Commonwealth of Pennsylvania Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract,

Transcription

1 Commonwealth of Pennsylvania Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract, Video Visitation Scheduling Software Solicitation Number: The Department of Corrections, Population Management has posted solicitation for Video Visitation Scheduling Software. Please go to the emarketplace Website to view and download all documentation pertaining to this solicitation. This is a restricted solicitation, only contractors which are qualified in one (1) or more of the following service category under the Commonwealth s Master Information Technology (IT) Services Invitation to Qualify (ITQ), Contract , prior to the bid opening date may respond. Subscription Based Web Application Services or Software as a Service (SaaS) Procurements Organizations interested in doing business with the Commonwealth through this contract must begin by registering with the Commonwealth as a Procurement Supplier. For more information about registration, please view the Registration Guide. Once an organization is registered with the Commonwealth, they must develop and submit a bid through the PASupplierPortal Website in order to qualify for one, all, or any combination of the service categories associated with this contract. The Commonwealth will evaluate the bid along with all supporting documentation to determine whether the organization meets the minimum eligibility requirements. For more information about the Commonwealth s Invitation to Qualify contracts and their policies, please visit the ITQ Website. Rev Page 1

2 Department of Corrections Attn: Russ Ilgenfritz 1920 Technology Parkway Mechanicsburg, PA The attached Statement of Work (SOW) for Video Visitation Scheduling Software is provided for you to develop your bid for the referenced IT Project. The successful contractor will be selected based on Best Value. The Best Value Criteria specified below defines the criteria that will be used to determine the successful contractor to be awarded the Purchase Order. It is imperative that you expound in writing on each of the best value criteria listed. You may complete your bid on this form and respond by reply to: no later than 2:00pm on February 16, Best Value Criteria: 1. Understanding the Problem: Provide a detailed Work Statement that accurately assesses the problem to be solved based on your understanding of the project requirements stated in the SOW. Incorporate or append your Work Statement onto the attached Statement of Work (Attachment A). 2. Product Demonstration: Contractor will be required to demonstrate the functional capabilities of the proposed solution. The proposed equipment and software must be in production, installed and in use by one (1) or more customers of the Contractor, in accordance with the prior experience provisions set forth in Contractor Qualifications - Section V-1 of the SOW. 3. Contractor Prior Experience: In the chart on page 4, detail three (3) projects your company performed that are similar in nature and scope to the requirements stated in the SOW. Include reference company name and address, contact person with phone number, address and best time to call, project name, project start and end dates and a brief description of the project. 4. Contractor Personnel and Qualifications: Provide resumes with names of individuals that show the qualifications and skills required to successfully develop and implement the project as defined in the SOW. It is very important that the proposed individuals meet the minimum levels of experience and have all proper certifications, if requested. The proposed project manager must have demonstrated project management skills and technical background and experience to appropriately manage the project. Ensure resumes contain no personal information as these may become public documents. 5. Project Work Plan: Utilizing a GANTT or PERT chart, include a high-level summary that shows all the tasks and deliverables to complete the project. Explain your approach to deliverables. Append your Project Work Plan onto the attached Statement of Work (Attachment A). 6. Cost: Complete the attached Cost Matrix (Attachment B) to submit the cost portion of your bid. 7. Domestic Workforce Utilization: Complete and sign the Domestic Workforce Utilization Form (Attachment C). Rev Page 2

3 8. Small Diverse Business Participation: To maximize DGS-certified Small Diverse Business participation in the project, the greatest consideration will be given to a Small Diverse Business bidding as a prime contractor. For all other prime contractors subcontracting to a Small Diverse Business, briefly explain what your company s approach will be to maximize Small Diverse Business participation in the project if you are selected for award. This should include detail on which portions of the contract will be performed by the Small Diverse Business. Include specific percentage commitments to be paid to Small Diverse Businesses based upon the total contract value. The more definitive the commitment and the greater the percentage commitment, the greater consideration that your company will receive for this best value selection factor If you are selected for award, you may be required to submit an engagement letter that further details how you propose to meet the requirements stated in the RFQ. Any questions on this RFQ may be sent to: Russ Ilgenfritz / / rilgenfrit@pa.gov Rev Page 3

