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The Oklahoma Office of Management and Enterprise Services, Central Purchasing, on behalf of the OMES Information Services desires to award a statewide contract for state and affiliate entities to utilize the electronic fingerprinting (Livescan) process available through the Oklahoma State Bureau of Investigation to conduct state and national criminal history record checks for selected applicants.

NOTE: On a Request for Proposal, no pricing shall be released at the time of opening. Should a public opening be requested the only information to be released will be a list of bidders without pricing. 

All questions regarding this solicitation must be posted to this page by 3 p.m. Central Time on Feb. 20, 2018. Questions received after that date may not be answered.

For more information about this solicitation, please go to the 0900000300 solicitation page.

Vendor Questions and Answers

If you are a vendor and wish to ask a question specific to this solicitation, simply login to this community of practice and follow the instructions below. If you are a vendor and do not currently have access to login to this community of practice, please submit an online access request form. In order to guarantee that your access is created prior to closing date for submitting questions for a solicitation, please request access at least 5 business days prior to the closing date for questions. The State of Oklahoma cannot be responsible for a vendor’s lack of access if the request is not made within this timeline.

All questions, including those submitted by e-mail to the contracting officer, must be posted to the wiki. We understand that your access to the wiki may have resulted in a delay in your ability to post questions in accordance with the deadline. However, after you obtain access, you must submit your questions on the wiki to ensure the state’s response is provided.

Adding a New Question

After navigating to the open IT solicitation page (To add a new question, simply choose the "Add Comment" link at the bottom of the appropriate solicitation page. After clicking the link, a text field will open. Type your question in the text field. When you've finished typing your question, select the "Post" button to post your question.

Replying/Posting a Follow-up Question

To ask a follow-up question to an existing question asked by you or another vendor, select the "Reply" link under the comment to which you want to ask your follow-up question. Type your follow-up question in the text box. When you have finished typing, please select the "Post" button.

If you have other questions, please contact the OMES Service Desk at (405) 521-2444 or servicedesk@omes.ok.gov.

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0900000300 0900000300 Delete
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  1. Feb 05, 2018

    Solicitation Sections Referenced:

    E.13. Bid Deliverables, C.8. Requirements, C.8.1.2., C.5. Service Credit for Transactions, C.6. Service Credit for Site Compliance, C.7. Documentation

    Requirement Statements:

    E.13.4. Section Four - Response to Specifications/Requirements: "Provide detailed response to specifications/requirements in this Solicitation."

    C.8.1.2.: "Bidders should provide a brief narrative describing your experience and ability to perform and comply with each of the following services requirements (Sections C.9 - C.14).

    Question:

    Based on the Solicitation requirements of E.13.4. and C.8., C.8.1.2., are bidders required to respond to C.5. Service Credit for Reject Transactions? C.6. Service Credit for Site Location Compliance? C.7. Documentation? If so, please clarify which volume bidders should include responses to each section.

    1. Feb 06, 2018

      All bidders will need to supply the documentation in C.7. as applicable.

      C.5. and C.6. should be acknowledged and understood by bidders.

      Section C.9.-C.14. should have a brief narrative describing the ability to perform and comply with each.

  2. Feb 06, 2018

    Solicitation Section Reference:

    A.1. Definitions, A.13.2.

    Requirement Statement:

    Supplier shall be required to deliver products as offered on or before the required date. Deviations, substitutions, or changes in the products shall not be made unless expressly authorized in writing by the State or Affiliate, as applicable.

    Question:

    What is the definition of "Affiliate"?

    1. Feb 06, 2018

      "Affiliate" means any governmental entity specified as a political subdivision of the State pursuant to the Governmental Tort Claims Act including any associated institution, instrumentality, board , commission, committee department or other entity designated to act on behalf of the political subdivision; a state county or local governmental entity in its state of origin; and entities authorized to utilize contract awarded by the State via a multistate or multi-governmental contract.

  3. Feb 06, 2018

    Solicitation Section Reference:

    C.2. Scope

    Requirement Statement:

    "OMES ISD estimates 140,000 criminal history records checks."

    Question:

    As volumes have historically been in the 70,000 per year range, please provide details regarding the additional 70,000 per year applicants needed to achieve the 140,000 per year estimate.

    1. Feb 09, 2018

      OSBI states they processed 141,291 civil transactions in FY17. Also, the number fluctuates annually based on the agencies requirement to perform re-background checks every few years.

  4. Feb 06, 2018

    Solicitation Section Reference:

    C.11.6

    Requirement Statement:

    "Provide card scanners to selected agencies, at no cost."

    Question:

    Is the vendor required to provide any Livescan workstations to agencies to meet the requirements of this Solicitation?

