Solicitation Number: Date Issued: Procurement Officer: Phone: E-Mail Address: State of South Carolina Request for Proposals Amendment 1 5400008642 02/5/2015 EMMETT KIRWAN 803-896-5304 EKirwan@mmo.sc.gov DESCRIPTION: Facial Recognition System for SCDMV USING GOVERNMENTAL UNIT: DMV Administration The Term "Offer" Means Your "Bid" or "Proposal". Unless submitted on-line, your offer must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. See "Submitting Your Offer" provision. SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 02/26/2015 14:30:00 (See "Deadline For Submission Of Offer" provision) 2 QUESTIONS MUST BE RECEIVED BY: Question deadline has passed CONFERENCE TYPE: Not Applicable DATE & TIME: LOCATION: Not Applicable (As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) AWARD & Award will be posted on 03/17/2015. The award, this solicitation, any amendments, and any related AMENDMENTS notices will be posted at the following web address: http://www.procurement.sc.gov Unless submitted on-line, you must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" and "Electronic Signature" provisions.) (full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc. AUTHORIZED SIGNATURE TAXPAYER IDENTIFICATION NO. (Person must be authorized to submit binding offer to contract on behalf of Offeror.) (See "Taxpayer Identification Number" provision) TITLE STATE VENDOR NO. (business title of person signing above) (Register to Obtain S.C. Vendor No. at www.procurement.sc.gov) NAME OF OFFEROR PRINTED NAME DATE SIGNED (printed name of person signing above) STATE OF INCORPORATION (If you are a corporation, identify the state of incorporation.) OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.) ___ Sole Proprietorship ___ Partnership ___ Other_____________________________ ___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local) COVER PAGE (NOV. 2007) South Carolina SLED 107472 GULaw Privacy FR AMENDMENTS TO SOLICITATION (JANUARY 2006): (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov. (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. The following clauses are hereby added to the solicitation: IRAN DIVESTMENT ACT - CERTIFICATION (JAN 2015): (a) The Iran Divestment Act List is a list published by the Board pursuant to Section 11-57-310 that identifies persons engaged in investment activities in Iran. Currently, the list is available at the following URL: http://procurement.sc.gov/PS/PS-iran-divestment.phtm(.) Section 11-57-310 requires the government to provide a person ninety days written notice before he is included on the list. The following representation, which is required by Section 11-57-330(A), is a material inducement for the State to award a contract to you. (b) By signing your Offer, you certify that, as of the date you sign, you are not on the then-current version of the Iran Divestment Act List. (c) You must notify the Procurement Officer immediately if, at any time before posting of a final statement of award, you are added to the Iran Divestment Act List. [02-2A077-1] IRAN DIVESTMENT ACT – ONGOING OBLIGATIONS – (JAN 2015): (a) You must notify the procurement officer immediately if, at any time during the contract term, you are added to the Iran Divestment Act List. (b) Consistent with Section 11-57-330(B), you shall not contract with any person to perform a part of the Work, if, at the time you enter into the subcontract, that person is on the then-current version of the Iran Divestment Act List. [07-7A072-1] TERM OF CONTRACT – OPTION TO RENEW (JAN 2015): (a) At the end of the initial term, and at the end of each renewal term, this contract shall automatically renew for a period of year(s), month(s), and day(s), unless contractor receives notice that the state elects not to renew the contract at least thirty (30) days prior to the date of renewal. Regardless, this contract expires no later than the last date stated on the final statement of award. (b) Contractor acknowledges that, unless excused by Section 11-57-320, if the contractor is on the then-current Iran Divestment Act List as of the date of any contract renewal, the renewal will be void ab initio. [07-7B245-2] The State’s response to vendor questions is below in red. Question 1 - Will SLED be enrolling criminal images into the DMV database? South Carolina SLED 107473 GULaw Privacy FR Answer - The