used to determine whether a contract may be awarded. ODRC will consider all aspects of an individual's record and will give consideration to individuals with a criminal record. The cost of the investigation will be the responsibility of the ODRC. Staff names shall be provided by the awarded Contractor to ODRC within one week of contract award.

Awarded personnel must comply with current, and future state, federal and local laws, court orders, administrative regulation, administrative directives, and policies and procedures of the ODRC and its respective institutions. DRC policies can be viewed at:

http://www.drc.ohio.gov/web/drc_policies/drc_policies.htm.

PRISON RAPE ELIMINATION ACT (PREA) - If this Contract is for residential services, the contractor shall comply with all Federal PREA standards per the National PREA Resource

Center.

CONTRACTOR RESPONSIBILITIES - The Contractor must meet all RFP requirements and perform Work as defined in the Scope of Work.

ATTACHMENT ONE: WORK REQUIREMENTS AND SPECIAL PROVISIONS PART

TWO: SPECIAL PROVISIONS

THE OFFEROR’S FEE STRUCTURE - The Contractor will be paid as proposed on the Cost

Summary Form after the Agency approves the receipt of product(s) and continued completion of all deliverables.

REIMBURSABLE EXPENSES - None.

BILL TO ADDRESS - Contractor shall submit the invoice to Office of Budget and

Management (OBM) Fiscal Shared Services (FSS) at invoices@ohio.gov or mail the invoice to:

OBM Fiscal Shared Services (FSS), formerly known as Ohio Shared Services (OSS), PO Box 182880

Columbus, Ohio 43218-2880

ATTACHMENT TWO: REQUIREMENTS FOR PROPOSALS

PROPOSAL FORMAT - Each Proposal must include sufficient data to allow the State to verify the total cost for the Project and all of the Offeror's claims of meeting the RFP's requirements. Each Proposal must respond to every request for information in this attachment whether the request requires a simple "yes" or "no" or requires a detailed explanation. Simply repeating the RFP's requirement and agreeing to comply will be an unacceptable response and may cause the Proposal to be rejected.

http://www.drc.ohio.gov/web/drc_policies/drc_policies.htm http://www.drc.ohio.gov/web/drc_policies/drc_policies.htm http://www.drc.ohio.gov/web/drc_policies/drc_policies.htm mailto:invoices@ohio.gov

Page | 21

These instructions describe the required format for a responsive Proposal. The Offeror may include any additional information it believes is relevant. An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered. Any material deviation from the format outlined below may result in a rejection of the non-conforming Proposal.

Each Proposal must contain the following information, in order, with tabbed sections as listed below:

1. Cover Letter and Mandatory Requirements

2. Certification

3. Offeror Profile and Prior Projects

4. Offeror References

5. Staffing Plan

6. Personnel Profile Summary

7. Work Plan

8. Support Requirements

9. Conflict of Interest Statement

10. Assumptions

11. Proof of Insurance

12. Payment Address

13. Contract Performance

14. W-9 Form and Supplier Registration

15. Prohibition of the Expenditure of Public Funds for Offshore Services

16. Cost Summary Form

17. Preference Certification Form

REQUIREMENTS:

1. Cover Letter - The cover letter must be in the form of a standard business letter and must be signed by an individual authorized to legally bind the Offeror. The cover letter will provide an executive summary of the solution the Offeror plans to provide. The letter must also have the following:

a. A statement regarding the Offeror’s legal structure (e.g., an Ohio corporation), Federal tax identification number, and principal place of business.

b. A list of the people who prepared the Proposal, including their titles.

c. The name, phone number, fax number, e-mail address, and mailing address of a contact person who has authority to answer questions regarding the Proposal.

d. A list of all subcontractors, if any, that the Offeror will use on the Project if the Offeror is selected to do the Work.

e. For each proposed subcontractor, the Offeror must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:

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1) The subcontractor's legal status, tax identification number, and principal place of business address.

2) The name, phone number, fax number, e-mail address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations.

3) A description of the work the subcontractor will do.

4) A commitment to do the work if the Offeror is selected.

5) A statement that the subcontractor has read and understood the RFP and will comply with the requirements of the RFP.

6) A statement that the Subcontractor will maintain any permits, licenses, and certifications required to perform work.

f. A statement that the Offeror’s proposed solution for the Project meets all the requirements of this RFP.

g. A statement that the Offeror has not taken any exception to the Terms and

Conditions.

h. A statement that the Offeror does not assume there will be an opportunity to negotiate any aspect of the proposal.

i. A statement indicating the Offeror will comply with all Federal and Ohio (Ohio

Revised Code) Laws and Rules of the Ohio Administrative Code as those law and rules are currently enacted and promulgated, and as they may subsequently be amended and adopted.

j. A statement that the Contractor shall not substitute, at Project start-up, different personnel from those evaluated by the State except when a candidate’s unavailability is no fault of the Contractor (e.g., Candidate is no longer employed by the Contractor, is deceased, etc.).

k. A statement that the Offeror is not now and will not become subject to an

“unresolved” finding for recovery under Revised Code Section 9.24, prior to the award of a Contract arising out of this RFP, without notifying ODRC of such finding.

l. A statement that all the Offerors’ personal and business associates are in compliance with Chapter 3517 of the Revised Code regarding limitations on political contributions and will remain in compliance for the duration of the Contract and with all applicable provisions that extend beyond the expiration of the Contract. Refer to the Political Contributions paragraph in Attachment Three, Part Seven of this RFP document.

m. Registration with the Secretary of State. By the signature affixed to this Offer, the

Offeror attests that the Offeror is:

1) An Ohio corporation that is properly registered with the…