901038 Addendum1 Probation · Web viewIn either scenario (vendor hosted or onsite), antivirus and...

COUNTY OF ALAMEDAADDENDUM No. 1

to

RFP No. 901038

for

Probation Data Management SystemSpecification Clarification/Modification and Recap of the Networking/Bidders Conferences

Held on June 13 , 2013 and June 17, 2013

This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.

**PLEASE NOTE THERE IS A REVISED CALENDAR OF EVENTS. THE REVISED BID RESPONSE DUE DATE IS JULY 22, 2013**

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

1401 Lakeside Drive, Suite 907 Oakland, CA 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/

I:\PURCHASING\Contracting Opportunities\Purchasing\Probation Data Management Systems\Addendum1_ProbationDataMgmt.doc Rev 2012-11-02

http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp

County of Alameda, General Services Agency – PurchasingRFP No. 901038, Addendum No. 1

The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.

Page 9 of the RFP, Section II – CALENDAR OF EVENTS, has been modified as follows:

EVENT DATE/LOCATIONRequest Issued May 29, 2013Written Questions Due by 5:00 p.m. on June 17, 2013Networking/Bidders Conference #1

June 13, 2013 @ 2:00 p.m. at: Social Services AgencyCalifornia Poppy Room A&B2nd Floor24100 Amador StreetHayward, CA 94544

Networking/Bidders Conference #2

June 17, 2013 @ 2:00 p.m. at: General Services AgencyRoom 1107, 11th Floor1401 Lakeside DriveOakland, CA 94612

Addendum Issued July 1 July 5, 2013Response Due July 19 July 22, 2013 by 2:00 p.m.Evaluation Period July 19 July 22 – August 15, 2013Vendor Interviews August 14 – 15, 2013Board Letter Recommending Award Issued

September 10, 2013

Board Consideration Award Date

September 24, 2013

Contract Start Date October 1, 2013

Note: Award and start dates are approximate.

Page 17 of the RFP, Section O (PRICING), Item 5.a., has been added to read as follows:5. Any price increases or decreases for subsequent contract terms may be negotiated

between Contractor and County only after completion of the initial term.

a. For any extension, all fees will be limited to an increase of no more than three percent (3%) including those for licensing, maintenance, and customization costs.

Page 31 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 3.a., has been revised to read as follows:a. Live Web Based and/or Phone/Internet Support

Bidder shall provide a live web based chat style or phone/internet support feature to allow users to connect with available support personnel simply and quickly with 24 hours per day and 7 days per week access.

RFP No. 901038, Addendum No. 1


RESPONSES TO QUESTIONS

GENERAL QUESTIONS

Q1) What is the overall main business objective in implementing this new system in the Probation Department?

) The Probation Department serves many functions and needs information on all of its functions. However, current technology focuses primarily on compliance and supervision, as well as interfaces with other law enforcement entities. For example, if someone is arrested by the Sheriff’s Department, our current technology will provide information on the person’s current status with the Sheriff and the Courts.

The current systems do not speak, as much, to the rehabilitative functions of Probation. There are internal services provided to probationers as well as services provided by various external partners. In all cases, Probation needs a system that tracks activities, services, and outcomes. Probation also needs a method of connecting to and communicating with community partners for the provision of services. In supporting Probation’s goal to integrate data into its everyday decision-making process, the County is seeking easily accessible and digestible reporting to aid in data usage and decision-support at all levels of the department, from case level to executive management decisions.

Q2) On page 13 of Exhibit A – Bid Response Packet, Items 10 and 11 of the Required Document and Submittals section, list the following:

10. Exhibit G – Specific Requirements Grid11. Exhibit H – Narrative Response Form

Can the County please clarify if those are the correct Exhibits?) Please see the REVISED Exhibit A – Bid Response Packet included in this Addendum. Items

10 and 11 of the Required Documentation Submittals section now read as follows:10. Exhibit G Exhibit F – Specific Requirements Grid11. Exhibit H Exhibit G – Narrative Response Form

Q3) On page 22 of the RFP, Section U (SUBMITTAL OF BIDS), Item 2, last paragraph states:*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. – 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

Does this mean Bidders can only drop off proposals between this allotted timeframe? Or is this only for people dropping off proposals in person?

) Bidders can submit their proposal before the bid response due date, either in person or by courier (e.g., UPS, FedEx, USPS, etc.). As stated on page 22 of the RFP, Section U (SUBMITTAL OF BIDS), Item 2, first paragraph, any bid submitted prior to the bid response due date is to be addressed and delivered as follows:

Probation Data Management SystemRFP No. 901038



Alameda County, GSA–Purchasing1401 Lakeside Drive, Suite 907 *Oakland, CA 94612

Bidder's name, return address, and the RFP number and title must also appear on the mailing package.

Early bid submittals will be kept under lock and key in the Purchasing Department until the bid opening. The bid opening will occur immediately following the bid response due date and time.

For those bidders that drop off their bids in person between 1:00 p.m. – 2:00 p.m. on the bid response due date, there will be a bid reception desk located in the 1st floor lobby at 1401 Lakeside Drive to facilitate intake of bid responses.

Q4) Does the Probation Department currently utilize a data management system?) Currently, there are multiple systems in place. The County desires a single solution to host

all data for access and utilization. The County has good system integration between multiple County agencies/departments. However, the County would like all its data to be hosted on a modern platform that can accommodate future integration adaptations and enhancements.

Q5) Does the County want a system that meets all of the requirements right out of the box? Or is it possible to have a system that still needs some customization?

) The County does not anticipate that there will be one solution right out of the box. All options that meet the requirements will be considered. It is anticipated that some features will be available right out of the box, while other features will need customization. Bidders must indicate how they propose to deliver each feature in their bid response.

Q6) Is there a projected “go live” date for the system? ) There is no formal “go live” date required. The County recognizes that different solutions

will require varying timelines. The County will work with the contracted vendor to define an appropriate timeline for implementation.

More information regarding implementation can be found on page 5 of the RFP, Section F (DELIVERABLES/REPORTS), Item 2.a.(1)(h); and also on page 25 of Exhibit D (ADDITIONAL REQUIREMENTS), Items 1.b. and 1.c.

Q7) Is the County looking to approach this project in phases or all at once? ) While the County anticipates a phased implementation as opposed to a complete cutover of

all systems and features at one time , the County has left this approach open to the Bidder. The County is looking to the Bidder for its expertise in this area. As stated on page 4 of the RFP, Section B (SCOPE), fifth paragraph:



The proposed system could include a staged implementation of this system rolling out components to each division (Adult Services, Juvenile Services, Juvenile Facilities, and Administration) in a phased approach to ensure smooth adoption and data transfer.

Q8) Does the County intend to award to only one (1) Bidder or multiple Bidders? ) The County intends to award to only one (1) Bidder. The prime Bidder may, however, have

multiple subcontractors.

Q9) Does the County want Bidders to list proposal assumptions in the Exceptions, Clarification and amendments chart, or after table one in the pricing section?

) Proposal assumptions should be listed in the Exceptions, Clarification, Amendments table in the REVISED Exhibit A – Bid Response Packet.

Q10) What is the name of the County’s current drug testing lab?) Redwood Toxicology.

Q11) On page 31 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 4.a. states:System GuaranteeContractor shall guarantee the provided system is fault and bug free for a period of three years with a yearly maintenance, upgrade and support contract agreed to in this initial contract. Any bugs and malfunctions identified shall be fixed and patched by Contractor at no additional cost to ACPD and in an expedited timeframe unless determined to be a minor flaw with minimal operational impact.

Can the County please clarify the intent of this requirement?) The County is requiring a three-year maintenance contract as part of the award (see Bid

Form – Table 1 on page 7 of REVISED Exhibit A – Bid Response Packet, Maintenance line item)

Maintenance will include fixes of major and minor bugs in the system and routine software support as described on page 24 of Exhibit D (TECHNICAL REQUIREMENTS), Item 11 (Maintenance and Service Response); as well as on page 31 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 4.a. (System Guarantee). The County is aware that no such thing as bug-free software exists. However, the County is seeking a strong and demonstrated commitment to support and bug fixes along with ongoing maintenance and patching.

Q12) Regarding source code, on page 29 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 1.f.(1) states:

As part of the implementation plan, Bidders must detail how source code for this project will be deposited to the County. Any source code provided and/or developed by subcontractors must also be deposited to the County.

Is the County asking to own and maintain source code? Or does the County just want to have source code available in an escrow account?



) The contracted vendor must escrow source code for the County’s use in case the Contractor goes out of business. During the contact term(s), the Contractor will need to keep any source code held in escrow updated.

Q13) Does the County have a specific lifecycle in mind for this system?) No.

Q14) Is the County looking for the same type of licensing for all three (3) years?) Yes.

Q15) Who owns the intellectual property for the system developed during the contract term?) Any off-the-shelf system is the intellectual property of the contracted vendor. During the

contract term, enhancements made by the County belong to the County; while enhancements made by the vendor belong to the vendor. However, the County does require that Contractor agree to a no fee license to retain and use documents and materials related to the system, including intellectual property for the system developed during the contract.

Q16) Has the County ever participated in any demonstrations for comparable systems?) Yes. The County conducted a series of demonstrations. Demonstrations were utilized

during a research phase to explore new and emerging technology options.

