COWLITZ COUNTY. Corrections Department REQUEST FOR PROPOSALS (RFP)

Transcription

1 COWLITZ COUNTY Corrections Department REQUEST FOR PROPOSALS (RFP) NOTE: If you download this RFP from the County website located at you are responsible for sending your name, address, address, and telephone number to the RFP Coordinator in order for your organization to receive any RFP amendments or bidder questions/county answers. PROJECT TITLE: Full Body Scanning System # PROPOSAL DUE DATE: March 28, 2017 Prior to 11:00 A.M. Pacific Standard Time or Pacific Daylight Time, Kelso, Washington, USA. Faxed or ed bids will not be accepted. CONSULTANT ELIGIBILITY: This procurement is open to those consultants that satisfy the minimum qualifications stated herein and that are available for work in Washington State. CONTENTS OF THE REQUEST FOR PROPOSALS: 1. Introduction 2. General Information for Consultants 3. Proposal Contents 4. Evaluation and Award 5. Exhibits A. Certifications and Assurances B. Personal Service Contract with General Terms and Conditions

2 TABLE OF CONTENTS 1. Introduction Purpose and Background Objective and Scope of Work Security Requirements Mandatory Requirements to be Included in Proposal Response Minimum Qualifications Current or Former Public Employees Definitions ADA General Information for Consultants RFP Coordinator Estimated Schedule of Procurement Activities Pre-proposal Conference Submission of Proposals Proprietary Information/Public Disclosure Revisions to the RFP Minority & Women-Owned Business Participation Acceptance Period Responsiveness Most Favorable Terms Contract and General Terms & Conditions Costs to Propose No Obligation to Contract Rejection of Proposals Commitment of Funds Electronic Payment Insurance Coverage Cooperative Purchasing Proposal Contents Letter of Submittal Technical Proposal Management Proposal Cost Proposal Evaluation and Contract Award Evaluation Procedure Evaluation Weighting and Scoring Oral Presentations may be Required Notification to Proposers Debriefing of Unsuccessful Proposers Protest Procedure RFP Exhibits Exhibit A Certifications and Assurances Exhibit B Service Contract Format including General Terms and Conditions (GT&Cs)

3 1. INTRODUCTION 1.1. PURPOSE AND BACKGROUND The Cowltiz County Corrections Department, hereafter called "County, is initiating this Request for Proposals (RFP) to solicit proposals from responsible and qualified firms interested in participating on a project to furnish, deliver, and install one (1) new full body security/contraband detection scanning system. The system will be delivered, installed and calibrated by the respondent at the Cowlitz County Jail, st Ave, Longview, Washington All training will also take place at the above-mentioned location. The Cowlitz County Jail was built in The Jail has eight (8) main housing areas with a bed capacity of 356. Pre-trial inmates with charges ranging from misdemeanors to class A felonies are housed as well as sentenced inmates OBJECTIVES AND SCOPE OF WORK Contractor shall provide and deliver state of the art technology and performance comparable to the requested specifications as stated below. The following are some of the features/specifications requested for the proposed unit, but are not all inclusive: Identifies both organic and inorganic items Low dose x-ray scanning Shall reveal contraband concealed externally and internally Unit shall have an operator s desk included Unit shall provide a mobile lead shield to provide operator protection and a wide field of vision for observation A mechanism for preventing radiation exposure when system is not performing the scanning process Unit shall be equipped with emergency stop button Database/Software of previously acquired images, containing the ID of the person being inspected, ID of the operator, date and time, and received radiation dose. Corrections staff must be able to extract and download data for reportable incidents The security body scanning system MUST be a dual view scanner Service Technician must respond, on-site, within twenty four (24) hours 24/7 (weekends and holidays included) Access to a 24/7 toll free support line and 24/7 on-line help desk Full five (5) year warranty on all parts, labor, licenses, hardware and software upgrades to be included in the total cost Quarterly preventative maintenance for (5) years to be included in the total cost Service warranty must be backed (in writing) by the manufacturer Service warranty must be assumed by the manufacturer (confirmed in writing) in the event of default by the distributor Operator Training and Certification, as applicable Train the trainer included for up to twenty (20) people The Contractor shall submit a training schedule that must include training staff on site upon completion and implementation of contractor s equipment. All training will be the sole responsibility of the Contractor Scanned images shall not reveal fine anatomical detail COWLITZ COUNTY RFP (BODY SCANNER) Page 3 of 19

