1. Caption Page of Pages SOLICITATION, OFFER, AND AWARD DOC Offender Management System 1 93 2. Contract Number 3. Solicitation Number 4. Type of Solicitation 5. Date Issued 6. Type of Market Sealed Bid (IFB) Open Sealed Proposals (RFP) 11/07/17 Set Aside Doc350609 Sole Source Open Market with Set-Aside Emergency CBE Designated Category 7. Issued By 8. Address Offer to: Office of Contracting and Procurement Office of Contracting and Procurement 441 - 4th Street, N.W., Suite 700 South 441 - 4th Street, N.W., Suite 700 South Washington, D.C. 20001 Washington, D.C. 20001 NOTE: In sealed bid solicitations “offer” or “offeror” means “bid or “bidder” SOLICITATION 9. Sealed offers in original and __1__ copies for furnishing the supplies or services in the Schedule will via electronic format via the on-line solicitation software __2:00 p.m. local time December 7, 2017 _ (Hour) (Date) CAUTION: Late submission, Modifications and Withdrawals: See 27 DCMR chapters 15 & 16 as applicable. All offers are subject to all terms & conditions contained in solicitation. 10. For Information A. Name B. Telephone C. E-mail Address Contact (Area Code) (Number) (Ext) Nicole Smith-McDermott 202 724.4587 [email protected] 11. Table of Contents (X) Section Description Page (X) Section Description Page No. No. PART I – THE SCHEDULE PART II – CONTRACT CLAUSES X A Solicitation/Contract Form 1 X I Contract Clauses 66 X B Supplies or Services and Price/Cost 2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS X C Specifications/Work Statement 5 X J List of Attachments 76 X D Packaging and Marking 46 PART IV – REPRESENTATIONS AND INSTRUCTIONS X E Inspection and Acceptance 46 Representations, certification and other 77 X F Deliveries or Performance 47 X K statements of offerors X G Contract Administration Data 51 X L Instructions, conditions & notices to Offerors 78 X H Special Contract Requirements 58 X M Evaluation factors for award 88
12. In conjunction with the above, the undersigned agrees, if this offer is accepted within ______120______calendar days from the receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified herein. 10 Calendar days % 20 Calendar days 30 Calendar days % ____ Calendar days % 13. Discount for Prompt Payment % Amendment Date Amendment Date 14. Acknowledgement of Amendments (The offeror Number Number acknowledges receipt of amendments to the SOLICITATION):
15A. 16. Name and Title of Person Authorized to Sign Offer/Contract Name and Address of Offeror
15B. Telephone 15 C. Check if remittance address 17. Signature 18. Date (Area Code) (Number) (Ext) is different from above – Refer to section G AWARD (TO BE COMPLETED BY GOVERNMENT) 19. Accepted as to Items Numbered 20. Amount 21. Accounting and Appropriation
2. Name of contracting Officer (Type or Print) 23. Signature of Contracting Officer (district of Columbia) 24. Award Date
Government of the District of Columbia Office of Contracting & Procurement SECTION B: CONTRACT TYPE, SUPPLIES OR SERVICES AND PRICE/COST
B.1 The District of Columbia’s Office of Contracting and Procurement (OCP), on behalf of the Department of Corrections (DOC), (the District), is seeking a Contractor to develop, install, and implement an Offender Management System (OMS) which shall replace the current jail management system. Since the Offender Management System is the District’s official system of record for DC inmates, inmate data and custody information stored by the OMS system shall be migrated to the new system as-is, i.e., without migration errors.
B.2 The District contemplates the award of a firm fixed price contract.
B.3 PRICE SCHEDULE
B.3.1 BASE PERIOD (Date of award 1 year thereafter)
Contract Line Total Price Item No. Item Description (CLIN) 0001 Design, installation and implementation of OMS $______(Sections C.5.38.8 and C.5.40) 0002 Hands-on User Training Delivery $______(Sections C.5.38 through C.5.39.9) 0003 OMS Maintenance and Support $______(Section C.5.41) Grand Total for B.3.1 $______
B.3.2 OPTION PERIOD ONE (1)
Contract Line Total Price Item No. Item Description (CLIN) 1001 Design, installation and implementation of OMS (Sections C.5.38.8 and C.5.40) 1002 Hands-on User Training Delivery $______(C.5.39.10) 1003 OMS Maintenance and Support $______(Section C.5.41) Grand Total for B.3.2 $______
2
B.3.3 OPTION PERIOD TWO (2)
Contract Line Total Price Item No. Item Description (CLIN) 2001 Design, installation and implementation of OMS (Sections C.5.38.8 and C.5.40) 2002 Hands-on User Training Delivery (Sections C.5.38 through C.5.39.9) 2003 OMS Maintenance and Support $______(Section C.5.41 ) Grand Total for B.3.3 $______
B.3.4 OPTION PERIOD THREE (3)
Contract Line Total Price Item No. Item Description (CLIN) 3001 Design, installation and implementation of OMS (Sections C.5.38.8 and C.5.40) 3002 Hands-on User Training Delivery (C.5.39.10) 3003 OMS Maintenance and Support $______(Section C.5.41) Grand Total for B.3.4 $______
B.3.5 OPTION PERIOD FOUR (4)
Contract Line Total Price Item No. Item Description (CLIN) 4001 Design, installation and implementation of OMS (Sections C.5.38.8 and C.5.40) 4002 Hands-on User Training Delivery (C.5.39.10) 4003 OMS Maintenance and Support $______(Section C.5.41) Grand Total for B.3.5 $______
B.3.6 PRICE SUMMARY FOR FIVE (5) YEAR CONTRACT TERM
Please insert the Total price from Tables B.3.1, B.3.2, B.3.3, B.3.4 and B.3.5 in the designated fields.” below.
Contract Period Total
Base Period $______
3 Option Year 1 $______
Option Year 2 $______
Option Year 3 $______Option Year 4 $______
Five-Year Contract Total $______
B.4 An offeror responding to this solicitation which is required to subcontract shall be required to submit with its proposal, any subcontracting plan required by law. Proposals responding to this RFP shall be rejected if the offeror fails to submit a subcontracting plan that is required by law for contracts in excess of $250,000, at least 35% of the dollar volume of the contract shall be subcontracted in accordance with section H.9.
A Subcontracting Plan form is available at http://ocp.dc.gov, click on “Required Solicitation Documents”.
4 SECTION C: SPECIFICATIONS/WORK STATEMENT
C.1 SCOPE:
The District of Columbia’s Office of Contracting and Procurement (OCP), on behalf of the Department of Corrections (DOC), (the District), is seeking a Contractor to develop, install, enhance, and implement an Offender Management System (OMS) which shall replace its current jail management system. Since the Offender Management System is the District’s official system of record for DC inmates, inmate data and custody information shall be migrated to the new system as-is, i.e., without migration errors.
C.2 APPLICABLE DOCUMENTS
The following program statements and industry standards shall be the foundation in the development of the OMS. They are available on DC DOC’s website: http://doc.dc.gov/page/doc-program-statements
Or in DOC’s Sharepoint site: http://hqsp/sites/oms/SitePages/Home.aspx
Item Document Title No. Type American Correctional Association (ACA) 1 Industry Standards http://www.aca.org/standards/healthcare/Standards.asp As-is document in DOC’s SharePoint 2 Current business process http://hqsp/sites/oms/SitePages/Home.aspx User ID and passwords will be provided upon request JACCS User Manual 3 JACCS User Manual http://hqsp/sites/oms/SitePages/Home.aspx User ID and passwords will be provided upon request 4 DOC Program Statement 4020.1F Inmate Orientation 5 DOC Program Statement 4020.1C A-Inmate Handbook-English 6 DOC Program Statement 4020.1C A-Inmate Handbook-Spanish 7 DOC Program Statement 4020.2 Admissions Process 8 DOC Program Statement 4020.3E Gender Classification and Housing 9 DOC Program Statement 4020.4 Inmate Voting Process 4022.1C Community Correctional Center Disciplinary 10 DOC Program Statement Procedures 11 DOC Program Statement 4030.1I Inmate Grievance Procedures (IGP) 12 DOC Program Statement 4050.1F Inmate Property 13 DOC Program Statement 4060.2E Inmate Record 14 DOC Program Statement 4070.1E Inmate Telephone Access 15 DOC Program Statement 4070.4F Inmate Correspondence and Incoming Publications 16 DOC Program Statement 4080.2B Video Visitation Center/Special Visits 17 DOC Program Statement 4090.3H Classification (Program Review) 18 DOC Program Statement 4090.4A Custody Classification System 19 DOC Program Statement 4110.7E Educational Services
5 20 DOC Program Statement 4151.1E Inmate Recreation Program 21 DOC Program Statement 4157.1E Canteen Operations 22 DOC Program Statement 4160.3I Access to Legal Counsel (Attorney Visits) 23 DOC Program Statement 4160.4E Library Services 24 DOC Program Statement 4160.6D Inmate Marriages 25 DOC Program Statement 4210.2H Inmate Institutional Work Program 26 DOC Program Statement 4210.3C Processing Inmate Personal Funds 27 DOC Program Statement 4210.4A Inmate Welfare Fund 28 DOC Program Statement 4220.1G Inmate Release Gratuity 29 DOC Program Statement 4340.2A Education Good Time Credits 30 DOC Program Statement 4341.1 Good Time Credits 31 DOC Program Statement 4350.1E Sex Offender Registration 32 DOC Program Statement 4352.1B Inmate/Offender Deaths 33 DOC Program Statement 4353.1C Admission, Transfer and Releases 34 DOC Program Statement 4353.3B Separation Cases 35 DOC Program Statement 4356.1C Interstate Agreements on Detainers (IAD) 36 DOC Program Statement 4356.2B Immigration Status/Immigration Detainer Process 37 DOC Program Statement 4410.1F Religious Programs 38 DOC Program Statement 4910.1G Escorted Trips 39 DOC Program Statement 4923.5D Re-Entry Program and Services 40 DOC Program Statement 5000: Security Management DOC Program Statement 5009.2B Searches of Inmates, Inmate Housing Units, Work and 41 Program Areas 42 DOC Program Statement 5010.1B Security Inspections 43 DOC Program Statement 5010.2E Accountability for Inmates 44 DOC Program Statement 5010.3D Contraband Control 45 DOC Program Statement 5010.4F Post Orders 46 DOC Program Statement 5010.5D Armory Operations 47 DOC Program Statement 5010.8D Staffing and Manpower Utilization 48 DOC Program Statement 5010.9D Use of Force and Application of Restraints 49 DOC Program Statement 5011.1C Possession and use of Firearms 50 DOC Program Statement 5011.2A Issuance and use of Body Armor 51 DOC Program Statement 5020.1B Entrance & Exit 52 DOC Program Statement 5022.1D Tool Control 53 DOC Program Statement 5030.5A Canine Unit 54 DOC Program Statement 5031.1B CDF Emergency Plan 55 DOC Program Statement 5110.6D Perimeter Security - Tower Post Regulations 56 DOC Program Statement 5160.1C Emergency Response Team DOC Program Statement 5300.1F Inmate Disciplinary and Administrative Housing 57 Hearing Procedures DOC Program Statement 5300.2 Juvenile Disciplinary and Administrative Housing 58 Hearing Procedures 59 DOC Program Statement 5320.1C Key Control 60 DOC Program Statement 5500.1 Segregation of Inmates 61 DOC Program Statement 6000: Medical Management 62 DOC Program Statement 6000.1H Medical Management 63 DOC Program Statement 6050.1D Tuberculosis Control Program 6 64 DOC Program Statement 6050.2F Drug Testing of Inmates DOC Program Statement 6050.3A Residential Substance Abuse Treatment Program 65 (RSAT) 66 DOC Program Statement 6060.1D Smoke/Tobacco Free Environment 67 DOC Program Statement 6080.2F Suicide Prevention and Intervention 68 DOC Program Statement 7000: Facilities Management 69 DOC Program Statement 7500.2C Facilities Management 70 DOC Program Statement 8000: Community Service Management 71 DOC Program Statement 8010.1A Work Release Program 72 DOC Program Statement 4020.2 Admissions Process 73 DOC Program Statement 4020.3E Gender Classification and Housing DOC Program Statement 4022.1C Community Correctional Center Disciplinary 74 Procedures
C.3 DEFINITIONS
These terms when used in this RFP have the following meanings:
1 “ACA” shall mean the American Correctional Association.
2 “Administrative Encounters” shall mean Clinical staff may engage in activities which result in clinical services being provided to a patient with no clinician/patient interaction. Examples might be chart reviews, medication reorders or standard pre-ordered lab tests. These types of services should be classified as “administrative encounters” or “chart encounters”, and are entered into a patient’s medical record.
3 “AFIS” shall mean the Automated Fingerprint Information System which is the national system used by police departments and United States federal agencies.
4 “AMA” shall mean the American Medical Association.
5 “Application Programming Interface (API)” shall mean a set of commands, functions, and protocols which programmers can use when building OMS for a specific operating system. The API allows programmers to use predefined functions to interact with the operating system, instead of writing them from scratch. (Source TechTerms)
6 "Business Day” shall mean any day on which offices of the government of the District of Columbia is open for business, for the purpose of this RFP.
7 “CA” shall mean the Contract Administrator.
8 “CCA” shall mean the Corrections Corporation of America and the company name has changed to CoreCivic
9 “CCB” shall mean the Central Cell Block lockup location operated by DOC . This location houses arrestees prior to arraignment.
7 10 “CDF” shall mean the Central Detention Facility. The CDF houses only male inmates and is the District’s only facility designed to house maximum security inmates. A medical services area exists within the CDF where clinics and medical services are provided to inmates housed at the CDF. DOC’s IT department and Data Center is also housed in the CDF.
11 “ COBALT” is the Records management system used by Metropolitan Police Department. All data on arrestees are entered into this system and is the system of record for all arrestees in the District.
12 “Commissary” shall mean the fulfillment of inmates’ requests for snacks and personal items authorized to be purchased by DOC.
13 “Comprehensive Health Care Services” shall mean a system of medically necessary health services that includes, but is not limited to; preventative and therapeutic services that provide for the physical and mental well-being of a population. Health care services required by inmates is delivered both inside and outside CDF and CTF, including primary and specialty physician and other health professional services, hospital services (inpatient and outpatient), nursing, and pharmaceutical dispensing, laboratory and diagnostics, and other ancillary services.
14 “Computation Certificate” is a Crystal report extracted from JACCS that documents the charge, sentence, jail credit, good time credit data that were used to determine the projected release date of a sentenced misdemeanant. This document is produced and signed by an examiner and certified and signed by a supervisor.
15 “COTS” shall mean Commercial off the Shelf good available in the commercial marketplace (source Federal Acquisition Regulation)
16 “CPM” shall mean Critical Path Method of project management
17 “CTF” shall mean the Correctional Treatment Facility located adjacent to the CDF. The CTF houses adult men, women and juveniles charged as adults (Title XVI Youth) and is a medium/minmum security facility located adjacent to the CDF. An infirmary exists at the CTF where inmate health and behavioral health services are provided to inmates housed at the CTF. Medical and behavioral health services at the CDF and CTF are provide by the same contractor. DOC owns all health services information systems and data related to its inmates. DOC’s health services information systems are HIPAA compliant.
18 “DCDC number” is the unique ID number assigned to inmate when initially booked and remained to be the identifier of the inmate while he/she is in or out of custody.
19 “DCDC-1” shall mean the form that is completed by staff members to document an incident or extraordinary occurrence
20 “DCNet” shall mean the enterprise-wide area network used by the District of Columbia to transmit voice and data to and from District’s data center operated by OCTO and the network to and from the data center to the DOC networks in the CDF, CTF, CCB and DOC headquarters. 8
21 “DCSC” shall mean DC Superior Court.
22 “DBH” shall mean Department of Behavioral Health.
23 “DOC” shall mean DC Department of Corrections.
24 “Document management” shall mean the capabilities of uploading, storing, displaying, retrieving and outputting document images.
25 “DOH” shall mean Department of Health.
26 “eAgent “ is a secure, web-based system that enables sharing of designation data and transfer of e-documents between Courts, USMS and BOP to eliminate paper based time and redundancy and allow approved users web access to monitor and track throughout process.
27 “ECM” shall mean Enterprise Content Management. This is the content scanning, storage and retrieval product.
28 “e-Designate” is a secure, third-party; web-based system that allows law enforcement partners to electronically transmit documents to the FBOP after a defendant is sentenced to custody.
29 “Face Sheet #1--Electronic” is a Crystal Report which extracts inmate social and demographic data along with charges, detainers, sentences, etc.
30 “FBOP” shall mean the Federal Bureau of Prisons.
31 “EMR” shall mean Electronic Medical Record.
32 “FTE” shall mean Full Time Equivalent personnel, stated in terms of individuals working a regularly scheduled 40-hour week, or 2,080 hours worked per annum.
33 “GTL” shall mean Global Tel*Link (current JACCS provider for the District)
34 “IMS” shall mean Incident Management System.
35 “HWH” shall mean Halfway House.
36 “IRC” shall mean the Inmate Reception Center which is the intake facility where all inmates, male and female, are processed prior to being housed in the CDF and CTF. Inmates are released from the IRC as well.
37 “Intelligent Character Recognition” (ICR) shall mean a handwriting recognition system that allows fonts and different styles of handwriting to be learned by a computer during processing to improve accuracy and recognition levels. (Source Wikipedia).
9 38 “JACCS” shall mean the Jails and Community Corrections System which is DOC’s current Offender Management System.
39 “LDAP” shall mean Lightweight Directory Access Protocol which is an open, contractor-neutral, industry standard application protocol for accessing and maintaining distributed directory information services over an Internet Protocol (IP) network (source Wikipedia)
40 “myJUSTIS” is a web-based application developed, administered and maintained by the District of Columbia Criminal Justice Coordinating Council (CJCC). This system allows registered users from authorized public safety, criminal justice and homeland security agencies to view criminal justice-related information from multiple sources at the same time.
41 “OCTO” shall mean the District of Columbia’s Office of the Chief Technology Officer. This is the central IT department for the District.
42 “OMS” shall mean the new Offender Management System to be supplied by the Contractor as the result of this solicitation.
43 “Open Database Connectivity” (ODBC) shall mean a standard programming language middleware API for accessing database management systems (DBMS). (source Wikipedia)
44 “Optical Character Recognition” (OCR) shall mean a technology that mechanically or electronically convert scanned or photographed images of typewritten or printed text into machine-encoded/computer-readable text. (source Wikipedia)
45 “PDID number” shall mean the Metropolitan Police Department ID number that is assigned when an individual is arrested.
46 “R&D” shall mean the Receiving and Discharge function for inmates committed to and releases from the DOC facility.
47 “TMS” shall mean DOC’s Transaction Management System designed to manage the workflow of the Inmate Records Office. It is a Lotus Notes application.
48 “USMS” shall mean United States Marshal Services.
C.4 BACKGROUND
C.4.1 The Department of Corrections (DOC), is primarily responsible for managing the detention of male, female and juvenile pre-trial detainees and sentenced misdemeanants. In addition, parole violators awaiting a final revocation hearing, intermittent short-term sentenced felons, and long- term sentenced felons awaiting transfer to the Federal Bureau of Prisons (FBOP) are confined by the department.
10 C.4.2 The purpose of this procurement is to upgrade the D.C. Department of Corrections (DOC) jail management OMS, update/revise OMS interfaces, develop/rewrite existing operational and management reports, install new OMS, conduct training, and provide go-live support.
C.4.3 This OMS installation shall be “turn-key” from analysis, design, development through implementation and go-live support.
C.4.4 The current OMS system is known as “JACCS” which was implemented in 2000. This system is outdated and shall be bought up to date. The capabilities of the current OMS shall be expanded to meet the needs of DOC. The District seeks to acquire new technologies deployed in other jurisdictions to increase the efficiencies of jail management.
C.4.5 The scope of OMS shall cover data on arrestees in the Central Cell Block (CCB), inmates in the Central Detention Facilities (CDF), inmates in the Central Treatment Facility (CTF), and inmates in the community correctional program. The CCB is located at 300 Indiana Avenue, NW Washington, DC 20001. The CDF is located at 1901 D Street, SE, Washington DC 20003. The CTF is located at 1901 E Street, SE, Washington DC 20003. Community Corrections is located at 2000 14th Street, NW, Washington DC 20009.
C.4.6 Interfaces with the current jail management system JACCS are as follows:
a) Electronic Medical Records (EMR): The current EMR is a system called Centricity. This EMR is licensed by the District and the interface shall be developed between the OMS and Centricity. b) Video Visitation--The current video visitation is called Renovo. An interface is required between the Contractor’s system and the OMS. c) Inmate Telephones: The current inmate telephone is provided by Global Tel Link (GTL) at the CDF and SecureUs at the CTF. Interfaces between the OMS and these systems will be required. d) Inmate Finance: The current electronic payment is provided by Western Union in conjuction with JACCS. If the Contractor proposes a different electronic payment under the enhanced services, the interface would be between the Contractor’s system and the OMS. e) Commissary or Canteen: The current commissary system is provided by Keefe. f) Victim Information and Notification: All inmate custody and releases shall be published to the public through the Victim Information and Notification Everyday (VINE) system contracted by DOC. g) Inmate Lookup: Currently, there is an in-house inmate lookup portal to the OMS h) COLBERT: COLBERT is an information management system that contains data of an arrestee made by MPD. This data is used by DOC to book arrestees into the Central Cell Block. i) IRIS Scan: Currently, inmates are identified by iris scan upon entering and exiting the Inmate Reception Center (IRC) of the CDF. j) Fingerprint: Inmates are fingerprinted and identified through the MORPHOTRACK system which communicates with the FBI finger print database. k) Pharmacy Information System: DC Department of Corrections use CIPS to maintain and track pharmaceutical dissepiment in the CTF and CDF.
11 The above interfaces are essential for the identification, booking, housing, health, security, visitation, financial transfers, and family contacts of the inmates. Some of the interfaces shall be replaced or modified due to the upgrade or replacement of OMS.
C.4.7 DOC’s OMS is mission critical since it contains the official record of District inmates both historically and current inmates in custody. All historical records of inmates from the prior jail management system, JACCS, shall be transferred to the new OMS and be made available to DOC.