    1. Feb 06, 2018

      The vendor would be required to provide card scanners to agencies that request one. There are five (5) agencies currently have or would like to have one. A central solution will not suffice.

      1. Feb 07, 2018

        In lieu of card scan devices, can agencies be supplied with Livescan stations?

        1. Feb 07, 2018

          The vendor would be required to provide card scanners to agencies that request one. A central solution will not suffice.

  5. Feb 06, 2018

    Solicitation Section Reference:

    C.11.6

    Requirement Statement:

    "Provide card scanners to selected agencies, at no cost."

    Questions:

    How many card scanners are required to meet the requirements of this Solicitation? 

    Would a central card scan solution suffice where agencies may send cards to the vendor for processing?

    1. Feb 13, 2018

      The vendor would be required to provide card scanners to agencies that request one. There are five (5) agencies currently have or would like to have one. A central solution will not suffice.

  6. Feb 06, 2018

    Solicitation Section Reference:

    A.45. Ownership Rights

    Requirement Statement:

    "...the State shall be deemed the sole and exclusive owner of all right, title, and interest therein, including but not limited to all source data, information and materials furnished to the State together with all plans, system analysis, and design specifications and drawings, completed programs and documentation thereof..."

    Question:

    Given that this is a turnkey services contract, and not a software development contract, please confirm if Section A.45. Ownership Rights does not apply to the configurations or special features added for the State of Oklahoma under this contract.

    1. Feb 07, 2018

      These are standard terms in all of our solicitations. If the bidder wishes, they can outline their exceptions to these terms in their bid response.

  7. Feb 06, 2018

    Solicitation Section Reference:

    A.46. Source Code Escrow - Reference Title 62 O.S. 34.31

    Requirement Statement:

    "...escrowed source code..."

    Question:

    We use a multi-state platform for delivery. Please confirm that Section A.46. Source Code Escrow - Reference Title 62 O.S. 34.31 does not apply under this contract.

    1. Feb 07, 2018

      These are standard terms in all of our solicitations. Source Code Escrow is required statutorily. If the bidder wishes, they can outline their exceptions to these terms in their bid response.

  8. Feb 06, 2018

    Solicitation Section Reference:

    C.5.2.

    Requirement Statement:

    Service credit for rejection rates.

    Questions:

    Since each State AFIS settings and personnel determine rejection rates, does the State provide standards for rejection settings/policies/processes?

    Are these standards in line with the FBI or similar standardization?

    Please provide the State standards.

    1. Feb 14, 2018

      OSBI does not have a policy in place for fingerprint rejections. The factors related to rejection depends on the Quality Control criteria set in our AFIS. If a fingerprint submission fails to meet the QC requirements the system (AFIS) routes the submission to QC. At that time, a Fingerprint Specialist reviews the fingerprint quality and determines whether the fingerprint submission should be rejected for illegible fingerprints or maintained in the database. The review is based on several factors that include clarity of fingerprints and the ability to match the rolled to slap fingerprints to ensure the fingerprints are in the correct order among other things.

  9. Feb 06, 2018

    Solicitation Section Reference:

    C.6.4.

    Requirement Statement:

    "...a seven of 7 hours of service per operating day..."

    "...with no greater than three (2) business days between services."

    Questions:

    Please clarify if the requirement should read "a total of seven (7) hours of service per operating day."

    Does the State require two (2) or three (3) business days between services?

    1. Feb 06, 2018

      This should be three (3) days.

  10. Feb 06, 2018

    Solicitation Section Reference:

    C.9.6.

    Requirement Statement:

    "Suppliers can only store transactional data to be used for billing purposes. CHRI or PII data shall not be stored on Supplier's systems."

    Question:

    Please define PII in the context of this requirement as some PII must be stored for the purposes of pre-enrollment, to identify and verify Applicants being serviced, and as part of reports.

    1. Feb 06, 2018

      This should only say CHRI.

  11. Feb 06, 2018

    Solicitation Section Reference:

    C.13.1.

    Requirement Statement:

    "Establish and maintain process for Applicants to schedule an initial appointment and/or for processing Applicant questions regarding fingerprint services."

    Question:

    Is the vendor required to provide appointment scheduling for all Applicants?

    1. Feb 06, 2018

      Yes, the supplier is required to provide appointment scheduling for the applicants; however, this does not mean Oklahoma would be opposed to walk-ins either.

  12. Feb 07, 2018

    On the solicitation homepage, the State lists two documents - the "RFP" and a "Security Certification". Are suppliers required to complete and submit with our response the “Security Certification” spreadsheet that is posted in the portal?