4 The Cowlitz County Jail operates 24 hours a day 365 days a year. All work at the facility must be accomplished on days and at times least disruptive to the Jail security and operation We will be placing the full-body scanner in our Jail Booking area; therefore, to avoid the need for extensive remodeling, the overall scanner size must readily fit into an existing space. Physical unit requirements are: floor length not longer than ten feet and overall width of no wider than seven feet six inches. Overall height should not be an issue. In addition to the physical scanner unit, we will require any and all hardware and software necessary to maintain/operate the scanner, local storage of at least 940,000 images, 1T Hard Drive and 1T Backup drive. Accurate data recording needs to be an essential function of the scanning unit. The system must have the ability to record the total number of scans generated and for supervisors to be able to abstract from this data the total number of scans for any daily, weekly or monthly period. This unit must also allow an operator to save images that are deemed positive for contraband separately from the total images folder. From this action, supervisors can review total number of scans for any one period of time and thus calculate total number of positives for that same time period. Based on data showing the units contraband detection rate, supervisors must be able to review individual operator performance and compare the total number of scans to the total number of positive I.D. s for any one operator. The contractor shall provide all installation labor and parts directly associated with the installation tasks. The contractor shall provide any necessary protective coverings needed to protect existing adjacent finishes. Should damages occur the contractor shall restore all existing adjacent finishes to their original pre-existing condition. Obtain any and all permits and/or certifications required by all appropriate regulatory agencies for the work performed and for any equipment installed. It is the contractor s responsibility to research permitting requirements and obtain any and all permits, certifications or other regulatory approvals/requirements prior to installation of equipment. This may include, but is not limited to, any engineered systems, building codes, construction permits and product warranties or certifications Electrical power available for install is: 110V Security Requirements This project requires access to multiple areas within the Cowlitz County Jail and access to confidential County information. As such, the successful respondent and associated personnel must pass a Background check prior to the start of work and access to the facility. The background checks will be completed by Cowlitz County. Cowlitz County reserves the right to deny access to any employee on County property, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the County and/or its population. Should access be denied, the successful respondent shall remove the employee immediately and replace the employee with a suitable substitute, as approved by the County, at no additional cost Mandatory Requirements to be Included in Proposal Response COWLITZ COUNTY RFP (BODY SCANNER) Page 4 of 19

5 All proposal responses must address each of the following and be submitted with the ability to complete the work as described. Do not exclude any major or minor items of information not specifically mentioned, but which would normally and reasonably be provided. Please be advised that the greater the degree of specificity, the more likely it will be for the County to review your response favorably. Proposal responses must include, but are not limited to, the following information. 1) Consultant shall Include a statement related to understanding and compliance with all of the general, mandatory, and security requirements. Provide a detailed narrative of how the proposal intends to meet the objectives of the County, as outlined 2) Consultant shall provide a complete description to include the number of years you have been doing business in the State of Washington and the prior experience you have had with similar contracts/agreements 3) Identify the key individuals that will be assigned to Cowlitz County. List, for each individual, all relevant experience 4) Provide details on the system that is being submitted for consideration; include make/model, features, dimensions, power requirements, options, upgrades, etc. Include information on the systems image storage capabilities along with expandable storage options. Submit a system brochure and specification sheets with your proposal response 5) All proposal responses should include detailed pricing information. Provide (locked-in) annual pricing for maintenance (preventative, parts, and labor) upon the expiration of the two (2) year warranty period. Pricing shall include all labor, parts, equipment, supplies, and freight/delivery, installation, training and travel expenses 6) All proposal responses should include a detailed implementation timeline with an estimated time commitment by the County 7) The Consultant shall list any and all legal disputes, mediations, arbitrations, and/or lawsuits in which you or your firm has been involved in the last five (5) years, include details related to the current status and/or outcome. This information should be provided in a separate sealed envelope titled Legal Dispute Information and submitted with your proposal response 8) All responses shall include a minimum of three (3) references that are currently using the system proposed. All references shall include name, title, address, telephone number, and address. The failure to include references and/or the inability to contact the references shall be ample cause for rejection of your proposal response 1.3 MINIMUM QUALIFICATIONS Minimum qualifications include: Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor. 1.4 CONTRACTING WITH FORMER WASHINGTON PUBLIC EMPLOYEES COWLITZ COUNTY RFP (BODY SCANNER) Page 5 of 19