C.4.8 The District seeks to improve the accuracy of capturing arrestee and inmate data. This solicitation intends to procure new technologies and equipment to improve data accuracy and operational efficiency. It will eliminate any errors in record keeping and length of inmate detention.
C.4.9 The goal is to upgrade the current OMS and procure technology advances to improve the operational efficiencies of DC Department of Corrections (DOC). The Offender Management System (OMS) maintain all census, demographic, operational, legal, and custodial information of arrestees at the DC’s Central Cell Block where initial booking occurs, inmates in custody at the Central Detention Facility (CDF), inmates in custody at the Central Treatment Facility (CTF) and inmates housed in community correctional facilities.
C.4.10 As the official system of inmate records, OMS shall interface with numerous District-operated systems as well as other contractor-supplied systems. These interfaces ensure that inmate information is accurately transmitted from the DC Superior Court and US District Court, the Metropolitan Police Department, the DC Office of Criminal Justices Services, and other criminal justice agencies. Interfaces are also needed to release data for the public including the Victims Information Notification Exchange (VINE), and online inmate lookup. There shall be real time exchange with the inmate telephone system, electronic funds transfer (e.g. Western Union), pay-by-web, pay-by-kiosks and video visitation where inmates’ families can be connected to the inmate. There are batched data exchange between the Offender Management System and the commissary provider, electronic medical system (Centricity), Enterprise Outlook email system, myJUSTIS (DC Superior Court data), COLBERT (police data) and other DC-provided systems so that critical information is being exchanged to support inmate operations. These interfaces and data exchange shall be operational at the time of initial system conversion and installation.
C.4.11 The new OMS system shall also support DC Department of Corrections’ expanding reporting and analytical functions. It shall support various mission critical functions such as inmate headcount, intake, housing, properties, finances, programs, case management, incidents, grievances, hearings, transfers, billing, visitation, transportation, sentence calculation, release clearance processing prior to scheduled releases, releases, and community correction. It is used to track various functions such as inmate mail, telephone, and commissary requests. The system shall also provide census and statistics of inmates. The reporting function also shall support the management of operation by creating productivity reports, defining and managing multiple workflows.
12 C.5 REQUIREMENTS
C.5.1 It is the District’s preference that Contractor’s OMS is a Commercial Off-the-shelf (COTS) product so that minimal customization would be required.
C.5.1.1 The OMS installation shall be a “turn-key” solution from analysis, design, development, hardware and network installation through implementation, testing, training and go-live support. All materials provided shall be new from the OEM (Original Equipment Manufacturer) including but not limited to equipments, hardware, software, fiber/cabling and infrastructure accompanied with packing slips and applicable warranty and test certificate(s). Contractor shall return to DOC-CA and maintain a retrun-receipt and inventory list of all currently installed/’old’ equipment, hardware, infrasturcure and material removed/ dismantled or de-commissioned from DOC-facility.
C.5.2 The Contractor shall provide all of the required conversion services including the planning, testing, execution and reconciliation of the inmate data being converted. The District anticipates that all of the existing inmate data shall be converted to the new system so that any historical data shall be used to ensure proper identification and sentencing of inmates.
C.5.3 The Contractor shall design, develop, test and implement District’s Offender Management System (OMS) in accordance with DOC’s business process requirements.
C.5.4 The Contractor shall provide system documentation, training material, user manuals, and all required material for training and implementation.
C.5.5 The Contractor shall be responsible for on-site, hands-on training of approximately 100 users.
C.5.6 The Contractor shall perform 19 tasks:
1. Project management services (includes technical & professional) 2. Design, Planning, Requirement Gathering and configuration 3. Workflow validation, configuration, customization and, installation 4. Data Migration and Initial Data Accuracy Validation. 5. Software Installation, Verification, Customization and testing 6. Interface design, development and verification 7. Interface and Integration testing 8. Document imaging integration 9. Inmate photo imaging integration 10. Payment kiosks 11. User creation and security configuration 12. Network security and performance testing and installation 13. Provide, design, configure and install all needed new network, fiber, cabling, head-end, hardware, servers, switches and workstations at site 14. Crystal Report migration, development and testing 15. Data and system migration, Validation, Conversion, System Set-up, go-live and turnover 16. Training development and material provision 17. Hands-on, In-person Training 18. System documentation, As-Builts, Software design and architecture documentation, All applicable system performance reports and administration 13 19. Maintenance and Support
C.5.7 The Contractor shall also provide ongoing maintenance and support to DOC on the OMS. The support shall include all releases and upgrades to the OMS as well as any fixes, patches, corrections or improvements.
C.5.8 The Contractor shall provide sufficient support levels to DOC to ensure the OMS is operational 24/7, 365 days per year and provide immediate technical support to DOC.
C.5.9 Ongoing support shall include peripheral equipment supplied by the Contractor including, but not limited to, inmate Mugshot Imaging photo equipment, document imaging and other OMS applications and equipment.
C.5.10 The Contractor shall provide project management personnel and proven project management methodology in the design and installation of OMS. Project management shall include management oversight and control activities necessary to successfully deliver OMS within District’s approved project schedule.
C.5.11 The Contractor shall provide the following key personnel:
1. Project Manager:
a. Current certification of a PMP (Project Management Professional), ideally with COBIT 5 or ITIL-Level 3 experience. b. Seven (7) years of experience as a Project Manager for systems of similar size, scope and enterprise level (500 + users/employees) c. Knowledge of Microsoft Project tool, Requirements Gathering tools such as RUP, UML and project management methodology (PMBON latest) d. At least Three ( successful deployments of jail management systems over its complete life-cycle of similar size and scope.
2. Data Conversion Manager:
a. At least seven (7) years of experience as a Data Conversion Manager, with data conversion, ideally but not required, a Conversion Manager with experience in data migration such as Amazon Web Services or Microsoft Azure. b. Proficiency of data conversion tools such as Magento 2 or similar and in use of ETL tools (5+ years usage, XML data extraction (5+ years usage), SQL, T-SQL (5+ years usage), database knowledge (250+ table system). c. At least Three (3) successful and verifiable deployments of jail management systems over its complete life-cycle of similar size and scope d. Knowledge of data conversion (merging of 500,000+ records) from and to Oracle and SQL-Server databases (250+ table database system) with limited meta-data and high percentage of free-form text fields (JPEG, MPEG, GIF files), migration of data with many data quality inconsistencies arising from free-form text fields, and migration of legally sensitive data that must be migrated as-is “warts and all” from legacy systems into the system to be installed and made available for seamless viewing and reporting.
3. Test Manager: 14
a. At least Three (3) years of experience as a Test Manager with certification of ISTQB Expert Level or Certified Software Tester (CSTE) b. Knowledge of industry testing methodology and tools c. At least Three (3) of successful deployments and testing of in jail management system implementation
4. Trainer Manager
a. Five (5) years of hands-on experience as a Software System Trainer b. Knowledge of in-person and computer-based training and certified as a ‘CPLP’ (Certified Professional in Learning and Performance) c. Three (3) years of proven experience in training in large enterprises d. Three (3) years of experience in developing training curricula for complex systems.
C.5.12 Methodology
C.5.12.1 The Contractor shall provide DOC a written project management approach, methodology, project Work Break Down Structure (WBS) plan and estimated timeframe to reach every major milestone and to implement the OMS. The Project Schedule shall be submitted in Microsoft Project format and used by the Contractor to track ongoing status of system implementation. The Project Schedule shall contain linked tasks and subtasks so that the impact of any delays or unexpected circumstances can be immediately detected and projected.
C.5.12.2 The Contractor shall be required to submit a written formal implementation methodology. The Contractor shall detail how this methodology has been successful on similar implementations of this size and magnitude. The implementation methodology shall address the successful completion of the scope of work and the creation of the required deliverables. The methodology shall cover anticipated risks of the scope of the work and provide proven and demonstrated approaches in alleviating the associated risks.
C.5.12.3 Within one week of Contract Award, the Contractor shall meet with DOC's management team to review the Contractor's Project Management Plan for accomplishing the scope of work and establish templates and timing for progress reports. The Contractor shall obtain DOC's approval for the initial Project Plan and any subsequent changes.
C.5.13 Time Schedule and Tracking
C.5.13.1 The Contractor shall establish a detailed base line Critical Path Method (CPM) Project Schedule to schedule and track distinct milestones and deliverables. The Contractor shall obtain DOC's prior approval for the initial CPM schedule and any subsequent revisions. The Project Schedule shall be created in Microsoft Project.
C.5.13.2 Once the implementation methodology is approved, the Contractor shall submit a Project Schedule with major milestones and dates for submission of deliverables. This Project Schedule shall be approved by the District and reported upon on a weekly basis regarding its status. The weekly reporting should indicate the projected completion dates of every milestone and whether they are on track, behind schedule or ahead of schedule.
15 C.5.13.3 The Project Schedule shall be linked with predecessors so that tasks and activities with dependencies are clearly specified and the impact of the schedule is readily apparent when activities are behind or ahead of schedule. Actual dates of activities shall be compared to the original planned dates to ensure any projected completion dates are still realistic and valid.
C.5.14 Project Status and Reporting
The Contractor shall report to and partner with the Contract Administrator (CA) and designee regarding the project status at all times, including at a minimum weekly project status discussions with the DOC Contract Administrator and monthly status reports to DOC executives.
C.5.15 Risk Management
C.5.15.1 The Contractor shall provide a Risk Mitigation Plan for the conversion, data migration, project management, configuration, testing, user acceptance and training activities.
C.5.15.2 The Contractor shall identify and prioritize risks that may impact the project, recommend methods to avoid, manage, or mitigate the risk, and implement approved strategies to eliminate or minimize potential risk.
C.5.15.3 The Contractor shall report on the status of high priority risks at the weekly project status meetings.
C.5.15.4 The Risk Mitigation Plan, at a minimum. shall include actions to address the following:
a) Meeting agreed-upon project schedule and contingency plans to bring project back on schedule when unforeseen events are encountered; b) Creating, and submitting for approval, contract deliverables that meet the specifications and requirements of the District; c) Ensuring that deliverables meet industry standards; d) Creating a training schedule and curriculum that shall accommodate DOC users’ knowledge, skills, schedule, and constraints; e) Providing test scenarios and test plans that address the scope and breadth of the DOC operation; f) Assuring that conversion of data is performed accurately without error and accommodating invalid data from previous databases and systems; g) Providing appropriate environments and test plans to ensure proper system integration testing is thorough and complete; h) Providing alternative strategies for data conversion and system configuration to accommodate both current state and improved processes using a new system; i) Ensuring management reports are accurate and can both mirror current reports as well as developing new reports to streamline operations and management oversight; j) Containing the cost of the contract by meeting contractual requirements without any contract modifications; k) Ensuring that sufficient public information and communications are provided for user acceptance, training, internal operation, and public so that the conversion is performed seamlessly;
16 C.5.16 Issues Management
C.5.16.1 The Contractor shall identify, document, prioritize, track, and secure resolution to business and technical issues that may arise. If necessary, unresolved issues may need to be escalated. Issues shall be managed in accordance with IT industry standards. Issues management shall not be limited to the tracking of OMS configuration or development bugs; but shall be comprehensive to include all phases and activities of the contract.
C.5.17 Quality Assurance and Quality Control
C.5.17.1 The Contractor shall develop a Quality Assurance Plan to assure and control the quality of interim and final deliverables. The Quality Assurance Plan shall cover both data conversion and OMS development. It shall include table creation, workflow design and reports development.
C.5.17.2 The Quality Control Plan shall be sufficiently comprehensive to provide a reasonable assurance that the OMS shall perform in accordance to its design and specifications.
C.5.18 Change Management
C.5.18.1 The Contractor shall guide the organizational awareness and engagement process.
C.5.18.2 The Contractor shall develop a change management strategy that is customized for the DOC personnel and its culture.
C.5.19 Maintenance and Ongoing Support
C.5.19.1 The Contractor shall provide ongoing support and maintenance to ensure a system uptime of 99% that the OMS remains efficiently operational, available, secure, and up-to-date and that all users have access and support .
C.5.20 Maintenance
C.5.20.1 The Contractor shall identify and provide all required maintenance, warrantees, licensing, subscriptions, and upgrades necessary to ensure the ongoing operations of the OMS.
C.5.21 Ongoing Support
C.5.21.1 The Contractor shall identify the troubleshooting and help desk functions available including their hours of operation, response time, escalation procedures, on-site/off-site support.
C.5.21.2 The Contractor shall identify any user group or user forum that may be available.
C.5.22 DESIGN AND CONFIGURATION
C.5.22.1 The Contractor shall configure the necessary modules, subsystems, tables, screens of the OMS to meet DOC’s requirements.
C.5.22.2 The OMS system should be a Commercial Off-the-Shelf (COTS) product so that most of the work shall be to configure the system to meet District’s needs. Where custom 17 development is required, the Contractor shall complete the necessary programming, testing, enhancement, and release of the OMS so that they meet DOC’s requirements. This task shall include the configuration of the system values, table values and any other settings required to meet the business process requirements of DOC.
C.5.23 WORKFLOW CONFIGURATION AND INSTALLATION
C.5.23.1 The Contractor shall configure the necessary workflows including the templates, screens and values required to support the workflow functionality of the system.
C.5.23.2 The workflow component shall allow standardized processing and capturing of data within OMS. This shall ensure consistent and reliable entries of data into the OMS by authorized users.
C.5.23.3 The workflow shall be based upon the business process requirements of DOC. Where custom development is required, the Contractor shall complete the necessary programming, testing, enhancement, and release of the workflow so that they meet DOC’s requirements.
C.5.23.4 The Contractor shall accommodate all DOC requirements for workflow including the integration of document images, inmate mugshot images, and the OMS system so that both OMS data and images shall be routed to different work queues for users to take appropriate actions.
C.5.24 DATA CONVERSION
C.5.24.1 The Contractor shall convert all inmate records, user records, table values, report data, tables from the existing JACCS system to the new OMS system. The District of Columbia plans to convert data that spans over multiple years (since the inception of the record keeping within JACCS).
C.5.24.2 The conversion should be performed error-free since it is the “system of record” for all District of Columbia inmates and the District’s official legal repository of misdemeanor sentences.
C.5.24.3 The data, including invalid data from prior inaccurate data entry or insufficient edits, shall be converted or stored where it can be retrieved seamlessly by endusers for historical archive and current reporting purposes.
C.5.24.4 The Contractor shall provide a mapping of the data elements being converted from JACCS to OMS and define the description, record length, and properties of the data being converted.
C.5.24.5 The Contractor shall submit a Conversion Plan to DOC for approval. The Conversion Plan shall include the following:
a) Data mapping from JACCS to OMS b) Storage and retrieval of invalid data from JACCS c) Reconciliation methodology d) Migration accuracy measurement e) Exception processing 18 f) Data exception storage and retrieval plan for non-compliant data (data that does not meet field level validation constraints) g) Migration schedule h) Risk management i) Contingency plan
C.5.24.6 The Contractor shall convert all existing inmate data to the accuracy of 99.0% measured at the record level. This is defined to be the unique database record of an inmate. The District anticipates that all records, data, inmate photos, and document images shall be converted accurately and completely.
C.5.24.7 The Contractor shall ensure that inmate records are accurately matched and/or indexed to inmate photos and inmate documents without error or exceptions.
C.5.24.8 The Contractor shall provide the District with reconciliation reports on the total number of records found in JACCS and subsequently converted to OMS.
C.5.24.9 The Contractor shall provide the total number of characters read in JACCS and uploaded to OMS. Reconciliation of the following critical data elements shall be performed:
a) Total number of inmate records in the JACCS extract and the total number of inmate records in the OMS database populated; b) Total number of data fields in the JACCS extract and the total number of data fields in the OMS database populated; c) Total number of characters read from the JACCS extract and the total number of valid characters loaded in OMS plus the total number of invalid characters read but not loaded in OMS. d) Total number of tables read from the JACCS extract and the total number of tables loaded in OMS plus the total number of tables not loaded e) The following totals shall be reconciled and matched between JACCS and OMS: f) Total number of permanent numbers (DCDC numbers) g) Total number of DCDC number by JLOCAT, i.e., location (e.g. CDF, etc.) h) Total number of active DCDC numbers i) Total number of inactive DCDC numbers j) Total number of PDID (CID) and SID numbers k) Total number of last names and first names l) Total number of SSNs m) Total number of charges by charge description n) Total number of open (active) charges o) Total number of inactive (closed) charges p) Total number of detainers and active and inactive detainers q) Total number of non-null MAX YR, MAX MONTH, MAX DAYS r) Total number of Charge Dispositions by type s) Total number of OSF Sentence Dates t) Total number of PIN (booking) numbers u) Total number of non-null records in the CSTATUS table v) Total number of records by various Status types for Status1, Status2, Medstat, and Tempstat fields w) Number of booking and suicide related questions answered x) Total number of inmates with financial balances y) Total dollar value of balances z) Total number of outstanding commissary orders
19 aa) Total number of filled commissary orders bb) Total dollars of spent commissary by inmates cc) Total value of bonds dd) Total number of records with “notes” ee) Total number of records with “alerts” ff) Total number of aliases gg) Total number of enemies hh) Total number of records associated with gangs by gang/crew/STG ii) Total number of records with classifications jj) Total number for each classification type (low, medium, high) kk) Total number of visitors by type of visitor (social, legal) ll) Total number of allowed visitors by inmate mm) Total number of incidents or misconducts entered nn) Total number of inmates by housing unit oo) Total number of temp releases by location pp) Total number of non-null entries in Social screen for contact information qq) Totals by religious affiliation, GRADTYP, non-null number of years of formal education, employment type, last employment
C.5.24.10 The new OMS database shall accurately contain the demographics of the JACCS data since all information relating to inmates, current and inactive, shall be converted. Mission critical are data relating to:
a) Inmate information (gender, height, status, etc.) b) Status, alerts, separates c) Charges, charge dispositions, court dates, etc. d) Inmate sentences, jail credits, projected release dates e) Inmate bonds and bond transactions f) Inmate detainers g) Housing and movement information h) Release related information i) Classification information, including responses to screening, social, education (language) and employment information j) Program information k) Discipline and grievance l) Visitation and mail information
C.5.24.11 The Contractor shall convert all financial information within JACCS to OMS accurately and completely. These are critical data since DOC is responsible for the maintenance and accuracy of the Inmate Trust funds where inmates’ financial assets are maintained.
C.5.24.12 The Inmate Trust Fund information being converted includes the following:
a) Inmate financial record b) Historical financial transactions c) Inmate commissary orders d) Commissary adjustments e) Inmate telephone charges f) Inmate payroll
20 C.5.25 Conversion
C.5.25.1 The Contractor shall be responsible for the total conversion process from the current JACCS to the new OMS.
C.5.25.2 Conversion activities shall include (but not be limited to): development of the conversion plan detailing what data shall be converted, data mapping, development of conversion specifications, conversion programming, conversion testing, validation of converted data, iterative conversions, as needed, and production conversion.
C.5.25.3 All testing shall be iterative and the Contractor shall submit formal migration test plan and subsequent data migration plan to the District of Columbia Contract Administrator for approval prior the execution of any data migration activity.
C.5.25.4 The Contractor shall provide industry-standard data conversion tools to move data from JACCS to OMS and to copy the data from the test environment to production OMS.
C.5.26 Service Levels
C.5.26.1 The Contractor shall adhere toservice level standards that shall be defined in the final contract.
C.5.26.2 The Contractor shall propose and provide evidence of key service levels as part of their response.
C.5.26.3 The service level to be evaluated shall include, but not be limited to:
a) Ensure at least 99% of the required reports are correctly converted, created or implemented by the Contractor; b) Ensure at least 99% of the data being exchanged by the interfaces are correctly converted or implemented by the Contractor; c) Ensure at least 99% of the data fields and elements being converted and migrated are correctly and accurately converted from the old JACCS system to the new OMS system; d) Ensure greater than 99.9% uptime on system availability; e) Ensure OMS’ maximum response time is 30 seconds;
C.5.26.4 The Contractor’s proposed service levels shall be compared to service levels proposed by other contractors and evaluated in the Technical Scores of this proposal.
C.5.26.5 The District shall make a final determination on the service levels to be included in the contract.
C.5.27 Software Testing
C.5.27.1 The Contractor shall conduct all of the testing of OMS and its functionalities. Testing shall be completed in a test environment within District’s data center. The test environment shall mirror the production environment.
C.5.27.2 Testing shall be performed using a version of the OMS to be eventually placed into production. Testing shall be conducted on an iterative basis. 21
C.5.27.3 The Contractor shall provide reports on testing results. While users shall participate in all units testing, the District’s Contract Administrator shall determine the final approval of each unit testing. Unit test approval is required prior to system integration testing and overall system acceptance.
C.5.27.4 The Contractor shall test every function within the system. The functionalities are specified in Attachment J12 within this. The Contractor shall ensure that these functionalities are available and working properly prior to initiating User Acceptance Testing.
C.5.27.5 The Contractor shall provide DOC with the following:
a) Testing methodology b) Testing samples and scenarios c) Validation methodology d) User acceptance scenarios e) User acceptance criteria
C.5.27.6 The Contractor shall provide IT industry-standard testing tools conduct unit testing of OMS. The Contractor shall specify the OMS testing tool proposed to be used.
C.5.28 Interface Development
C.5.28.1 The Contractor shall develop all interfaces that currently exist between OMS and other databases. The Contractor shall be responsible to ensure that all current JACCS interfaces shall be operational under OMS as part of final implementation.
C.5.28.2 The Contractor shall ensure that all data elements being used for the interfaces are properly converted so that they are exchanging the proper data and there is no lost or rejection of the data being exchanged.