Q17) Can the County provide the list of vendors who participated in the demonstrations? ) Vendor Demonstrations during research phase:

Loryx Systems Capita Technologies, Inc. CaseloadPRO.com Marquis Software Development New Dawn Technologies Social Solutions Offender Link Ramsell Holding Corporation

Q18) Are the vendors whose systems the County looked at for demonstrations considered prequalified for this proposal?

) No. The demonstrations were utilized during the research phase. This RFP is not modeled on any single system.

Q19) Did Alameda County Information Technology Department (ITD) submit a proposal to deliver the solution?

) No. ITD is a key business partner and will be fully engaged to support the success of this project.



Q20) Did a consulting firm help assist in writing this RFP? If so, can that consulting firm bid on this contract.

) Yes. The County hired a consulting firm to help with some of the technical writing and general guidance for this RFP. That consulting firm cannot bid on this RFP.

SLEB QUESTIONS

Q21) Is the 20% that needs to be allocated to a SLEB a requirement, or just a recommendation?) Prime Bidders that are not an Alameda County certified SLEB must subcontract 20% of the

total contract value to a certified SLEB. This is a requirement. Any concerns or issues regarding how Bidders can meet the SLEB requirement should be directed to OAP (Office of Acquisition Policy) at (510) 208-9717.

Q22) How does the point system work for meeting the SLEB requirement for this RFP?) If the prime Bidder is an Alameda County certified SLEB, that bidder automatically meets the

SLEB requirement and is eligible to receive 10% bid preference points.

If the prime Bidder is local to Alameda County, but is not a certified SLEB, that bidder must subcontract 20% of the total contract value in order to meet the SLEB requirement. That bidder is also eligible to receive 5% bid preference points for being local to Alameda County.

If the prime Bidder is neither a certified SLEB nor local to Alameda County, that bidder must subcontract 20% of the total contract value in order to meet the SLEB requirement. That bidder is not eligible to receive any bid preference points.

Q23) Does the SLEB subcontractor have to be on the vendor list on the released RFP? ) No.

Q24) If multiple Prime Bidders express interest in a particular SLEB, can that SLEB appear on more than one bid?

) Yes. In addition, a SLEB can bid as a Prime and also be named as a SLEB subcontractor for multiple primes.

Q25) Can the Prime only subcontract to one SLEB?) No. Primes may subcontract to multiple SLEBs as long as a cumulative total of 20% is

achieved.

Q26) Does the SLEB have to be both a small and emerging business, or can it be one or the other?

) A SLEB is certified as either a small local business or as an emerging local business. A SLEB cannot be both small and emerging.



Q27) Are there any SLEBs applicable to this project that the County is currently working with or has worked with previously?

) The County does not a have list of SLEB that are specifically applicable to this RFP. However, the County does maintain an online list of SLEB at http://acgov.org/sleb_query_app/gsa/sleb/query/slebmenu.jsp. SLEBs can searched for by NAICS codes, name, certification type, etc.

Bidder that need assistance in finding a suitable SLEB partner are encourage to contact OAP (Office of Acquisition Policy) at (510) 208-9717.

BID RESPONSE

Q28) How should Bidders indicate a section of their bid response is confidential per the California Public Records Act (CPRA)?

) As stated on page 8 of the RFP, Section G (PROPRIETARY AND CONFIDENTIAL INFORMATION), Item 5:

If Bidder deems any record, in whole or in part, exempt from public disclosure, Bidder must use the Exceptions, Clarifications, Amendments section of Exhibit A – Bid Response Packet to list each exemption separately along with legal justification.

Q29) On page 8 of REVISED Exhibit A – Bid Response Packet, Bid Forms – Table 2, is the Bidder required to list all hardware being used?

) No. Bidders should only list the hardware they intend to charge to the County.

Q30) If an onsite solution is proposed, does the County have any current equipment/hardware that is usable for the solution?

) Without knowing the proposed solution’s system requirement, the County cannot make this determination. Therefore, all Bidders should assume the County has no current equipment or hardware that can be used. Any equipment that is not provided for free by the Bidder should be listed in Bid Forms – Table 2 as hardware that will be charged to the County.

Q31) On page 7 of Exhibit A – Bid Response Packet, Bid Forms – Table 1, the Licensing line item shows no license for year one and 700 for years two and three. Can the County please clarify?

) Please see page 7 of REVISED Exhibit A – Bid Response Packet, Bid Forms – Table 1 (included in this addendum).

The County is estimating licensing for 700 users, and it is up to the Bidders to decide how they will quote for that licensing. Bidders should quote pricing for that lot of 700 users every year. It does not, however, mean that it will be a different lot of 700 users each year.


http://acgov.org/sleb_query_app/gsa/sleb/query/slebmenu.jsp


Q32) Does the County have any requirements or preferences as far as licensing models?) No. Bidders must indicate in their bid response how their licensing model works.

Q33) How will the County evaluate price based on different pricing models?) Cost will be evaluated by using the Bid Forms on pages 7 – 8 of REVISED Exhibit A – Bid

Response Packet. All Bidders must use these Bid Forms to quote pricing.

Q34) Would the County like the vendor to provide a cost estimate for the following seven interfaces: CORPUS (two way batch interface), CUBS (two-way batch interface), JCMS (incoming web-service interface), DALITE (incoming web-service interface), CRIMS (two-way web-service interface), AWS (outgoing batch interface, but desired two-way), JCPSS (outgoing batch interface), DOJ-Firearms (outgoing batch interface)?

) Initially, Bidders are required, at minimum, to maintain the current level of interface functionality. Please see Exhibit E – Interface Details in the RFP for more information. Bidders should only quote pricing to maintain the existing functionality.

After award, the County will work with the Contractor on providing desired enhancements, given that approvals are obtained, during the contract years.

VENDOR PORTAL

Q35) On page 10 of Exhibit D (SYSTEM REQUIREMENTS), Item 4.f. states:Service Agency/CBO Referral PortalApproved service agencies or CBOs shall have access to a secure referral interface via a web browser to see and accept incoming referred clients and to send monthly or as needed client service status reports. Each approved CBO shall be issued with login credentials for approved, relevant staff only with appropriate waivers.

Is the County interested in a portal or a login for the community partners to access the system? If so, how many users would be needed to quote for?

) Yes. The County will need a portal to communicate and transfer service referrals to community partners. The system should provide support for a minimum of 700 Probation staff users.

However, the County does desire a system that is scalable to accommodate other service providers and future service providers over time. Bidders should provide information on scalability of their system in the Description of Proposed Services and Methodology portion of their bid response.

FUNDING / COST / BUDGET

Q36) Have funds been approved for this project? What is the budget for this project? ) Funds for this project have been approved. Data system funding typically comes from the

Probation Department’s general fund. However, additional funding may be added as RFP No. 901038, Addendum No. 1


required. Information regarding the budget can be found online at: http://www.acgov.org/government/budgets.htm

Q37) What types of charges are incurred in the initial maintenance cost? ) The Bidder shall include all costs related to proposed maintenance services.

Q38) Is there anything wrong with escalating the cost for years five, six, seven, etc.?) The Bid Form requires Bidders to quote costs for only years one, two, and three. The Bid

Form cannot be altered in any way; adding escalating costs for subsequent years to the Bid Form would subject the bid response to disqualification.

Q39) What happens after the initial three-year contract term? Will the County continue the licensing, maintenance, and continued customization of the system?

) The contract will allow for an additional two-year extension (for a total five-year term) by mutual agreement of the parties. Due to the constant change in technology, the County is not able to anticipate all future needs. The County may go out to bid again at any point, including for a new vendor after the initial three-year term if necessary. If the County decides to continue using the system after the full five-year terms is completed, the County will continue paying licensing, maintenance, and customization fees for the system. For any extension, all fees will be limited to an increase of no more than three percent (3%) including those for licensing, maintenance, and customization costs.

CLIENT COMMUNICATION PORTAL

Q40) On page 17 of Exhibit D (SYSTEM REQUIREMENTS), Item 12.d. describes a Client Communication portal. Does the County want pricing for client communication portal?

) The Client Communication portal is an optional, but desired feature. Bidders are to quote pricing for optional/desired features as indicated on page 9 of REVISED Exhibit A – Bid Response Packet, Bid Forms – Table 4. If any feature in Table 4 is not offered, the Bidder shall put $0 as stated in the instructions.

Q41) Is there a current, temporary vendor for portal? Is the County interested in integration with the temporary vendor for the client portal?

) There is no current, temporary vendor for the portal.

Q42) What is the number of defendants/clients/probationers using (or anticipated to use) this portal?

) There is no current client portal. However, a grid of client counts by units is included below for general reference. Probation will have to determine which client users will receive this service. The system shall have capability to support client notification and communication for/with all clients.