6 Washington State Department of Retirement System reporting requirements apply to public entities contracting with former Washington public employees pursuant to WAC , DRS and DRS Proposers should familiarize themselves with these reporting requirements to the County before submitting a proposal that includes former public employees. Information regarding these requirements can be found on the WA Department of Retirement System s Independent Contractor Verification and State Retirement Status Reporting Form located on the last page of this document. 1.5 DEFINITIONS Definitions for the purposes of this RFP include: COUNTY COWLITZ is the COUNTY in the state of Washington that is issuing this RFP. Apparent Successful Contractor The consultant selected as the entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract. Consultant Individual or company interested in the RFP and that may or does submit a proposal in order to attain a contract with the COUNTY. Contractor Individual or company whose proposal has been accepted by the COUNTY and is awarded a fully executed, written contract. Proposal A formal offer submitted in response to this solicitation. Proposer - Individual or company that submits a proposal in order to attain a contract with the COUNTY. Request for Proposals (RFP) Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the consultant community to suggest various approaches to meet the need at a given price. 1.6 ADA The COUNTY complies with the Americans with Disabilities Act (ADA). Consultants may contact the RFP Coordinator to receive this Request for Proposals in Braille or on tape. COWLITZ COUNTY RFP (BODY SCANNER) Page 6 of 19

7 2. GENERAL INFORMATION FOR CONSULTANTS 2.1. RFP COORDINATOR The RFP Coordinator is the sole point of contact in the COUNTY for this procurement. All communication between the Consultant and the COUNTY upon release of this RFP shall be with the RFP Coordinator, as follows: Name Address Mailing Address Chris Moses st Ave Longview, WA Physical Address for Delivery Phone Number Fax Number st Ave Longview, WA x2212 N/A Any other communication will be considered unofficial and non-binding on the COUNTY. Consultants are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Consultant ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES Issue Request for Proposals February 22, 2017 Question & answer period March 8, 2017 Post questions/responses March 10, 2017 Issue last addendum to RFP March 14, 2017 Proposals due March 28, 2017 Evaluate proposals April 14, 2017 Conduct interviews/demos with finalists, if deemed necessary April 24-28, 2017 Announce Apparent Successful Contractor and send notification via fax or to unsuccessful proposers May 9, 2017 Negotiate contract May 30, 2017 File contract with DES (if required) xxxxxxxxxxxxxxx Begin contract work June 2017 The COUNTY reserves the right to revise the above schedule. COWLITZ COUNTY RFP (BODY SCANNER) Page 7 of 19

