Questions and Answers
DRC Intranet & External Website Redesign
Document #: DXDRC-21-01-001
Question: Part of IOPs Content First. methodology is the transition from PDF files into HTML pieces of content. Does the agency envision a full transition from PDF to HTML content? If not, in what capacity?
Answer: No, it will be a partial conversion.
Question: Should the Visitation Privileges paper application exist inside the Visiting Scheduling System or inside the DRC Portal?
Answer: The Visitation Privileges paper application should exist inside both locations, Visiting Scheduling System and DOTS Portal.
Question: If the current Scheduling System does not allow the use of a REST API, can the portal application access this information by having SOAP protocols?
Answer: The current scheduling system allows the use of a REST API.
Question: Does the Scheduling System from RFP #0A1229 allow the use of REST API Architecture in the following scenarios? For Apply for visiting For Searching for an Inmate For Viewing previous information from approved visits For updating previous information from approved visits To have the visitation rules and other information per institution To sign the memorandum of understanding
Answer: Any interface to the video visitation system required in Contract 0A1229 will be determined after award.
Question: About Visiting Scheduling System. How many visits per year does a prison facility receives?
Answer: Several thousand
Question: Should the Intranet experience live within IOPs myOhio platform or as a separate entity?
Answer: The Intranet experience will be a separate entity.
Question: How many pages and documents do you estimate to be migrated as part of the intranet workstream?
Answer: ODRC estimates approximately 2000 pages with policies to be migrated as part of the intranet workstream.
Question: What platform is your current intranet running?
Answer: The current Intranet utilizes PHP and mySQL.
Question: Does the agency expect that existing scheduled visits will be populated into the Visiting Scheduling System when it goes live?
Question: Does the agency require screens in the Visiting Scheduling System application to allow an administrative user to assign staff to a specific institution and to establish the institution review/approval hierarchy?
Answer: Yes, this detailed scope still needs to be determined in Phase 1 of the Project.
Question: Ref: SOW Solicitation Section 3.2 Assumptions We understand that DRC will create or update any needed database functionality for the Visiting Scheduling System. Does this indicate that the agency intends to reuse an existing database for this application? If so, can the agency provide the existing data model?
Question: Ref: SOW Solicitation Section 3.2 1.b.iii Can you provide more information around ways in which the Visiting Scheduling System is expected to have offline capability? What functions of the system would need to be available in an offline mode?
Answer: This detailed scope still needs to be determined in Phase 1 of the Project.
Question: Ref: SOW Solicitation Section 3.2 1.a.iii.1 How is the video visitations scheduling interface listed for the Visiting Scheduling System expected to differ from the other scheduling functionality defined for that application?
Answer: The video visitation scheduling system is a requirement of newly awarded Contract 0A1229 with Global Tel link Corporation (GTL). The Contractor for this SOW will coordinate with GTL.
Question: Ref: SOW Solicitation Section 3.2 1.a.iii.1 The "Search for an inmate" functionality, defined for the Visiting Scheduling System, appears to have significant overlap with the existing Offender Search on the current web site. Is there any expectation that the Offender Search can be used in the Visiting Scheduling System or, alternatively, that the new search functionality will replace the Offender Search?
Answer: No. Two separate applications that do two separate functions
Question: The external facing website (https://www.drc.ohio.gov/) has a launch point for the “Offender Search” application. Is this “Offender Search” application included in the scope of this project?
Answer: The Offender Search application is not part of the scope of work. It currently exists and is being used.
Question: Ref: SOW Solicitation Section 3.1 The scope of Phase 1 includes finalization of scope, dates, and timelines for phases 2 and 3. Given that scope for phase 2 and 3 will be finalized during phase 1, is ODRC expecting the SOW Proposal from the contractor to include fixed cost for phases 2 and 3 in addition to phase 1 cost?
Answer: The Proposal must include a fixed cost for the Project. The fixed cost for the Project includes estimated costs for phase 2 and 3 which will be finalized early in phase 1.
Question: Is ODRC expecting that most of the existing content from the current external facing website will be reused for the new site? Or will most of the content for the new site be rewritten? If content needs to be rewritten, will ODRC create and provide the new content or is the contractor expected to rewrite this content with ODRC support?
Answer: DRC will create and provide the new content.
Question: Section 3.2 Requirements references "customization of a Visitation Scheduling System". Please provide additional clarifying information about this application. a) what is the current status of this application - e.g. in development, in production, etc. b) is this a custom application developed in house by DRC or a COTS product customized and deployed by a vendor? c) what is the technology stack for the Visitation Scheduling System? d) what functionality is currently supported within the Visitation Scheduling System?
Answer: The current system for in-person visitation is an email process. This SOW is to create an on-line system for in-person visitations.
Question: Section 3.2 Requirements references contract 0A1229 in regard to the Visitation Scheduling System requirements. Please provide the name of the Contractor company awarded contract 0A1229.
Answer: The Contract 0A1229 was awarded to Global Tel Link Corporation on 5/24/2021.
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