QUESTION(S) FROM DELTEK RECEIVED ON 4/7/2015 Question #1 filecombination with the 1-piece GPS...

RFI #10297

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REQUEST FOR INFORMATION (RFI) ADDENDUM #1

April 24, 2015 RFI Number: 10297

RFI Services: GPS Electronic Monitoring Services

UNSPSC Code: 52161518

Subject: This Addendum contains questions submitted by prospective Respondents and the Department’s answers to all questions.

Questions are presented in exact manner received.

QUESTION(S) FROM DELTEK RECEIVED ON 4/7/2015

Question #1: I was wondering if you could tell me who the current provider is for GPS units for the DJJ?

Answer #1: The current Provider for GPS electronic monitoring services, including provision of the units,

which resulted from ITN #P2099 is 3M Electronic Monitoring, Inc.

QUESTION(S) FROM 3M ELECTRONIC MONITORING, INC. RECEIVED ON 4/7/2015

Question #2: Will there be an award from the RFI or is this just to gather data for a future RFP? If so, when

do you expect the RFP to be released?

Answer #2: This RFI has been issued to gather information from the business community currently providing

these services and is not a competitive solicitation; therefore, it will not result in a contract award.

Currently, the Department does not have a timeline for the release of a solicitation procuring

GPS Electronic Monitoring Services. Please continue to monitor the Vendor Bid System for any

future opportunities with the Department.

QUESTION(S) FROM SENTINEL OFFENDER SERVICES, LLC. RECEIVED ON 4/8/2015

Question #3: As part of the answers to questions/addendum will you please include a list of vendor names of

who participated in the pre-proposal conference call?

Answer #3: The sign-in sheet for the pre-proposal conference call has been included on pages 8 and 9 of

this Addendum. In addition, an audio recording of the Vendor Conference Call is available on

the Department’s website.

Question #4: What are the names of companies who submitted questions to date regarding this RFI?

Answer #4: Questions were received by the companies listed below prior to the deadline for submission of

official questions.

I. Deltek

II. 3M Monitoring Services

III. Sentinel Offender Services, LLC.

IV. CJIS Group, LLC.

Question #5: Questions regarding procurement processes and incumbent contract timing: a. Why has the FL DJJ elected to issue an RFI and NOT an ITN? b. What date does the incumbent FL DJJ contract #P2099 expire?

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c. Does FL DJJ plan to issue/compete/award a new ITN before that expiration?

Answer #5: a. At a later date, the Department will be issuing a competitive solicitation for this service, but this RFI has been issued for the sole purposes of gathering information regarding advances in services and technology since the last procurement.

b. Contract #P2099 will expire November 30, 2015.

c. The Department will be issuing a competitive solicitation; however, the final procurement

method has not been determined.

Question #6: The pre-proposal conference call for FL DJJ 2011 ITN #P2099 experienced technical difficulties

limiting the number of inbound callers, thus precluding some interested parties from participating.

Will FL DJJ please ensure ample lines are available to accommodate all interested parties for

the RFI pre-proposal conference call?

Answer #6: All Department conference call lines should be able to accommodate all interested parties for the

pre-proposal conference call.

Question #7: The prior FL DJJ 2011 ITN #P2099 for these services required that “ATTACHMENT D CLIENT

REFERENCE FORM” be notarized that made it difficult and/or not possible for most otherwise

qualified government end-user references. Upon the basis that FL DJJ calls/emails these

references as part of the evaluation process, will FL DJJ please remove the need to have

“ATTACHMENT D CLIENT REFERENCE FORM” notarized?

Answer #7: This is not a solicitation. DJJ will consider the request.

Question #8: The prior FL DJJ 2011 ITN #P2099 for these services referenced 40% of the overall evaluation

criteria based on Price however, of the two proposer finalists, FL DJJ awarded the proposer

costing approximately $103,477.50 more per year and/or 23% more than the other proposer

finalist. Commensurate government industry procurements for public safety technology

commonly have Price as an evaluation criteria weighted at approximately 25%. Will FL DJJ

please revisit this Price evaluation criteria weighting prior to issuance of the next FL DJJ ITN for

these services?

Answer #8: This is not a solicitation. The Department will evaluate its needs.