Alameda County Probation Units, by Division and Estimated Number of Probationers


http://www.acgov.org/government/budgets.htm


Adult Services Units Estimated Number of Probationers (May 2013)

Intensive Supervision – South County, Task Force, PRCS 327General Supervision – South County, DV, Sex Offender 742General Supervision – South County, PROPS, Interstate Compact 118General Supervision – North County, PROPS, Mentor Diversion 823Special Offender Unit, North County, Sex Offender, DV, General Supervision 357Intensive Supervision – North County, Task Force, PRCS 467Investigations – North County, Court Officers 629Investigations – North County, 1203.9

598Investigations - South County, 1203.9Investigations – East County, General Supervision 105Special Projects/Public Safety 70Bank 7522

Juvenile Services Units Estimated Number of Probationers (May 2013)

Intensive Supervision (YOBG) 119General Supervision 327 – North County

310 – South County 637

Community Probation 249Court Officers 0Out-of-Custody Intake 201Investigations 182Transition Center/ERC 0Truancy 87Family Preservation 164In-Custody Intake 181Placement 315

ROLES, RESPONSIBILITIES/ RESOURCES/ CAPACITY

Q43) Will the resources assigned to this project be required on site? ) There is no set requirement for the Contractor to house staff onsite. However, there is an

expectation to have frequent on-site time with the Probation Department and Contractor together. Initially, this helps to build the understanding and relationship. Use of technology, such as webinars and phone meetings, is also encouraged. However, there will be critical times when in-person meetings are necessary.

Q44) Will there be an onsite facility provided for the resources assigned to this project?) Probation will provide conferences rooms and office space as necessary for any staffing that

will be on site for this project, as space permits, to support the success of this project.

Q45) Does the County already own SQL Server licenses? Or should Bidders quote this as part of their bid response?

) Alameda County ITD has many SQL Server licenses for use in the County SQL Server infrastructure. The County supports Enterprise SQL Server 2008 R2 and Enterprise SQL Server 2012 in a cluster server / SAN environment. By using the County SQL Server Enterprise solution, there should be no need for Bidders to quote SQL Server licenses.



Q46) Does the County have resources to support the reporting development?) Yes. Probation will be active in supporting the design of the reports and content. However,

the Contractor will be responsible for report design. The County prefers experienced Bidders who can offer previous samples and advice on reporting options that are specific to its industry.

Q47) Will the County be responsible for all development on the CORPUS side of the interface?) Yes.

DATA MIGRATION

Q48) Will the County provide staff for assistance with the Data Migration process? ) The contracted vendor is responsible for the data migration plan which will include all steps

needed to identify data sources, provide mapping, coordinate meetings with County staff, and oversee each data migration including testing for complete and accurate data migration.

Q49) If the Contractor is responsible for de-duping and cleansing of the data, will the County provide the business logic required to handle duplicate data and precedence logic? Or will the Contractor be responsible for this activity?

) The Contractor is expected to conduct the data migration and automation of de-duplication tasks. Where it is necessary for hands-on support, there may be some County support. The County will provide all available business logic and will work jointly with the Contractor to create and approve any needed business logic.

Q50) Who will be responsible for loading data into the Contractor’s staging table? Can the cleansed data be loaded into the Contractor’s specific staging tables by the County?

) ITD can create data extracts from the existing Probation systems in a delimited format (comma, tab, etc.) and deliver these as flat files that the Contractor can then use for loading into their system.

Q51) Do duplicate records/data exist between any of the systems that will be migrated? If yes, which systems and type of duplicate records.

) Each data system has various fields that may represent duplicate records. Most duplication will occur in client name, contact information, and demographics. Upon award, the Contractor will need to present a plan detailing how to address duplication and data cleansing in the final migration plan.

Q52) For data veracity, data cleansing, and data augmentation, does the County have the capabilities and resources to identify the gaps and errors during the migration to a new system? Or does the Contractor allocate resource for this?



) The Contractor is to provide expertise in the area of data migration to: (a) plan, and (b) oversee all aspects of the migration. ITD will export the data from the ITD-supported systems as-is, in a current format that corresponds to the business rules in the legacy systems, in order to avoid potential confusion or misinterpretation. The Contractor will provide the expertise necessary to convert the data into the format acceptable by the new system. ITD will provide expertise necessary to interpret the data as it is stored in the ITD-supported systems.

Q53) What resource does the County have available that can perform the following tasks: data conversion, extract and reformatting, de-duping, business logic, mapping, exception changes, and testing?

) The functions of data extraction and formatting can be provided by ITD. The Contractor shall perform all de-duping, conversion, and mapping since these requirements are dependent on the Contractor’s target system’s data definitions.

Q54) What resources does the County have to dedicate to the implementation of this project?) The County has the following staffing and resources dedicated to the implementation of this

project:

Committed County Staffing and Time Estimates:

Project Lead: Sr. Management Analyst, Probation, Data Unit Management Analyst, Probation, Data Unit (approx. 0.5- 0.75) FTE) (vacant,

pending hire) Program Director/Retired Annuitant, Probation, Current PRISM team member

(project coordination, coordinates user-acceptance testing…) (approx. 0.5 FTE) – fully dedicated to this project and maintenance of current Juvenile PRISM system; previous experience with PRISM migration

Deputy Probation Officer III/Retired Annuitant, Probation, current PRISM team member (user-acceptance testing, business processes, data cleaning, training support) (approx. 0.5 FTE) – fully dedicated to this project and maintenance of current Juvenile PRISM system; previous experience with PRISM migration

Juvenile Information Services Supervisor, Probation, current PRISM team member (liaison with Juvenile Services, business logic and business process, training, UAT, etc.) (approx. 0.3 FTE) – high coordination with Information Services Unit; previous experience with PRISM migration

IT Manager, Probation, current PRISM team member (technical liaison approx. 0.3 FTE) – high coordination with Information Services Unit; previous experience with PRISM migration

Management Analyst, Probation, Data Unit, Current PRISM team member (approx. 0.2+ FTE) (data analysis, data usage/UAT, business logic, data cleaning, etc.)

ITD Staff:



Probation has a good working relationship with ITD. The role of ITD will shift to support the implementation of the new case management system during the planning and implementation phase.

ITD will likely have a strong role in each phase of planning and implementation. ITD has seasoned staff that knows Probation’s data and systems very well and will be instrumental in assisting the awarded vendor in understanding the current systems and business logic.

Other staff that can and will be available as needed to assist in migration and implementation of the system include, but is not limited to, the following:

Probation contract lead (Chief of Staff) and other Probation leadership, as needed for high-level planning and approvals.

Three (3) additional Management Analysts, Probation, Data Unit, as needed to help access, clean and facilitate data integrity/cleaning projects as needed.

Three (3) additional administrative support staff, Probation, Data Unit, as needed to help support project meeting and materials coordination and supporting data integrity/cleaning projects as needed.

It is important to note that the current PRISM team members listed above meet weekly to coordinate current system requirements and internal resources needed, primarily for PRISM, but for APS as well. This same group meets at least three (3) times per month with ITD (twice per month for detailed maintenance project implementation and once per month for leadership planning). These meetings are intended to remain, but to expand its participants to and focus on supporting the transition to the new data management system.

New internal participants intended to support this project will include representation from: Adult Information Services (support APS transition), Adult DPO & Management users, Juvenile DPO & Management users, various administrative support staff who support various programs and data entry, the training unit (when planning/implementing training), etc.

Q55) When processing County data from the Contractor’s staging tables, exception reports may result that need to be analyzed and may need some changes. Will the County have resources for this activity?

) ITD will assist with exceptions caused by errors in data extraction from County systems for the purpose of loading into Contractor databases. Probation staff will also be available as needed.

Q56) Will the County supply a valid address database, or is the County looking for the system to validate to the United States Postal Service (USPS) address database?

) The mailing addresses in the current system have not been validated according to USPS delivery standards. The County will decide if it wants all migrated and future mailing



addresses to be validated. The County will also determine how to handle migrated addresses that cannot be validated.

Q57) Will the County provide any resources to handle the smaller data systems, e.g., Excel? ) Yes. Per the staffing listed above, there will be some support help to clean, prepare, and

test migrated data. However, the Contractor is to provide a plan of which and how smaller data systems will be handled in the case of smaller Excel systems. The County will provide staffing to support these efforts, as listed above.

Q58) Will the County resources that assist with the smaller data system support also be the same staff that will do the user acceptance testing (UAT) and sample data conversion?

) In some cases, it may be the same staff working on smaller data system support and assisting in UAT. There is a core team established to conduct UAT. However, this team is planned to be expanded and consistent, as much as possible.

BIDDER QUALIFICATIONS / EXPERIENCE / REFERENCES

Q59) Page 5 of the RFP, Section D (BIDDER QUALIFICATIONS), Item 1, states:A minimum of two (2) years verifiable experience in providing a data management system solution to a Probation Department or law enforcement entity of a similar size to that of the County of Alameda within the last seven (7) years as verifiable through references.

Will the County consider employees or principals within a company that have sufficient experience but the company itself is a newer company?

) The Prime Bidder—the entity itself—must meet this requirement. If an entity has been in business for less than two (2) years, then that entity would not meet this qualification.

If the Prime Bidders wants to take exception to this requirement, they may do so by listing the exception in the Exceptions, Clarifications, Amendments table found in REVISED Exhibit A – Bid Response Packet, and provide justification. However, the County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Q60) Can the County please clarify the term “Probation Department or law enforcement entity of a similar size to that of the County”?

) Please refer to page 15 of REVISED Exhibit A – Bid Response Packet (Law Enforcement and Public Institution Experience Summary) to find a list of entities that will be considered. Note that there is an “Other (list)” category that Bidders can fill in themselves.