    1. Feb 07, 2018

      Yes, bidders need to return their Security Certification with their response. The Security Certification goes through an evaluation of its own and to keep the procurement process moving we need this documentation back with the bids.

      1. Feb 08, 2018

        Please see follow-up questions pertaining to this response:

        1. Can suppliers request this document be classified as proprietary and not made publicly available?

        2. Can you please confirm that there are no tabs missing between tab 23 and tab 28 on the spreadsheet?

        3. Is the State seeking an explanation/comment for each line item or only as deemed necessary by the supplier?

        1. Feb 13, 2018

          1) The bidder can request the security form be classified; however, our legal team may bring this up during negotiations.

          2) There are no tabs missing between SCA23 and SCA28.

          3) The State is seeking an explanation/comment for line items if the bidder believes explanation/comment is necessary. If clarification is needed, then OMES-CP will reach out.

  13. Feb 08, 2018

    Questions – Vendor pricing is very dependent on the volume of fingerprints to be captured annually. As such,

    1. -          What was the volume of OSBI transactions in FY17 that were submitted by private vendors as opposed to directly from law enforcement or state agencies? 
    2. -          Please provide a breakdown of all FY17 transaction volumes by Oklahoma Agency.
    3. -          Are there plans for any agencies not currently utilizing a private vendor to utilize OMES’ vendor once this contract is in place?
    4. -          Will the vendor be permitted to fingerprint Handgun License applicants, who are currently statutorily required to be fingerprinted by law enforcement?  What was the volume of Handgun fingerprint transmission in FY17?
    1. Feb 09, 2018

      1) Please reference the attached spreadsheet.

      2) Please reference the attached spreadsheet.

      3) This is a voluntary contract; therefore, it is impossible to say.

      4) It varies from year to year

      The bidder should understand this contract will also include services for affiliate groups that could increase the number of transactions; however, the State does not have insight into that data at this time.

  14. Feb 08, 2018

    SECTION

    A.11 Award of Contract and C.2 Scope

    Will the agencies currently contracted with Morphotrust (i.e. Board of Nursing, Department of Health) be required to abide by the terms of their existing contracts for the duration of the agreement? Or will the terms of the OMES contract take effect, negating the terms of these single contracts between agencies and Morphotrust?

    1. Feb 08, 2018

      Agencies will abide by the current terms and conditions of their contract for the duration of the agreement.

  15. Feb 08, 2018

    Solicitation Section Reference:

    E.13.5. Section Five - EITA Compliance

    Requirement Statement:

    "Please complete the VPAT & Accessibility - OMES Form that is applicable. Attached for reference is the VPAT Instructions Template."

    Question:

    Please provide the VPAT Instructions Template referenced.

    1. Feb 08, 2018

      The VPAT form will be added to the solicitation page momentarily.

  16. Feb 09, 2018

    SECTION

    A.11 Award of Contract

    Can the State please provide more details on how suppliers should anticipate the ability to operate and provide services in a scenario in which more than one supplier is selected?

    1. Feb 09, 2018

      Traditionally, if more than one bidder is selected for award, then both contracts are publicly posted for our state agencies to utilize as they see fit for their organizations.

  17. Feb 09, 2018

    SECTION

    A.11 Award of Contract

    Will this award be based on lowest and best bid only or “best value criteria”? If the latter, what criteria will qualify a bid as “best value”?

    1. Feb 09, 2018

      The award will be based on Best Value per section D.1.1. of the solicitation.

      Section D.Selectionion Criteria: VPAT, Section C responses, Exceptions taken, and Pricing

  18. Feb 09, 2018

    SECTION

    A.27 Background Checks and Verifications

    Can the State please provide more details as to what type of background checks the State would require and on what schedule? Would providing copies of previously completed background checks on employees satisfy this requirement?

    1. Feb 16, 2018

      An existing background check may or may not suffice because the background check required in connection with an agency or affiliate's particular use of the contract will be within the discretion of the procuring entity, dependent on its business needs and legal requirements.

  19. Feb 08, 2018

    SECTION

    A.30 Electronic and Information Technology Accessibility

    Will the state honor requests to refrain from making suppliers’ VPATs available to the public?

    1. Feb 08, 2018

      You may mark the information as confidential; however, when negotiation proceeds with a bidder our legal may request the watermark removed.

  20. Feb 08, 2018

    SECTION

    C.6.2 – C.6.7 Rural and Urban Counties

    Can the State please provide suppliers a breakdown of counties classified as either “urban” or “rural”?

    1. Feb 09, 2018

      Urban: Applicants residing in Counties identified as Metropolitan or Micropolitan Statistical Areas, as established by the US Bureau of the Census, shall have a radius of no greater than thirty (30) miles from the residing county seat to the fingerprint location.