Question #9: The 3M BAFO prices from FL DJJ 2011 ITN #P2099 were Active $4.40 and Passive $3.95: a. Are these the same prices still in effect today for the incumbent FL DJJ contract? b. If NOT, what is the incumbent contract price for Active $______? c. If NOT, what is the incumbent contract price for Passive d. What is the average daily population of participants currently enrolled on Active GPS? e. What is the average daily population of participants currently enrolled on Passive GPS? f. Of the average daily population of participants currently enrolled on Active GPS indicated in

response to item “d” above, approximately how many have a beacon/home unit used in combination with the 1-piece GPS device?

g. Of the average daily population of participants currently enrolled on Passive GPS indicated in response to item “e” above, approximately how many have a beacon/home unit used in combination with the 1-piece GPS device? NOT

h. What is the average length of term for participants on the FL DJJ GPS program (Example: 30 days)?

Answer #9: a. There is a sliding payment scale, if the Department has 1 to 243 units active during the month

the rate per unit is $4.30. If we exceed 243 units – up to 343 units per month the Department’s

pays a rate of $4.20 per active unit, per day. The Department also has SCRAM units that

were later added to the contract at a rate of $8.00 per day for landline and $10.00 per day for

cell lines.

b. The current rate is $4.30 – $4.20 per unit per day based on the number of units in service.

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c. N/A. The Department does not use Passive Units.

d. We have an estimated 250 units active daily.

e. NONE

f. NONE

g. NOT APPLICABLE

h. The average length of time a participant is on GPS/EM is twenty-one (21) days.

Question #10: The RFI appears to NOT require submission of indicative pricing – Is it correct that proposals are

NOT required to provide indicative pricing?

Answer #10: Yes, since this RFI is gathering information, proposals will not require indicative pricing.

Question #11: Questions regarding the proposal opening and public records:

a. Will proposer names be available at the opening?

b. Will the FL DJJ post the proposer names on the FL DJJ website after the opening?

c. If NOT, is a bid tabulation/listing proposer names available via email upon written request

following the opening?

d. When do technical proposals become public record?

e. When do pricing proposals become public record?

Answer #11: a. There is not an opening for this RFI.

b. No, since this is not a competitive solicitation, names will not be posted to the VBS.

c. Responses submitted to this RFI may be requested via public records request to the

Department.

d. Technical proposals that are received will become public records after the date the responses

to the RFI are due.

e. There is no pricing component for this RFI as it is being used to gather information and is not

a competitive solicitation.

Question #12: We have several questions regarding RFI “Calendar of Events” and “Inquiries/Vendor

Conference”, and “Department’s Official Answer to Questions.” The FL DJJ’s answers factor

directly into the proposal elements for products & services thus it is necessary for ample time to

integrate the FL DJJ’s answers into the proposal. Please also consider that leading proposers

will ship proposals two (2) days in advance to ensure against delays during shipment. To enable

ample time for proposers to incorporate the FL DJJ’s answers into their proposals, will the FL

DJJ please issue any necessary extension of the proposal due date to allow a minimum of at

least two (2) full weeks from the FL DJJ’s distribution/posting of “Department’s Official Answer to

Questions”/final addendum?

Answer #12: The Department has scheduled two (2) full weeks before responses are due on May 14, 2015.

There is a total of seventeen (17) calendar days between anticipated posting of the questions

and answers and the proposals are due.

Question #13: “C. Program/Service Description:” calls out:

“2. Describe your company’s most current and innovative tracking unit (hardware/software) and

communication capability with the unit. Indicate if you are the equipment manufacturer or utilize

other manufacturers’ equipment.

3. Describe your company’s use of GPS or Cellular telecommunication systems particularly

between the unit and the monitoring center, and if available, the ability to communicate with the

youth.”

“6. Describe in detail any state-of-the-art tampering, notification, alerts, battery indicators, and

communication capabilities of your equipment and monitoring system.”

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a. Regarding “Indicate if you are the equipment manufacturer or utilize other manufacturers’

equipment”, does FL DJJ have a preference of Original Equipment Manufacturer or Reseller

and, if so, which and why?

b. Regarding “…communication capability with the unit” and “…, and if available, the ability to

communicate with the youth” and “…communication capabilities of your equipment”:

i. Specifically what methods and how does FL DJJ use the current system under contract to

accomplish “communication capability with the unit” and “…the ability to communicate with

the youth”?

ii. What specific events and/or circumstances require FL DJJ to utilize “…communication

capability with the unit” and “…the ability to communicate with the youth” and/or utilize

“communication capabilities of your equipment”?

iii. On average how many times per week, per participant does FL DJJ utilize

“…communication capability with the unit” and “…the ability to communicate with the

youth” and/or utilize “communication capabilities of your equipment”?

