REQUEST FOR INFORMATION (RFI) ADDENDUM #1 April 24, 2015

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1 RFI #10297 REQUEST FOR INFORMATION (RFI) ADDENDUM #1 April 24, 2015 RFI Number: RFI Services: GPS Electronic Monitoring Services UNSPSC Code: 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: Answer #1: I was wondering if you could tell me who the current provider is for GPS units for the DJJ? 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: Answer #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? 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: Answer #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? 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: Answer #4: Question #5: What are the names of companies who submitted questions to date regarding this RFI? 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. 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? Page 1 of 14

2 RFI #10297 Answer #5: Question #6: Answer #6: Question #7: Answer #7: c. Does FL DJJ plan to issue/compete/award a new ITN before that expiration? 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, c. The Department will be issuing a competitive solicitation; however, the final procurement method has not been determined. 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? All Department conference call lines should be able to accommodate all interested parties for the pre-proposal conference call. 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/ s these references as part of the evaluation process, will FL DJJ please remove the need to have ATTACHMENT D CLIENT REFERENCE FORM notarized? This is not a solicitation. DJJ will consider the request. Question #8: Answer #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, 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? 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. Page 2 of 14

3 RFI #10297 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: Answer #10: The RFI appears to NOT require submission of indicative pricing Is it correct that proposals are NOT required to provide indicative pricing? Yes, since this RFI is gathering information, proposals will not require indicative pricing. Question #11: Answer #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 upon written request following the opening? d. When do technical proposals become public record? e. When do pricing proposals become public record? 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, 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. Page 3 of 14

4 RFI #10297 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 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 Strap Battery UTC* MNGPS* September 2014 October 2014 November 2014 December 2014 January 2015 February 2015 March 2015 Home Strap Battery UTC* MNGPS* *UTC Unable to Connect MNGPS Motion no Global Positioning Satellite Page 4 of 14

5 RFI #10297 Question #14: Answer #14: Question #15: Answer #15: Question #16: Answer #16: C. Program/Service Description: calls out: 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? 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. C. Program/Service Description: calls out: 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? 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. 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 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. Page 5 of 14

6 RFI #10297 Question #17: Answer #17: Question #18: Answer #18: Question #19: Answer #19: 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 , 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)?: a. 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/ s 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 ) has been included as pages 10 through 14 of this Addendum. 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? a. No, there are no mobile computing devices provided under the current contract. b. Not Applicable c. Not Applicable d. Not Applicable 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? 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? Page 6 of 14

7 RFI #10297 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: Answer #21: Question #22: Answer #22: Question #23: Answer #23: In the event the DJJ decides to procure, is there an estimated time frame for when the DJJ would like to release a solicitation? 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 ) 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. Which vendor provided the current system and what is the value of that contract? 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, Is there a technical contact, or project manager and if so, who? 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 Telephone: 850/ Christopher.Morris@DJJ.state.fl.us. Page 7 of 14

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