C.5.28.3 Interfaces to be installed include the following, but are not limited to:
a) Electronic Medical Records (EMR): This EMR called Centricity is licensed by the District and the interface shall be developed between OMS and Centricity. b) Video Visitation--The Contractor shall develop an interface between a video visitation system and OMS. c) Inmate Telephones: The Contractor shall develop an interface between an inmate telephone systems in use and OMS. d) Inmate Finance: The Contractor shall develop an interface between an online electronic funds transfer system and OMS for the Inmate Trust Fund. e) Commissary or Canteen: The Contractor shall develop an interface between a commissary ordering and fulfilling system and OMS for inmates to order approved commissary items. f) Victim Information and Notification Everyday (VINE): The Contractor shall develop an interface between the victim information and notification system and OMS. g) Inmate Lookup: The Contractor shall develop an interface or real time lookup capabilities to inmate records within OMS so that other approved District officials can access inmate records securely. 22 h) MS Outlook (web mail and client): The Contractor shall develop an interface with District’s enterprise email system so that alerts and requests can be sent via email to designed receivers. i) COLBERT (used by MPD at CCB): The Contractor shall develop an interface with MPD’s COLBERT system so that arrestee information can be uploaded to OMS and create the initial record for arrestees. j) IRIS Scan: The Contractor shall develop an interface with the IRIS scan system so that the unique identifier of the inmate is cross referenced with the official record in OMS. k) Fingerprint: The Contractor shall develop an interface with the District’s finger printing identification system so that the unique identifier of the inmate is cross referenced with the official record in OMS. l) Pharmacy Information System: The Contractor shall develop an interface with the District’s CIPS (pharmaceutical dispensement system) so that proper medication will be dispensed when inmates are released from the CTF or CDF.
C.5.29 Interface Testing
C.5.29.1 The Contractor shall delver testing and the delivery of error-free data exchange of interfaces between OMS and the following systems. Test scripts shall be developed by the Contractor and approved by the District.
C.5.29.2 Testing results should be provided to the District with sufficient sample size to test all different scenarios. Test results shall be 100% accurate before the interface can be installed. The Contractor shall provide a test system and test environment within the District’s data center so that test results can be monitored and replicated. Detailed reports shall be provided to show test records in the OMS and the data being exchanged to the systems listed.
C.5.29.3 Tests shall include a methodology to show data are properly exchanged and loaded to the systems listed. Any incoming data shall be tested and demonstrated to be accurately loaded into the OMS.
C.5.29.4 The Contractor shall provide DOC with the following:
a) Testing methodology b) Testing samples and scenarios c) Validation methodology d) User acceptance scenarios e) User acceptance criteria
C.5.29.5 Testing shall include both detailed transactional level and total number of records exchanged. The Contractor shall conduct tests to include a whole day’s and a whole week’s transactions. The following interfaces shall be tested:
a) Electronic Medical Records (EMR) b) Video Visitation c) Inmate Telephones d) Electronic funds transfer system for inmate account: e) Commissary or Canteen 23 f) Victim Information and Notification Everyday (VINE) g) MS Outlook (web mail and client): h) Colbert (used by MPD at CCB) i) IRIS Scan j) Fingerprinting system k) Pharmacy Information System
C.5.29.6 The Contractor shall provide industry-standard testing tools for interface testing. The Contractor shall specify the testing tool proposed to be used. The testing of all required interfaces shall be completed prior to integration testing, user acceptance and system go-live.
C.5.30 Document Imaging Integration
C.5.30.1 The Contractor shall provide an OMS with the ability to upload and retrieve document images scanned from a desktop computer or via the District’s networked scanners/printers.
C.5.30.2The document imaging shall be able to:
a) Affix a unique image number associated with the document image b) Able to combine multiple pages of images to form a folder or file of images; c) Create different types of document images d) Associate the document image to an inmate record by DCDC number, PDID number or a case number e) Retrieve the image of the document through the OMS based on the type of document f) Integrate the document images with the workflow component of the OMS g) Allow the user to view the document image in a separate window as the inmate record h) Allow the user to print the document image from OMS without exiting the system i) Be able to read the document images using an Optical Character Recognition engine j) Be able to recognize the type of form of the document using a template or logo k) Be able to route the image to a work queue based on business rules established by DOC
C.5.30.3 The District’s preferred image repository is FileNet. If the Offeror’s proposed OMS does not contain a document imaging system, it may be required to interface with FileNet. .
C.5.30.4 The Offeror’s document imaging solution shall be integrated and embedded within the OMS. OMS users shall be able to access document images without logging into another application.
C.5.31 Inmate Photo Imaging Integration
C.5.31.1 The Contractor shall provide an inmate photo imaging system that is integrated to the OMS containing the following:
a) Provide for a barcode and keyboard interface to inmate records through a unique tracking number encoded on each inmate’s wristband.
24 b) Provide or interface with, a photo imaging utility provided by the Contractor to digitally capture, store, and retrieve views of each inmate in a data storage- conservative, industry standard, graphical format (e.g., JPEG, TIFF, PNG) and integrate each view with the associated inmate’s database record. c) Allow multiple image capture stations. d) Facilitate positive identification of inmates at any time. It shall be capable of displaying and printing images of the inmate from any standard SVGA monitor without additional video hardware and from any of the inmate related screens. e) Be able to print captured photo images with associated text, on HP LaserJet, DeskJet, color or black-and-white video printers. f) Capable of capturing and storing multiple photographs of each inmate with each admission of the inmate to the CDF or CCB. Photographs shall be capable of being copied and pasted into Windows applications, such as Microsoft Word using standard Windows interface functionality. g) Allow for unlimited photos for each inmate, to be captured for each view, and shall date and time stamp those images. h) Allow the user to download arrestee information into the corresponding fields of the automated fingerprint system. i) Allow for the storage and itemization of digitized photo-images of any scars, marks, or tattoos in addition to the mugshot photo-image. j) Able to generate board tags, wanted posters, press release forms and other user- defined formats, with the photo image of the requested inmate. k) Able to generate a Line-Up, upon user input of the physical characteristics of a particular suspect (race, gender, age, height, weight, skin tone, etc.), both hardcopy and softcopy collections of previously stored photo-images of inmates with similar physical characteristics. l) Allow the user using the Line-Up feature, to jump to and from each displayed photo-image. m) Allow the Line-Up feature to be able to display at least six (6) color photo-images at one time, on a standard PC monitor. n) Provide the ability to create a photo ID or badge.
C.5.32 User Creation and Security Configuration
C.5.32.1 The Contractor shall configure all user and user group securities within the system.
C.5.32.2 The Contractor shall extract and upload the user IDs of current JACCS users into the user database of OMS. The user security features of the system shall include:
a) Ability to designate user functionality based on user group b) Ability to separate viewing, updating, and editing rights by user group c) Ability to designate different levels of securities based on user IDs d) Ability to integrate with Enterprise Outlook for user authentication e) Ability to create, generate and issue email notifications based on user IDs f) Ability to export email messages based on system events, schedules and alerts g) Ability to update user security through import of security requirements h) Ability to export user security rights based on users and user groups i) Ability to sort user rights based on user and user groups j) Allow administrators to create, update, edit and delete users and user groups k) Alight user groups with certain functionalities in the system 25 l) Designate users or user groups by location or facilities m) Designate system functions by location or facilities n) Ability to designate printing of reports by users or user groups o) Ability to change user rights or user groups in real time p) Ability to reset passwords manually or automatically q) Ability to integrate user password with Enterprise Outlook to allow for single sign- on r) Allow for password expiration alerts s) Allow for automatic passwords reset through IVR, web portal or mobile by user
C.5.33 Network Testing
C.5.33.1 The Contractor shall install the OMS and its database behind District’s firewall and network security. The OMS shall reside within DC’s data center.
C.5.33.2 The DC data center that supports the OMS shall provide the following services; computer system operators, help desk, data backup and recovery, hardware planning and installation, technology upgrades and refresh, disaster recovery, systems management controls, service level agreements, and production control. The District of Columbia OMS shall be operated by DOC’s IT Department 7-day a week, 24-hours a day, datacenter security and support.
C.5.33.3 The Contractor shall collaborate with the DOC’s IT team to perform Internet access, WAN and LAN network testing. The Contractor shall provide the DOC’s IT team with written test results documenting OMS network latency and overall OMS network performance.
C.5.34 Integration Testing
C.5.34.1 The Contractor shall conduct integration testing where all components of the system are installed and actual data exchange is made from the converted database through the new application over the secured network and into the interfaced applications residing either inside or outside the District’s network. The integration testing also shall include verification of any exchange of records over the internet or within a closed system. The exchange of records shall be performed in a test environment that mirrors the final production environment and demonstrates the accuracy of the records being exchanged and the proper capture of all data elements within the new OMS system.
C.5.34.2 The Contractor shall provide DOC with the following:
a) Integration test plan b) Testing methodology c) Testing samples and scenarios d) Validation methodology e) User acceptance scenarios f) User acceptance criteria
C.5.34.3 The Contractor shall provide industry-standard testing tools for integration testing. The Contractor shall specify the testing tool proposed to be used. Testing shall not be limited to “unit testing” or “module testing”. It shall be an “end-to-end” test. The District’s Contract 26 Administrator shall determine the final approval of the integration testing. This approval is required prior to system implementation and cutover to production.
C.5.35 Report Development And Testing
C.5.35.1 The Contractor shall create, test and deliver operational and management reports for DOC. DOC has developed over 300 crystal reports since the initial JACCS installation to supplement canned reports available. The deliverable for this task shall be to convert existing Crystal Reports from JACCS and develop new management or operational reports using other tools proposed by the Contractor. Attachment J.13 contains a list of required reports.
C.5.35.2 There are also a number of operational and management reports specified in the Detailed Requirements (Section 3 of Attachment J12).
C.5.35.3 The Contractor shall ensure that all “required” reports, as specified by DOC, shall be developed, tested and installed prior to the go-live of OMS. The Contractor shall review current “required” JACCS in production and convert the same to OMS so that these reports shall be available to DOC users. All reports shall be tested in the test environment and samples of reports shall be made available to the Contract Administrator and the Contractor shall certify the completion of all required reports.
C.5.35.4 The Contractor shall make available most of the listed reports on-line real time whereby authorized users can view the reports without seeking a printed copy.
C.5.35.5 The Contractor shall propose a report generation tool to be used for OMS. It is not a requirement to use Crystal Report for report development.
C.5.36 Data And System Migration, Go-Live And Turnover
C.5.36.1 The Contractor shall submit a Transition and Turnover Plan which strives to minimize operational disruption and maximize continuity of services to the end user.
C.5.36.2 The Contractor shall migrate JACCS data onto a test server running OMS, to be available two (2) months prior to actual go-live date. DOC and the Contractor shall jointly perform functionality testing, interface testing, report testing allow user access. The Contractor shall configure OMS rules engine to meet all of the user requirements.
C.5.36.3 The Contractor shall install the inmate kiosk and Inmate Mugshot Imaging OMS and camera equipment, including their real-time interface with OMS. The user requirements shall be based on the business processes approved by DOC. Once OMS is configured, a final conversion shall be performed prior to go-live and include a user acceptance period during which DOC users shall review and sign off on OMS.
C.5.36.4 The Contractor shall certify its OMS to be ready for operation by submitting a certification to the Contract Administrator.
C.5.36.5 The Contractor shall perform the following:
a) Fully configure OMS prior to final migration;
27 b) Installation of peripheral equipment including Inmate Mugshot Imaging photo imaging equipment, inmate kiosks, and other peripherals deemed advantageous to DOC (e.g. bar code readers, signature pads, etc.) c) Install a test OMS in a separate environment for future testing and training purposes; d) Create a fully functional test OMS, including all of functions, features and customization of the OMS that shall be used in live production; e) Create a fully functional training database, including all of functions, features and customization of the OMS that shall be used in live production, that is different than the test database; f) Convert JACCS data to OMS production system; g) Provide certification of a successful data conversion; h) Conduct user acceptance tests; i) Provide a System Readiness Certification; j) Begin live operation and turn over OMS to the District.
C.5.36.6 The Contractor shall create an user acceptance test plan for the District to approve. The test plan shall include difference scenarios jointly developed by the Contractor and the District that demonstrates the designed OMS shall meet all of the requirements. The test plan shall include test approach, methodology, input data, output data, scenarios, expected outcomes, and time frame. The user acceptance test shall be conducted on a copy of the OMS that shall be used to go-live within a test environment that simulates the real operational conditions. .
C.5.36.7 The Contractor shall create a turnover plan for the District to approve. The turnover plan shall include all of the activities required from both the District and the Contractor in ensuring a successful transition from JACCS to the new OMS. The turnover plan shall be considerably more comprehensive than a checklist. This plan shall contain a step-by-step review of all of the turnover activities; and the timing of all activities to properly convert the data and the new OMS. The database and the environment shall be properly configured and the interface methods in place prior to the actual turnover and conversion run.
C.5.36.8 The Contractor shall conduct a formal transition after the successful migration with DOC leadership and key stakeholders so that the new OMS is officially operational.
C.5.37 Training Development And Material Preparation
C.5.37.1 The Contractor shall train DOC users on OMS through the facilitation of training sessions agreed upon per the approved Training Plan. This task shall require the Contractor to develop a Training Plan that addresses the needs of all DOC users, as defined by DOC, and the adoption of all applicable modules and menus as determined by the business process reviews and the configuration of OMS rules. The Training Plan shall contain the scope of training, course curriculum, length of courses, method of training, and training material.
C.5.37.2 The Contractor shall provide the DOC with a comprehensive training program that includes instructor-led, scenario-based training to facilitate successful implementation and knowledge transfer of OMS. The DOC is interested in training services that use employee time efficiently and effectively transfers practical knowledge about the use of the new OMS. The Contractor shall propose a training approach that includes significant opportunity for knowledge transfer throughout implementation and enhanced system understanding by the use and development of “in-house trainers.
28 C.5.37.3 All training deliverables shall remain the property of the DC Department of Corrections. The Contractor shall develop training materials including, but not limited to:
a) Training manuals with step-by-step instructions b) Training presentations including screens and instructions c) Simple reminders (short brief instructions) d) Comprehensive user manuals including every module and screen of OMS e) System documentation for DOC system administrator to maintain OMS f) Video recording of the training sessions for future usage g) Pre and Post assessments of trainees’ knowledge of required OMS functionality h) Updates to training material and documentation
C.5.37.4 The Contractor shall provide trainees with workbooks, training aids, and online functional or technical system manuals prior to or during the training session at no additional cost.
C.5.37.5 The Contractor shall provide a detailed outline of each training session’s objectives and content at least 2 weeks prior to the training session for the DOC for review.
C.5.38 In-Person Training
C.5.38.1 The Contractor shall conduct in-person training of OMS users. User training shall be completed prior to go live of the production system.
C.5.38.2The estimated number of expected users to be trained by group is as followed:
Estimated Staff No. Training Groups Members to be trained 1 R&D (IRC) 34 2 Records 36 5 Housing, Compliance, Count book 6 6 Mail Room 5 7 Case Management 51 8 Inmate Finance 3 9 Central Cell Block 68 10 Warden and Major’s Office (Discipline/Grievance) 25 11 Federal Billing 7 12 Audit/Compliance and Internal Affair 17 13 Adjustment Board 3 14 Command Center/Surveillance 5 15 Official Visitation 12 16 IT Support 10 17 Other General Inquiry Users (CDF, Reeves) 320 18 Other Users (CCA and Unity) 100 Total (estimated) 702
C.5.38.3 DOC will work with the Contractor on the scheduling of training and ensure availability of facilities for the training. The Contractor shall execute the training in accordance with the approved Training Plan.
29 C.5.38.4 The Contractor shall perform the following types of training:
C.5.38.4.1 End-User Training: Each department or business unit shall rely on end users to work directly with the system each day. To ensure that end users are qualified to use the proposed solution, the Contractor shall develop on-site training classes during which an instructor shall use OMS and training guides to teach end users how to use the system. End-user training shall be focused on functional positions and workflow processes. All personnel comprising a specific functional position in a department shall be trained on the system’s use specific to their needs. At a minimum, there shall be 17 different courses to be delivered. They are as follows:
C.5.38.4.2 General Overview (logging in/out, navigating, screens, terminology, and alerts, finding reports, current and historic searches): Learning how to log in and out of OMS, navigate through the system, find and understand OMS screens, find and run new OMS reports, understand OMS terminology and alerts.
C.5.38.4.3 Conducting Investigative Research: Using OMS to perform investigations for the variety of purposes, including auditing, internal investigations, responding to subpoenas, etc.
C.5.38.4.4 Booking Intakes and Returning Temporary Releases: Using OMS to search for and document information required to book a new or returning inmate
C.5.38.4.5 Conducting a PREA Assessment: Using OMS to document responses to the PREA questionnaire
C.5.38.4.6 Conducting Inmate Assessments (includes, classifying and reclassifying an inmate, scheduling programs, education): Using OMS to classify and reclassifying an Inmate, manage inmate programs and education, and all other assessment activities
C.5.38.4.7 Processing Intakes and Court Returns: Using OMS to post intakes and court returns, including pre-trial, sentences, and court ordered releases
C.5.38.4.8 Processing Sentence Computations: Using OMS to enter information related to jail credit, good time, consecutive sentences, multiple counts, weekenders, concurrent sentences, etc. C.5.38.4.9 Managing Inmate Housing (including the Count): Using OMS to manage movement of inmates and to maintain an accurate census
C.5.38.4.10 Managing Inmate Mail (including batch processing of checks and money orders): Using OMS to document the movement of mail to and from inmates, including checks and money orders
C.5.38.4.11 Managing Inmate Finances: Using OMS to track money received by inmates, charges to inmate accounts, and perform other inmate-related accounting activities
C.5.38.4.12 Managing Official Visits: Using OMS to verify and document visits from officials; e.g. legal, religious, etc.
30 C.5.38.4.13 Managing Incidents (assumes DRs generated outside OMS): Using OMS to document and track incidents and incident resolutions
C.5.38.4.14 Scheduling Inmate Events: Using the OMS scheduler to set up, communicate, and track inmate related events; e.g., expirations, releases to 3rd parties, education, programs, etc.
C.5.38.4.15 Processing Releases: Using OMS to research, document, and communicate release clearance authorization, date, time and 3rd party custody details, if appropriate, regarding inmates to be released, including the pre-release checklist
C.5.38.4.16 Releasing an Inmate (temporary and permanent): Using OMS to document the actual release of inmates, either permanent or temporary
C.5.38.4.17 Billing for Federal Inmates: Using OMS to determine the amount owed by federal institutions for housing federal inmates
C.5.38.4.18 Responding to System-Related Inquiries: Learning how to respond to user inquiries regarding OMS, e.g. setting up and changing passwords, understand codes and tables, etc.
C.5.38.4.19 Departmental Administrator Training: Each department or business unit shall need staff capable of performing day-to-day administrative tasks. These Super Users shall not be called upon to perform enterprise-wide tasks, but shall oversee many aspects of their department’s implementation and continuing support. The Department Administrator Training shall include the following:
(1) Table maintenance of assigned modules (2) Permissions and security management for selected rights and certain users (3) Business rules and workflow management of assigned modules
C.5.38.4.20 System Administrator Training: The Contractor shall also conduct thorough training of DOC’s system administrators. System Administrator Training (up to 5). Above the level of Super User, a group of individuals shall be responsible for system administration, configuration, and security management for the enterprise as a whole. In addition to proficiency at the Super User level, they shall need to know:
(1) User and group management (2) Permissions and security management (3) Enterprise-wide configuration settings (4) Data backups (5) Method for copying configuration settings and data across environments (i.e., test environment to production environment)
C.5.38.4.21 Train-the-Trainer Training (up to 10 staff DOC-wide): The DOC shall be responsible for training new hires and new business units that adopt the OMS solution after the initial go-live. The Contractor shall conduct on-site training classes for in-house training staff who shall lead, facilitate, and deliver the instructor-led portions of the 31 training on the OMS system. This training shall include the trainer’s role and responsibilities, the planning and teaching process, OMS system knowledge, and exams that shall test learning. This course shall provide DOC personnel with all of the required tools, templates, etc. to deliver the training to their colleagues. The DOC would consider using these trainers in tandem with Contractor trainers for the end-user training outlined above. DOC trainers shall be proficient by the end of the initial end-user training. The Contractor shall provide refresher training to the DOC trainers if any are deemed to be non-proficient as determined by the standards established jointly between the Contractor and the District.
C.5.38.4.22 Other Training Considerations: The DOC shall extract the data collected by the OMS solution for use in DOC data warehouses. The Contractor shall provide training to DOC data management staff on how to effectively extract, export and import data between the new OMS system and legacy data warehouses.
C.5.38.5 The Contractor shall create a separate training environment to include a mirror of the production software for the purpose of conducting in-person training.
C.5.38.6 All training shall be conducted in the DOC environment using DOC data, configuration settings, terminology, business processes, and scenarios. This training shall be provided on a just in time basis to minimize knowledge loss from the date of training until going live.
C.5.38.7 DOC’s hours of operation is 24/7 so Contractor’s training plans shall take into account shift work of DOC staff.
C.5.38.8 The Contractor’s training shall include evaluation of trainees to ensure that they have learned the course content and can perform all necessary functions on the system. The Contractor shall notify the DOC of any employees that fail this evaluation, and provide them additional training as required. The Contractor shall repeat a training session at no additional cost to the DOC if a majority of the trainees have not attained the skills from the training session or fail the evaluation at the end of the training.
C.5.38.9 The Contractor shall provide trained and experienced instructor(s) and ensure that they do not perform other duties during the training period that shall interfere with instruction. Instructors shall provide a survey to trainees to evaluate presentation and course materials for effective feedback to the DOC.
C.5.38.10 The Contractor shall provide ongoing traning to ensure users are proficient on the system and can perform all necessary functions within the system. The Contractor’s ongoing traning shall include evaluation of trainees to evaluate presentation and course materials for effective feedback to DOC.
C.5.39 System Documentation And Administration
C.5.39.1 The Contractor shall provide the District with system documentation for ongoing support and operations. The Contractor shall provide, at a minimum, the following documentation:
a) User reference documentation for the base OMS product(s) b) Documentation to reflect any customizations made for the City 32 c) Other project/implementation documentation d) User help e) Training materials f) Business process documentation g) OMS upgrades and release documentation h) Network diagrams, internetworking schematics and details of all Internet, LAN and WAN pathways OMS data shall travel to and from the Contractor site to the District of Columbia’s Data Center
C.5.39.2 The Contractor shall provide the District with OMS system documentation prior to user acceptance testing.
C.5.40 Maintenance And Support
C.5.40.1 Overview of Support
C.5.40.1.1 The Contractor shall provide ongoing maintenance and support to DOC on the operation of OMS. The Contractor shall provide a warranty on OMS for its reliability. Maintenance and support shall include new releases and upgrades to OMS as well as any fixes, patches, corrections or improvements required to correct known defects. The Contractor shall be responsible to ensure OMS is warranted to be operational 24/7, 365 days per year and provide immediate technical support to DOC. Trouble tickets submitted by DOC should be resolved within two (2) hours of receipt. Release notes shall be provided to DOC in order to ensure OMS is up-to-date.