Answer #13: a. Our preference would be Original Equipment Manufacturer (OEM). When there is an

issue with equipment we want our Provider to be able to resolve the issue and believe

that a Provider could do so expediently if they are the OEM.

b. Answers below:

i. The current system has lights and vibrations that the monitoring center send to the

unit to communicate with the youth of any alerts. The Department is interested in

knowing if there is better technology (beyond lights and vibration) that would allow

us to communicate by voice with the youth through a one (1) piece unit.

ii. Violation alerts are events that result in communication with the youth by lights and

vibration.

iii. We do not have a weekly breakdown. There is a wide range of alerts between

Circuits with some averaging as little as four (4) alerts and some as many as 1000.

This varies based on the number of units in service and does not account for any

alerts that may be communication glitches with cellular service, equipment

malfunctions or other non-violation alerts.

March 2014 April 2014 May 2014 June 2014 July 2014 August

2014

Home 4970 4302 4952 4132 4535 4131

Strap 2607 2354 2573 1575 2158 910

Battery 1291 1399 1690 1571 1540 1599

UTC* 831 1059 1247 1121 1238 1320

MNGPS* 370 514 572 377 409 469

10069 9628 11034 8776 9880 8429

September

2014

October

2014

November

2014

December

2014

January

2015

February

2015

March

2015

Home 4102 4971 4154 4915 4411 3912 5104

Strap 1330 1167 1267 1002 761 1292 1592

Battery 1429 1522 1591 1493 1313 1307 1495

UTC* 1571 1510 1450 1338 1247 1190 1146

MNGPS* 598 595 376 490 489 570 581

9030 9765 8838 9238 8221 8271 9918

*UTC – Unable to Connect

MNGPS – Motion no Global Positioning Satellite

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“7. Describe in detail any real time messaging features and capabilities for photographing/digital

imaging software and network capabilities that are currently available.”

a. What specific manufacturer(s) and model(s) of “…real time messaging features and

capabilities for photographing/digital imaging software and network capabilities…” are

presently in-use today on the incumbent FL DJJ contract?

b. What specific manufacturer(s) and model(s) of “…real time messaging features and

capabilities for photographing/digital imaging software and network capabilities…” has FL DJJ

identified that they believe would be beneficial?

Answer #14: The technology for these features was not successfully negotiated through the ITN process and

was not made part of the current contract. The Department is seeking information on these

technologies in this RFI.


“5. Describe any optional and multi-function devices, monitoring, and tracking capabilities.”

a. What specific manufacturer(s) and model(s) of “…optional and multi-function devices,

monitoring, and tracking capabilities” are presently in-use today on the incumbent FL DJJ

contract?

b. Of the average daily population of participants currently enrolled on both Active and Passive

GPS, approximately how many have a “…optional and multi-function devices, monitoring, and

tracking capabilities” used in combination with or in lieu of the 1-piece GPS device?

Answer #15: The technology for these features was not successfully negotiated through the ITN process and

was not made part of the current contract. The Department is seeking information on these

technologies in this RFI.

Question #16: We have questions regarding Lost, Stolen or Damaged Equipment

a. What was FL DJJ’s overall percentage of “Lost, Stolen or Damaged Equipment” last year?

b. Specifically how many of each component were lost, damaged or stolen during the most recent

year of the incumbent contract (Emphasis: If FL DJJ does NOT have this data, your incumbent

contractor does and is obligated to provide it to you upon request – Will you please request

this data from your incumbent contractor and provide it in response to these questions for

visibility by all interested vendors)?:

i. 1-Piece GPS Device = __ Lost, Damaged, Stolen last year

ii. Charger for 1-Piece GPS Device = __ Lost, Damaged, Stolen last year

iii. Beacon/home unit used in combination with 1-piece GPS device = __ Lost, Damaged,

Stolen last year

iv. Transmitter = __ Lost, Damaged, Stolen last year

v. Tracking Device = __ Lost, Damaged, Stolen last year

Answer #16: a. The Department paid for 202 lost, stolen or damaged units. (lost/stolen 195 units, damaged

seven (7) units). The total overall percentage was 58.8% of the contract value. The total the

Department was financially responsible for was 41.4% based on value of the contract less the

5% allowance provided for in the contract each annual period.

b. The following information was tracked by the Department:

i. 1-Piece GPS Device = 202 Lost, Damaged, Stolen last year.

ii. Charger for 1-Piece GPS Device = Not Applicable. The Department does not pay for

chargers.

iii. Beacon/home unit used in combination with 1-piece GPS device = Not Applicable. The

Department does not use Beacons.

iv. Transmitter = Not Applicable. The Department does not use Transmitters.

v. Tracking device = Not Applicable. The Department does not use separate Tracking Devices.