4 Contractor Prior Experience Submittal Organization Name and Address Contact Information Project Title Project Start and End Dates Brief Description of the Project Rev Page 4

5 Attachment A Statement of Work (SOW) Video Visitation Scheduling Software PA Department of Corrections I. General Information: The P e n n s y l v a n i a Department of Corrections (PA DOC) is seeking a vendor to provide inmate video visitation scheduling services for the PA DOC Video Visitation System. T h e v e n d o r shall provide a web based scheduling application for the public; which shall include the creation of a secure website for approved inmate visitors to schedule virtual visits with an inmate within the PA DOC. Video visitation is an additional way of providing visitation to inmates. Inmates who visit with their loved ones regularly have less behavioral problems and report less depressive symptoms than those who do not have visits. By providing the flexibility of utilizing scheduling software to manage these visits, visitors will have more independence to schedule virtual visits and will also be able to visit from the SCI of their choice. At times, approved visitors are not able to travel long distances to visit incarcerated family members and/or friends and virtual visitation offers more opportunities for visits. II. Service Requirements: A. Scheduling System Administrations 1.1. The system shall allow assignment of DOC global administrator for the system configuration. DOC global administrator will also be able to make all changes to the system The system shall allow DOC global administrator to add, update and remove SCIs on the system for scheduling. This includes the contact information, such as SCI address, phone number, and video visitation account.

6 1.3. This will allow DOC global administrator users to add administrator for each SCI The system shall allow administrator for each SCI to configure the following: The number of video visitation capacity for each SCI The visiting hours, such as length of each visit (50 minutes), the time block for the visit, transition time between visits, visiting days and hours. B. User Registration and Scheduling Process a. The service shall allow public users to create/register for an account to schedule virtual visitation at any SCI with one or more inmates at another SCI facility. The creation of an account does not guarantee that the individual will be able to schedule video visitation with an inmate, as only approved visitors will be able to have video visitation For registration, the following information will need to be gathered from the users: First Name, Last Name, Suffix, and Date of Birth (DOB). The system will validate that the registrant is at least 18 years of age The system shall require users to accept terms and conditions. The system shall log acceptance of the terms and conditions. b. The service shall allow registered user to initiate video visitation request The system shall require the registered user to provide inmate number for the video visitation scheduling The system shall require the registered user to select location where the visitors will attend for the video visitation The system shall allow the registered user to add additional visitors that will be with the registered user during the video visitation. Only 3 visitors are permitted to be scheduled. The number of additional visitors shall be configurable and may be changed by DOC global administrator.

7 The service will leverage DOC Web Service to inquire if the registered user and any additional visitors are approved to visit the inmate. The system will initiate web service query to DOC Web Service and provides: User s last name User s first name User s suffix User s DOB Additional visitors last name, first name, suffix, and DOB DOC Web Service will provide yes/no response to vendor s system based on exact match for the visitor s information and the inmate number. The Web Service will provide a yes/no response for each visitor submitted to indicate whether or not they are on the inmate s approved visiting list and approved to visit. The DOC web service will also provide current location of the inmate the housing status of the inmate (Administrative/Disciplinary Custody or General Population), and whether or not the inmate has had a visit in the week (Monday-Sunday) and the number of visits the inmate has had for the week If temporary location is not an SCI, the visit cannot be scheduled. The web service will provide no response stating that the inmate is not available for visitation. c. If the web service response with yes for the visits, the system shall provide availability for video visitation hours based on availability at the visitor s chosen location and inmate s current location. The visit can only be scheduled no more than a week in advance. The (NOTE: Add language about as early as the next day, not for the same day) If the inmate is in Administrative or Disciplinary Custody, the system will only present weekdays for virtual visitation options for scheduling Once the timeslot is selected, the system shall provide confirmation to the user and provide notifications to DOC, both to resource account address provided for each SCIs visitor s selected SCI and inmate s current location, that there is a new scheduled video visitation.