criminal database and civil database are two separate databases. SLED enrollment of images will be for ad hoc comparison. Question 2 - Will SCDMV provide ongoing hardware maintenance and support for all server/storage hardware? Answer - SCDMV will be responsible for ongoing hardware maintenance and support for all server/storage hardware. Question 3 - It is understood that SCDMV will provide server hardware with operating systems, data storage/backup, and server infrastructure. Will SCDMV provide SQL Server 2012 Enterprise or does the vendor need to price and support the database software? Answer - SCDMV prefers SQL Server 2012 Standard. If the offeror requires SQL Server 2012 Enterprise SCDMV will provide this version. Question 4 - How many training sessions at SCDMV headquarters should be priced into the proposal? Answer - Three. Question 5 - What hardware is SCDMV expecting from the vendor for the solution? Answer - SCDMV does not expect any hardware from the offeror, however the offeror must have a configuration/Change management plan for software. Question 6 - Why would this contract have costs for SLED M&S? Answer - The costs should only be for SCDMV. Question 7 -The RFP states that each part should be bound in a “single” volume. Can SCDMV clarify if this means that both the technical proposal and business proposal must be bound in the same volume or in two separate volumes? Answer - The Technical Proposal should be in one volume and the business proposal in another. They should be bound separately. Question 8 - Can SCDMV provide the format of these images and associated demographic data to be loaded in the new FRS system? Answer - The offeror will need to utilize existing database images until such time as all current images have been updated or replaced by new photo images. Current image formats in the SCDMV database are varied in dimension and file size however most images are typically 300X300 DPI and all are stored as a JPEG. Since June 2011 all images have been taken with a standard white background. Since June 2013 all new images will fully meet ICAO and Real-ID image standards. The demographic information can be taken from the DLC or from a SCDMV provided CSV file which contains license number, name, date of birth and gender. Question 9 - Can SCDMV provide details on the functions that need to be provided in this SDK? Answer - The SDK shall operate on a Windows based operating system and provide one or more of the following support: • Microsoft COM interfaces • JavaScript and ASP • Microsoft Visual Studio .NET 2010 support • Open systems architecture • Encoder interface support South Carolina SLED 107474 GULaw Privacy FR Question 10 - Can SCDMV provide details of this interface? What messages and data are exchanged? What is the transport mechanism? Answer - SCDMV currently has a .net application, hosted on the existing FR DB server, which accesses a SQL Server database, DMV_DL, and standard ethernet transmissions within our domain, to pull the images created that day for FR processing. This .net application is executed as a started task on the existing FR Database server. The DMV_DL database contains at a minimum the following data elements : Unique ID – Generated unique number License_no – ten digit number Issue Date – Date the credential was issued. Location of Image on Sans – Drive/folder/file_name of DLC on Sans. The .net application has an additional sql server table which is updated with the highest unique ID for the previous days processing. The .net application uses the highest unique ID from the previous day to initiate processing for the nightly cycle. The DMV_DL database is read from this key and extracts all images created that day as JPEGS to a folder on the FR application/DB server. Additionally a CSV is created during this process which contains license number, name, date of birth and gender. Modifying this application to pull a specific number of images based upon a starting and ending unique number would be the responsibility of SCDMV. Question 11 - Section 7.1.3 is listed twice. Can SCDMV re-number them sequentially so the sections will appear as follows? 7.1.3 ELECTRICAL REQUIREMENTS 7.1.4 NETWORK 7.1.5 HARDWARE UPDATES 7.1.6 AUDIT CONTROLS Answer – Yes. The numbering is changed as shown. 