8 2.3 PRE-PROPOSAL CONFERENCE There will be NO mandatory pre-proposal meeting held for this RFP, Proposers wishing to tour the facility prior to the proposal due date may make arrangements by contacting Captain Chris Moses. A site tour is not mandatory Upon the close of the proposal due date the County may, if deemed necessary, request a demonstration of contractors proposed services COUNTY will be bound only to COUNTY S written answers to questions. Questions arising during a site tour or in subsequent communication with the RFP Coordinator will be documented and answered in written form. A copy of the questions and answers will be sent to each prospective Consultant that has received a copy of the RFP or made the RFP Coordinator aware of its interest in this procurement 2.4 SUBMISSION OF PROPOSALS HARD COPY PROPOSALS: Consultants are required to submit four (4) copies of their proposal. Two copies must have original signatures and two copies can have photocopied signatures. One (1) original needs to be unbound and one (1) electronic copy (CD or Flash Drive) must be included. The proposal, whether mailed or hand delivered, must arrive at the COUNTY no later than 11:00 AM, Pacific Standard Time or Pacific Daylight Time on March 28, The proposal is to be sent to the address noted below and in the solicitation. The envelope should be clearly marked; Attn: Clerk of the Board Full Body Scanning System # N. 4 th AVE. RM 305 Kelso WA Consultants mailing proposals should allow normal mail delivery time to ensure timely receipt of their proposals by the RFP Coordinator. Consultants assume the risk for the method of delivery chosen. The COUNTY assumes no responsibility for delays caused by any delivery service. Proposals may not be transmitted using facsimile transmission. Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the COUNTY and will not be returned. 2.5 PROPRIETARY INFORMATION/PUBLIC DISCLOSURE Proposals submitted in response to this competitive procurement shall become the property of the COUNTY. All proposals received shall remain confidential until the contract, if any, resulting from this RFP is signed by the Director of the COUNTY, or his Designee, and the apparent successful Contractor; thereafter, the proposals shall be deemed public records as defined in Chapter of the Revised Code of Washington (RCW). Any information in the proposal that the Consultant desires to claim as proprietary and exempt from disclosure under the provisions of Chapter RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly COWLITZ COUNTY RFP (BODY SCANNER) Page 8 of 19

9 identified and the particular exemption from disclosure upon which the Consultant is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words Proprietary Information printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored. If a public records request is made for the information that the Consultant has marked as "Proprietary Information," the COUNTY will notify the Consultant of the request and of the date that the records will be released to the requester unless the Consultant obtains a court order enjoining that disclosure. If the Consultant fails to obtain the court order enjoining disclosure, the COUNTY will release the requested information on the date specified. If a Consultant obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter RCW, or other state or federal law that provides for nondisclosure, the COUNTY shall maintain the confidentiality of the Consultant's information per the court order. A charge will be made for copying and shipping, as outlined in RCW No fee shall be charged for inspection of contract files, but twenty-four (24) hours notice to the RFP Coordinator is required. All requests for information should be directed to the RFP Coordinator. 2.6 REVISIONS TO THE RFP In the event it becomes necessary to revise any part of this RFP, addenda will be provided via to all individuals, who have made the RFP Coordinator aware of their interest. Addenda will also be published on For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFP and will be placed on the website. If you downloaded this RFP from the COUNTY website located at: you are responsible for sending your name, address, and telephone number to the RFP Coordinator in order for your organization to receive any RFP addenda. The COUNTY also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract. 2.7 MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION Cowlitz County encourages participation in all of its contracts by firms certified by the Office of Minority and Women s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a subcontractor basis. However, no preference will be included in the evaluation of proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award, and proposals will not be rejected or considered non-responsive on that basis.. COWLITZ COUNTY RFP (BODY SCANNER) Page 9 of 19