Also, please refer to page 16 of REVISED Exhibit A – Bid Response Packet (Law Enforcement and Public Institution Experience Detail). For any entity listed in the Summary page, the Bidder must provide a corresponding reference using the Detail page.



Both pages will be used to evaluate how well the listed institution, and the system provided to it, compares to the County’s requirements.

Q61) Can any county, large or small, be provided as a reference?) Yes. All references are applicable. Please complete the Law Enforcement and Public

Institution Experience Summary and Law Enforcement and Public Institution Experience Summary Detail pages so that all factors can be considered.

Q62) Can a Prime Bidder use a partner’s/subcontractor’s references in the reference section and experience summary section? Or do the references need to only be for when the Bidder was a Prime?

) The Law Enforcement and Public Institution Experience Summary has both a Prime Bidder and a Subcontractor table. Likewise, the Law Enforcement and Public Institution Experience Summary Detail page has a checkbox near the top indicate if the reference is for a subcontractor (as opposed to the Prime Bidder). The County is looking for a complete picture of a Bidder’s capabilities, and that includes any subcontractors or strategic partners that will provide services on this project.

Q63) Are the references only limited to three?) No. Bidders should provide all applicable references. If Bidders have more than one (1)

reference, they should print out additional pages of the Law Enforcement and Public Institution Experience Summary Detail to accommodate all their references.

Q64) Can references be from out of California, or even out of the United States?) Yes. The County wants Bidders to list any and all references that the Bidder believes are

applicable.

The County strongly recommends that Bidders contact all references provided to ensure that contact can be made and that a reference will be provided.

SPECIFIC REQUIREMENTS

Q65) Is the intake process manual or import now/electronic entry?) Currently, adult client intake information is entered manually. The capability for an

electronic import has not been developed yet. Juvenile client intake is entered electronically via PRISM. The proposed system shall have the ability for both manual and electronic entry. Please refer to pages 1 – 2 of Exhibit D (SYSTEM REQUIREMENTS), Item 1.a. (Intake Process), for more information.

Q66) What data is collected in a standard intake process?) Please refer to pages 1 – 2 of Exhibit D (SYSTEM REQUIREMENTS), Item 1.a. (Intake Process),

for this information.



Q67) On page 1 of Exhibit D (SYSTEM REQUREMENTS), Item 1.a.(5) states:Stay Away OrdersInitial client intake process shall import related records such as restraining orders and specific stay away orders from existing systems and allow for manual entry of such orders and provide visual warnings of current stay-away orders.

Can the County describe in detail what data this functionality requires and how it will be used?

) Probation needs the ability to import related records such as restraining orders and specific stay away orders from existing systems and allow for manual entry of such orders. The Department also needs the ability to provide visual warnings of current stay-away orders. The visual cues/flags/alerts are an integral part of housing classification and program determination for Juvenile Hall and Camp. In addition, this information is necessary for program placement for both juvenile and adult clients by Deputies. Stay Away orders may also be a condition of probation that needs to be shared with law enforcement personnel in the field.

Also, please refer to Conflict Prevention during the Intake process as described on page 7 of Exhibit D (SYSTEM REQUIREMENTS), Item 2.b.(1).

Q68) Can the County describe in detail what data “Major Life Events” functionality requires and how it will be used?

Q69) As stated on page 4 of Exhibit D (SYSTEM REQUIREMENTS), Item 1.c.(5):Major Life EventsA critical event in the life of a client shall be recorded and a corresponding view shall be possible of these events, which may include deaths in the family or of close friends, graduations, fights or any events as defined by ACPD. These shall be predefined events by an administrator with an option to enter a non-defined event. Predefined events shall link to a suggested course of action such as treatment, sensitivity in the case of a family members’ death, along with the option to input suggested service referrals for each type of incident.

Q70) On page 7 of Exhibit D (SYSTEM REQUREMENTS), Item 2.d. states:Personal Belongings TrackingThe personal belongings and cash of clients shall be recorded and tracked by storage location and responsible staff.

Does this requirement refer to the storage of personal property while in a facility or this the actual crime scene evidence?

) The requirement refers to personal belongings/property while a youth is in a Juvenile facility.

Q71) On page 7 of Exhibit D (SYSTEM REQUREMENTS), Item 2.g. states:Incident Tracking & Reporting



All facility incidents shall be recorded in template derived forms with an approval process that requires a senior staffer to electronically approve each incident report.

Is the Incident Tracking for detained probationers only, or does it include non-detained probationers as well?

) Incident tracking referred to in this requirement is for detained youth only.

Q72) On page 8 of Exhibit D (SYSTEM REQUREMENTS), Item 2.j. states:Official Length of Stay TrackingThe system shall track official length of stay for all youth, and specifically youth who have weekend visits, sickness (hospital stay), who are in residential placement settings, and/or weekend programming. The system shall also track time and given “gaps.” This includes calculations for credit for time served.

(a) Is this requirement for youths that are ordered to be in the institution on weekends? (b) What are weekend visits and how does that affect length of stay?

) (a) This requirement is for all youth. Item 2.j. identifies specific youth populations in which specific calculations for time-served must be tracked.

(b) Some youth may earn time to visit their family on the weekend as part of transition planning. The length of stay must calculate the “weekend gap,” in this example, of time served.

Q73) Can the County please describe in detail how Ability to Cross-Reference feature request will be used?

) As stated on page 4 of Exhibit D (SYSTEM REQUIREMENTS), Item 7.b.(2): Ability to Cross-ReferenceThe system shall also allow for simple and highly visible cross-referencing of accounts by address, unique identifiers (e.g., social security numbers, etc.), police report numbers and other identifiers.

Q74) Is the County open to electronic signature solutions, or is the ability to upload a signed form sufficient for this requirement?

) The County is open to both options.

Q75) On pages 2 and 7 of Exhibit D (SYSTEM REQUIREMNTS), Item 1.a.(11) and Item 2.e., respectively, both state:

Evidence TrackingThe system shall allow for items collected as evidence to be recorded and tracked by storage location and responsible staff.

Can the County describe in detail what evidence tracking functionality is required and how it will be used?

) Evidence tracking should be a feature, module, or section devoted to evidence information. Data elements shall included, but are limited to, the following: what evidence was collected, why the evidence was seized/collected/confiscated, location where the



evidence was collected, date and time of collection, the person who collected it, others present, and any other pertinent information.

Chain of custody and disposition information is also important (if item is returned, destroyed, or turned over to another party, such as a relative of an offender or a police agency). There should also be a free form ability to describe evidence in detail and/or record notes, as well as drop-down boxes from which to choose more common types of evidence. Wherever possible, the fields for property items must allow staff to select from an appropriate value.

Essentially, every time a transaction occurs within the system with regard to evidence, a detailed description of that transaction is added to the item's chain of custody, along with the date, time, location, and all other pertinent information.

Probation will use this information to generate detailed and comprehensive records for every single piece of evidence in the system. Chain of custody reports will also be needed to review the possession history for any item or case: where it's been, who's had it, when they had it, where they took it, and why. The aforementioned reports and audit trails will be used to facilitate adding other pieces of evidence with the same case number, as well as moving items in and out of the evidence, creating reports, performing searches, and conducting complete audits.

Q76) The County is requesting the ability to track changes in a document. Is Microsoft Word sufficient in meeting this requirement?

) Yes. In this instance, the County is looking for a simple tool to get this done. Bidders may propose any solution, not just Microsoft Word, to meet this requirement.

REPORTING

Q77) Is there a preferred reporting tool that the County is currently trained on?) No.

Q78) Can the County supply a copy of the current Probation Violation Response Grid and the rules that are being used to generate it?

) A copy of the current grid can be found in Exhibit I (Report and Sample List). Instructions to access Exhibit I can be found attached to the end of this Addendum).

There is no current report for the response grid. This would be developed in collaboration with the Contractor.

Q79) Is the County open to ad hoc reporting, or is the preference standard reporting?



) The County prefers standard and customized reporting as outlined on pages 10 – 11 of Exhibit D (SYSTEM REQUIREMENTS), Item 5 (Reporting). However, the system must provide functionality to create ad hoc reports by Probation staff.

Q80) Can the County provide samples of required reports, as described on pages 10 – 11 of Exhibit D (SYSTEM REQUIREMENTS), Item 5 (Reporting), as well as the details of the required specifications for Client Level & Aggregate Reports and Case Management & System Reporting?

) Yes. Sample reports can be found in Exhibit I (Report and Sample List).

Q81) What kind of nightly court report updates would the Probation Department be receiving from courts? Can the County provide examples?

) As stated on page 9 of Exhibit D (SYSTEM REQUIREMENTS), Item 3.f.:Court Report UpdatesThe system shall perform a nightly import from the Court database to update court records and to import new records as they are created. Newly imported records shall show as unread entries in a client and case view.

Sample reports are not available at this time, but will be made available to the Contractor.

Q82) Regarding page 10 of Exhibit D (SYSTEM REQUIREMENTS), Item 5.a., how many reports are in the Client Level and Aggregate reports category? Can the County provide examples?

) The number of reports is unknown at this time. Available sample reports are provided in Exhibit I (Report and Sample List).

Q83) Regarding page 11 of Exhibit D (SYSTEM REQUIREMENTS), Item 5.b., how many reports are in the Case Management and System Reporting Category? Can the County provide examples?

) The number of reports is unknown at this time. Available sample reports are provided in Exhibit I (Report and Sample List).