8 d. The system shall send reminder to visitor 24 hours prior to the visit. e. The system shall allow DOC to view scheduled visits at any time. f. The system shall allow the following cancellation processes: Cancellation by visitor- The system must allow a visitor to cancel a visit through the system up to 24 hours prior to the scheduled visit. The system should then remove the visit from each SCI location s schedule Cancellation by the SCI at the inmate current location- The system must allow designated SCI staff to cancel a visit in the system. The system must then send one or more notifications to the registered visitor informing them of the cancellation. The system must remove the scheduled visit from the schedule at the SCI visiting site Cancellation by the SCI at visiting site -The system must allow designated SCI staff to cancel a visit in the system. The system must then send one or more notifications to the registered visitor informing them of the cancellation. The system must remove the scheduled visit from the schedule at the SCI where the inmate is located The system shall allow for designated staff to mark a scheduled visit as completed or that the visitor did not show for the scheduled visit and did not cancel the visit The system shall allow DOC global administrator to suspend registered user account.

9 III. Vendor Requirements The video visitation scheduling software shall be provided as Software as a Service model. Cloud Computing Essential Characteristics Requirements: 1. On Demand Self Service 1.1. Consumers should have the ability to provision their accounts without requiring human interaction with this service. 2. Ubiquitous network access 2.1. Capabilities are available over the network and accessed through standard mechanisms that promote use by various thin or thick client platforms (mobile phones, laptops, tablets, etc) Support bandwidth of at least 1GB/sec 2.3. Vendor shall have a minimum of two data center facilities at two different geographic locations in the continental US. 3. Rapid elasticity 3.1. Capabilities can be rapidly provisioned to quickly scale up and rapidly released to quickly scale down. Making the service available within near real time. 4. Measured Services 4.1. Vendor shall offer visibility into service usage via dashboards or similar electronic means. Service Management and Provisioning Requirements: 5. Service Provisioning 5.1. Supplier shall support secure provisioning, de-provisioning and administering, such as Secure Sockets Layer (SSL)/Transport Layer Security (TLS) or Secure Shell (SSH) in its service offerings Shall support the terms of service requirements of terminating the service at any time (on demand).

10 5.3. Provide a custom webpage and associated Uniform Resource Locator URL that describes the following: Service Level Agreements (SLAs) Help Desk and Technical Support Resources (Documentation, Articles/Tutorials, etc) 6. SLA Management 6.1. Shall provide a robust, fault tolerant SAAS infrastructure that allows for high availability of 99.95% Shall document and adhere to their SLAs to include: Total uptime hours / total hours within the month, displayed as a percentage of availability up to one tenth of a percent (99.95%) Within a month of a major outage occurrence resulting in greater than 1 hour of unscheduled downtime. The vendor shall describe the outage including description of root cause and fix Service provisioning and de-provisioning times (scale up and down) in near real time Shall provide helpdesk and technical support services to include system maintenance windows. 7. Operational Management 7.1. Supplier shall manage the network, storage, server and virtualization layer, to include performance of internal technology refresh cycles applicable to this SOW Supplier shall perform patch management 8. Disaster Recovery and Continuity of Operations 8.1. Supplier shall ensure the security of the services and data hosted at their facilities by providing DR and COOP Supplier shall perform backup, recovery and refresh operations on a periodic basis.

11 9. Data Management 9.1. Supplier shall manage data isolation in a multi-tenant environment 9.2. Shall transfer data back in house either on demand or in case of contract or termination for any reason Supplier shall manage data remanence throughout the data life cycle Supplier shall provide security mechanisms for handling data at rest and in transit. 10. Application Programming Interfaces Supplier shall provide support to all API s it develops/ provides. IV. Reporting Requirements: 1. Visitations 1.1. Administrators will be able to generate daily reports of all scheduled visits for that specific day by SCI All video visitations scheduled by a visitor All video visitations scheduled for an inmate All video visitations scheduled based on inmate location All video visitations scheduled based on visitor location. 2. Cancellation 1.1 All video visitation cancellations that are generated either from the institution and/ or visitor. V: Contractor Qualifications 1. Qualifications 1.1 The offeror shall have two years of experience in the delivery of a SaaS online scheduling services/solutions. 1.2 Offeror of a SaaS online scheduling services/solutions must currently be in production.