10 2.8 ACCEPTANCE PERIOD Proposals must provide 60 days for acceptance by COUNTY from the due date for receipt of proposals. 2.9 RESPONSIVENESS All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Consultant is specifically notified that failure to comply with any part of the RFP may result in rejection of the proposal as non-responsive. The COUNTY also reserves the right at its sole discretion to waive minor administrative irregularities MOST FAVORABLE TERMS The COUNTY reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the Consultant can propose. There will be no best and final offer procedure. The COUNTY does reserve the right to contact a Consultant for clarification of its proposal. The Apparent Successful Contractor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the Consultant s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the COUNTY CONTRACT AND GENERAL TERMS & CONDITIONS The apparent successful contractor will be expected to enter into a contract which is substantially the same as the County s standard personal services contract and in accordance with the general terms and conditions therein, attached as Exhibit B. In no event is a Consultant to submit its own standard contract terms and conditions in response to this solicitation. The Consultant may submit proposed exceptions as allowed in the Certifications and Assurances form, Exhibit A to this solicitation. All exceptions to the contract terms and conditions must be submitted by Consultant as an attachment to Exhibit A, Certifications and Assurances form, or the standard contract shall be deemed accepted, as attached.. The COUNTY will review requested exceptions and accept or reject the same at its sole discretion in awarding the contract COSTS TO PROPOSE The COUNTY will not be liable for any costs incurred by the Consultant in preparation of a proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP NO OBLIGATION TO CONTRACT This RFP does not obligate the COUNTY to contract for services specified herein REJECTION OF PROPOSALS The COUNTY reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP. COWLITZ COUNTY RFP (BODY SCANNER) Page 10 of 19

11 2.15 COMMITMENT OF FUNDS The Board of County Commissioners or duly elected official are the only individual(s) who may legally commit the COUNTY to the expenditures of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract ELECTRONIC PAYMENT Cowlitz County prefers to utilize electronic payment such as EFT, ACH or the County P-Card in its transactions. The successful contractor will be provided a form to complete with the contract to authorize such payment methods INSURANCE COVERAGE The Contractor is to furnish the COUNTY with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth below. The Contractor shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the contract. The Contractor shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to the COUNTY within fifteen (15) days of the contract effective date. The Contractor shall maintain in full force and effect during the term of this Agreement, and until final acceptance of the work, public liability and property damage insurance with companies or through sources approved by the state insurance commissioner pursuant to RCW Title 48, as now or hereafter amended. The County, its appointed and elected officials, agents and employees, shall be specifically named as additional insureds in a policy with the same company which insures the Contractor or by endorsement to an existing policy or with a separate carrier approved pursuant to RCW Title 48, as now or hereafter amended, and the following coverages shall be provided: COMPREHENSIVE GENERAL LIABILITY: Bodily injury, including death. $1,000,000 per occurrence Property damage $1,000,000 per occurrence ERRORS AND OMISSIONS or PROFESSIONAL LIABILITY with an Extended Reporting Period Endorsement (two year tail). $1,000,000 per occurrence WORKERS COMPENSATION: Statutory amount AUTOMOBILE: coverage on owned, non-owned, rented and hired vehicles Bodily injury, liability, including death $1,000,000 per occurrence Property damage liability $1,000,000 per occurrence COWLITZ COUNTY RFP (BODY SCANNER) Page 11 of 19