RFI #10297

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Question #17: Notification is a key factor that can impact cost for all vendors’ GPS/electronic monitoring thus,

we have several questions:

a. Is FL DJJ’s current notification completed automated (ala via email, SMS/text and/or fax)?

b. Does FL DJJ’s current notification involve any manual monitoring center staff involvement

(monitoring center live operator telephone calls to participants and/or monitoring center live

operator telephone calls to officers)?

c. If so, please define in detail what specific events/alerts necessitate FL DJJ’s current contractor

to notify via manual monitoring center staff involvement (monitoring center live operator

telephone calls to participants and/or monitoring center live operator telephone calls to

officers)?

d. As part of the answers to vendor questions/addendums, may we please have a copy of the

current FL DJJ notification protocols that are in place with the incumbent contract? (Emphasis:

If FL DJJ does NOT have this data, your incumbent contractor does and is obligated to provide

it to you upon request – Will you please request this data from your incumbent contractor and

provide it in response to these questions for visibility by all interested vendors)?:

Answer #17: a. Email and telephone is how notifications area made to the Juvenile Probation Officer (JPO).

b. Yes, the Provider’s live monitoring center staff calls youth when alerts occur and also

call/emails JPO’s to provide notification (depending on time of day and evening vs. weekend

as to how notification is made).

c. All alerts require monitoring center staff to provide notification to youth and JPO’s. In addition,

there is an escalation process on some alerts.

d. A copy of the notification protocols by DJJ policy (PCI-11-003) has been included as pages

10 through 14 of this Addendum.

Question #18: We have questions regarding mobile computing devices and/or services:

a. Under the incumbent contract does the contractor provide any type of mobile computing

devices and/or service for use by FL DJJ officers, in addition to the GPS devices?

b. If so, specifically how many mobile computing devices are presently in use and provided to FL

DJJ officers by the incumbent contractor?

c. If so, what specific manufacturer and model of mobile computing devices are presently in use

and provided to FL DJJ officers by the incumbent contractor?

d. If so, what specific voice and/or data plans are presently in use and provided to FL DJJ officers

by the incumbent contractor?

Answer #18: a. No, there are no mobile computing devices provided under the current contract.

b. Not Applicable

c. Not Applicable

d. Not Applicable

Question #19: Are there any pending initiatives that may significantly increase or decrease FL DJJ’s use of

GPS/electronic monitoring and, if so, will you please indicate each with an anticipated impact

timeline and associated percentage of increased/decrease by technology type?

Answer #19: At this time, there are no pending initiatives that will increase or decrease use of GPS EM.

Utilization is subject to court order.

QUESTION(S) FROM CJIS GROUP, LLC. RECEIVED ON 4/17/2015

Question #20: Has any funding been allocated for the system and if so, from where? If not, where will the

Department look for funding?

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Answer #20: At this time, there is no specific appropriation or allocation for GPS/EM services. The

Department has funding in the General Revenue category.

Question #21: In the event the DJJ decides to procure, is there an estimated time frame for when the DJJ would

like to release a solicitation?

Answer #21: No. At this time, the Department does not have an estimated time frame for any future solicitation

for GPS Electronic Monitoring Services. Once a solicitation is released, a courtesy notice will be

sent out (via email) to the Departments interested parties list. Anyone that attended the Vendor

Conference Call or submitted questions to this RFI will be added to the Departments interested

parties list. Please continue to monitor the Vendor Bid System for any future opportunities with

the Department.

Question #22: Which vendor provided the current system and what is the value of that contract?

Answer #22: The Department’s current Provider for GPS Electronic Monitoring that resulted from ITN

#P2099 is 3M Electronic Monitoring, Inc. The total contract amount for Contract #P2099 is

$2,361,195.50.

Question #23: Is there a technical contact, or project manager and if so, who?

Answer #23: Since this RFI is being used to gather information, there is not a technical contact or project

manager. The single point of contact for this RFI is the Procurement Manager, Christopher

Morris (contact information included below).

Christopher Morris

2737 Centerview Drive, Suite 1100

Tallahassee, FL 32399-3100

Telephone: 850/717-2616

E-Mail: [email protected].

mailto:[email protected]

RFI #10297

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QUESTION(S) FROM DELTEK RECEIVED ON 4/7/2015 Question #1 filecombination with the 1-piece GPS...

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