Q84) On page 12 of Exhibit D, Item 6.a.(6) states: Consolidated ViewThe system shall provide a consolidated overview dashboard of ACPD major status, caseloads, alerts and customizable key metrics.

Can the County provide examples of key metrics that are customizable?) Sample dashboard views that outline key metrics are provided in Exhibit I (Report and

Sample List).

Q85) Can the County provide a copy of the current aggregate case plan reports or examples?) An aggregate case plan report is not available. An individual case plan report is provided in

Exhibit I (Report and Sample List).



Q86) Can the County provide a copy of the current Client Caseload Dashboards and the rules associated with them?

) No. Client Caseload Dashboards are still in development. However, sample dashboards in current draft form are provided in Exhibit I (Report and Sample List).

Q87) Can the County supply a schema or other details about the current systems to help with costing of data conversion?

) Schema have been provided in a zip file that can be found online on the County website at: http://acgov.org/gsa_app/gsa/purchasing/bid_content/contractingdetail.jsp?BID_ID=1336

When unzipped, the file folder is named “PRISM_Data_Dictionary.”

Double-clicking on the “PRISM Data Dictionary.htm” file will open an interactive, drill-down web page that uses an internet browser to use (no additional viewer is required). Double-clicking on the “APS_PDM report.htm” will do the same for the APS database schema.

The “PRISM_PDM.pdm” and “APS_Relational_model.pdm files” are the database design files that will require Power Designer Viewer in order to see what is inside them. There is a free viewer that can be downloaded from the following website that should be able to open these data models: https://www.sap.com/campaign/ne/sybase/powerdesigner16_viewer/index.epx?kNtBzmUK9zU

The zipped file also contains the schema generated as RTF formatted files. These do not offer the drill-down option but can be opened using Word.

Q88) Can the County provide a copy of the JCPSS report?) The JCPSS reporting requirements are included in the JCPSS manual and should be

referenced there. Please reference the record layout and edits as presented on pages 6 – 13 of the manual.

Q89) Can the County provide a copy of the case plan for adult and juvenile?) The juvenile Case Plan and adult Individual Achievement Plan are provided in Exhibit I

(Report and Sample List).

Q90) Can the County provide a copy of the current court report?) There are a number of different Court Reports utilized by the Probation Department.

Attached, Exhibit I (Report and Sample List), are some examples for review. Please note this is not a comprehensive list of all Court reports known to the Probation Department, but rather intended for illustration purposes. Provided in Exhibit I (Report and Sample List) are the juvenile Dispositional Report, Case Plan Update, Juvenile Intake Jurisdictional report. Included are also some examples of the following adult reports: Pre-Sentence


https://www.sap.com/campaign/ne/sybase/powerdesigner16_viewer/index.epx?kNtBzmUK9zU

https://www.sap.com/campaign/ne/sybase/powerdesigner16_viewer/index.epx?kNtBzmUK9zU

http://acgov.org/gsa_app/gsa/purchasing/bid_content/contractingdetail.jsp?BID_ID=1336


Report, Revocation Petition, Progress Report, PRCS Revocation Petition and Individual Achievement Plan (IAP).

Q91) Can the County provide a list of data fields being sent from CORPUS to Probation?) This is a fixed width flat file that is not available at this time, but will be provided to the

Contractor.

Q92) Can the County provide a list of fields to be sent from Probation to CORPUS?) This is a fixed width flat file that is not available at this time, but will be provided to the

Contractor.

Q93) Can the County provide samples of the "ATB" report?) No. This report lists adult or juvenile probationers and their balances in CUBS. It is

intended to go to Probation Officers and is not available at this time.

Q94) Can the County provide a sample of the E-CAR report or a list of the data fields to be sent to Probation?

) Samples are not available at this time, but will be provided to the Contractor.

Q95) Can the County provide a list of the fields currently sent from Probation to CRIMS and/or AWS?

) There would be a separate list for each type of CRIMS request and another separate field list for the extract from the APS (adult probation system) which feeds the AWS system. This last one includes fields that were added for the SRF interface.

Samples are not available at this time, but will be provided to the Contractor.

Q96) Can the County provide samples of reports that are required for interfaces, such as ATB from the CUBS interface?

) No. Copies are not available at this time.

Q97) Can any of the reports referenced on pages 10 – 11 of Exhibit D (SYSTEM REQUIREMENTS), Item 5 (Reporting), or the interfaces reports, be provided as an ad hoc report instead of a standard report?

) No. The report requirements [pages 10 – 11 of Exhibit D (SYSTEM REQUIREMENTS), Item 5 (Reporting)] detail standard reporting needed by the department.

Interface reports, as referenced in Exhibit E, cannot be provided as an ad hoc report. Interface reports will be needed on an on-going basis; furthermore, these reports have pre-defined fields, pre-defined business rules, standard delivery dates, and delivery destinations, in addition to other mandates. Therefore, interface reports are not appropriate for ad hoc reporting.



However, the system must provide functionality to create ad hoc reports by Probation Department staff.

Q98) Can the County supply copies of the current reports for Staffing Management?) No. Copies are not available at this time, but will be made available to the Contractor.

Q99) Can the County supply copies of existing rules and reports for Camp Wilmont Sweeney Merit Program Tracking?

) No. Copies are not available at this time, but will be made available to the Contractor.

Q100) Can the County provide a copy of the current Disproportionate Minority Contact (DMC) Reports or examples?

) Yes. A sample DMC Report Template is provided in Exhibit I (Report and Sample List).

EXISTING SYSTEM

Q101) Do APS and CORPUS systems have the same functionality and same set of tables?) The CORPUS system tracks adult court cases (calendars, proceedings, outcomes, bail, bond,

stay away orders, etc.) and information for the Sheriff’s department for arrest, booking, client demographics and more.

The APS system is much smaller and is used by the Probation Department to track DPO assignments (for caseload management) and conditions of probation and activities taken for clients on probation.

The two systems have their own sets of tables for storing their data.

Q102) Regarding the Access-based client databases, do all 20 different databases track the same type of information? What are the differences between all the Access-based client databases?

) No. There are various Access-based databases that track a variety of client data centered around the functions of the unit for which it was designed. Some Access databases capture/track: client intake, DPO client assignments, specific grant/program data, etc.

Q103) What is the unit level tracking for the Access-based client databases?) Each unit in the Probation Department has a different function, e.g., intake, investigations,

supervision, etc. Unit-level tracking refers to activities tracked for each unit, based on their function. See “Alameda County Probation Units, by Division and Estimated Number of Probationers” for a complete list of units (see Q/A #42 above).

Q104) Is the Access-based client database for juvenile detainees?) No.



Q105) How much common data exists between all the Access-based client databases?) Each data system has various fields that may represent duplicate records. Most duplication

will occur in client name, contact information, and demographics.

Q106) Do all 30 Excel-based databases have the same database structure, or are they different? How are the Excel based databases used?

) Each Excel-based database is uniquely designed based on individual units, users, or specific tracking tasks by individuals. Some examples of excel databases include: client intake, client demographics, client assessment, client services, client outcomes, school attendance tracking, staff scheduling, etc.

Q107) Is there common data between the 30 different Excel-based databases?) Each data system has various fields that may represent duplicate records. Most duplication

will occur in client name, contact information and demographics.

Q108) Does PRISM include juvenile case information for both detained and non-detained youth?) Yes. PRISM contains data for both detained and not-detained youth.

TECHNICAL REQUIREMENTS

Q109) What interface systems are placed in each area and to what extent will each existing system be used?

) Please refer to Exhibit E (INTERFACE DETAILS). Exhibit E outlines each current interface, information flow, mandates, and the needed features, if known, per interface.

Q110) Does the County have a preference for a vendor hosted solution versus a County hosted (onsite) solution?

) No.

Q111) Does the County foresee any issues interfacing to an access hosted solution?) The County cannot predict specific issues. However, if the County is not hosting the

solution, there is an increased probability that issues will arise.

Q112) Can the system be cloud-based?) No. The system, and all applicable data, must be hosted internally by ITD or through the

Contractor’s circuit; it cannot be hosted elsewhere.

Q113) For a vendor hosted solution, are there specific security/privacy requirements necessary to comply with that are not listed in the RFP?

) In either scenario (vendor hosted or onsite), antivirus and security patching (for Windows server) is required.



If hosted on the County network, administrator access to the systems shall be restricted to only required County and Contractor staff. The County will not allow generic administrator access or service accounts.

The County requires encrypted access to the systems for any internet-based remote access required, which may include, but is not be limited to: SSL, VPN or other encryption mechanisms for file and data transmission.

If hosted on the County network, system changes must be processed through Alameda County’s ITD internal change control process.

FIPS 140 audit and compliance may be requested by the County.

Q114) Will the County accept open source solutions?) Yes. The County does not prohibit Bidders from using open source technologies.

Q115) Did any of the demos to the County include open source solutions? ) No.

Q116) Does the County have a preference between Oracle and SQL database?) The County prefers a SQL Server database.

Q117) What areas of the County’s data conversion need special handling?) Functions such as concurrent detention, logically deleted records, and historical data may

require some background explanation for proper conversion into the Contractor’s system.

Q118) Will the data being sent between CORPUS and the Probation Case Management System be done via flat files?

) Yes.