C.5.40.1.2 Ongoing maintenance and support shall include peripheral equipment supplied by the Contractor including, but not limited to, the inmate kiosks, Inmate mugshot imaging photo equipment and OMS applications.
C.5.40.1.3 Ongoing maintenance shall be provided by the Contractor for any enhanced services but the cost shall be included in the ongoing maintenance and support of the enhanced services proposed.
C.5.40.1.4 The Contractor shall provide support services to maintain application/service availability and respond to customer needs within the agreed-upon commitment levels. The completed solution shall provide 99.99% availability for the application/service, end user access and daily functional performance.
C.5.40.1.5 The Contractor shall provide maintenance and upgrade services which shall also include upgrades, customer requested enhancements, standard product enhancements and improvements.
C.5.40.2 Source Code:
C.5.40.2.1 The Contractor shall own the source code of OMS.
C.5.40.2.2 The Contractor shall provide the District access to the source code through an escrow agent for District of Columbia use in the event the Contractor can no longer provide support for the OMS. The identity, contact information, address and credentials of the Contractor selected
33 escrow agent shall be approved by the DOC Contract Administrator prior to the contract start date.
C.5.40.3 Disaster Recovery:
C.5.40.3.1 The Contractor shall install a copy of the DC DOC OMS system and database at a District designated backup data center. The Contractor shall support the loading of the backup data to the application stored on the backup data center and ensure its successful data retrieval and backup operation.
C.5.40.3.2 The Contractor shall supply the District of Columbia a written, documented Disaster Recovery Plan (DRP) that details how the DC DOC OMS solution shall be maintained and protected.
C.5.40.3.3 The Disaster Recovery Plan (DRP) shall detail the recovery processes, system backup, and offsite data retention processes the Contractor shall use to protect OMS data. The Contractor shall provide application specific system recovery plans, test plans and business impact analyses so that the District can properly execute its disaster recovery planning and testing.
C.5.40.4 Hardware and Licenses:
C.5.40.4.1 The Contractor shall provide the necessary hardware (servers, cameras, scanners, imaging, etc.) necessary to install, operate and maintain Contractor’s OMS. Section C.7 of this RFP contains information on the current infrastructure and workstations available and deployed by DC DOC. The Contractor should review the equipment currently available and propose the re-use or deployment of the existing equipment, to the extent allowed.
C.5.40.4.2 The Contractor shall provide the necessary operating licenses, third-party licenses, reporting packages and databases (Microsoft, imaging, FileNet, Oracle, Crystal Reports, etc.) necessary to install, operate and maintain Contractor’s OMS. The Contractor should review the operating licenses and databases (e.g. Oracle) currently available and propose the re-use or deployment of the existing equipment, to the extent allowed.
C.5.41 Enterprise Content Management (Ecm)
C.5.41.1 The Contractor shall provide an Enterprise-wide Content Management (ECM) solution that allows DOC to capture, extract, index, store and display all inmate documents and automatically update the Offender Management System with inmate record data. This ECM shall eliminate data entry errors, increase efficiency and lower the amount of time required to create an inmate record. It shall allow DOC to reconcile the paper document received from DC Superior Court. US Marshals Service, US Parole Commission, Federal Bureau of Prisons as well as Metropolitan Police Department and other criminal justice agencies.
C.5.41.2 This ECM system shall significantly improve the accuracy of the inmate records being created. It shall allow DOC to retrieve images of paper documents online for review and processing.
C.5.41.3 The District shall own the ECM developed for the District unless it is a Commercial Off- the-Shelf (COTS) product. The Contractor shall place in escrow the COTS for the 34 protection of the District in the event that the Contractor no longer supports the software during the term of the contract.
C.5.41.4 ECM Requirements
C.5.41.4.1 The ECM shall meet the following requirements:
1. Replace the functionality of the Transaction Management System (TMS) – Full replacement of this workflow management system is desired; however, if the application is not replaced by the ECM solution it shall
a) Generate the appropriate workflow transactions in TMS b) Capture all outgoing email notifications and alerts generated by TMS c) Replace the functionality of the Release Processing Queue d) Capture the signed Release Processing Checklist e) Capture an image of the approved and signed Release Authorization form f) Capture all content at the earliest possible opportunity (e.g., at DCSC and in R&D rather than waiting for documents to arrive at the Inmate Records Office) g) Capture and control content at a quality level to fully support an audit. h) Capture content that is received in various forms, not just paper (e.g., email, screens/printouts from external systems, etc.) throughout the processing cycle for inmate transactions i) Identify and extract typed and handwritten data from numerous structured and unstructured forms j) Identify and route for priority exception processing any discrepancies between OMS data and extracted content (e.g., mismatched case number, etc.) k) Associate amended inmate-related documents with the original document image(s) so that the most recent document is presented “on top” l) Annotate on a document layer without changing the original source document m) Present document images in an “electronic institutional record” which displays in a comparable sequence as the paper-based inmate record
C.5.41.5 Sources and Types of Content
C.5.41.5.1 The ECM shall be able to capture and manage the follow types of content received simultaneously from the following internal and external sources.
C.5.41.5.2 The ECM shall extract incoming content received in various forms:
1. Paper 2. Fax (being converted to e-fax) 3. Email (both in the body of the email as well as in Word, Excel, PDF, JPG or TIF attachments) 35
C.5.41.5.3 The ECM shall be able to read typed documents using Optical Character Recognition (OCR) software and convert read characters for upload to the ECM database.
C.5.41.5.4 ECM shall capture all outgoing document content (resulting from Inmate Records Office processes) including but not limited to:
1. Completed and signed forms (Computation Certificates, authorized releases, etc.) 2. Screen prints and/or printouts from external systems (e.g., myJUSTIS, eAgent, etc.) 3. Screen prints and/or printouts from internal systems (e.g., OMSe, Paper Clip, etc.) 4. Screen prints and/or printouts from desktop applications (e.g., Word, Excel, Lotus Notets, etc.) 5. Outgoing notification and alert emails generated by TMS (if the application is not replaced) 6. Outgoing emails generated by Inmate Records Office examiners
C.5.41.5.5 ECM shall capture and receive document content from and to internal DOC departments including but not limited to:
1. Case Managers (at CDF and CTF) 2. Inmate Receipt Center (IRC) 3. Central Cellblock (CCB) 4. Community Corrections 5. DOC executives 6. Warden’s office (inmate grievances)
C.5.41.5.6 ECM shall capture and receive document content from external law enforcement partners who provide incoming as well as receive outgoing content to and from DOC: 1. Halfway houses 2. DC Superior Court (via US Marshals, via DCSC Quality Assurance branch, via judge’s clerks) 3. Various Drug Treatment Programs 4. Other local jurisdictions 5. Metropolitan Police Department (MPD) 6. Federal Bureau of Prisons 7. US District Court / DC (committing or releasing documents via US Marshals) 8. USMS / Maryland (Greenbelt inmates to be housed in CTF) 9. USMS / USDC (transactions to remove federal inmates from DOC custody) 10. USMS / USPC (transactions to release federal inmates to supervised release/parole or to a drug program)
C.5.41.6 ECM Interfaces
36 C.5.41.6.1The ECM shall interface with each of the following systems:
a) myJUSTIS b) eAgent c) e-Designate d) COLBERT (used by MPD at CCB)
C.5.41.6.2 Document Conversion
C.5.41.6.2.1 The Contractor shall convert all existing data from its JACCS and PaperClip system to the ECM and create indices for each of the document or image files created including the following: 1. Inmate permanent ID# (DCDC #) 2. Inmate name 3. Document type 4. Document date 5. PDID # (not all inmates have this number) 6. Case # (not all inmates have a case number, some may be in transit) 7. Federal ID # (not all inmates have this number)
C.5.41.6.2.2 The Contractor shall perform the following data conversion functions: 1. Scan and convert a) All inactive and/or archived institutional records (inmate jackets) for the desired time period b) All institutional records for inmates currently in custody 2. Validate (e.g. the comparison of images and indeses before and after the conversion) all scanned and converted documents against: a) JACCS data b) PaperClip data – There is no requirement to manually review each document image; the Contractor shall ensure that all document images are converted properly and accurately. 3. Identify documents for special processing after image conversion in the event that there are: a) Mismatches (to be resolved by Inmate Records Office staff) b) Duplicates (to be resolved by Inmate Records Office staff) c) Illegible, unreadable source documents/images (to be resolved by Inmate Records Office staff) 4. Write all extracted data to relational database 5. Delete or inactive data in Paper Clip for the converted and approved records
C.5.41.7 ECM Implementation Plan and Schedule
C.5.41.7.1 The Contractor shall provide DOC a written project management approach, methodology, project work break down structure (WBS) plan and estimated timeframe to reach every major milestone and to implement the ECM. The Project Schedule shall be submitted in Microsoft Project format and used by the Contractor and Contract Administrator to track ongoing status of system implementation. The Project Schedule shall contain linked tasks and
37 subtasks so that the impact of any delays or unexpected circumstances can be immediately detected and projected.
C.5.41.8 ECM Readiness
C.5.41.8.1 The Contractor shall submit a Certification of System Readiness upon the successful installation and implementation of the ECM system.
C.5.41.9 ECM System Documentation
C.5.41.9.1The Contractor shall provide the District with system documentation for ongoing support and operations of the ECM. The Contractor shall provide, at a minimum, the following documentation:
a. System administration documentation b. User manuals c. Software documentation reflecting any customizations d. Help desk support manuals e. Training materials f. New release documentation g. Network diagrams, internetworking schematics and details of all data and voice pathways between ECM and DC’s DCNet.
C.6 DISTRICT IT STANDARDS
C.6.1 In addition to the technical standards laid forth in this document, OCTO employs a number of best practices to which all projects and solutions should adhere, in order to support and promote basic architectural principles:
a. Holistic View: provide external touchpoints with other DC government technology and systems b. Portability: allow for the technology to be configured to run on multiple platforms/hardware with relative ease c. Data Sharing: in addition to supporting the Open Data standard, promote sharing of related data with other relevant technologies and systems d. Interoperability: use of the OCTO Enterprise Service Bus (ESB) in support of enterprise architecture, to facilitate communication between systems and technologies e. Sustainability: provide consideration for disaster management, including incorporation of a continuity plan for maintaining system functionality in the event of failure f. Governance: provide and monitor continuous improvement through implementation of key performance indicators and statistical process controls g. Standards Compliance: implementation of technology systems shall be performed and remain, in compliance with all standards put forth by OCTO, NIST, and all applicable Federal and District requirements
C.6.2 Privacy and Security Standards
38 C.6.2.1 The proposed solution shall adhere to all District standards governing data management and usage with regards to privacy and security, as laid forth below. Where any gaps or questions arise regarding IT security standards or policy, adherence to the National Institute of Standards and Technology (NIST) guidelines shall be expected.
C.6.3 Information Security
C.6.3.1 The section below provides highlights of the OCTO Information Security policy. The full document can be viewed at (http://octo.dc.gov/page/information-security-program). A violation of the standards, procedures, or guidelines established in support of the Information Security policy could result in termination of contract and/or employment.
C.6.4 Contractor Responsibility
C.6.4.1 It is District policy that all government employees and contractors are responsible for maintaining the confidentiality, integrity, and availability of government information, including information held in trust, or on behalf of, residents, clients, contractors, or personnel.
C.6.5 Database Confidentiality
C.6.5.1Confidentiality, integrity, and availability shall be maintained for all District of Columbia government information maintained in databases, processed by application systems, or transmitted via the District Local Area Network, Wide Area Network, email system, or other standalone connection.
C.6.6 Contractor Access
C.6.6.1 Employees and contractors shall be granted only the level of access to information and automated systems necessary to perform their jobs. Additional access to sensitive information and systems shall not be provided until such access is needed and is formally authorized in accordance with District government standards.
C.6.7 District’s Right of Review
C.6.7.1The OCTO IT Security Department has the right to access and review any and all information stored, processed, or communicated on computers, systems, or networks belonging to the District of Columbia government. No one using District government systems has a right to personal privacy of any information thereon, whatever its source.
C.6.8 Data Privacy
C.6.8.1 Any Personally Identifiable Information (PII) that is identified as needed for inclusion in the to-be system shall be stored on network drives and/or in application database(s) with proper access controls, and shall be made available to only those individuals with a valid need to know. Creation of computer-readable data extracts including PII shall be maintained in an official log including creator, date, type of information, and user.
C.6.9 IT Component Standards
39 C.6.9.1 The proposed solution shall adhere to District standards governing implementation and management of all hardware and OMS components required for deployment and maintenance.
C.6.10 System Environment
C.6.10.1The environment in which the system resides shall be provisioned by OCTO Enterprise Cloud & Infrastructure Services (ECIS), on either a SQL or Oracle database platform. Additional customization options are available.
C.6.11 Server Applications
C.6.11.1 Microsoft Windows Server/Microsoft Windows Server Enterprise is the standard server operating system. For Mainframe operating system, IBM is standard.
C.6.11.2 Standards for additional server applications are listed below. Wherever possible, the most recent version of each OMS is the acceptable standard version, though exceptions may be made, and vary by individual case.
a) Server Antivirus: McAfee VirusScan Enterprise b) Server Spyware Protection: McAfee Spyware Module c) Server Policy Management: McAfee ePO d) Enterprise Application Integration: Sun/SeeBeyond eGate EAI e) Enterprise Service Bus: Sonic ESB f) Java Application Server: IBM Websphere Enterprise g) Java Servlet: Apache Tomcat h) Internet Content Management: Cimbrian Dynamic Site Framework i) Directory Services: Microsoft (Active Directory; ADAM; Metadata Services) j) Email Server: Microsoft Exchange k) Web Server: Microsoft IIS
C.6.12 Database and Database Applications
C.6.12.1 District’s standard SQL Server database is Windows 2008/2012 R2 (2 vCPU, 4GB of vRAM, and 120GB disk space). The standard Oracle Server database is Oracle 11g Enterprise Farm (up to 20GB).
C.6.12.2 The standard database mainframe application is IBM DB2 UDB. TeleLogic is the accepted standard modeling application.
C.6.13 Virtual Machines
C.6.13.1 District’s standard for virtual machine operating system is Microsoft Windows Server (2008 or 2012). Virtual machines are provisioned with 2GB of RAM, with additional RAM available for purchase in increments of 1GB. Standard backup for all virtual machines is three months retention.
40
C.7 CURRENT IT ENVIRONMENT AND INFRASTRUCTURE
C.7.1 Following are IT inventory currently being used by DC DOC:
C.7.2 Hardware
Make Model OS Function Location
Dell Virtual Server Windows 2008R2 OMS APP1 CDF Dell Virtual Server Windows 2008R2 OMS APP2 CDF Dell Virtual Server Windows 2008R2 OMSAPP3 CDF Dell Virtual Server Windows 2008R2 OMS Utility CDF Dell Virtual Server Windows 2008R2 OMS WEB CDF Dell Virtual Server Windows 2008R2 OMS Staging CDF Dell Virtual Server Windows 2008R2 OMS Training CDF Dell Virtual Server Windows 2008R2 OMS Reporting CDF Dell PoweredgeR710 Windows 2008R2 OMS DB1 CDF Dell PoweredgeR710 Windows 2008R2 OMS DB2 CDF Dell Virtual Server Windows 2008R2 Imaging CDF Dell Virtual Server Windows 2008R2 SQL server CDF Dell Virtual Server Windows 2008R2 SQL server CDF Dell Virtual Server Windows 2008R2 Centricity CDF Dell Virtual Server Windows 2008R2 Centricity App CDF Dell Virtual Server Windows 2008R2 Crystal Report CDF Dell Virtual Server Windows 2008R2 DTS CDF Dell Virtual Server Windows 2008R2 CIPS CDF Dell Virtual Server Windows 2008R2 Census CDF Dell Virtual Server Windows 2008R2 Intimetest CDF Dell Virtual Server Windows 2008R2 Backup Server CDF Dell PoweredgeR710 Windows 2008R2 Centricity Test CDF Dell Virtual Server Windows 2008R2 Terminal Server CDF Dell PoweredgeR710 Windows 2008R2 Virtual Host CDF Dell Virtual Server Windows 2008R2 Solar winds CDF Dell PoweredgeR710 Windows 2008R2 Virtual Host CDF Dell PoweredgeR720 Windows 2008R2 Virtual Host CDF Dell Windows 2008R2 Virtual Host CDF Dell PoweredgeR710 Windows 2008R2 Database server CDF Dell PoweredgeR710 Windows 2008R2 Video Visit CDF Dell PoweredgeR710 Windows 2008R2 PACS CDF Dell PoweredgeR710 Windows 2008R2 Softrack CDF Dell PoweredgeR710 Windows 2008R2 Appassure CDF Dell Virtual Server Windows 2008R2 Sharepoint Reeves Dell PoweredgeR710 Windows 2008R2 SQL server Reeves Dell PoweredgeR710 Windows 2008R2 Home/Data Reeves Dell
41 Dell Virtual Server Windows 2003 CCB List CDF Dell Virtual Server Windows 2003 JaccsTest CDF Dell Virtual Server Windows 2003 Terminal Server CDF Dell Virtual Server Windows 2003 Document Mgmt CDF
Dell Virtual Server Windows 2003 DCPS Server1 CDF Dell Virtual Server Windows 2003 DCPS Server2 CDF Dell Virtual Server Windows 2003 Logician Server CDF Dell Virtual Server Windows 2003 TimeClock CDF Dell Virtual Server Windows 2003 LotusNotes CDF Dell Virtual Server Windows 2003 Board manager CDF Dell Virtual Server Windows 2003 Print Server CDF Dell Virtual Server Windows 2003 LSR OMS CDF Dell Virtual Server Windows 2003 SQL server CDF Dell Virtual Server Windows 2003 Crystal Reports CDF Dell Virtual Server Windows 2003 DomainContoller CDF Dell Virtual Server Windows 2003 Intimetest CDF Dell Virtual Server Windows 2003 GPS server CDF Dell Virtual Server Windows 2003 GuardPlus CDF Dell Virtual Server Windows 2003 VINE server CDF Dell Poweredge2950 Windows 2003 Backup Server CDF Dell Windows 2003 EPO Server CDF Dell Poweredge2950 Windows 2003 MicroMain CDF Dell PoweredgeR710 Windows 2003 Intime Server CDF Dell Windows 2003 EPO Server Reeves Dell Virtual Server Windows 2003 DomainContoller Reeves Dell Poweredge2950 Windows 2003 HQBackup Reeves Dell PoweredgeR710 Windows 2003 DomainContoller Reeves Dell Windows 2003 Lotusnotes Reeves Dell PoweredgeR720 Windows 2012 Virtual Host CDF Dell PoweredgeR720 Windows 2012 Virtual Host CDF Dell PoweredgeR720 Windows 2012 Virtual Host CDF Dell PoweredgeR720 Windows 2012 Virtual Host CDF
Dell PoweredgeR710 Windows 2003 Intime SQL1 CDF Dell PoweredgeR710 Windows 2003 Intime SQL2 CDF Dell Poweredge2950 Windows 2003 Home\Data CDF Dell Poweredge2950 Windows 2003 PCLIP CDF Bloxx Bloxx / Web CDF filtering Netapp Data on tap 7 File Server CDF Mode Netapp Data on tap 7 File Server CDF Mode Dell KACE Image/Helpdesk CDF Dell Linux Video Visit CDF Dell Linux Video Visit CDF Dell Linux Video Visit CDF 42 Dell Linux Video Visit CDF HP Linux Livescan CDF HP Linux Livescan CDF
Aventura DVR-SO1A VMS Security System CDF Tech
C.7.3 Applications
Application Name Contractor Function In Time WFM – Scheduling/Staffing Time Clock Biometrics for attendance JACCS Inmate Case Management Paperclip Document Management Lotus Notes Apps Workflow Process (inmate release processing with multiple forms; incident tracking with files, videos and notifications; escape monitoring system; federal program) There are approximately 16 distinct applications/functions running though the platform. Including: Release Processing, Incident tracking, TMS system, Federal Billing, Medical Billing, JACCS web site, Release Plan. Sentence Calculator, PTR Management, Program Statements Escape Monitoring system, Firearms Inventory Guard Plus Officer pipe rounds to cells Micro Main Facility Management Centricity Inmate medical and health records OMS CIPS Pharmacy OMS LexisNexis Law Library North Pointe North Compass Pointe Case Manager Crystal Reports XI SAP Reports Active Strategy Performance Measures AppAssure Dell Image Backup PACS Xray Server CA Arc Serv CA Backup Jeff-Net Report
Runner CCB Lockup list report Attorney Visitation Attorney Visitation Livescan Fingerprinting IRIS scan IRIS scan Keywatch Keys Management
43 C.7.4 Databases
DB
Oracle 11G SQL 2012 Oracle 9 SQL 2005
C.7.5 Network
Type Location Package/Product Data 2000 14th Street NW DC Net circuit 100 Mbps Data 1901 D Street SE DC Net circuit 100 Mbps/ Video Visit Circuit 100 Mbps Data 300 Indiana Ave NW Utilizes MPD circuit for CCB/ Internal Affairs has DC-Net circuit 10Mbps Data 500 Indiana Ave DC-Net circuit 10 Mbps Data DC General Hospital DC-Net 50 Mbps for training academy and one for video visitation (100 Mbps - also supporting other sites Data 1901 E Street NW DOC space shares the circuit from DC Jail. Data 1900 Massachusetts Ave. SE DC-Net 100 Mbps for Video Visitation Wireless Access Points Firewalls DC Jail Data Center Cisco ASA 5510
C.7.6 Telephony
Type Circuit Type Quantity Voice 1B+D 1 Voice Analog 11 Voice Cisco VOIP 78 Voice Digital - Avaya 3 Voice E-Fax 7 Voice SW-Number 1 Voice WebEx 2
C.8 FUNCTIONAL AND TECHNICAL SYSTEM REQUIREMENTS WORKSHEET
C.8.1 Attachment J.12 to be used by the Contractor to complete its response to DOC’s Detailed OMS Requirements
44 C.8.2 Column 1 of Attachment J.12 shows the list of detailed functional and technical requirements. The table is divided into various sections. Within each section, there are detailed requirements listed under the first column.