12 1.3 Offeror shall provide a list of customers currently using the solution in a production environment. 1.4 Offer shall provide service level reporting showing the system availability for its customers for the past year. 2. Policies, Procedures and Standards 2.1 Services shall be provided in accordance with the policies, procedures and standards of the Commonwealth. 2.2 The selected Offeror must maintain compliance with all applicable local, state and federal regulations and laws. The selected Offeror must adhere to all Commonwealth data confidentiality requirements as described in ITP-PRV001 Commonwealth of Pennsylvania Electronic Information Privacy Policy and ITP-PVR002 Electronic Information Privacy Policy. ITPs may be found at VI: Offeror Demonstration: 1.1 Offeror will be required to demonstrate the functional capabilities of the proposed solution prior to final award. The proposed software must be in production, installed and in use by one (1) or more customers of the Offeror. 1.2 The date and times of the demonstration will be determined by the PADOC and coordinated with the Offeror(s). VII: Term of Contract: 1.1 The term of the contract will commence on the Effective Date and will end three (3) years from execution of contract with two (2) optional one year extensions. The Issuing Office will fix the Effective Date after the contract has been fully executed by the selected Offeror and by the Commonwealth and all approvals required by Commonwealth contracting procedures have been obtained. The selected Offeror shall not start the performance of any work prior to the Effective Date of the contract and the Commonwealth shall not be liable to pay the selected Offeror for any service or work performed or expenses incurred before the Effective Date of the contract.

13 Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract Domestic Workforce Utilization Certification To the extent permitted by the laws and treaties of the United States, each proposal will be scored for its commitment to use the domestic workforce in the fulfillment of the contract. Maximum consideration will be given to those offerors who will perform the contracted direct labor exclusively within the geographical boundaries of the United States or within the geographical boundaries of a country that is a party to the World Trade Organization Government Procurement Agreement. Those who propose to perform a portion of the direct labor outside of the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement will receive a correspondingly smaller score for this criterion. In order to be eligible for any consideration for this criterion, offerors must complete and sign the following certification. This certification will be included as a contractual obligation when the contract is executed. Failure to complete and sign this certification will result in no consideration being given to the offeror for this criterion. I, [title] of [name of Contractor] a [place of incorporation] corporation or other legal entity, ( Contractor ) located at [address], having a Social Security or Federal Identification Number of [number], do hereby certify and represent to the Commonwealth of Pennsylvania ("Commonwealth") (Check one of the boxes below): All of the direct labor performed within the scope of services under the contract will be performed exclusively within the geographical boundaries of the United States or one of the following countries that is a party to the World Trade Organization Government Procurement Agreement: Aruba, Austria, Belgium, Bulgaria, Canada, Chinese Taipei, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hong Kong, Hungary, Iceland, Ireland, Israel, Italy, Japan, Korea, Latvia, Liechtenstein, Lithuania, Luxemburg, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Singapore, Slovak Republic, Slovenia, Spain, Sweden, Switzerland, and the United Kingdom OR [ ] percent [Contractor must specify the percentage] of the direct labor performed within the scope of services under the contract will be performed within the geographical boundaries of the United States or within the geographical boundaries of one of the countries listed above that is a party to the World Trade Organization Government Procurement Agreement. Please identify the direct labor performed under the contract that will be performed outside the United States and not within the geographical boundaries of a party to the World Trade Organization Government Procurement Agreement and identify the country where the direct labor will be performed: [Use additional sheets if necessary] The Department of General Services [or other purchasing agency] shall treat any misstatement as fraudulent concealment of the true facts punishable under Section 4904 of the Pennsylvania Crimes Code, Title 18, of Pa. Consolidated Statutes. Attest or Witness: Corporate or Legal Entity's Name Signature/Date Signature/Date Printed Name/Title Printed Name/Title Rev Page 1