Q119) Can the County estimate the frequency with which data will be exchanged between CORPUS and Probation?

) The interface from CORPUS to the APS Probation system and back the other way runs shortly after midnight, Monday through Friday mornings.

Q120) Will the CUBS side of this interface be custom developed by Columbia Ultimate Business Systems, or will CUBS be using their standard off the shelf interface?

) Probation has requirements for additional CUBS financial information for both adult and juvenile clients, so there will need to be some custom development in CUBS by the Contractor.



TRAINING AND SUPPORT

Q121) Page 31 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 3.a., states:Live Web Based SupportBidder shall provide a web based chat style support feature to allow users to connect with available support personnel simply and quickly with 24 hours per day and 7 days per week access.

Can the County please clarify what is intended for the live web-based chat support for all end-users?

) The County anticipates that Level 1 support for all end-users will be provided by internal Probation Department resources, and that Level 2 Live Web Based Support will be provided by the Contractor for Probation IT and designated technical liaisons to have access to the Contractor for escalated or technical support requests.

However, Probation will allow for 24/7 support by web and/or by phone. See appropriate revised requirement at the beginning of this Addendum.

Q122) Is the Contractor responsible for providing contacts that can be reached 24/7 for any urgent issues that take place during non-business hours?

) Yes.

Q123) Regarding training, is the County open to a train-the-trainer format?) Yes.

The expectations for the training requirement are laid out in detail in page 30 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 2.h. (Training Plan). This section describes the training audience. End users must receive training in regular system use, supervisors must be trained in regular use and in the supervisory functions and processes, research staff must be trained in system use and in the ways to extract data and create reports for analyses and quality control and executive staff must be trained in system use generally and on the high level reporting and oversight possible. IT staff must be trained in system management and administration and communication protocols.

Q124) Does the County expect online training to be provided as part of maintenance?) No. Training is separate from maintenance. Please refer to the Bid Forms – Tables 1 & 4, in

REVISED Exhibit A – Bid Response Packet, as well as page 29 – 31 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 2 (Training Program and Plan). The Bidder shall present a plan for training as needed throughout the implementation and maintenance of the proposed system.

Q125) Page 30 of Exhibit D (ADDITIONAL REQUIREMENTS), Item 2.h.(9) states:Standards and Training for Corrections (STC) Certification: Upon award, the contracted vendor must work with the Probation’s Training Unit to get the classes STC certified



through the STC entity. This allows sworn staff to receive training credits for courses taken. The process with the State is coordinated by the Probation Training Unit. The bidder shall provide a training plan with course descriptions to the Training Unit as well as instructor resumes for the certification process. This process requires approximately one month of coordination with the Training Unit, then approximately one month to receive approval from the State.

Does the Standards and Training for Corrections (STC) certification require any cost that Bidder should include in their bid?

) No.



The following participants attended the Bidders’ Conferences:Company Name / Address Representative Contact Information

Capita Technologies Kelly Lund

Phone: 949-260-3003E-Mail: [email protected] Prime Contractor: yesSubcontractor: n/aCertified SLEB: no

iService Globe Brian Rikuda

Phone: 408-507-9627E-Mail: [email protected] Prime Contractor: n/aSubcontractor: n/aCertified SLEB: yes

Caseload Pro Larry Stanton, Tom Westfall

Phone: 1-800-686-1134E-Mail: [email protected], [email protected] Prime Contractor: yesSubcontractor: yesCertified SLEB: no

Kelco Computing Systems Dana Olness

Phone: 910-265-0604E-Mail: [email protected] Contractor: noSubcontractor: yesCertified SLEB: yes

HP Jay Guevarra

Phone: 916-397-4406E-Mail: [email protected] Contractor: n/aSubcontractor: n/aCertified SLEB: no

Emanio KG Charles-Harris

Phone: 510-849-9300E-Mail: [email protected] Contractor: yesSubcontractor: yesCertified SLEB: yes

Bridgeway Dan Carter

Phone: 713-599-8336E-Mail: [email protected] Contractor: n/aSubcontractor: yesCertified SLEB: no

Western Integrated Systems James E. Hughes

Phone: 415-989-1777 x714E-Mail: [email protected] Contractor: n/aSubcontractor: yesCertified SLEB: yes


mailto:[email protected]







Company Name / Address Representative Contact Information

DeVine Consulting Jeffrey DeVine

Phone: 510-713-8800 x106E-Mail: [email protected] Contractor: n/aSubcontractor: yesCertified SLEB: yes

Kelco Computing Solutions Patricia Brooks

Phone: 510-590-1107E-Mail: [email protected] Contractor: n/aSubcontractor: yesCertified SLEB: yes




REVISED EXHIBIT ABID RESPONSE PACKET

RFP No. 901038 – Probation Data Management System

To: The County of Alameda

From: (Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS FIVE (5) COPIES AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ALL FIELDS MUST BE COMPLETED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

Exhibit A – Error: Reference source not found No. 901038Page 1

BIDDER INFORMATION

1. The undersigned declares that the Bid Documents, including, without limitation, the RFI, RFP, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901038 – Probation Data Management System.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program [http://acgov.org/auditor/sleb/overview.htm]

First Source[http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System[http://acgov.org/auditor/sleb/elation.htm]

General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]


6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all

the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; OR

Bidder is a certified SLEB and is requesting 10% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.


BIDDER PROFILE

Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Website:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information (Project Manager):

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

Official Contact Information (Contract Signer):

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

BIDDER ACCEPTANCE

SIGNATURE:

Name and Title of Signer:

Dated this day of 20


SUB-CONTRACTOR INFORMATION

Does the Bidder intend to subcontract any work related to this project: Yes / No

If “Yes” is checked above, please complete the following for each intended sub-contractor:

Sub-contractor #1Company Name

Street AddressCity, State, Zip

Telephone Number

Website



Telephone Number

Website



Telephone Number

Website

*Please print additional pages if necessary


STAFFING SUMMARY

Please indicate the number of staff, by title, in each category below. If none, write “0”. Complete each section.

STAFFING TITLES

PRIME BIDDER SUB-CONTRACTOR(S)

Total Number of

Staff

Number of Current

Staff to be Assigned to this Project

Number of Staff to be Hired for

this Project

Total Number of

Staff

Number of Current

Staff to be Assigned to this Project

Number of Staff to be Hired for

this Project

Leadership/Oversight Project Management Webmaster Web Portal Designer Code Writers Programmers Data Base Administrators Network Support Engineers Trainers Clerical

TOTALS

LOCATION OF PRIMARY TECHNICAL SUPPORT STAFF

Complete the following information for the office in which primary technical support staff will be housed from and will provide support services to Alameda County Probation management.

City and State of the assigned support office:

1. Is this office listed above staffed by the Prime Bidder? Yes / No

2. Is this office listed above staffed by the Sub-contractor? Yes / No

a. If “Yes” to Question 2, please name the Sub-contractor:

3. Is Prime Bidder’s corporate office in Alameda County? Yes / No

4. Is Sub-contractor corporate office in Alameda County? Yes / No


BID FORMS

Cost shall be submitted on this Bid Form as is. No alterations or changes of any kind are permitted. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

Table 1

Description(A)

UOM(B)

YEAR 1 YEAR 2 YEAR 3Three-Year Sub-Total

(E + H + K)Estimated Quantity

(C)

Unit Cost

(D)

Extended Cost(E)

Estimated Quantity

(F)

Unit Cost

(G)

Extended Cost(H)

Estimated Quantity

(I)

Unit Cost

(J)

Extended Cost(K)

Out of Box and/or Initial Set-Up EA 1 $ $ $

Migration(estimated 5,629,040

records)LOT 1 1 $ $ $

Customizations LOT 2 1 $ $ $

Training Per Person 700 $ $ $

Maintenance Yearly 1 $ $ 1 $ $ 1 $ $ $

Licensing(estimated 700 users) LOT 1 $ $ 1 $ $ 1 $ $ $

Year 1 Sub-Total $ Year 1 Sub-Total $ Year 1 Sub-Total $

THREE-YEAR TOTAL $

1 Migration: Estimated migration is one lot of 5,629,040 records. Please refer to pp. 26 – 29 of Exhibit D (Additional Requirements), Item 1.e. (Data Migration Volume).

REVISED Exhibit A – Error: Reference source not found No. 901038Page 7

2 Customizations: Bidders must provide the cost to customize their Out-of-Box system to meet the County’s system requirements as specified in Exhibit D (System Requirements). Any customizations (either by the Bidder, sub-contractor, or third party) must be indicated in Exhibit F – Specific Requirements Grid and included in this cost.


Table 2

Hardware Description UOM Estimated Quantity Unit Price Extended Cost

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

$ $

Sub-Total $

Sales Tax (9.0%) $

TOTAL FOR HARDWARE $ * Print additional pages for Hardware if necessary

Table 3 (Table 1 + Table 2)

GRAND TOTAL (THREE-YEAR TOTAL + TOTAL FOR HARDWARE) $


INFORMATIONAL COST SHEET

Please complete the cost sheet for each optional component listed below and as outlined in the RFP. Complete each line. List $0 if this feature is not offered.