C.8.3 Column 2 in Attachment J.12 distinguishes the “Operational on Delivery” (“O”) requirements from “Enabled upon requested” (“E”) requirements. Operational on Delivery (“O”) requirements are those requirements that must be delivered upon system implementation by the Contractor. Enabled upon requested (“E”) requirements are those requiremnts which shall be available when requested by the District.
C.8.4 “Operational on Delivery” requirements are labelled as “O” and “Enabled upon requested” requirements are labelled as “E” in Column 2 of the table.
C.8.5 Column 3 should be completed by the Contractor with the following codes:
P—Present and provided within the proposed System F—shall be available in the future within the proposed system
C.8.6 Under Column 4 (“Detailed Descriptions and/or Cross References’), the Contractor should explain how its system meets each requirement and whether its system meets these requirements out-of-the-box or requires configuration and/or customization. In order to accommodate the format of the Technical Proposal, Contractor should indicate either the Section Number or Page Number of the Contractor’s Proposal in which this requirement is met.
C.8.7 While it is acceptable to provide written narrative under Column 4, Contractors are encouraged to include narrative in the Technical Proposal and cross reference the requirements to the section number or page number of the proposal. Contractor may also provide a mixture (e.g. some narratives and some page numbers) as long as the proposal is clear on how the requirement is being met.
45 SECTION D: PACKAGING AND MARKING
D.1 The packaging and marking requirements for this contract shall be governed by clause number (2), Shipping Instructions-Consignment, of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1)
SECTION E: INSPECTION AND ACCEPTANCE
E.1 The inspection and acceptance requirements for this contract shall be governed by clause number clause number five (5) Inspection of Supplies and clause number six (6), Inspection of Services of the Government of the District of Columbia's Standard Contract Provisions for use with Supplies and Services Contracts, dated July 2010. (Attachment J.1)
46 SECTION F: PERIOD OF PERFORMANCE AND DELIVERABLES
F.1 TERM OF CONTRACT
The term of the contract shall be for a period of one (1) year from date of award specified on the cover page of this contract.
F.2 OPTION TO EXTEND THE TERM OF THE CONTRACT
F.2.1 The District may extend the term of this contract for a period of four (4) one-year option periods, or successive fractions thereof, by written notice to the Contractor before the expiration of the contract; provided that the District will give the Contractor preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit the District to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract.
F.2.2 If the District exercises this option, the extended contract shall be considered to include this option provision.
F.2.3 The price for the option period shall be as specified in the Section B of the contract.
F.2.4 The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.
F.3 DELIVERABLES
The Contractor shall perform the activities required to successfully complete the District’s requirements and submit each deliverable to the Contract Administrator (CA) identified in section G.9.
The Contractor shall be responsible for the delivery of deliverables in accordance to the tasks defined in Section C.5 above. In addition, a project plan and weekly status report toward project tasks are required from the Contractor as deliverables for this Contract.
Project Plan and Weekly Reports: The Contractor shall develop and submit a project plan in Microsoft Project that includes all of the tasks, planned start dates, anticipated completion dates, deliverables, and responsible individuals in order to meet the “due dates” or milestones for the contract deliverables in section F.3.1. The project plan shall provide linkage between the tasks among the Tasks and the Deliverables. The project plan shall be submitted to the Contract Administrator and approved by DOC. The Contractor shall submit to the Contract Administrator a written weekly status report on the progress toward the milestones and projected dates for all project tasks listed on the project plan. If any of the completion dates is anticipated to be late or missed, the Contractor shall project an explanation on how to rectify the delay and provide an alternative completion date. The Contractor shall also provide explanations on how the milestones shall be kept or revisions shall be required.
47 F.3.1 Contract Deliverables and Milestones
The following table provides the format, due dates, and to whom the deliverables specified in F- 3, above are to be delivered. Due dates under deliverable items 4 through-18shall be proposed by the Contractor and approved by the Contractor Administrator based on the milestones established in the approved Project Plan and are due ten days after Contract Award.
Item Deliverables Qty. Format/Method of Due Date To Whom No. Delivery Base System (OMS)
Five days OMS Project Management Electronic and after Contract 1 1 Methodology 1 paper Award CA 2 Five days OMS Implementation Electronic and after Contract Methodology 1 paper Award CA 3 2 Ten days CA after OMS Project Plan (Microsoft Contract Project) 1 Electronic Award 4 4 Electronic and Milestone in CA Risk Mitigation Plan 1 paper Project Plan 5 5 Issue Management Electronic and Milestone in CA Methodology 1 paper Project Plan 6 6 Electronic and Milestone in CA Quality Assurance Plan 1 paper Project Plan 7 7 Electronic and Milestone in CA Change Management Strategy 1 paper Project Plan 8 8 Electronic and Milestone in CA Conversion Plan 1 paper Project Plan 9 9 Conversion Reconciliation Electronic and Milestone in CA Report 1 paper Project Plan 10 1Certification of successful data Electronic and Milestone in CA 0 migration 1 paper Project Plan 11 1 OMS Reports Test Scenarios Electronic and Milestone in CA 1 and Validation 1 paper Project Plan 12 1 OMS Reports User Electronic and Milestone in CA 2 Acceptance 1 paper Project Plan 13 1 OMS Reports in Production Electronic and Milestone in CA 3 System 12 paper Project Plan 14 1 OMS Test Methodology, Test Electronic and Milestone in CA 4 Scenarios, Validation Methods 1 paper Project Plan 15 1 OMS User Acceptance Milestone in CA 5 Scenarios and Criteria 1 Electronic Project Plan 16 1 Milestone in CA 6 Document Imaging Integration 1 Electronic Project Plan 17 1 Milestone in CA 7 Photo Imaging Integration 1 Electronic Project Plan 18 1 Two Operation Payment 2 Operational Kiosks Milestone in CA 48 8 Kiosks Project Plan 19 1 Network Test Results and Electronic and Milestone in CA 9 Reports 1 paper Project Plan 20 2 Integration Test Plan, Testing Milestone in CA 0 Methodology, Testing Project Plan Scenarios and Validation Electronic and Methodology 1 paper 21 2 Certification and Milestone in CA 1document ation of OMS Report Electronic and Project Plan completion 1 paper 22 2 Electronic and Milestone in CA 2 Transition and Turnover Plan 1 paper Project Plan 23 2Certification of successful data Electronic and Milestone in CA 3 migration 1 paper Project Plan 24 2 Certification of successful Electronic and Milestone in CA 4 system testing 1 paper Project Plan 25 2 Electronic and Milestone in CA 5 System readiness certification 1 paper Project Plan 26 2Interface Test Results and Test Electronic and Milestone in CA 6 Reports 1 paper Project Plan 27 2Interface Test Results and Test Electronic and Milestone in CA 7 Reports 12 paper Project Plan 28 2 Certification of interface Electronic and Milestone in CA 8 completion 1 paper Project Plan 29 2 Electronic and Milestone in CA 9 Training Materials 1 paper Project Plan 30 3 Electronic and Milestone in CA 0 Training Plan 1 Paper Project Plan 31 3 Electronic and Milestone in CA 1 Course Curricula 17 paper Project Plan 32 3 Milestone in CA 2 Training Database 1 Electronic Project Plan 33 Training Sessions for Users, Milestone in CA Administrators and Trainers 4 Paper Project Plan 34 Evaluation of Trainee Milestone in CA Proficiency 1 Paper Project Plan 35 Transition and Turnover Electronic and Milestone in CA Plan 1 Paper Project Plan 36 Electronic and Milestone in CA System Documentation 1 Paper Project Plan 37 Electronic and Milestone in CA Diaster Recovery Plan 1 Paper Project Plan 38 Milestone in CA Live System 1 Operating system Project Plan
The deliverables shall be deemed acceptable by the Contract Administrator (CA) before they can be considered complete. DOC shall ensure timely approval of requirements documents, future-to-be documentation, plans, and deliverables as appropriate.
49 “Electronic delivery” is defined as attachment via email or soft copy on CDs or USB drive. “Paper” is defined as hard copy paper deliverable. When both are stated, the Contractor shall provide both an electronic and a paper version.
F.3.2 The Contractor shall submit to the District, as a deliverable, the report described in section H.5.5 that is required by the 51% District Residents New Hires Requirements and First Source Employment Agreement. If the Contractor does not submit the report as part of the deliverables, final payment to the Contractor shall not be paid pursuant to section G.3.2.
50 SECTION G: CONTRACT ADMINISTRATION G.1 INVOICE PAYMENT
G.1.1 The District will make payments to the Contractor, upon the submission of proper invoices, at the prices stipulated in this contract, for supplies delivered and accepted or services performed and accepted, less any discounts, allowances or adjustments provided for in this contract.
G.1.2 The District will pay the Contractor on or before the 30th day after receiving a proper invoice from the Contractor.
G.1.3. The District follows a specific policy for services related to software/hardware (SW/HW) maintenance/licenses and support services. These services must be provided and billed with in the districts fiscal year (10/1 to 09/30). Invoices should only cover one fiscal year and the District cannot be held liable for any such services not billed and paid with in the same fiscal year (October 1 to September 30)’. The District issues separate payment for each fiscal year for accounting and budgetary reasons.
G.1.4 By accepting this contract, for SW/HW maintenance/licenses and support services, you agree that a proper invoice constitutes a service period that covers ONLY October 1 thru September 30
G.2 INVOICE SUBMITTAL
G.2.1 The Contractor shall submit proper invoices on a monthly basis or as otherwise specified in Section G.4. Invoices shall be prepared in duplicate and submitted to the agency Chief Financial Officer with concurrent copies to the CA specified in Section G.9 below. The address of the CFO is:
DC Office of the CTO (Accts Payable) 200 I St. SE Washington, DC 20003 United States Phone: 1(202) 727-2277
G.2.2 To constitute a proper invoice, the Contractor shall submit the following information on the invoice:
G.2.2.1 Contractor’s name, federal tax ID and invoice date (date invoices as of the date of mailing or transmittal);
G.2.2.2 Contract number and invoice number;
G.2.2.3 Description, price, quantity and the date(s) that the supplies or services were delivered or performed;
G.2.2.4 Other supporting documentation or information, as required by the Contracting Officer;
G.2.2.5 Name, title, telephone number and complete mailing address of the responsible official to whom payment is to be sent; 51
G.2.2.6 Name, title, phone number of person preparing the invoice;
G.2.2.7 Name, title, phone number and mailing address of person (if different from the person identified in G.2.2.6 above) to be notified in the event of a defective invoice; and
G.2.2.8 Authorized signature.
G.3 FIRST SOURCE AGREEMENT REQUEST FOR FINAL PAYMENT
G.3.1 For contracts subject to the 51% District Residents New Hires Requirements and First Source Employment Agreement requirements, final request for payment must be accompanied by the report or a waiver of compliance discussed in section H.5.5.
G.3.2 No final payment shall be made to the Contractor until the agency CFO has received the Contracting Officer’s final determination or approval of waiver of the Contractor’s compliance with 51% District Residents New Hires Requirements and First Source Employment Agreement requirements.
G.4 PAYMENT
G.4.1 Partial Payments
Unless otherwise specified in this contract, payment will be made on partial deliveries of goods and services accepted by the District if:
a) The amount due on the deliveries warrants it; or
b) The Contractor requests it and the amount due on the deliveries is in accordance with the following:
"Payment will be made on completion and acceptance of each item for which the price is stated in the Schedule in Section B"; and
c) Presentation of a properly executed invoice.
G.4.2 Deliverable Payments: Payment will be made based on the approval of deliverables specified in Section F.3 (Deliverables) except for ITS. Payment for ITS will be paid based upon number of calls per month.
Deliverables must be deemed acceptable by the Contract Administrator (CA) before they can be considered complete. Payments will not be made based on partial deliveries.
Deliverable payments will be based upon the delivery of the following deliverables in accordance to the CLINs stated in Section B.3 of the RFP. The percentage of payment will be equally distributed by the number of deliverables required under a specific CLIN amount.
52 Payment Scope of Work Deliverable Deliverable No. Percentage of Method No CLIN Amount Basic System
Delivera Project OMS Project ble Management Management and 1/31 of CLIN 1. Methodology 0001 OMS Implementation 1/31 of CLIN 2. Methodology 0001 3. OMS Project Plan 1/31 of CLIN (Microsoft Project) 0001 4. 1/31 of CLIN Risk Mitigation Plan 0001 5. Issue Management 1/31 of CLIN Methodology 0001 6. 1/31 of CLIN Quality Assurance Plan 0001 7. Change Management 1/31 of CLIN Strategy 0001 Delivera Conversion and 8. 1/31 of CLIN ble Data Migration Conversion Plan 0001 9. Conversion 1/31 of CLIN Reconciliation Report 0001 10. Certification of 1/31 of CLIN successful data migration 0001 Delivera OMS design, test 11 OMS Reports Test 1/31 of CLIN ble and acceptance Scenarios and Validation 0001 12 OMS Reports User 1/31 of CLIN Acceptance 0001 13 OMS Reports in 1/31 of CLIN Production System 0001 14 OMS Test Methodology, 1/31 of CLIN Test Scenarios, 0001 Validation Methods 15 OMS User Acceptance 1/31 of CLIN Scenarios and Criteria 0001 16 Document Imaging 1/31 of CLIN Integration 0001 17 Photo Imaging 1/31 of CLIN Integration 0001 18 Two Operational 1/31 of CLIN Payment Kiosks 0001 19 Network Test Results and 1/31 of CLIN Reports 0001 20 Integration Test Plan, 1/31 of CLIN Testing Methodology, 0001 Testing Scenarios and Validation Methodology 21 Integration Acceptance 1/31 of CLIN Scenarios and Criteria 0001 22 Certification and 1/31 of CLIN documentation of OMS 0001 Report completion
53 23 Certification of 1/31 of CLIN successful system 0001 testing 24 System readiness 1/31 of CLIN certification 0001 Delivera Interface design, 25 Interface Design and 1/31 of CLIN ble test and Testing Methodology 0001 acceptance 26 Interface Test Results 1/31 of CLIN and Test Reports 0001 27 Certification of 1/31 of CLIN interface completion 0001 28 1/31 of CLIN Interface Migration Plan 0001 Delivera Transition and 29 Transition and Turnover 1/31 of CLIN ble implementation Plan 0001 30 1/31 of CLIN System Documentation 0001 31 1/31 of CLIN Disaster Recovery Plan 0001 Delivera Training 32 1/6 of CLIN ble Training Materials 0002 33 1/6 of CLIN Training Plan 0002 34 1/6 of CLIN Course Curricula 0002 35 1/6 of CLIN Training Database 0002 36 Training Sessions for 1/6 of CLIN Users, Administrators 0002 and Trainers 37 Evaluation of Trainee 1/6 of CLIN Proficiency 0002 Live OMS 38 100% of System Operating system CLIN 0003
G.5 ASSIGNMENT OF CONTRACT PAYMENTS
G.5.1 In accordance with 27 DCMR 3250, the Contractor may assign to a bank, trust company, or other financing institution funds due or to become due as a result of the performance of this contract.
G.5.2 Any assignment shall cover all unpaid amounts payable under this contract, and shall not be made to more than one party.
G.5.3 Notwithstanding an assignment of contract payments, the Contractor, not the assignee, is required to prepare invoices. Where such an assignment has been made, the original copy of the invoice must refer to the assignment and must show that payment of the invoice is to be made directly to the assignee as follows:
54 “Pursuant to the instrument of assignment dated ______, make payment of this invoice to (name and address of assignee).”
G.6 THE QUICK PAYMENT CLAUSE
G.6.1 Interest Penalties to Contractors
G.6.1.1 The District will pay interest penalties on amounts due to the Contractor under the Quick Payment Act, D.C. Official Code §2-221.01 et seq., for the period beginning on the day after the required payment date and ending on the date on which payment of the amount is made. Interest shall be calculated at the rate of 1% per month. No interest penalty shall be paid if payment for the completed delivery of the item of property or service is made on or before:
a) the 3rd day after the required payment date for meat or a meat product; b) the 5th day after the required payment date for an agricultural commodity; or c) the 15th day after the required payment date for any other item.
G.6.1.2 Any amount of an interest penalty which remains unpaid at the end of any 30-day period shall be added to the principal amount of the debt and thereafter interest penalties shall accrue on the added amount.
G.6.2 Payments to Subcontractors
G.6.2.1 The Contractor must take one of the following actions within seven (7) days of receipt of any amount paid to the Contractor by the District for work performed by any subcontractor under this contract:
a) Pay the subcontractor for the proportionate share of the total payment received from the District that is attributable to the subcontractor for work performed under the contract; or
b) Notify the District and the subcontractor, in writing, of the Contractor’s intention to withhold all or part of the subcontractor’s payment and state the reason for the nonpayment.
G.6.2.2 The Contractor must pay any subcontractor or supplier interest penalties on amounts due to the subcontractor or supplier beginning on the day after the payment is due and ending on the date on which the payment is made. Interest shall be calculated at the rate of 1% per month. No interest penalty shall be paid on the following if payment for the completed delivery of the item of property or service is made on or before:
a) the 3rd day after the required payment date for meat or a meat product; b) the 5th day after the required payment date for an agricultural commodity; or c) the 15th day after the required payment date for any other item.
G.6.2.3 Any amount of an interest penalty which remains unpaid by the Contractor at the end of any 30- day period shall be added to the principal amount of the debt to the subcontractor and thereafter interest penalties shall accrue on the added amount.
G.6.2.4 A dispute between the Contractor and subcontractor relating to the amounts or entitlement of a subcontractor to a payment or a late payment interest penalty under the Quick Payment Act does 55 not constitute a dispute to which the District of Columbia is a party. The District of Columbia may not be interpleaded in any judicial or administrative proceeding involving such a dispute.
G.6.3 Subcontract requirements
G.6.3.1 The Contractor shall include in each subcontract under this contract a provision requiring the subcontractor to include in its contract with any lower-tier subcontractor or supplier the payment and interest clauses required under paragraphs (1) and (2) of D.C. Official Code §2-221.02(d).
G.7 CONTRACTING OFFICER (CO)
Contracts will be entered into and signed on behalf of the District only by contracting officers. The contact information for the Contracting Officer is:
Reginald Whitley Contracting Officer Office of Contracting and Procurement 200 I Street SE Washington, DC 20003 Telephone: 202.478.5867 E-mail address: [email protected]
G.8 AUTHORIZED CHANGES BY THE CONTRACTING OFFICER
G.8.1 The CO is the only person authorized to approve changes in any of the requirements of this contract.
G.8.2 The Contractor shall not comply with any order, directive or request that changes or modifies the requirements of this contract, unless issued in writing and signed by the CO.
G.8.3In the event the Contractor effects any change at the instruction or request of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any cost increase incurred as a result thereof.
G.9 CONTRACT ADMINSTRATOR (CA)
G.9.1 The CA is responsible for general administration of the contract and advising the CO as to the Contractor’s compliance or noncompliance with the contract. The CA has the responsibility of ensuring the work conforms to the requirements of the contract and such other responsibilities and authorities as may be specified in the contract. These include:
G.9.1.1 Keeping the CO fully informed of any technical or contractual difficulties encountered during the performance period and advising the CO of any potential problem areas under the contract; G.9.1.2 Coordinating site entry for Contractor personnel, if applicable;
G.9.1.3 Reviewing invoices for completed work and recommending approval by the CO if the Contractor’s costs are consistent with the negotiated amounts and progress is satisfactory and commensurate with the rate of expenditure; 56 G.9.1.4 Reviewing and approving invoices for deliverables to ensure receipt of goods and services. This includes the timely processing of invoices and vouchers in accordance with the District’s payment provisions; and G.9.1.5Maintaining a file that includes all contract correspondence, modifications, records of inspections (site, data, equipment) and invoice or vouchers. G.9.2 The address and telephone number of the CA is:
Baron Hsu Chief Information Officer (CIO) Department of Corrections 1901 D Street, SE Washington, DC 20003 E-mail: [email protected]
G.9.3 The CA shall NOT have the authority to:
1. Award, agree to, or sign any contract, delivery order or task order. Only the CO shall make contractual agreements, commitments or modifications; 2. Grant deviations from or waive any of the terms and conditions of the contract; 3. Increase the dollar limit of the contract or authorize work beyond the dollar limit of the contract, 4. Authorize the expenditure of funds by the Contractor; 5. Change the period of performance; or 6. Authorize the use of District property, except as specified under the contract.
G.9.4 The Contractor will be fully responsible for any changes not authorized in advance, in writing, by the CO; may be denied compensation or other relief for any additional work performed that is not so authorized; and may also be required, at no additional cost to the District, to take all corrective action necessitated by reason of the unauthorized changes.
57 SECTION H: SPECIAL CONTRACT REQUIREMENTS
H.1 HIRING OF DISTRICT RESIDENTS AS APPRENTICES AND TRAINEES
H.1.1 For all new employment resulting from this contract or subcontracts hereto, as defined in Mayor’s Order 83-265 and implementing instructions, the Contractor shall use its best efforts to comply with the following basic goal and objectives for utilization of bona fide residents of the District of Columbia in each project’s labor force:
H.1.1.1 At least fifty-one (51) percent of apprentices and trainees employed shall be residents of the District of Columbia registered in programs approved by the District of Columbia Apprenticeship Council. H.1.2 The Contractor shall negotiate an Employment Agreement with the Department of Employment Services (“DOES”) for jobs created as a result of this contract. The DOES shall be the Contractor’s first source of referral for qualified apprentices and trainees in the implementation of employment goals contained in this clause. H.2 DEPARTMENT OF LABOR WAGE DETERMINATIONS
The Contractor shall be bound by the Wage Determination No.2015-4281, Revision No. 7, dated 7/25/2017, issued by the U.S. Department of Labor in accordance with the Service Contract Act, 41 U.S.C. §351 et seq., and incorporated herein as Section J.2. The Contractor shall be bound by the wage rates for the term of the contract subject to revision as stated herein and in accordance with Section 24 of the SCP. If an option is exercised, the Contractor shall be bound by the applicable wage rates at the time of the option. If the option is exercised and the CO obtains a revised wage determination, the revised wage determination is applicable for the option periods and the Contractor may be entitled to an equitable adjustment.
