VENDOR CONFERENCE CALL AGENDA REQUEST FOR INFORMATION (RFI) #10297 GPS ELECTRONIC MONITORING

Transcription

1 VENDOR CONFERENCE CALL AGENDA REQUEST FOR INFORMATION (RFI) #10297 GPS ELECTRONIC MONITORING Thursday, April 16, :00 a.m. Eastern Daylight Time Florida Department of Juvenile Justice Knight Building 2737 Centerview Drive Tallahassee, Florida For conference attendance by telephone Call # and enter Participant Code # when directed This Vendor Conference Call is being held for RFI #10297 The Department s Office of Probation and Community Intervention seeks information about the latest technological and systematic innovations, enhancements, and improvements to monitoring and tracking systems and services. The Department currently has an electronic monitoring (EM) program and desires to review and understand the advancements in technology and the current marketplace for EM. Any information solicited and acquired by this RFI may be used to inform the development of future competitive solicitations. 1. Introductions Chris Morris, Procurement Manager 2. Review of Pre-Conference Questions Submitted Chris Morris, Procurement Manager Office of Probation and Community Intervention Program Staff 3. Opportunity for Any Questions/Discussion from Prospective Providers All verbal questions discussed during the Vendor Conference must be submitted in writing for an official Department response. Attendees who are present may write questions (paper provided) and hand them to Procurement Staff. Additional questions for submission after this conference is concluded must be submitted in writing to the Procurement Manager identified in the RFI by 5:00 p.m., Friday, April 17, Questions from Department Staff to Current Providers 5. Review of Calendar Deadlines (All listed times are local time (Eastern Daylight Time) in Tallahassee, Florida) DATE TIME ACTION Friday, Final Deadline for Questions Last date and time written 5:00 P.M. April 17, 2015 questions will be accepted for this RFI Monday, Anticipated date that the answers to the written questions will be C.O.B. April 27, 2015 posted to the Vendor Bid System Thursday, 11:00 A.M. RFI Responses Due May 14, Closing Statements Nothing discussed during the vendor conference call will augment or change the specifications of the RFI. Any Department changes to the specifications and the Department s formal answers to all questions will be posted in the form of an addendum to the RFI document on the MyFlorida.com website at Prospective Providers should monitor the site for each particular RFI. NOTICE TO ALL ATTENDEES: The Department will accept oral questions during the vendor conference call and will make a reasonable effort to provide answers at that time. Impromptu Page 1 of 6

2 questions will be permitted and spontaneous answers provided; however, the Department will issue a written answer ONLY to questions subsequently submitted in writing. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any prospective Provider. Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal/proposal documents or the attendance at any related meeting or proposal/proposal opening. If accommodations are needed because of a disability, please contact Chris Morris at (850) at least twenty-four (24) hours prior to the meeting. Page 2 of 6

3 INITIAL QUESTIONS RECEIVED This document is provided for discussion purposes at the Vendor Conference. (Questions are presented in exact manner received.) QUESTION(S) RECEIVED 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: QUESTION(S) RECEIVED FROM 3M MONITORING SERVICES 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: QUESTION(S) RECEIVED 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: Question #4: What are the names of companies who submitted questions to date regarding this RFI? Answer #4: Question #5: Answer #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? c. Does FL DJJ plan to issue/compete/award a new ITN before that expiration? Question #6: Answer #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? Question #7: Answer #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/ s these references as part of the evaluation process, will FL DJJ please remove the need to have ATTACHMENT D CLIENT REFERENCE FORM notarized? 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, more per year and/or 23% more than the other proposer Page 3 of 6

4 Answer #8: 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? 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? h. What is the average length of term for participants on the FL DJJ GPS program (Example: 30 days)? Answer #9: 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? 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? Question #12: Answer #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? 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 Page 4 of 6

5 Answer #13: youth. 6. Describe in detail any state-of-the-art tampering, notification, alerts, battery indicators, and communication capabilities of your equipment and monitoring system. 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? Question #14: Answer #14: 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? Question #15: Answer #15: 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? 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 Page 5 of 6

6 Answer #16: Question #17: Answer #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 , 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)?: Question #18: Answer #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? Question #19: Answer #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? Page 6 of 6