7.1.3 NETWORK, 7.1.4 NETWORK; 7.1.4 HARDWARE UPDATES, 7.1.5 HARDWARE UPDATES; 7.1.5 AUDIT CONTROLS, 7.1.6 AUDIT CONTROLS. Question 12 - Can SCDMV clarify which specific RFP requirement(s) should be addressed in section (F.)? Answer - F is a reminder to respond to all requirements. It is not a necessary section to be addressed within the response. Question 13 - Pricing Workbook, First Cost per image row: Options 1 through 8, 11 and 12 state “for the initial enrollment of 8.5 million images ONLY.” Options 9 and 10 state: “This includes the initial and daily enrollments.” For Options 9 and 10, could you please verify that you want the cost per image for a maximum of 8.5 million images? Answer – For Options 9 and 10 please include the cost per image on the referenced row for the initial enrollment of the 8.5 million images only. Question 14 - Page 56: VIII. PRICE-BUSINESS PROPOSAL: PRICE PROPOSAL (JAN 2006): This section states “Maintenance – Per year cost for maintaining the SaaS for DMV and SLED.” SaaS is not discussed elsewhere in the RFP. Can you please confirm each offeror should include pricing for SaaS approach? Answer - Maintenance – Per year cost for maintaining the SaaS for DMV and SLED, is replaced with Maintenance – Per year cost for maintaining the software for DMV. South Carolina SLED 107475 GULaw Privacy FR Question 15 - Page 56: VIII. PRICE-BUSINESS PROPOSAL: DATA TRANSFER TO/FROM THE PHOENIX SYSTEM: Option 1 states “The existing web application will be used to migrate data from the SANS to the FRS database server.“ Is the existing web application non-proprietary or proprietary? Can you please provide more details about how the offeror will use the software? For example, if SCDMV opts to use the existing web application, will the application deposit images automatically, which can then be used, or will the offeror need to integrate or interface with the web application to receive images in some way? If so and the web application is proprietary, will we have the ability to use it? If so, how? Answer – See answer to Question 10 Question 16 - Please clarify the format/order for submitting the proposal (page 3: NUMBER OF COPIES, page 17: CONTENTS OF OFFER, and pages 33 & 34: CONTENT AND FORMAT OF PROPOSAL.) o o o Should the printed copy be 1 or 2 “books”? (See “PRINTED COPY” row below.) Where should the Minority Participation form (pages 34 & 35) be placed? (Point-by-Point Responses or Qualifications section?) Is the following format acceptable? If not, please clarify appropriate areas. Create/Submit 4 files We would create 4 files. The Technical Proposal would include responses to Items A, B, C, E, and F as listed on pages 33 and 34 of the RFP. The Business Proposal would be the response for Item D on page 34, and would be the Pricing Workbook spreadsheet. FILES File #1: TECHNICAL PROPOSAL, which includes the following:      Completed & Signed Cover Page & Page 2 (Item A) Executive Overview (Item B) Point-by-Point Responses to Requirements (Item C and F) – will include responses to all Section III requirements, as well as responses to requirements listed in other RFP sections Qualifications (Item E) Appendix (with additional information, if necessary) File #2: BUSINESS PROPOSAL, which is the Pricing Workbook spreadsheet File #3: REDACTED TECHNICAL PROPOSAL File #4: REDACTED BUSINESS PROPOSAL DVDs PRINTED COPY · 5 DVDs, each containing File #1: TECHNICAL PROPOSAL · 1 DVD containing File #2:BUSINESS PROPOSAL · 1 DVD containing 2 redacted files – File #3 and File #4 Dependent upon whether SC DMC prefers 1 book or 2 books: All parts bound in 1 book: o Part 1: TECHNICAL PROPOSAL, which is Printed File #1 South Carolina SLED 107476 GULaw Privacy FR · Completed & Signed Cover Page & Page 2 (Item A) · Executive Overview (Item B) · Point-by-Point Responses to Requirements (Item C and F) · Qualifications (Item E) · Appendix (with additional information, if necessary) o Part 2: BUSINESS PROPOSAL - Printed File #2 “Pricing Workbook” Or, each part bound in separate books: ONLINE SUBMISSION ATTACHMENTS · Book 1: Technical Proposal, which is Printed File #1 · Book 2: Business Proposal, Printed File #2 Files: #1, #2, #3, and #4 Answer – The printed copy could be in either format you have proposed. The Minority Participation form (pages 34 & 35) should be placed with Qualifications. The format proposed is acceptable. South Carolina SLED 107477 GULaw Privacy FR