H.3 PREGNANT WORKERS FAIRNESS H.3.1 The Contractor shall comply with the Protecting Pregnant Workers Fairness Act of 2016, D.C. Official Code § 32-1231.01 et seq. (PPWF Act).
H.3.2 The Contractor shall not:
(a) Refuse to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding for an employee, unless the Contractor can demonstrate that the accommodation would impose an undue hardship;
(b) Take an adverse action against an employee who requests or uses a reasonable accommodation in regard to the employee's conditions or privileges of employment, including failing to reinstate the employee when the need for reasonable accommodations ceases to the employee's original job or to an equivalent position with equivalent:
(1) Pay;
(2) Accumulated seniority and retirement;
(3) Benefits; and
58 (4) Other applicable service credits;
(c) Deny employment opportunities to an employee, or a job applicant, if the denial is based on the need of the employer to make reasonable accommodations to the known limitations related to pregnancy, childbirth, related medical conditions, or breastfeeding;
(d) Require an employee affected by pregnancy, childbirth, related medical conditions, or breastfeeding to accept an accommodation that the employee chooses not to accept if the employee does not have a known limitation related to pregnancy, childbirth, related medical conditions, or breastfeeding or the accommodation is not necessary for the employee to perform her duties;
(e) Require an employee to take leave if a reasonable accommodation can be provided; or
(f) Take adverse action against an employee who has been absent from work as a result of a pregnancy-related condition, including a pre-birth complication.
H.3.3 The Contractor shall post and maintain in a conspicuous place a notice of rights in both English and Spanish and provide written notice of an employee's right to a needed reasonable accommodation related to pregnancy, childbirth, related medical conditions, or breastfeeding pursuant to this chapter to:
(a) New employees at the commencement of employment;
(b) Existing employees; and
(c) An employee who notifies the employer of her pregnancy, or other condition covered by this chapter, within 10 days of the notification.
H.3.4 The Contractor shall provide an accurate written translation of the notice of rights to any non- English or non-Spanish speaking employee.
H.3.5 Violations of the PPWF Act shall be subject to civil penalties as described in the Act.
H.4 UNEMPLOYED ANTI-DISCRIMINATION
H.4.1 The Contractor shall comply with the Unemployed Anti-Discrimination Act of 2012, D.C. Official Code § 32-1361 et seq.
H.4.2 The Contractor shall not:
(a) Fail or refuse to consider for employment, or fail or refuse to hire, an individual as an employee because of the individual's status as unemployed; or
(b) Publish, in print, on the Internet, or in any other medium, an advertisement or announcement for any vacancy in a job for employment that includes:
(1) Any provision stating or indicating that an individual's status as unemployed disqualifies the individual for the job; or
59 (2) Any provision stating or indicating that an employment agency will not consider or hire an individual for employment based on that individual's status as unemployed.
H.4.3 Violations of the Unemployed Anti-Discrimination Act shall be subject to civil penalties as described in the Act.
H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT
Delete Article 35, 51% District Residents New Hires Requirements and First Source Employment Agreement, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following Section H.5 51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT in its place:
51% DISTRICT RESIDENTS NEW HIRES REQUIREMENTS AND FIRST SOURCE EMPLOYMENT AGREEMENT
H.5.1 For contracts for services in the amount of $300,000 or more, the Contractor shall comply with the First Source Employment Agreement Act of 1984, as amended, D.C. Official Code § 2- 219.01 et seq. (First Source Act).
H.5.2 The Contractor shall enter into and maintain during the term of the contract, a First Source Employment Agreement (Employment Agreement) with the District of Columbia Department of Employment Service’s (DOES), in which the Contractor shall agree that:
(a) The first source for finding employees to fill all jobs created in order to perform the contract shall be the First Source Register; and (b) The first source for finding employees to fill any vacancy occurring in all jobs covered by the Employment Agreement shall be the First Source Register. H.5.3 The Contractor shall not begin performance of the contract until its Employment Agreement has been accepted by DOES. Once approved, the Employment Agreement shall not be amended except with the approval of DOES. H.5.4 The Contractor agrees that at least 51% of the new employees hired to perform the contract shall be District residents. H.5.5 The Contractor’s hiring and reporting requirements under the First Source Act and any rules promulgated thereunder shall continue for the term of the contract. H.5.6 The CO may impose penalties, including monetary fines of 5% of the total amount of the direct and indirect labor costs of the contract, for a willful breach of the Employment Agreement, failure to submit the required hiring compliance reports, or deliberate submission of falsified data.
H.5.7 If the Contractor does not receive a good faith waiver, the CO may also impose an additional penalty equal to 1/8 of 1% of the total amount of the direct and indirect labor costs of the contract for each percentage by which the Contractor fails to meet its hiring requirements.
60 H.5.8 Any contractor which violates, more than once within a 10-year timeframe, the hiring or reporting requirements of the First Source Act shall be referred for debarment for not more than five (5) years.
H.5.9 The contractor may appeal any decision of the CO pursuant to this clause to the D.C. Contract Appeals Board as provided in clause 14, Disputes.
H.5.10 The provisions of the First Source Act do not apply to nonprofit organizations which employ 50 employees or less.
H.6 RESERVED
H.7 RESERVED
H.8 RESERVED
H.9 SUBCONTRACTING REQUIREMENTS
H.9.1 Mandatory Subcontracting Requirements
H.9.1.1 Unless the Director of the Department of Small and Local Business Development (DSLBD) has approved a waiver in writing, for all contracts in excess of $250,000, at least 35% of the dollar volume of the contract shall be subcontracted to qualified small business enterprises (SBEs).
H.9.1.2 If there are insufficient SBEs to completely fulfill the requirement of paragraph H.9.1.1, then the subcontracting may be satisfied by subcontracting 35% of the dollar volume to any qualified certified business enterprises (CBEs); provided, however, that all reasonable efforts shall be made to ensure that SBEs are significant participants in the overall subcontracting work.
H.9.1.3 A prime contractor that is certified by DSLBD as a small, local or disadvantaged business enterprise shall not be required to comply with the provisions of sections H.9.1.1 and H.9.1.2.
H.9.1.4 Except as provided in H.9.1.5 and H.9.1.7, a prime contractor that is a CBE and has been granted a proposal preference pursuant to D.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 35% of the contracting effort with its own organization and resources and, if it subcontracts, 35% of the subcontracting effort shall be with CBEs. A CBE prime contractor that performs less than 35% of the contracting effort shall be subject to enforcement actions under D.C. Official Code § 2-218.63.
H.9.1.5 A prime contractor that is a certified joint venture and has been granted a proposal preference pursuant to D.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 50% of the contracting effort with its own organization and resources and, if it subcontracts, 35% of the subcontracting effort shall be with CBEs. A certified joint venture prime contractor that performs less than 50% of the contracting effort shall be subject to enforcement actions under D.C. Official Code § 2-218.63.
H.9.1.6 Each CBE utilized to meet these subcontracting requirements shall perform at least 35% of its contracting effort with its own organization and resources. 61
H.9.1.7 A prime contractor that is a CBE and has been granted a proposal preference pursuant to D.C. Official Code § 2-218.43, or is selected through a set-aside program, shall perform at least 50% of the on-site work with its own organization and resources if the contract is $1 million or less.
H.9.2 Subcontracting Plan
If the prime contractor is required by law to subcontract under this contract, it must subcontract at least 35% of the dollar volume of this contract in accordance with the provisions of section H.9.1 of this clause. The plan shall be submitted as part of the proposal and may only be amended after award with the prior written approval of the CO and Director of DSLBD. Any reduction in the dollar volume of the subcontracted portion resulting from an amendment of the plan after award shall inure to the benefit of the District.
Each subcontracting plan shall include the following:
(1) The name and address of each subcontractor; (2) A current certification number of the small or certified business enterprise; (3) The scope of work to be performed by each subcontractor; and (4) The price that the prime contractor will pay each subcontractor.
H.9.3 Copies of Subcontracts
Within twenty-one (21) days of the date of award, the Contractor shall provide fully executed copies of all subcontracts identified in the subcontracting plan to the CO, CA, District of Columbia Auditor and the Director of DSLBD.
H.9.4 Subcontracting Plan Compliance Reporting
H.9.4.1 If the Contractor has a subcontracting plan required by law for this contract, the Contractor shall submit a quarterly report to the CO, CA, District of Columbia Auditor and the Director of DSLBD. The quarterly report shall include the following information for each subcontract identified in the subcontracting plan:
(A) The price that the prime contractor will pay each subcontractor under the subcontract; (B) A description of the goods procured or the services subcontracted for; (C) The amount paid by the prime contractor under the subcontract; and (D) A copy of the fully executed subcontract, if it was not provided with an earlier quarterly report.
H.9.4.2 If the fully executed subcontract is not provided with the quarterly report, the prime contractor will not receive credit toward its subcontracting requirements for that subcontract.
H.9.5 Annual Meetings
Upon at least 30-days written notice provided by DSLBD, the Contractor shall meet annually with the CO, CA, District of Columbia Auditor and the Director of DSLBD to provide an update on its subcontracting plan.
62 H.9.6 Notices
The Contractor shall provide written notice to the DSLBD and the District of Columbia Auditor upon commencement of the contract and when the contract is completed.
H.9.7 Enforcement and Penalties for Breach of Subcontracting Plan
H.9.7.1 A contractor shall be deemed to have breached a subcontracting plan required by law, if the contractor (i) fails to submit subcontracting plan monitoring or compliance reports or other required subcontracting information in a reasonably timely manner; (ii) submits a monitoring or compliance report or other required subcontracting information containing a materially false statement; or (iii) fails to meet its subcontracting requirements.
H.9.7.2 A contractor that is found to have breached its subcontracting plan for utilization of CBEs in the performance of a contract shall be subject to the imposition of penalties, including monetary fines in accordance with D.C. Official Code § 2-218.63.
H.9.7.3 If the CO determines the Contractor’s failure to be a material breach of the contract, the CO shall have cause to terminate the contract under the default provisions in clause 8 of the SCP, Default.
H.10 FAIR CRIMINAL RECORD SCREENING
H.10.1 The Contractor shall comply with the provisions of the Fair Criminal Record Screening Amendment Act of 2014, effective December 17, 2014 (D.C. Law 20-152) (the “Act” as used in this section). This section applies to any employment, including employment on a temporary or contractual basis, where the physical location of the employment is in whole or substantial part within the District of Columbia.
H.10.2 Prior to making a conditional offer of employment, the Contractor shall not require an applicant for employment, or a person who has requested consideration for employment by the Contractor, to reveal or disclose an arrest or criminal accusation that is not then pending or did not result in a criminal conviction.
H.10.3 After making a conditional offer of employment, the Contractor may require an applicant to disclose or reveal a criminal conviction.
H.10.4 The Contractor may only withdraw a conditional offer of employment, or take adverse action against an applicant, for a legitimate business reason as described in the Act.
H.10.5 This section and the provisions of the Act shall not apply:
(a) Where a federal or District law or regulation requires the consideration of an applicant’s criminal history for the purposes of employment;
(b) To a position designated by the employer as part of a federal or District government program or obligation that is designed to encourage the employment of those with criminal histories;
63 (c) To any facility or employer that provides programs, services, or direct care to, children, youth, or vulnerable adults; or
(d) To employers that employ less than 11 employees.
H.10.6 A person claiming to be aggrieved by a violation of the Act may file an administrative complaint with the District of Columbia Office of Human Rights, and the Commission on Human Rights may impose monetary penalties against the Contractor.
H.10 FAIR CRIMINAL RECORD SCREENING
H.10.1 The Contractor shall comply with the provisions of the Fair Criminal Record Screening Amendment Act of 2014, effective December 17, 2014 (D.C. Law 20-152) (the “Act” as used in this section). This section applies to any employment, including employment on a temporary or contractual basis, where the physical location of the employment is in whole or substantial part within the District of Columbia.
H.10.2 Prior to making a conditional offer of employment, the Contractor shall not require an applicant for employment, or a person who has requested consideration for employment by the Contractor, to reveal or disclose an arrest or criminal accusation that is not then pending or did not result in a criminal conviction.
H.10.3 After making a conditional offer of employment, the Contractor may require an applicant to disclose or reveal a criminal conviction.
H.10.4 The Contractor may only withdraw a conditional offer of employment, or take adverse action against an applicant, for a legitimate business reason as described in the Act.
H.10.5 This section and the provisions of the Act shall not apply:
(a) Where a federal or District law or regulation requires the consideration of an applicant’s criminal history for the purposes of employment;
(b) To a position designated by the employer as part of a federal or District government program or obligation that is designed to encourage the employment of those with criminal histories;
(c) To any facility or employer that provides programs, services, or direct care to, children, youth, or vulnerable adults; or
(d) To employers that employ less than 11 employees.
H.10.6 A person claiming to be aggrieved by a violation of the Act may file an administrative complaint with the District of Columbia Office of Human Rights, and the Commission on Human Rights may impose monetary penalties against the Contractor.
H.11 PURCHASES OF IT HARDWARE AND EQUIPMENT
The Contractor shall provide only the most current models, components and accessories in new, fully operational, factory sealed condition, with all applicable licenses. The Contractor 64 warrants and represents that the equipment is eligible for the manufacturer's normal and extended warranty and support within the United States to Authorized Users. Previously owned, damaged, refurbished, remanufactured, counterfeit, "gray market" or substitute third party items will not be accepted. The offeror shall provide evidence of its authorized reseller agreement or certification with its proposal.
H.12 DIVERSION, REASSIGNMENT AND REPLACEMENT OF KEY PERSONNEL
The key personnel specified in the contract are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified key personnel for any reason, the Contractor shall notify the CO at least thirty (30) calendar days in advance and shall submit justification, including proposed substitutions, in sufficient detail to permit evaluation of the impact upon the contract. The Contractor shall obtain written approval of the CO for any proposed substitution of key personnel.
65 SECTION I: CONTRACT CLAUSES
I.1 APPLICABILITY OF STANDARD CONTRACT PROVISIONS
The Standard Contract Provisions for use with District of Columbia Government Supplies and Services Contracts dated July 2010 (“SCP”) are incorporated as part of the contract. To obtain a copy of the SCP go to www.ocp.dc.gov, click on OCP Policies under the heading “Information”, then click on “Standard Contract Provisions – Supplies and Services Contracts”.
I.2 CONTRACTS THAT CROSS FISCAL YEARS
Continuation of this contract beyond the current fiscal year is contingent upon future fiscal appropriations.
I.3 CONFIDENTIALITY OF INFORMATION
The Contractor shall keep all information relating to any employee or customer of the District in absolute confidence and shall not use the information in connection with any other matters; nor shall it disclose any such information to any other person, firm or corporation, in accordance with the District and federal laws governing the confidentiality of records.
I.4 TIME
Time, if stated in a number of days, will include Saturdays, Sundays, and holidays, unless otherwise stated herein.
I.5 RIGHTS IN DATA
Delete Article 42, Rights in Data, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts and substitute the following Article 42, Rights in Data) in its place:
A. Definitions
1. “Products” - A deliverable under any contract that may include commodities, services and/or technology furnished by or through Contractor, including existing and custom Products, such as, but not limited to: a) recorded information, regardless of form or the media on which it may be recorded; b) document research; c) experimental, developmental, or engineering work; d) licensed software; e) components of the hardware environment; f) printed materials (including but not limited to training manuals, system and user documentation, reports, drawings); g) third party software; h) modifications, customizations, custom programs, program listings, programming tools, data, modules, components; and i) any intellectual property embodied therein, whether in tangible or intangible form, including but not limited to utilities, interfaces, templates, subroutines, algorithms, formulas, source code, and object code.
2. “Existing Products” - Tangible Products and intangible licensed Products that exist prior to the commencement of work under the contract. Existing Products must be identified on the Product prior to commencement of work or else will be presumed to be Custom Products.
66 3. “Custom Products” - Products, preliminary, final or otherwise, which are created or developed by Contractor, its subcontractors, partners, employees, resellers or agents for the District under the contract.
4. “District” – The District of Columbia and its agencies.
B. Title to Project Deliverables
The Contractor acknowledges that it is commissioned by the District to perform services detailed in the contract. The District shall have ownership and rights for the duration set forth in the contract to use, copy, modify, distribute, or adapt Products as follows:
1. Existing Products: Title to all Existing Licensed Product(s), whether or not embedded in, delivered or operating in conjunction with hardware or Custom Products, shall: (1) remain with Contractor or third party proprietary owner, who retains all rights, title and interest (including patent, trademark or copyrights). Effective upon payment, the District is granted an irrevocable, non-exclusive, worldwide, paid-up license to use, execute, reproduce, display, perform, adapt (unless Contractor advises the District as part of Contractor’s proposal that adaptation will violate existing agreements or statutes and Contractor demonstrates such to the District’s satisfaction) and distribute Existing Product to District users up to the license capacity stated in the contract with all license rights necessary to fully effect the general business purpose(s) of the project or work plan or contract; and (2) be licensed in the name of the District. The District agrees to reproduce the copyright notice and any other legend of ownership on any copies authorized under this paragraph.
2. Custom Products: Effective upon Product creation, Contractor hereby conveys, assigns, and transfers to the District the sole and exclusive rights, title and interest in Custom Product(s), whether preliminary, final or otherwise, including all patent, trademark and copyrights. Contractor hereby agrees to take all necessary and appropriate steps to ensure that the Custom Products are protected against unauthorized copying, reproduction and marketing by or through Contractor.
C. Transfers or Assignments of Existing or Custom Products by the District
The District may transfer or assign Existing or Custom Products and the licenses thereunder to another District agency. Nothing herein shall preclude the Contractor from otherwise using the related or underlying general knowledge, skills, ideas, concepts, techniques and experience developed under a project or work plan in the course of Contractor’s business.
D. Subcontractor Rights
Whenever any data, including computer software, are to be obtained from a subcontractor under the contract, the Contractor shall use this clause, Rights in Data, in the subcontract, without alteration, and no other clause shall be used to enlarge or diminish the District’s or the Contractor’s rights in that subcontractor data or computer software which is required for the District.
E. Source Code Escrow
67 1. For all computer software furnished to the District with the rights specified in section B.2, the Contractor shall furnish to the District, a copy of the source code with such rights of the scope as specified in section B.2 of this clause. For all computer software furnished to the District with the restricted rights specified in section B.1 of this clause, the District, if the Contractor either directly or through a successor or affiliate shall cease to provide the maintenance or warranty services provided the District under the contract or any paid-up maintenance agreement, or if the Contractor should be declared insolvent by a court of competent jurisdiction, shall have the right to obtain, for its own and sole use only, a single copy of the current version of the source code supplied under the contract, and a single copy of the documentation associated therewith, upon payment to the person in control of the source code the reasonable cost of making each copy.
2. If the Contractor or Product manufacturer/developer of software furnished to the District with the rights specified in section B.1 of this clause offers the source code or source code escrow to any other commercial customers, the Contractor shall either: (1) provide the District with the source code for the Product; (2) place the source code in a third party escrow arrangement with a designated escrow agent who shall be named and identified to the District, and who shall be directed to release the deposited source code in accordance with a standard escrow arrangement acceptable to the District; or (3) will certify to the District that the Product manufacturer/ developer has named the District as a named beneficiary of an established escrow arrangement with its designated escrow agent who shall be named and identified to the District, and who shall be directed to release the deposited source code in accordance with the terms of escrow.
3. The Contractor shall update the source code, as well as any corrections or enhancements to the source code, for each new release of the Product in the same manner as provided above, and certify such updating of escrow to the District in writing.
F. Indemnification and Limitation of Liability
The Contractor shall indemnify and save and hold harmless the District, its officers, agents and employees acting within the scope of their official duties against any liability, including costs and expenses, (i) for violation of proprietary rights, copyrights, or rights of privacy, arising out of the publication, translation, reproduction, delivery, performance, use or disposition of any data furnished under this contract, or (ii) based upon any data furnished under this contract, or based upon libelous or other unlawful matter contained in such data.
I.6 OTHER CONTRACTORS
The Contractor shall not commit or permit any act that will interfere with the performance of work by another District contractor or by any District employee.
I.7 SUBCONTRACTS
The Contractor hereunder shall not subcontract any of the Contractor’s work or services to any subcontractor without the prior written consent of the CO. Any work or service so subcontracted shall be performed pursuant to a subcontract agreement, which the District will have the right to review and approve prior to its execution by the Contractor. Any such subcontract shall specify that the Contractor and the subcontractor shall be subject to every provision of this contract. Notwithstanding any such subcontract approved by the District, the Contractor shall remain liable to the District for all Contractor's work and services required hereunder. 68
I.8 INSURANCE
A. GENERAL REQUIREMENTS. The Contractor at its sole expense shall procure and maintain, during the entire period of performance under this contract, the types of insurance specified below. The Contractor shall have its insurance broker or insurance company submit a Certificate of Insurance to the CO giving evidence of the required coverage prior to commencing performance under this contract. In no event shall any work be performed until the required Certificates of Insurance signed by an authorized representative of the insurer(s) have been provided to, and accepted by, the CO. All insurance shall be written with financially responsible companies authorized to do business in the District of Columbia or in the jurisdiction where the work is to be performed and have an A.M. Best Company rating of A- / VII or higher. The Contractor shall require all of its subcontractors to carry the same insurance required herein.
All required policies shall contain a waiver of subrogation provision in favor of the Government of the District of Columbia.
The Government of the District of Columbia shall be included in all policies required hereunder to be maintained by the Contractor and its subcontractors (except for workers’ compensation and professional liability insurance) as an additional insureds for claims against The Government of the District of Columbia relating to this contract, with the understanding that any affirmative obligation imposed upon the insured Contractor or its subcontractors (including without limitation the liability to pay premiums) shall be the sole obligation of the Contractor or its subcontractors, and not the additional insured. The additional insured status under the Contractor’s and its subcontractors’ Commercial General Liability insurance policies shall be effected using the ISO Additional Insured Endorsement form CG 20 10 11 85 (or CG 20 10 07 04 and CG 20 37 07 04) or such other endorsement or combination of endorsements providing coverage at least as broad and approved by the CO in writing. All of the Contractor’s and its subcontractors’ liability policies (except for workers’ compensation and professional liability insurance) shall be endorsed using ISO form CG 20 01 04 13 or its equivalent so as to indicate that such policies provide primary coverage (without any right of contribution by any other insurance, reinsurance or self-insurance, including any deductible or retention, maintained by an Additional Insured) for all claims against the additional insured arising out of the performance of this Statement of Work by the Contractor or its subcontractors, or anyone for whom the Contractor or its subcontractors may be liable. These policies shall include a separation of insureds clause applicable to the additional insured.