12 All Contractor s and Contractor s subcontractors insurance policies and additional named insured endorsements shall provide primary insurance coverage and be non-contributory. Any insurance, self-insured retention, deductible, risk retention or insurance pooling maintained or participated in by the County shall be excess and not contributory to such insurance policies. All Contractor s and Contractor s subcontractors liability insurance policies must be endorsed to show this primary coverage. Upon request, the Contractor shall provide a full and complete certified copy of all requested insurance policies to the County. The County reserves the right, but not the obligation, to revise any insurance requirement, not limited to limits, coverages and endorsements, or to reject any insurance policies which fail to meet the requirements of this Agreement. Additionally, the County reserves the right, but not the obligation, to review and reject any proposed insurer providing coverage based upon the insurer s financial condition or licensing status in Washington. Any deductibles and/or self-insured retentions exceeding $10,000, stop loss provisions, and/or exclusions contained in such policies must be approved by the County in writing. For any deductibles or self-insured retentions exceeding $10,000 or any stop-loss provisions, the County shall have the right to request and review the Contractor s most recent annual financial reports and audited financial statements as a condition of approval. Contractor hereby agrees to a waive subrogation with respect to each insurance policy maintained under this Agreement. When required by an insurer, or if a policy condition does not permit Contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then Contractor agrees to notify the insurer and obtain such endorsement. This requirement shall not apply to any policy which includes a condition expressly prohibiting waiver of subrogation by the insured or which voids coverage should the Contractor enter into such a waiver of subrogation on a pre-loss basis. The County, its departments, elected and appointed officials, employees, agents and volunteers shall be named as additional insureds on Contractor s and Contractor s subcontractors insurance policies by way of endorsement for the full available limits of insurance maintained by the Contractor and subcontractor, and all coverage shall be primary and non-contributory. A statement or notation of additional insured status on a Certificate of Insurance shall not satisfy these requirements. [This endorsement shall not be required if the Contractor is a governmental entity and is insured through a governmental entity risk pool authorized by the State of Washington.] The Contractor shall, for each required insurance policy, provide a Certificate of Insurance, with endorsements attached, evidencing all required coverages, limits, deductibles, selfinsured retentions and endorsements and which is conditioned upon the County receiving thirty (30) days prior written notice of reduction in coverages, cancellation or non-renewal. Each Certificate of Insurance and all insurance notices shall be provided to: ATTN: Risk Manager, Cowlitz County Administrative Svc., 207 4th Ave. N., Kelso, WA This Agreement shall be void ab initio if the proof of coverage is not timely supplied. The insurance maintained under this Agreement shall not in any manner limit or qualify the liabilities or obligations of the Contractor under this Agreement. All insurance policy deductibles and self-insured retentions for policies maintained under this Agreement shall be paid by the Contractor. Compensation and/or payments due to the Contractor under this Agreement are expressly conditioned upon the Contractor s strict compliance with all insurance requirements. Payment to the Contractor shall be suspended in the event of non-compliance. Upon receipt of evidence of Contractor s compliance, payments not otherwise subject to withholding or set-off will be released to the Contractor. This Agreement shall be void ab initio if the proof of coverage is not timely supplied. COWLITZ COUNTY RFP (BODY SCANNER) Page 12 of 19

13 If the Errors and Omissions or Professional Liability insurance obtained is an occurrence policy as opposed to a claims-made policy, the Extended Reporting Period Endorsement is not required. Workers Compensation Coverage The Contractor will at all times comply with all applicable workers compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The County will not be held responsive in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract Cooperative Purchase: This bid and contract is anticipated for use by other government agencies. The host agency of this bid and contract has entered into intergovernmental (Interlocal) purchasing agreements pursuant to RCW with other government agencies. Interlocal purchasing agreements allow either party to make purchases at the other party's accepted bid price. By submitting an Offer, the Contractor agrees to make the same bid terms and price, exclusive of freight and transportation fees, available to other such governmental agencies. The host agency will in no way whatsoever incur any liability in relation to specifications, delivery, payment, or any other aspect of purchases by such agencies. COWLITZ COUNTY RFP (BODY SCANNER) Page 13 of 19