14 Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract Trade Secret/Confidential Proprietary Information Notice Instructions: The Commonwealth may not assert on behalf of a third party an exception to the public release of materials that contain trade secrets or confidential proprietary information unless the materials are accompanied, at the time they are submitted, by this form or a document containing similar information. It is the responsibility of the party submitting this form to ensure that all statements and assertions made below are legally defensible and accurate. The Commonwealth will not provide a submitting party any advice with regard to trade secret law. Name of submitting party: Contact information for submitting party: Please provide a brief overview of the materials that you are submitting (e.g. bid, grant application, technical schematics): Please provide a brief explanation of why the materials are being submitted to the Commonwealth (e.g. response to bid #12345, application for grant XYZ being offered by the Department of Health, documents required to be submitted under law ABC) Rev Page 1

15 Please provide a list detailing which portions of the material being submitted you believe constitute a trade secret or confidential proprietary information, and please provide an explanation of why you think those materials constitute a trade secret or confidential proprietary information. Also, please mark the submitted material in such a way to allow a reviewer to easily distinguish between the parts referenced below. (You may attach additional pages if needed) Note: The following information will not be considered a trade secret or confidential proprietary information: Any information submitted as part of a vendor s cost bid Information submitted as part of a vendor s technical response that does not pertain to specific business practices or product specification Information submitted as part of a vendor s technical or small diverse business response that is otherwise publicly available or otherwise easily obtained Information detailing the name, quantity, and price paid for any product or service being purchased by the Commonwealth Page Number Description Explanation Rev Page 2

16 Acknowledgment The undersigned party hereby agrees that it has read and completed this form, and has marked the material being submitted in accordance with the instructions above. The undersigned party acknowledges that the Commonwealth is not liable for the use or disclosure of trade secret data or confidential proprietary information that has not been clearly marked as such, and which was not accompanied by a specific explanation included with this form. The undersigned agrees to defend any action seeking release of the materials it believes to be trade secret or confidential, and indemnify and hold harmless the Commonwealth, its agents and employees, from any judgments awarded against the Commonwealth in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives so long as the Commonwealth has possession of the submitted material, and will apply to all costs unless and until the undersigned provides a written statement or similar notice to the Commonwealth stating that it no longer wishes to exempt the submitted material from public disclosure. The undersigned acknowledges that the Commonwealth is required to keep all records for at least as long as specified in its published records retention schedule. The undersigned acknowledges that the Commonwealth reserves the right to reject the undersigned s claim of trade secret/confidential proprietary information if the Commonwealth determines that the undersigned has not met the burden of establishing that the information constitutes a trade secret or is confidential. The undersigned also acknowledges that if only a certain part of the submitted material is found to constitute a trade secret or is confidential, the remainder of the submitted material will become public; only the protected information will be removed and remain nonpublic. If being submitted electronically, the undersigned agrees that the mark below is a valid electronic signature. Signature Title Date Rev Page 3

17 Master Information Technology (IT) Services Invitation to Qualify (ITQ) Contract Trade Secrets, Confidential Information and Public Disclosure Proposal Contents a. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Contractors submissions in order to evaluate proposals submitted in response to a RFQ. Accordingly, except as provided herein, Contractors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Contractor who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsection c. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes. b. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office s option. The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a contract. Notwithstanding any Contractor copyright designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction. c. Public Disclosure. After the award of a contract pursuant to a RFQ, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know- Law, 65 P.S , et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S (b) for the information to be considered exempt under 65 P.S (b)(11) from public records requests (See Trade Secret/Confidential Proprietary Information Notice). Financial capability information submitted in response to a RFQ is exempt from public records disclosure under 65 P.S (b)(26). Rev Page 1