If the Contractor and/or its subcontractors maintain broader coverage and/or higher limits than the minimums shown below, the District requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Grantee and subcontractors.
1. Commercial General Liability Insurance (“CGL”) - The Contractor shall provide evidence satisfactory to the CO with respect to the services performed that it carries a CGL policy, written on an occurrence (not claims-made) basis, on Insurance Services Office, Inc. (“ISO”) form CG 00 01 04 13 (or another occurrence-based form with coverage at least as broad and approved by the CO in writing), covering liability for all ongoing and completed
69 operations of the Contractor, including ongoing and completed operations under all subcontracts, and covering claims for bodily injury, including without limitation sickness, disease or death of any persons, injury to or destruction of property, including loss of use resulting therefrom, personal and advertising injury, and including coverage for liability arising out of an Insured Contract (including the tort liability of another assumed in a contract) and acts of terrorism (whether caused by a foreign or domestic source). Such coverage shall have limits of liability of not less than $1,000,000 each occurrence, a $2,000,000 general aggregate (including a per location or per project aggregate limit endorsement, if applicable) limit, a $1,000,000 personal and advertising injury limit, and a $2,000,000 products- completed operations aggregate limit.
2. Automobile Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of commercial (business) automobile liability insurance written on ISO form CA 00 01 10 13 (or another form with coverage at least as broad and approved by the CO in writing) including coverage for all owned, hired, borrowed and non-owned vehicles and equipment used by the Contractor, with minimum per accident limits equal to the greater of (i) the limits set forth in the Contractor’s commercial automobile liability policy or (ii) $1,000,000 per occurrence combined single limit for bodily injury and property damage.
3. Workers’ Compensation Insurance - The Contractor shall provide evidence satisfactory to the CO of Workers’ Compensation insurance in accordance with the statutory mandates of the District of Columbia or the jurisdiction in which the contract is performed.
Employer’s Liability Insurance - The Contractor shall provide evidence satisfactory to the CO of employer’s liability insurance as follows: $500,000 per accident for injury; $500,000 per employee for disease; and $500,000 for policy disease limit.
All insurance required by this paragraph 3 shall include a waiver of subrogation endorsement for the benefit of Government of the District of Columbia.
4. Crime Insurance (3rd Party Indemnity) - The Contractor shall provide a 3rd Party Crime policy to cover the dishonest acts of Contractor’s employees which result in a loss to the District. The policy shall provide a limit of $100,000 per occurrence.
5. Cyber Liability Insurance - The Contractor shall provide evidence satisfactory to the Contracting Officer of Cyber Liability Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this agreement and shall include, but not limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations. This insurance requirement will be considered met if the general liability
70 insurance includes an affirmative cyber endorsement for the required amounts and coverages.
6. Professional Liability Insurance (Errors & Omissions) - The Contractor shall provide Professional Liability Insurance (Errors and Omissions) to cover liability resulting from any error or omission in the performance of professional services under this Contract. The policy shall provide limits of $10,000,000 per claim or per occurrence for each wrongful act and $10,000,000 annual aggregate. The Contractor warrants that any applicable retroactive date precedes the date the Contractor first performed any professional services for the Government of the District of Columbia and that continuous coverage will be maintained or an extended reporting period will be exercised for a period of at least ten years after the completion of the professional services.
7. Commercial Umbrella or Excess Liability - The Contractor shall provide evidence satisfactory to the CO of commercial umbrella or excess liability insurance with minimum limits equal to the greater of (i) the limits set forth in the Contractor’s umbrella or excess liability policy or (ii) $20,000,000 per occurrence and $20,000,000 in the annual aggregate, following the form and in excess of all liability policies. All liability coverages must be scheduled under the umbrella and/or excess policy. The insurance required under this paragraph shall be written in a form that annually reinstates all required limits. Coverage shall be primary to any insurance, self-insurance or reinsurance maintained by the District and the “other insurance” provision must be amended in accordance with this requirement and principles of vertical exhaustion.
B. PRIMARY AND NONCONTRIBUTORY INSURANCE The insurance required herein shall be primary to and will not seek contribution from any other insurance, reinsurance or self-insurance including any deductible or retention, maintained by the Government of the District of Columbia.
C. DURATION. The Contractor shall carry all required insurance until all contract work is accepted by the District of Columbia, and shall carry listed coverages for ten years for construction projects following final acceptance of the work performed under this contract and two years for non-construction related contracts.
D. LIABILITY. These are the required minimum insurance requirements established by the District of Columbia. HOWEVER, THE REQUIRED MINIMUM INSURANCE REQUIREMENTS PROVIDED ABOVE WILL NOT IN ANY WAY LIMIT THE CONTRACTOR’S LIABILITY UNDER THIS CONTRACT.
E. CONTRACTOR’S PROPERTY. Contractor and subcontractors are solely responsible for any loss or damage to their personal property, including but not limited to tools and equipment, scaffolding and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of the District of Columbia.
F. MEASURE OF PAYMENT. The District shall not make any separate measure or payment for the cost of insurance and bonds. The Contractor shall include all of the costs of insurance and bonds in the contract price.
71 G. NOTIFICATION. The Contractor shall ensure that all policies provide that the CO shall be given thirty (30) days prior written notice in the event of coverage and / or limit changes or if the policy is canceled prior to the expiration date shown on the certificate. The Contractor shall provide the CO with ten (10) days prior written notice in the event of non-payment of premium. The Contractor will also provide the CO with an updated Certificate of Insurance should its insurance coverages renew during the contract.
H. CERTIFICATES OF INSURANCE. The Contractor shall submit certificates of insurance giving evidence of the required coverage as specified in this section prior to commencing work. Certificates of insurance must reference the corresponding contract number. Evidence of insurance shall be submitted to:
The Government of the District of Columbia And mailed to the attention of: Reginald Whitley, Contracting Officer Office of Contracting and Procurement Servicing Agency: Office of the Chief Technology Officer 200 I Street SE 5th Floor Phone Number: 202.478.5867 E-mail Address: [email protected]
The CO may request and the Contractor shall promptly deliver updated certificates of insurance, endorsements indicating the required coverages, and/or certified copies of the insurance policies. If the insurance initially obtained by the Contractor expires prior to completion of the contract, renewal certificates of insurance and additional insured and other endorsements shall be furnished to the CO prior to the date of expiration of all such initial insurance. For all coverage required to be maintained after completion, an additional certificate of insurance evidencing such coverage shall be submitted to the CO on an annual basis as the coverage is renewed (or replaced).
I. DISCLOSURE OF INFORMATION. The Contractor agrees that the District may disclose the name and contact information of its insurers to any third party which presents a claim against the District for any damages or claims resulting from or arising out of work performed by the Contractor, its agents, employees, servants or subcontractors in the performance of this contract.
J. CARRIER RATINGS. All Contractor’s and its subcontractors’ insurance required in connection with this contract shall be written by insurance companies with an A.M. Best Insurance Guide rating of at least A- VII (or the equivalent by any other rating agency) and licensed in the in the District.
I.9 EQUAL EMPLOYMENT OPPORTUNITY
In accordance with the District of Columbia Administrative Issuance System, Mayor’s Order 85-85 dated June 10, 1985, the forms for completion of the Equal Employment Opportunity Information Report are incorporated herein as Section J.3. An award cannot be made to any offeror who has not satisfied the equal employment requirements.
I.10 ORDER OF PRECEDENCE The contract awarded as a result of this RFP will contain the following clause: 72
ORDER OF PRECEDENCE
A conflict in language shall be resolved by giving precedence to the document in the highest order of priority that contains language addressing the issue in question. The following documents are incorporated into the contract by reference and made a part of the contract in the following order of precedence:
(1) An applicable Court Order, if any (2) Contract document (3) Standard Contract Provisions (4) Contract attachments other than the Standard Contract Provisions (5) RFP, as amended (6) BAFOs (in order of most recent to earliest) (7) Proposal
I.11 DISPUTES
Delete Article 14, Disputes, of the Standard Contract Provisions for use with District of Columbia Government Supplies and Services Contracts and substitute the following Article 14, Disputes) in its place:
14. Disputes All disputes arising under or relating to the contract shall be resolved as provided herein. (a) Claims by the Contractor against the District: Claim, as used in paragraph (a) of this clause, means a written assertion by the Contractor seeking, as a matter of right, the payment of money in a sum certain, the adjustment or interpretation of contract terms, or other relief arising under or relating to the contract. A claim arising under a contract, unlike a claim relating to that contract, is a claim that can be resolved under a contract clause that provides for the relief sought by the claimant
(1) All claims by a Contractor against the District arising under or relating to a contract shall be in writing and shall be submitted to the CO for a decision. The Contractor’s claim shall contain at least the following:
(i) A description of the claim and the amount in dispute; (ii) Data or other information in support of the claim; (iii)A brief description of the Contractor’s efforts to resolve the dispute prior to filing the claim; and (iii) The Contractor’s request for relief or other action by the CO.
(2) The CO may meet with the Contractor in a further attempt to resolve the claim by agreement.
(3) The CO shall issue a decision on any claim within 120 calendar days after receipt of the claim. Whenever possible, the CO shall take into account factors such as the size and complexity of the claim and the adequacy of the information in support of the claim provided by the Contractor.
73 (4) The CO’s written decision shall do the following:
(i) Provide a description of the claim or dispute; (ii) Refer to the pertinent contract terms; (iii) State the factual areas of agreement and disagreement; (iv) State the reasons for the decision, including any specific findings of fact, although specific findings of fact are not required and, if made, shall not be binding in any subsequent proceeding; (v) If all or any part of the claim is determined to be valid, determine the amount of monetary settlement, the contract adjustment to be made, or other relief to be granted; (vi) Indicate that the written document is the CO’s final decision; and (vii) Inform the Contractor of the right to seek further redress by appealing the decision to the Contract Appeals Board.
(5) Failure by the CO to issue a decision on a contract claim within 120 days of receipt of the claim will be deemed to be a denial of the claim, and will authorize the commencement of an appeal to the Contract Appeals Board as provided by D.C. Official Code § 2-360.04.
(6) If a contractor is unable to support any part of its claim and it is determined that the inability is attributable to a material misrepresentation of fact or fraud on the part of the Contractor, the Contractor shall be liable to the District for an amount equal to the unsupported part of the claim in addition to all costs to the District attributable to the cost of reviewing that part of the Contractor’s claim. Liability under this paragraph (a)(6) shall be determined within six (6) years of the commission of the misrepresentation of fact or fraud.
(7) Pending final decision of an appeal, action, or final settlement, the Contractor shall proceed diligently with performance of the contract in accordance with the decision of the CO.
(b) Claims by the District against the Contractor: Claim as used in paragraph (b) of this clause, means a written demand or written assertion by the District seeking, as a matter of right, the payment of money in a sum certain, the adjustment of contract terms, or other relief arising under or relating to the contract. A claim arising under a contract, unlike a claim relating to that contract, is a claim that can be resolved under a contract clause that provides for the relief sought by the claimant.
(1) The CO shall decide all claims by the District against a contractor arising under or relating to a contract.
(2) The CO shall send written notice of the claim to the contractor. The CO’s written decision shall do the following:
(i) Provide a description of the claim or dispute; (ii) Refer to the pertinent contract terms; (iii) State the factual areas of agreement and disagreement;
74 (iv) State the reasons for the decision, including any specific findings of fact, although specific findings of fact are not required and, if made, shall not be binding in any subsequent proceeding; (v) If all or any part of the claim is determined to be valid, determine the amount of monetary settlement, the contract adjustment to be made, or other relief to be granted; (vi) Indicate that the written document is the CO’s final decision; and (vii) Inform the Contractor of the right to seek further redress by appealing the decision to the Contract Appeals Board.
(3) The CO shall support the decision by reasons and shall inform the Contractor of its rights as provided herein.
(4) Before or after issuing the decision, the CO may meet with the Contractor to attempt to resolve the claim by agreement.
(5) The authority contained in this paragraph (b) shall not apply to a claim or dispute for penalties or forfeitures prescribed by statute or regulation which another District agency is specifically authorized to administer, settle or determine.
(6) This paragraph shall not authorize the CO to settle, compromise, pay, or otherwise adjust any claim involving fraud.
(c) Decisions of the CO shall be final and not subject to review unless the Contractor timely commences an administrative appeal for review of the decision, by filing a complaint with the Contract Appeals Board, as authorized by D.C. Official Code § 2-360.04.
(d) Pending final decision of an appeal, action, or final settlement, the Contractor shall proceed diligently with performance of the contract in accordance with the decision of the CO.
I.12 COST AND PRICING DATA
Delete Article 25, Cost and Pricing Data, of the Standard Contract Provisions dated July 2010 for use with District of Columbia Government Supplies and Services Contracts.
75 SECTION J: ATTACHMENTS
The following list of attachments is incorporated into the solicitation by reference.
Attachment Document Number Government of the District of Columbia Standard Contract Provisions for J.1 Use with the Supplies and Services Contracts (July 2010) available at www.ocp.dc.gov click on “Solicitation Attachments” U.S. Department of Labor Wage Determination No. 2015-4281, Revision J.2 No. 7, dated 7/25/2017 Office of Local Business Development Equal Employment Opportunity J.3 Information Report and Mayor’s Order 85-85 available at www.ocp.dc.gov click on “Solicitation Attachments” Department of Employment Services First Source Employment Agreement J.4 available at www.ocp.dc.gov click on “Solicitation Attachments”
J.5 Way to Work Amendment Act of 2006 - Living Wage Notice
J.6 Way to Work Amendment Act of 2006 - Living Wage Fact Sheet
J.7 Tax Certification Affidavit
Bidder/Offeror Certifications J.8 available at www.ocp.dc.gov click on “Solicitation Attachments”
J.9 Subcontracting Plan
J.10 OCTO Hardware/Software Standards
J.11 Past Performance Evaluation Form
J.12 Offender Management System (OMS) Detail Requirements
J.13 Jail Management Reports
76 SECTION K: REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS
Bidder/Offeror Certification Form
available at www.ocp.dc.gov click on “Required Solicitation Documents”
77 SECTION L: INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS
L.1 CONTRACT AWARD
L.1.1 Most Advantageous to the District
The District intends to award single contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the District, cost or price, technical and other factors, specified elsewhere in this solicitation considered.
L.1.2 SELECTION OF NEGOTIATION PROCESS
L In accordance with 27 DCMR § 1632, after evaluation of the proposals using only the criteria stated in the RFP and in accordance with weightings provided in the RFP, the CO may elect to proceed with any method of negotiations, discussions or award of the contract without negotiations, which is set forth in subsections (a), (b), (c), or (d) of 27 DCMR § 1632.1. If the CO elects to proceed with negotiations under subsection (c) of 27 DCMR §1632.1, the CO may limit, for purposes of efficiency, the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.
L.2 PROPOSAL ORGANIZATION AND CONTENT
L.2.1 This solicitation will be conducted electronically using the District’s Ariba E-Sourcing system. To be considered, an offeror must submit the required attachments via the Ariba E-Sourcing system before the closing date and time. Paper, telephonic, telegraphic, and facsimile proposals will not be accepted.
L.2.2 All attachments shall be submitted as a .pdf file. The District will not be responsible for corruption of any file submitted. If the submitted file cannot be viewed and printed as submitted, it will not be considered.
L.2.3 The offeror shall submit two (2) attachments in its electronic submittal: (1) a technical proposal, and (2) a price proposal. Please note that each attachment is limited to a maximum size of 25 MB.
L.2.4 The offeror shall label each attachment, i.e., “Technical Proposal”, “Price Proposal.”
L.2.5 Offerors are directed to the specific proposal evaluation criteria found in Section M of this solicitation, Evaluation Factors. The offeror shall respond to each factor in a way that will allow the District to evaluate the offeror’s response. The offeror shall submit information in a clear, concise, factual and logical manner providing a comprehensive description of program supplies and services and delivery thereof. The information requested for the technical proposal shall facilitate evaluation for all proposals. The technical proposal must contain sufficient detail to provide a clear and concise response fully reflecting the manner in which the offeror proposes to fully meet the requirements in Section C.
78 L.2.6 Offerors shall submit their full proposal using the following structure, organized by section:
L.2.6.1 Transmittal Letter of Technical Proposal
The Offeror’s transmittal letter shall contain the following information:
1. Company name, address and contact’s name, phone number, email address. Type of legal entity (corporation, limited partnership, limited liability, etc.) and any local business addresses applicable. 2. Type of ownership and parent company, if applicable. 3. Date of submission, project name and reference number. 4. Signed letter from the owner(s) and/or Executive(s) that has the authority to commit your company certifying that the responses to the RFP questions are true and correct.
L.2.6.2 Table of Contents
The Offeror shall include a table of contents in its proposal.
L.2.6.3 Executive Summary
The Offeror shall include an Executive Summary of the product and services in the proposal, including but not limited to the following information:
L.2.6.3.1 An overview of the Offeror and sub-Contractor(s) plans and ability to provide and successfully transition/implement the proposed solution and convert existing inmate data for the District.
L.2.6.4 Design, Implementation and Technical Approach
In this section, the Offeror shall provide a detailed description of all products and services as stated (requested) by the District in Section C and Attachment J12 of this Solicitation. Proposals should be fully responsive to each of the stated/requested requirements.
The Offeror shall provide the approach to design and implement the OMS to ensure it meets or exceeds the requirements stated in Section C and Attachment J.12 of this solicitation.
The Offeror shall submit Technical Proposal responses in the same sequence as the sections are organized and listed in Section C of the Solicitation.
L.2.6.5 Proposed Organization and Personnel
In this section, please provide proposed staffing level and personnel for this solicitation.
The required key personnel for this contract are:
1. Project Manager 2. Data Migration Manager 3. Test Manager 4. Trainer Manager
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The Offeror shall submit a Staffing Plan that includes a listing of position titles, and their roles. This Staffing Plan shall include the proposed personnel required to meet the service requirements of this RFP.
This section shall include:
1. Brief description of the key personnel 2. Roles of the key personnel including training 3. Resumes of transition personnel
L.2.6.6 Project Methodology, Conversion, Data Migration And Transition
The Offeror shall provide project management methodology, approach, techniques and tools used to manage this contract. The project management methodology shall include, but not limited to:
1. Project Governance 2. Methodology 3. Communication 4. Risk Management 5. Issues Management 6. Contingency Planning 7. Project Schedules 8. Monitoring and Oversight 9. Meeting Milestones and Completing Project Timely 10. Documentation 11. Status Reporting and Mitigation
The Offeror shall provide an understanding of the implementation challenges including the scope of the training requirements. The Offeror shall provide evidence on proven techniques used to ensure timely implementation of the OMS, enhanced services and training.
The Offeror shall submit a Conversion and Data Migration Plan outlining activities, a project schedule, and the acceptance plan associated with migrating Services from the current state to the selected outsourced state. This Conversion and Data Migration Plan shall include Offeror’s tasks and District of Columbia tasks, responsibilities, dependencies, major milestones, deliverables, and acceptance procedures. The proposed Proposer-developed Conversion and Data Migration Plan shall be further refined during contract negotiations and finalized before contract signing.
The Offeror shall provide the following in the Conversion and Data Migration Plan:
1. The plan shall include sections that identify the tasks, rough timeframes for the tasks, milestones, roles and responsibilities for District and Service Provider personnel, and any major task contingencies. 2. Describe how your organization proposes to manage the transition of the applications, database, and equipment associated with this RFP. 3. Describe your lessons learned from other conversions and data migrations and how you would apply to this contract. 80 4. Describe in detail your organization’s experience in managing complicated transitions. 5. Describe the anticipated impact that the transition shall have on normal District business operations. Identify the anticipated disruption that transition tasks shall have on the District’s normal work environment and how your organization shall minimize and manage any disruption.
Transition Services required to meet objectives and requirements of the RFP shall not disrupt the District of Columbia’s business. The Offeror shall describe the conversion and data migration methodology, project management processes, and benefits of its methodology and lessons learned from other similar transitions.
L.2.6.7 References And Experience
The Offeror shall submit a minimum of three (3) references within the last five (5) years that can attest to your ability to provide the skills and services proposed in this RFP.
At least one (1) references shall be for a District, state or local government client (State, County or City) of similar size and scope to this RFP. The responses should emphasize the services and experiences, which most closely match those requested by the District. The reference information shall contain:
1. Client Name 2. Contract Title and/or Contract Reference Number 3. Primary Contact, Title, Telephone Number and Email Address 4. Contract Dates and Length 5. Contract Amount 6. Type of Contract (Public/Private Sector) 7. Services and/or products delivered/provided 8. A brief description of any lessons learned and innovative/creative solutions implemented to meet needs similar to the requirements in this RFP
L.2.6.8 Training
L.2.6.8.1 The Offeror shall provide the following documentation specific to the training methodology and proven training results of the Offeror’s company:
a) A description of the approach to meet the training requirements outlined in Section C of this solicitation. The Offeror shall detail the Contractor and/or sub-contractor’s capabilities and qualifications in conducting hands-on training to the various user groups as specified in Section C of this solicitation; b) Sample training materials being provided. These samples may be materials developed for other similar jurisdictions; c) Sample training curricula that includes the training objectives, topics covered, methods of training, system functions, screens, etc. d) Sample training tests for proficiency. These samples may be tests developed in other jurisdictions or for other systems or applications. e) Sample methodology of tracking training completion and refresher courses. The Offeror shall provide the Department with a methodology on tracking 81 users who have been trained and who have passed the proficiency tests. The methodology shall include how the Contractor shall ensure all required users have completed their training prior to go-live.
L.2.6.9 System Functions and Capabilities
L.2.6.9.1 The Offeror shall be required to provide a system demonstration of a scenario provided by the District to show its capabilities. The system demonstrated shall be evaluated for the completeness and comprehensiveness of the system:
1. Systems features that comply with the “mandatory” requirements 2. Extent of system features that contain “desirable” requirements 3. Organization of screens and data elements so that it is easy to use, logical in their presentation, and thoroughness in meeting user requirements; 4. Efficiency of system administration and the speed or ease in which changes and modifications may be made; 5. Efficiency in which work flow can be created to improve the efficiency of business processes; 6. Ability to support future enhancements and new requirements; 7. Degree in which the quality of data entered or captured is enhanced for minimum errors.