Table 4Desired Features / Optional Components Description UOM Cost

Human Resources Management EA $ Accounting Systems Integration EA $ Logistics Management Web Portal EA $ Client Communication – Public Facing Client Reporting Methods EA $ Client Communication – Web Based Client Reporting EA $ Client Communication – Voice to Text EA $ Client Communication – Client Event Reminders EA $ External Hosting EA $

Programming (Customizations) Per Hour $ Training Per Hour $

*Please note that the awarded Bidder will be expected to provide the goods and services listed above at the costs quoted during the contract term. These quotations will not be used in the evaluation of cost. Bidders agrees that the prices quoted are the maximum they will charge during the term of any contract awarded as a result of this RFP.


REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal and their corresponding page numbers. Tabs should separate each of the individual sections.

2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet. ALL PAGES OF EXHIBIT A – BID RESPONSE PACKET MUST BE SUBMITTED (even pages that do not have any required fields).

(a) Bidder Information, Profile, and Acceptance:

(1) Page 1: Bidders must complete the field for “Official Name of Bidder”(2) Page 3: Bidders must select one option under Item 10(3) Page 4: Bidders must complete all fields under the “Bidder Profile” section(4) Page 4: Bidders must complete all fields under the “Bidder Acceptance” section

AND provide an original ink signature (preferably in blue ink) and date where indicated

(b) Sub-contractor Information, Staffing Summary, and Technical Support Staff:

(1) Page 5: Bidders must complete all fields for each intended sub-contractor; print additional pages if necessary

(2) Page 6: Bidders must complete all fields of the “Staffing Summary” table(3) Page 6: Bidders must complete all fields of the “Location of Primary Technical

Support Staff” section

(c) Bid Forms: Please read all specific instructions found in the Bid Forms (page 7 – 9 of Exhibit A – Bid Response Packet). Bidders must complete all required fields in the Bid Forms section

(1) ** In addition, Bidders must include a brief bid narrative (maximum two pages in length) describing each bid line item proposed in Table 1, and attach it after Table 1 as part of their bid response **

REVISED Exhibit A – No. 901038Page 11

(b) SLEB Partnering Information Sheet:

(1) Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 14 of Exhibit A) indicating their SLEB certification status. If bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c) Law Enforcement and Public Institution Experience Summary and Detail (References)

(1) Bidder shall complete page 15 of Exhibit A, Law Enforcement and Public Institution Experience Summary for all law enforcement and/or public institutions or agencies for which the Bidder, or it Sub-contractor(s), provides or provided comparable product, systems and services.

(2) Bidders must use the Reference Form: Law Enforcement and Public Institution Experience Detail to provide references (page 16 of Exhibit A)

Bidders must provide at least one reference that verifies a minimum of two (2) years experience in providing a data management system solution to a Probation Department or law enforcement entity of a similar size to that of the County of Alameda within the last seven (7) years.

References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those

outlined in these specifications, terms and conditions. Bidders must verify the contact information for all references provided is

current and valid. Bidders are strongly encouraged to notify all references that the County may

be contacting them to obtain a reference.

(3) The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(d) Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and shall be submitted with your bid response using the template on page 17 of this Exhibit A – Bid Response Packet.


(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:

(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;

(b) The role that the person will play in connection with the RFP;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.(f) Indicate if any key positions are not filled at the time of application and list dates that

the positions are anticipated to be filled

5. Description of Proposed Services and Methodology: Bid response shall include a document entitled “Description of Proposed Services and Methodology” that shall include the following:

(a) The description of the terms and conditions of services to be provided during the contract term, including response times.

(b) The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s and County personnel involved, and the number of hours scheduled for such personnel.

(c) The description shall identify spare or replacement parts that will be required in performing maintenance services, the anticipated location(s) of such spare parts, and how quickly such parts shall be available for repairs.

(d) Finally, the description must: (1) Specify how the services in the bid response will meet or exceed the

requirements of the County;(2) Explain any special resources, procedures or approaches that make the services

of Bidder particularly advantageous to the County; and(3) Identify any limitations or restrictions of Bidder in providing the services that the

County should be aware of in evaluating its Response to this RFP

6. Implementation and Data Migration Plan: Bidder shall provide an Implementation and Data Migration Plan, as specified on pages 25 – 26 of Exhibit D (Additional Requirements), Item 1. In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final equipment/system and/or services.

Bidders must also provide samples for each of the following reports:

(a) Monthly Status Reports(b) Weekly Status Summary Reports(c) Issues Log


7. Training Program and Plan: The Bidder shall provide a Training Program and Plan document as specified on pages 29 – 31 of Exhibit D (Additional Requirements), Item 2.

8. Support Package: The Bidder shall provide a Support Package document per the County’s requirements as specified on page 31 of Exhibit D (Additional Requirements), Item 3.

9. Maintenance Plan: The Bidder shall provide a Maintenance Plan document per the County’s requirements as specified as specified on page 31 of Exhibit D (Additional Requirements), Item 4.

10. Exhibit G Exhibit F – Specific Requirements Response Grid

(a) Bidders must include, in Excel, a completed Exhibit G Exhibit F – Specific Requirements Response Grid in as part of their bid response. The Excel file should be included with the electronic copy of the bid response (preferably on a flash drive).

11. Exhibit H Exhibit G – Narrative Response Form

(a) Bidders must include a completed Exhibit H Exhibit G – Narrative Response Form as part of their bid response

12. Financial Statements

(a) Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at 1-800-700-2733 or http://www.dnb.com/government/contractor-management-portal.html

(b) Audited financial statements for the past three (3) years


http://www.dnb.com/government/contractor-management-portal.html

SMALL LOCAL EMERGING BUSINESS (SLEB)PARTNERING INFORMATION SHEET


In order to meet the Small Local Emerging Business (SLEB) requirements of this RFP, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/index.htm).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB Subcontractor Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________

Street Address: _____________________________________________City_____________State______ Zip Code______

Bidder Signature: Date:


http://www.elationsys.com/elationsys/index.htm

http://acgov.org/auditor/sleb/overview.htm

http://acgov.org/auditor/sleb/overview.htm

LAW ENFORCEMENT AND PUBLIC INSTITUTION EXPERIENCE SUMMARYRFP No. 901038 – Probation Data Management System

Prime Bidder: Has your company provided case management and/or client management data system services for the following law enforcement or public institution entities?

Yes1 No If Yes, List # of Years

COMPLIANCE

CA DOJ’s Audit Requirements2

(Yes / No / Unknown, N/A)

CA DOJ’s JCPSS reporting

requirements3

(Yes / No / Unknown, N/A)

Probation: Juvenile Services Probation: Adult Services Probation: Institutions/ Facilities Court District Attorney Sheriff Department Local Police Public Institution 1 (list): Public Institution 2 (list): Public Institution 3 (list): Other (list): Other (list): 1 If marked “Yes” to any of the above, please complete a Reference Form: Law Enforcement and Public Institution Experience Detail found on the

following page (print additional pages as needed)2 Was the system provided in full compliance with the California DOJ’s Audit requirements as outlined in pages 8 – 10 of Exhibit E: Interface Detail?3 Was the system provided in full compliance with the California DOJ’s Juvenile Court Probation Statistical System (JCPSS) reporting requirements?

The requirements can be found on the on the County’s Current Contracting Opportunities website: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp . Click on the link for RFP #901038. The attachment can be found under “Project Related Documents.”

Sub-contractor: If applicable, has the sub-contractor company provided additional case management and/or client management data system services for the following law enforcement or public institution entities?

Yes1 No If Yes, List # of Years

COMPLIANCE

CA DOJ’s Audit Requirements2

(Yes / No)

CA DOJ’s JCPSS reporting

requirements3

(Yes / No)Probation: Juvenile Services Probation: Adult Services Probation: Institutions/ Facilities Court District Attorney Sheriff Department Local Police Public Institution 1 (list): Public Institution 2 (list): Public Institution 3 (list): Other (list): Other (list): 1 If marked “Yes” to any of the above, please complete a Reference Form: Law Enforcement and Public Institution Experience Detail found on the

following page (print additional pages as needed)2 Was the system provided in full compliance with the California DOJ’s Audit requirements as outlined in pages 8 – 10 of Exhibit E: Interface Detail?3 Was the system provided in full compliance with the California DOJ’s Juvenile Court Probation Statistical System (JCPSS) reporting requirements?

The requirements can be found on the on the County’s Current Contracting Opportunities website: http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp . Click on the link for RFP #901038. The attachment can be found under “Project Related Documents.”


http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

REFERENCE FORMLAW ENFORCEMENT AND PUBLIC INSTITUTION EXPERIENCE DETAIL


Form Instructions: For each item marked “Yes” on Exhibit A –Law Enforcement and Public Institution Experience Summary, please provide the following details for each client.

Prime Bidder Company Name:

This reference is for the following Sub-contractor:

Entity Name Start Date and End Date

-

Contact Name Telephone Number Email Address Is the project

complete? YesNo

Street Address Is/Was the project timeline on target?