      Rural: Applicants residing in Counties identified as non-Metropolitan or non-Micropolitan Statistical Areas, as established by the US Bureau of the Census, should have a radius of no greater than fifty (50) miles from the residing county seat to the fingerprint location.

      State-based Metropolitan and Micropolitan Statistical Areas Maps: https://www.census.gov/geo/maps-data/maps/statecbsa.html

      US Department of Commerce Economics and Statistics Administration US Census Bureau Oklahoma State Map: https://www2.census.gov/geo/maps/metroarea/stcbsa_pg/Feb2013/cbsa2013_OK.pdf

  21. Feb 08, 2018

    SECTION

    C.9.4 and C.9.6 Resubmissions and Store and Forward

    The State mentions that suppliers should have the capacity to resubmit prints. However, the State also stipulates that systems should not store CJIS/CHRI data or PII data. Can the State please provide more details regarding the parameters of the store and forward system? Specifically, is it acceptable to store PII during the initial applicant registration and scheduling process, through collection of fingerprints and during confirmation, when the submission is defined as received and processed?

    1. Feb 16, 2018

      Store and Forward-A system capable of electronically receiving and processing fingerprint cards at the state and then sending the fingerprints electronically to AFIS and to the Federal Bureau of Investigation. Transaction data can be stored in order to resubmit the second transaction using the same transaction number; however, the PII for that transaction can't be stored and would have to be reentered when the person returns for reprinting.

  22. Feb 09, 2018

    SECTION

    C.11.7 AFAPS

    Can the State please identify what the acronym AFAPS stands for and how use of this equipment would factor into a supplier’s services?

    1. Feb 16, 2018

      AFAPS is an acronym for Automated Fingerprint Applicant Processing System

  23. Feb 09, 2018

    SECTION

    D.5.1 Bullet #1 Responding Bidder Information Sheet

    What number is the State referring to in the field titled “Supplier ID”?

    1. Feb 09, 2018

      The "Supplier ID" number is referencing the bidders' registration number with the state of Oklahoma. If the bidder does not have a supplier ID number, then this section can be left blank. If the bidder is selected for award, then they will have to register with the state of Oklahoma's Supplier Registration team before agencies can utilize the contract. The Vendor Payee Form will need to be filled out and submitted, in this case.

  24. Feb 09, 2018

    SECTION

    D.5.1 Bullet #2 Certification for Competitive Bid and Contract

    What number is the State referring to in the field titled “Agency Number”?

    1. Feb 09, 2018

      The agency number is 090.

  25. Feb 09, 2018

    On-Line Vendor Registration: Step VII - Banking Information

    Do respondents to this solicitation need to provide company information in all nine modules listed in on the Vendor Registration dashboard homepage, including banking information?

    1. Feb 09, 2018

      Bidders will need to complete the information on the Vendor Registration page if they are awarded. The bidder's banking information will need to be complete for processing payment.

  26. Feb 12, 2018

    Solicitation Section Reference:

    C.9.12.

    Requirement Statement:

    "Supplier will provide the fingerprint rejection rates for the last completed fiscal year for which data is available for each state in which they have current operations. Supplier will include rejection rate validation from each State Bureau of Investigation or equivalent."

    Question:

    What type of validation does the State desire from each State Bureau of Investigation or equivalent regarding the vendor's rejection rate?

    1. Feb 13, 2018

      Reports provided by OSBI or an equivalent would be considered validated.

  27. Feb 14, 2018

    SECTIONS:

    C.3.1. Identity Verification Program Guide from the National Crime Prevention and Privacy Compact Council: https://www.fbi.gov/file-repository/identity-verification-program-guide-booklet.pdf/view

    C.3.2 Recording Legible Fingerprints guidelines from the FBI: https://www.fbi.gov/services/cjis/fingerprints-and-other-biometrics/recording-legible-fingerprints

    QUESTION:

    Does the State require vendors to address these two points in the solicitation? Are vendors only required to acknowledge we have reviewed these sites/documents?

    1. Feb 15, 2018

      Bidders are required to acknowledge they have reviewed and understood the documents.

  28. Feb 15, 2018

    SECTION
    C.7.3. "Documentation outlines how detailed documents of services that are provided to entities on an on-going basis to include services by location and how information on the account can be obtained"

    Can you please elaborate on what the State is seeking? What type of services and what information regarding the account?

    1. Feb 15, 2018

      This pertains to documents the vendor would provide for the state to see what services were used and at what locations; this includes how information is delivered. For example, if there is a web portal where the state can view this information.