L.2.6.10 Oral Presentation And Demonstration The purpose of the oral presentation and demonstration is to allow the Evaluation Committee to fully understand the Offeror’s proposed OMS solution. At a minimum, the Offeror’s proposed Project Manager shall be in attendance.
L.2.6.10.1 Duration
Each Offeror shall be given a certain amount of time for the oral presentation and demonstration. The demonstration shall be at a minimum thirty (30) minutes.
L.2.6.10.2 Schedule
The Offeror will be informed by the District, of the date and time of the Offeror’s oral presentation and demonstration.
L.2.6.10.3Topics
The Offeror’s oral presentation and demonstration shall include the introduction of the team and overview of solution. The oral presentation and demonstration shall be followed by a question and answer session. The Offeror shall include information about the Contractor's capabilities and special qualifications to serve as the Contractor.
L.2.6.11 Evaluation of Proposed System
The Offeror’s oral presentation and demonstration shall be evaluated under the Technical Evaluation Criteria specified in this solicitation. The Offeror’s system shall also be evaluated through either an on-site or virtual visit of Contractor’s system in a production environment.
82 The evaluation shall be based on actual demonstration of a production system instead of a demonstration system so that the functions and features can be verified as “currently available”.
L.2.6.12 The Offeror should provide a price proposal in accordance with Section B.
L.2.7 Offerors shall complete, sign and submit all Representations, Certifications and Acknowledgments as appropriate.
L.2.8 The District will reject any offer that fails to include a subcontracting plan that is required by law.
L.3 REQUIREMENT FOR AN ELECTRONIC COPY OF PROPOSALS TO BE MADE AVAILABLE TO THE PUBLIC
In addition to the proposal submission requirements in Section L.2 above, the offeror must submit an electronic copy of its proposal, redacted in accordance with any applicable exemptions from disclosure under D.C. Official Code § 2-534. Redacted copies of the offeror’s proposal must be submitted by e- mail attachment to the contact person designated in the solicitation. D.C. Official Code § 2-536(b) requires the District to make available electronically copies of records that must be made public. The District’s policy is to release documents relating to District proposals following award of the contract, subject to applicable Freedom of Information Act (FOIA) exemption under § 2-534(a)(1). Successful proposals will be published on the OCP website in accordance with D.C. Official Code § 2-361.04, subject to applicable FOIA exemptions.
L.4 PROPOSAL SUBMISSION DATE AND TIME, AND LATE SUBMISSIONS, LATE MODIFICATIONS, WITHDRAWAL OR MODIFICATION OF PROPOSALS AND LATE PROPOSALS
L.4.1 Proposal Submission
L.4.1.1 Proposals must be fully uploaded into the District's E-Sourcing system no later than the closing date and time. The system will not allow late proposals, modifications to proposals, or requests for withdrawals after the exact closing date and time.
L.4.1.2 Paper, telephonic, telegraphic, and facsimile proposals may not be accepted or considered for award.
L.4.1.3 It is solely the offeror's responsibility to ensure that it begins the upload process in sufficient time to get the attachments uploaded into the District's E-Sourcing system before the closing time. (YOU MAY USE MICROSOFT INTERNET EXPLORER VERSIONS 7, 8 OR 9 TO UPLOAD THE ATTACHMENTS).
L.4.2 Withdrawal or Modification of Proposals
An offeror may modify or withdraw its proposal via the District's E-Sourcing system at any time before the closing date and time for receipt of proposals.
L.4.3 Late Proposals
83 The District's E-Sourcing system will not accept late proposals or modifications to proposals after the closing date and time for receipt of proposals.
L.4.4 Late Modifications
A late modification of a successful proposal, which makes its terms more favorable to the District, shall be considered at any time it is received and may be accepted.
L.5 EXPLANATION TO PROSPECTIVE OFFERORS
If a prospective offeror has any questions relating to this solicitation, the prospective offeror shall submit the question electronically via the District's E-Sourcing system's instructions. The prospective offeror should submit questions no later than 2:00 PM Wednesday, November 29, 2017 for this solicitation. The District may not consider any questions received after 2:00 PM Wednesday, November 29, 2017. The District will furnish responses via the District's E-Sourcing system's messaging process. An amendment to the solicitation will be issued if the CO decides that information is necessary in submitting offers, or if the lack of it would be prejudicial to any prospective offeror. Oral explanations or instructions given by District officials before the award of the contract will not be binding.
L.6 RESTRICTION ON DISCLOSURE AND USE OF DATA
L.6.1 Offerors who include in their proposal data that they do not want disclosed to the public or used by the District except for use in the procurement process shall mark the title page with the following legend:
"This proposal includes data that shall not be disclosed outside the District and shall not be duplicated, used or disclosed in whole or in part for any purpose except for use in the procurement process.
If, however, a contract is awarded to this offeror as a result of or in connection with the submission of this data, the District will have the right to duplicate, use, or disclose the data to the extent consistent with the District’s needs in the procurement process. This restriction does not limit the District’s rights to use, without restriction, information contained in this proposal if it is obtained from another source. The data subject to this restriction are contained in sheets (insert page numbers or other identification of sheets).”
L.6.2 Mark each sheet of data it wishes to restrict with the following legend:
“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal."
L.7 PROPOSALS WITH OPTION YEARS
The offeror shall include option year prices in its price/cost proposal. An offer may be determined to be unacceptable if it fails to include pricing for the option year(s).
L.8 PROPOSAL PROTESTS
Any actual or prospective offeror or contractor who is aggrieved in connection with the solicitation or award of a contract, must file with the D.C. Contract Appeals Board (Board) a protest no later than ten (10) business days after the basis of protest is known or should have been known, whichever is earlier. A protest based on alleged improprieties in a solicitation which are apparent at the time set for receipt
84 of initial proposals shall be filed with the Board prior to the time set for receipt of initial proposals. In procurements in which proposals are requested, alleged improprieties which do not exist in the initial solicitation, but which are subsequently incorporated into the solicitation, must be protested no later than the next closing time for receipt of proposals following the incorporation. The protest shall be filed in writing, with the Contract Appeals Board, 441 4th Street, N.W., Suite 350N, Washington, D.C. 20001. The aggrieved person shall also mail a copy of the protest to the CO for the solicitation.
L.9 UNNECESSARILY ELABORATE PROPOSALS
Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the offeror's lack of cost consciousness. Elaborate artwork, expensive visual and other presentation aids are neither necessary nor desired.
L.10 RETENTION OF PROPOSALS
All proposal documents will be the property of the District and retained by the District, and therefore will not be returned to the offerors.
L.11 PROPOSAL COSTS
The District is not liable for any costs incurred by the offerors in submitting proposals in response to this solicitation.
L.12 CERTIFICATES OF INSURANCE
Prior to commencing work, the Contractor shall have its insurance broker or insurance company submit certificates of insurance giving evidence of the required coverages as specified in Section I.8 to:
The Government of the District of Columbia And mailed to the attention of: Reginald Whitley, Contracting Officer Office of Contracting and Procurement Servicing Agency: Office of the Chief Technology Officer 200 I Street SE 5th Floor Phone Number: 202.478.5867 E-mail Address: [email protected] Re: Contract Number
L.13 ACKNOWLEDGMENT OF AMENDMENTS
The offeror shall acknowledge receipt of any amendment to this solicitation electronically via the District's E-Sourcing system's messaging process. The District must receive the acknowledgment by the date and time specified for receipt of proposals. An offeror’s failure to acknowledge an amendment may result in rejection of its offer.
L.14 BEST AND FINAL OFFERS
If, subsequent to receiving original proposals, negotiations are conducted under 27 DCMR § 1632.1(c), all offerors within the competitive range will be so notified and will be provided an opportunity to 85 submit written best and final offers at a designated date and time. Best and final offers will be subject to the Late Submissions, Late Modifications and Late Withdrawals of Proposals provisions of the solicitation. After evaluation of best and final offers, the CO may award the contract to the highest- ranked offeror, or negotiate with the highest ranked offeror in accordance with 27 DCMR § 1634.
L.15 LEGAL STATUS OF OFFEROR
Each proposal must provide the following information:
L.15.1 Name, address, telephone number and federal tax identification number of offeror;
L.15.2 A copy of each District of Columbia license, registration or certification that the offeror is required by law to obtain. If the offeror is a corporation or partnership and does not provide a copy of its license, registration or certification to transact business in the District of Columbia, the offer shall certify its intent to obtain the necessary license, registration or certification prior to contract award or its exemption from such requirements; and
L.15.3 If the offeror is a partnership or joint venture, the names and addresses of the general partners or individual members of the joint venture, and copies of any joint venture or teaming agreements.
L.16 FAMILIARIZATION WITH CONDITIONS
Offerors shall thoroughly familiarize themselves with the terms and conditions of this solicitation, acquainting themselves with all available information regarding difficulties which may be encountered, and the conditions under which the work is to be accomplished. Contractors will not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required herein due to their failure to investigate the conditions or to become acquainted with all information, schedules and liability concerning the services to be performed.
L.17 GENERAL STANDARDS OF RESPONSIBILITY
The prospective contractor must demonstrate to the satisfaction of the District its capability in all respects to perform fully the contract requirements; therefore, the prospective contractor must submit relevant documentation within five (5) days of the request by the District.
L.17.1 To be determined responsible, a prospective contractor must demonstrate that it:
(a) Has adequate financial resources, or the ability to obtain such resources, required to perform the contract;
(b) Is able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and government contract commitments;
(c) Has a satisfactory performance record;
(d) Has a satisfactory record of integrity and business ethics;
(e) Has a satisfactory record of compliance with the applicable District licensing and tax laws and regulations;
86 (f) Has a satisfactory record of compliance with the law, including labor and civil rights laws and rules, and the First Source Employment Agreement Act of 1984, as amended, D.C. Official Code § 2-219.01 et seq.;
(g) Has, or has the ability to obtain, the necessary organization, experience, accounting, and operational control, and technical skills;
(h) Has, or has the ability to obtain, the necessary production, construction, technical equipment, and facilities;
(i) Has not exhibited a pattern of overcharging the District;
(j) Does not have an outstanding debt with the District or the federal government in a delinquent status; and
(k) Is otherwise qualified and is eligible to receive an award under applicable laws and regulations.
L.17.2 If the prospective contractor fails to supply the information requested, the CO shall make the determination of responsibility or non-responsibility based upon available information. If the available information is insufficient to make a determination of responsibility, the CO shall determine the prospective contractor to be non-responsible.
L.18 KEY PERSONNEL
L.18.1 The District considers the following positions to be key personnel for this contract:
1. Project Manager 2. Data Conversion Manager 3. Test Manager 4. Trainer Manager
L.18.2 The offeror shall set forth in its proposal the names and reporting relationships of the key personnel the offeror will use to perform the work under the proposed contract. Their resumes shall be included. The hours that each will devote to the contract shall be provided in total and broken down by task.
87 SECTION M - EVALUATION FACTORS
M.1 EVALUATION FOR AWARD
The contract will be awarded to the responsible offeror whose offer is most advantageous to the District, based upon the evaluation criteria specified below. Thus, while the points in the evaluation criteria indicate their relative importance, the total scores will not necessarily be determinative of the award. Rather, the total scores will guide the District in making an intelligent award decision based upon the evaluation criteria.
M.2 TECHNICAL RATING
M.2.1 The Technical Rating Scale is as follows:
Numeric Rating Adjective Description 0 Unacceptable Fails to meet minimum requirements; e.g., no demonstrated capacity, major deficiencies which are not correctable; offeror did not address the factor. 1 Poor Marginally meets minimum requirements; major deficiencies which may be correctable. 2 Minimally Marginally meets minimum Acceptable requirements; minor deficiencies which may be correctable. 3 Acceptable Meets requirements; no deficiencies. 4 Good Meets requirements and exceeds some requirements; no deficiencies. 5 Excellent Exceeds most, if not all requirements; no deficiencies.
M.2.2 The technical rating is a weighting mechanism that will be applied to the point value for each evaluation factor to determine the offeror’s score for each factor. The offeror’s total technical score will be determined by adding the offeror’s score in each evaluation factor. For example, if an evaluation factor has a point value range of zero (0) to forty (40) points, using the Technical Rating Scale above, if the District evaluates the offeror’s response as “Good,” then the score for that evaluation factor is 4/5 of 40 or 32.
If subfactors are applied, the offeror’s total technical score will be determined by adding the offeror’s score for each subfactor. For example, if an evaluation factor has a point value range of zero (0) to forty (40) points, with two subfactors of twenty (20) points each, using the Technical Rating Scale above, if the District evaluates the offeror’s response as “Good” for the first subfactor and “Poor” for the second subfactor, then the total score for that evaluation factor is 4/5 of 20 or 16 for the first subfactor plus 1/5 of 20 or 4 for the second subfactor, for a total of 20 for the entire factor.
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M.3 EVALUATION CRITERIA
Each proposal will be scored on a scale of 1 to 100 points based upon the criteria listed in Section M.3. These factors consider the Offeror’s past performance, examination of the quality of services provided, timeliness in service delivery, business practices, overall satisfaction with the Offeror’s performance, experience and key personnel used in performing services similar to the requirements as described in Section C. In addition, Offerors will be eligible to receive up to 12 preference points as described in Section M.5 – Preferences for Certified Business Enterprises. Thus the total number of points possible is 112. The total evaluation score will guide the CO in the determination of most advantageous to the District.
Proposals will be evaluated based on the following evaluation factors in the manner described below:
M.3.1 TECHNICAL CRITERIA (70 Points Maximum)
Factor 1 – Oms Design And Implementation (15 POINTS)
This factor considers the Contractor, and the subcontractor’s technical capability to meet all of the design and implementation requirements as described in Section C of this solicitation.
Sub Factor 1 – The District will evaluate the approach to design and implement the OMS to ensure it meets or exceeds the requirements stated in Section C and Attachment J.12 of this solicitation (10 Points)
Sub Factor 2 – The District will evaluate the written narrative of the Contractor's approach to design and implement the OMS that meets or exceeds the requirements of the conversion of data. (5 Points)
Factor 2 – System Funcitions and Capabilities (15 POINTS)
This factor considers the Contractors proven technical solution that can be demonstrated and already in production.
Sub Factor 1 – The District will evaluate system completeness and comprehensiveness in meeting requirements as evidenced from currently operational systems in other jurisdictions. The Offeror shall be required to provide at least one (1) client in which the proposed system and features are currently in production so that the Evaluation Committee can arrange for a webinar or on-site demonstration with the jurisdiction that is using the system. (5 points)
Sub Factor 2 – The District will evaluate the system demonstration. The system demonstrated shall be evaluated for the completeness and comprehensiveness of the system. (5 points)
Sub Factor 3 – The District will evaluate the Offeror’s ability to demonstrate its interface capabilities in a live environment. The District will also evaluate the provided samples of its reports and online reporting capabilities using live data. (5 points)
89 Factor 3 – Meeting Service Levels (10 POINTS)
This factor evaluates the Contractor’s ability to meet the service level requirements set forth in this solicitation. The Evauation Committee shall evauate the following:
Sub Factor 1 – The District will evaluate the Offeror’s ability to meet the service levels described in Section C of this solicitation. (5 points)
Sub Factor 2 –The District will evauate the responses received from a minimum of three (3) past or current clients. Attachment J.11. (5 points)
Factor 4 – Project and Risk Management Methodology and Approach (10 POINTS)
This factor considers project management and risk mitigation methodologies.
Sub Factor 1 – The District will evaluate the project management plan submitted that explains and demonstrates the Contractor's understanding and approach to managing, controlling, and implementing the required services. The District will evauate the following: (5 Points)
a) Project Management Plan - a written narrative of program management tasks and deliverables detailing how the contractor shall accomplish said tasks within the Base Contract Year, or earliest reasonable date.
b) Project Schedule in Microsoft Project to show the high level major milestones and key tasks and dates that follows the “contract award” date. This high level project schedule, which shall be refined after contract award, shall include, at a minimum, the following: 1. Name of tasks and subtasks 2. Planned Start Dates 3. Planned End Dates 4. Parties responsible (Contractor, subcontractor, District) 5. Linkage and/or predecessors among tasks (e.g. contract award prior to project kickoff) 6. Milestones or critical dates
Sub Factor 2 – The District will evaluate the provided, detailed description of the Contractor’s strategy and District’s roles; lessons learned from other conversions and implementation and how they may apply to this implementation. The District will also evaluate the Offeror’s risk mitigation approaches that will work for this project. (5 Points)
Factor 5 – Training (10 POINTS)
This factor considers the training methodology and proven training results achieved by the Contractor.
Sub Factor 1 – The District will evaluate the Offeror’s training methodology and proven training results (5 Points)
90 Sub Factor 2 – The District will evaluate the Offeror’s description of lessons learned from prior or current training of users who are not computer savvy and how these lessons are being incorporated into the training plan of the proposed implementation. (5 Points)
Factor 6 – Staff Qualification (10 POINTS)
This factor considers the qualification and experience of the proposed staff members to be assigned to this engagement.
Sub Factor 1 – The District will evaluate the provided narrative that describes the proposed staff and organization including Contractor’s key personnel and their expertise and experience; the recruitment, selection and retention of staff; and the staffing plan and the rationale for the plan. (5 Points)
Sub Factor 2 – The District will evaluate the description of the Contractor’s Key Personnel’s availability and their relevant experience developing and implementing an Offender Management System, work with configuring the OMS system and Migration of historical data similar in size and scope as that described in this solicitation. The District will also evaluate resumes for the following Key Personnel: (5 Points)
1. Project Manager 2. Data Migration Manager 3. Test Manager 4. Trainer Manager
M.3.4 PRICE CRITERION (30 Points Maximum)
The price evaluation will be objective. The offeror with the lowest price will receive the maximum price points. All other proposals will receive a proportionately lower total score. The following formula will be used to determine each offeror's evaluated price score:
Lowest price proposal ------x weight = Evaluated price score Price of proposal being evaluated
M.3.5 PREFERENCE POINTS AWARDED PURSUANT TO SECTION M.5.2 (12 Points Maximum)
M.3.6 TOTAL POINTS (112 Points Maximum)
Total points shall be the cumulative total of the offeror’s technical criteria points, price criterion points and preference points, if any.
M.4 EVALUATION OF OPTION YEARS
The District will evaluate offers for award purposes by evaluating the total price for all options as well as the base year. Evaluation of options shall not obligate the District to exercise them.
91 The total District’s requirements may change during the option years. Quantities to be awarded will be determined at the time each option is exercised.
M.5. PREFERENCES FOR CERTIFIED BUSINESS ENTERPRISES
Under the provisions of the “Small and Certified Business Enterprise Development and Assistance Act of 2014”, D.C. Official Code § 2-218.01 et seq., as amended (“Act”, as used in this section), the District shall apply preferences in evaluating proposals from businesses that are certified by the Department of Small and Local Business Development (DSLBD) pursuant to Part D of the Act.
M.5.1 Application of Preferences
For evaluation purposes, the allowable preferences under the Act shall be applicable to prime contractors as follows:
M.5.1.1 Any prime contractor that is a small business enterprise (SBE) certified by the DSLBD will receive the addition of three points on a 100-point scale added to the overall score.
M.5.1.2 Any prime contractor that is a resident-owned business (ROB) certified by DSLBD will receive the addition of five points on a 100-point scale added to the overall score.
M.5.1.3 Any prime contractor that is a longtime resident business (LRB) certified by DSLBD will receive the addition of five points on a 100-point scale added to the overall score.
M.5.1.4 Any prime contractor that is a local business enterprise (LBE) certified by DSLBD will receive the addition of two points on a 100-point scale added to the overall score.
M.5.1.5 Any prime contractor that is a local business enterprise with its principal offices located in an enterprise zone (DZE) certified by DSLBD will receive the addition of two points on a 100- point scale added to the overall score.
M.5.1.6 Any prime contractor that is a disadvantaged business enterprise (DBE) certified by DSLBD will receive the addition of two points on a 100-point scale added to the overall score.
M.5.1.7 Any prime contractor that is a veteran-owned business (VOB) certified by DSLBD will receive the addition of two points on a 100-point scale added to the overall score.
M.5.1.8 Any prime contractor that is a local manufacturing business enterprise (LMBE) certified by DSLBD will receive the addition of two points on a 100-point scale added to the overall score.
M.5.2 Maximum Preference Awarded
Notwithstanding the availability of the preceding preferences, the maximum total preference to which a certified business enterprise is entitled under the Act is the equivalent of twelve (12) points on a 100-point scale for proposals submitted in response to this RFP. There will be no preference awarded for subcontracting by the prime contractor with certified business enterprises.
92 M.5.3 Preferences for Certified Joint Ventures
A certified joint venture will receive preferences as determined by DSLBD in accordance with D.C. Official Code § 2-218.39a(h).
M.5.4 Verification of Offeror’s Certification as a Certified Business Enterprise
M.5.4.1 Any vendor seeking to receive preferences on this solicitation must be certified at the time of submission of its proposal. The CO will verify the offeror’s certification with DSLBD, and the offeror should not submit with its proposal any additional documentation regarding its certification as a certified business enterprise.
M.5.4.2 Any vendor seeking certification in order to receive preferences under this solicitation should contact the: Department of Small and Local Business Development ATTN: CBE Certification Program 441 Fourth Street, NW, Suite 850N Washington DC 20001
M.5.4.3 All vendors are encouraged to contact DSLBD at (202) 727-3900 if additional information is required on certification procedures and requirements.
M.6 EVALUATION OF PROMPT PAYMENT DISCOUNT M.6.1 Prompt payment discounts shall not be considered in the evaluation of offers. However, any discount offered will form a part of the award and will be taken by the District if payment is made within the discount period specified by the offeror. M.6.2 In connection with any discount offered, time will be computed from the date of delivery of the supplies to carrier when delivery and acceptance are at point of origin, or from date of delivery at destination when delivery, installation and acceptance are at that, or from the date correct invoice or voucher is received in the office specified by the District, if the latter date is later than date of delivery. Payment is deemed to be made for the purpose of earning the discount on the date of mailing of the District check.
93