YesNo

City, State, Zip Is/Was the project: Under BudgetAt Contract AmountOver Budget

Briefly Describe the Services Provided

Entity Type(select one)

Probation: Juvenile Services District AttorneyProbation: Adult Services Sheriff DepartmentProbation: Institutions/ Facilities Local PolicePublic Institution (list): CourtOther (list):

Please state the number of each of the following: List ## of Systems Consolidated into One # of Security Authentication Levels Used # of End Users # of Locations/Sites Connected # of Programmers/Developers # of Interfaces (Partners) that were connected # of Hours of Data Migration, to date # of Hours of Customization Required, to date $ Amount of Customization Billed, to date $

**PRINT ADDITIONAL COPIES AS NEEDED


EXCEPTIONS, CLARIFICATIONS, AMENDMENTS


Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: DescriptionPage No. Section Item No.

p. 23D 1.c. Vendor takes exception to…

*Print additional pages as necessary


EXHIBIT CVENDOR LIST


Below is the Vendor Bid List for this project consisting of vendors who have responded to RFP No. 901038, and/or been issued a copy of this RFP/Q. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

This RFP/Q Addendum is being issued to all vendors on the Vendor Bid List; the following revised vendor list includes contact information for each vendor attendee at the Networking/Bidders Conferences.

RFP No. 901038 - Probation Data Management SystemBusiness Name Contact

NameContact Phone Address City State Email

Advanced Kiosk 866-783-3791 P.O. BOX 234 Wilmot NH [email protected]

AutomonJames L. Newman

480-368-8555 x133

10450 N 74th Street Suite 210 Scottsdale AZ [email protected]

BI a GEO Group Co. Taggart Giles 303 945-4248 6400 Lookout Rd Boulder CO [email protected]

BJA, Automated Case Mgmt Sys.

202-616-6500 810 Seventh Street

NW, Washington D.C

BounceBack Bracket Gale Krieg800-830-5255 x4807

7501 NW Tiffany Springs Pkwy, Ste. 300 Kansas City MO [email protected]

Business & Decision Dean Allen202-600-8631

900 West Valley Rd., Ste. 1000 Wayne PA [email protected]

Capita Technologies, Inc. Charles Granville949 260-3040 17600 Gillette Ave Irvine CA [email protected]

Capita Technologies, Inc. Kelly Lund950 260-3003 17601 Gillette Ave Irvine CA [email protected]

Case Management Systems

208-426-8217

412 Park Center Blvd, ste 203 Boise ID [email protected]

CaseloadPRO, L.P Tom Westfall800-686-1134 P O BOX 1127 Salida CA [email protected]

CaseloadPRO.com Larry Stanton800-686-1134 PO BOX 1127 Salida CA [email protected]

Clear Wave Software, Inc. Lisa Kenney-CEO510-388-8780 1705 Manzanita Dr. Oakland CA [email protected]

CMC Training & Consulting Inc. Catherine Wool

(510) 357-3535 1530 Graff Avenue Oakland CA [email protected]

Community Solutions, Inc. Sherry Albert860 683-7115

4 Griffin Road North, Ste 100B Windsor CT [email protected]

Corrections Software Solutions

Bridgette Comeaux

888 272-5300 316 North Lamar Austin TX [email protected]

CPS Community Probation Srvcs. Michael B. Wright

931-520-6438

1590-A East Spring St Cookeville TN [email protected]

Dundas Data Visualization, Inc.

1-800-463-1492

500 - 250 Ferrand Drive Toronto ON

Canada

Eclipse Legal Systems 01274 704 100 11 Burnett St Bradford [email protected]

EMANIO, Inc. Stacy Holderby510-849-8693 832 Bancroft Way Berkeley CA [email protected]

GCS Probation Software/Services

404-315-1972

154 Carson Oaks Lane

Santa Rosa Beach FL

Godfrey Group 800-789- 4102 S. Miami Blvd Durham NC

Exhibit C – RFP No. 901038Page 1


http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm

9394Homeland Justice Systems Joe Atalla

951-226-0192 11801 Pierce Street Riverside CA [email protected]

Homeland Justice Systems Nate Hanna

408-835-7752 [email protected]

HP Enterprise Services, LLC Jay Guevarra

916-397-4406 1920 Birkmont Drive

Rancho Cordova CA [email protected]

HP Enterprise Services, LLC Mark Bryggman

925-575-0193 1920 Birkmont Drive

Rancho Cordova CA [email protected]

Infonetica, Inc. Pallavi Dakwale925-786-3865

6130 Stoneridge Mall Rd., Ste. 105 Pleasanton CA [email protected]

Intelex Technology Inc. 416-599-6009

905 King Street West, Suite 600 Toronto ON

Canada [email protected]

Intouch Kiosk 877-727-5721

2100 Powers Ferry Rd Ste 110 Atlanta GA

ISD Corporation Ron Beach-SVP951-479-9400 x126

1595 East Sixth Street, Ste 101 Corona CA [email protected]

Karpel Solutions Jeff Karpel314-892-300 x126

5714 South Lindbergh Ste 200 Blvd St. Louis MO [email protected]

Kiosk Information Systems

800-509-5471 346 So Arthur Av Louisville CO

Kiosks, Inc-Division of Compustation, Inc

855-466-4292

2618 San Miguel Dr, #304

Newport Beach CA

Loryx Systems Robert Schwab650-872-5000 x117

400 Oyster Point, #506

South San Francisco CA [email protected]

Loryx Systems Rob Schwab650-537-3166

395 Oyster Point Blvd., Suite 120

South San Francisco CA [email protected]

Marquis Software Development Fred Roesel

850-877-8864 x150

1611 Jaydell Circle Ste G Tallahassee FL [email protected]

New Dawn Technologies Scott Jardine

877 587 8927 x149 877-587-8927 843 South 100 West Logan UT [email protected]

NORIS 419-213-3800

One Government Center Ste 1720 Toledo OH [email protected]

Northpointe Inc 888-221-4615

112 N. Rubey Dr Ste 135 Golden CO [email protected]

Ntranga IT Services, Inc.Srikanth Yeddanapudi

925-577-9333

4748 Woodrose Circle Dublin CA [email protected]

Sentinel Alan Velasquez800 589-6003

220 Technology Dr Ste 200 Irvine CA [email protected]

Sitekiosk/Provisio Software Engineering

305-974-1952 18851 NE 29th Av Miami FL

Social Solutions Caitlin Thomas866.732.3560 2141 Broadway Oakland CA

[email protected]

SoftSol Technologies Inc Kumar Talluri510-824-2044

48383 Fremont Blvd, Ste # 118 Fremont CA [email protected]

Syscon Justice Systems LTD Andrzej Kowalski

604-606-7650 x8799

230-8211 Sea Island Way Richmond BC [email protected]

Tribridge John Schloemann916-799-7021

523 West 6th St., Ste. 830 Los Angeles CA [email protected]

Trinus Technologies 866-978-5000

110 Golf Course Plaza 3806-49th Ave Stony Plain AB [email protected]

VendorLink, LLC 800-510-4452

12201 Research Pkwy Ste 223 Orlando FL [email protected]

Western Integrated Systems Troy Arajs

415-989-1777 x 720

3640 Grand Avenue, Suite 105 Oakland CA [email protected]

Exhibit C – RFP No. 901038Page 2




EXHIBIT IREPORT AND SAMPLE LIST


**Appropriate Sections of EXHIBIT I can be found online on the County’s website at: http://acgov.org/gsa_app/gsa/purchasing/bid_content/contractingdetail.jsp?BID_ID=1336

Section Requested Item Attached Report Title1 Sample Client Level &

Aggregate reports and Case Management & System Reporting

JRI Youth Monthly Status Report Sample Agency – Client Log (client level) Juvenile Services Referral Form

2 JCPSS report Refer to DOJ Manual, found on the County’s website at : http://acgov.org/gsa_app/gsa/purchasing/bid_content/contractingdetail.jsp?BID_ID=1336

3 Examples of key metrics and copy of current dashboards and rules associated with them

Sample Dashboards Juvenile Services – Service Referral Tracking Report – Sample Dashboard

Visuals (DRAFT) Unit “X”, Month “Y” (Mock Data) Juvenile Services – Unit Supervisor / Unit Activities Report – Sample

Dashboard Visuals (DRAFT) Unit “X”, Month “Y” (Mock Data) Consolidated Statistical Dashboard A Look Into Probation (also on our website) Note: Dashboard rules are not available at this time.

4 Sample copies of the case plan for adults and juveniles

Case Plan Update – Juvenile (current) IAP – Adult (case planning, format still developing)

5 Probation Violation Response Grid

Protocol for the Probation Response Grid (format provided)

6 Copies of the current court reports

Dispositional Report (juvenile) Case Plan Update (juvenile) – See section 4 Juvenile Intake Jurisdictional Report Adult Pre-sentence Report Adult PrCS Revocation Petition

7 DMC Report Template Corrections Standards Authority Corrections, Planning and Programs Division, Disproportionate Minority Contact

8 Sample Interface Reports Juvenile Interface Record Juvenile Interface Juvenile Firearm Record

Items Not Available at the time of this Addendum, but can be provided to the Contractor:Addendum Question

Reference(s)Requested Item

Q/A 81 Nightly current court report formatQ/A 98 Copies of the current reports for Staffing ManagementQ/A 99 Copies of existing rules and reports for Camp Wilmont Sweeney Merit Program TrackingQ/A 91 List of data fields being sent from CORPUS to probationQ/A 92 List of fields to be sent from Probation to CORPUSQ/A 94 Sample of the E-CAR report or a list of the data fields to be sent to ProbationQ/A 95 List of the fields currently sent from Probation to CRIMS and/or AWS

Exhibit I – RFP No. 901038Page 1




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