14 3. PROPOSAL CONTENTS HARD COPY: Proposals must be written in English and submitted on eight and one-half by eleven inch (8 ½ x 11 ) paper with tabs separating the major sections of the proposal. The four major sections of the proposal are to be submitted in the order noted below: 1. Letter of Submittal, including signed Certifications and Assurances (Exhibit A to this RFP) 2. Technical Proposal 3. Management Proposal; and, 4. Cost Proposal 3.1. LETTER OF SUBMITTAL (MANDATORY) The Letter of Submittal and the attached Certifications and Assurances form (Exhibit A to this RFP) must be signed and dated by a person authorized to legally bind the Consultant to a contractual relationship, e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include by attachment the following information about the Consultant and any proposed subcontractors: 1. Name, address, principal place of business, telephone number, and fax number/ address of legal entity or individual with whom contract would be written. 2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.) 3. Legal status of the Consultant (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists. 4. Federal Employer Tax Identification number or Social Security number and the Washington Uniform Business Identification (UBI) number issued by the state of Washington Department of Revenue. If the Consultant does not have a UBI number, the Consultant must state that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor. 5. Location of the facility from which the Consultant would operate TECHNICAL PROPOSAL (SCORED) The Technical Proposal must contain a comprehensive description of services including the following elements: A. Project Approach/Methodology Include a complete description of the Consultant s proposed approach and methodology for the project. This section should convey Consultant s understanding of the proposed project. B. Work Plan - Include all project requirements and the proposed tasks, services, activities, etc. necessary to accomplish the scope of the project defined in this RFP. This section of the technical proposal must contain sufficient detail to convey to members of the evaluation team the Consultant s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of COUNTY staff. The Consultant may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation. COWLITZ COUNTY RFP (BODY SCANNER) Page 14 of 19

15 C. Project Schedule - Include a project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met. D. Outcomes and Performance Measurement Describe the impacts/outcomes the Consultants propose to achieve as a result of the delivery of these services including how these outcomes would be monitored, measured and reported to the COUNTY. E. Risks - The Consultant must identify potential risks that are considered significant to the success of the project. Include how the Consultant would propose to effectively monitor and manage these risks, including reporting of risks to the COUNTY S contract manager. F. Deliverables Fully describe deliverables to be submitted under the proposed contract. Deliverables must support the requirements set forth in Section 1.2, Objectives and Scope of Work MANAGEMENT PROPOSAL A. Project Management (SCORED) 1. Project Team Structure/Internal Controls - Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of your firm indicating lines of authority for personnel involved in performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include who within the firm will have prime responsibility and final authority for the work. B. Experience of the Consultant (SCORED) 1. Indicate the experience the Consultant and any subcontractors have in the following areas associated with Full Body Scanners. a. Government agencies b. Correctional Facilities 2. Indicate other relevant experience that indicates the qualifications of the Consultant, and any subcontractors, for the performance of the potential contract. 3. Past record of performance with government agencies, particularly correctional facilities, with respect to such factors as control of costs, quality of work, and ability to meet schedules. 4. Include a list of contracts the Consultant has had during the last five years that relate to the Consultant s ability to perform the services needed under this RFP. List contract reference numbers, contract period of performance, contact persons, telephone numbers, and fax numbers/ addresses. C. Related Information (MANDATORY) 1. If the Consultant s staff or subcontractor s staff was a public employee within the state of Washington during the past 24 months, or is currently a Washington public employee, identify the individual by name, the agency previously or currently employed by, job title or position held and separation date. COWLITZ COUNTY RFP (BODY SCANNER) Page 15 of 19

16 2. If the Consultant has had a contract terminated for default in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the Consultant s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default. 3. Submit full details of the terms for default including the other party's name, address, and phone number. Present the Consultant s position on the matter. The COUNTY will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. If no such termination for default has been experienced by the Consultant in the past five years, so indicate. D. References (MANDATORY) List names, addresses, telephone numbers, and fax numbers/ addresses of three (3) business references for the Consultant and three (3) business references for the lead staff person for whom work has been accomplished and briefly describe the type of service provided. Do not include current COUNTY staff as references. By submitting a proposal in response to this Work Request, the vendor and team members grant permission to COUNTY to contact these references and others, who from COUNTY s perspective, may have pertinent information. COUNTY may or may not, at COUNTY s discretion, contact references. The COUNTY may evaluate references at the COUNTY S discretion. E. OMWBE Certification (OPTIONAL AND NOT SCORED) Include proof of certification issued by the Washington State Office of Minority and Women s Business Enterprises (OMWBE) if certified minority-owned firm and/or women-owned firm(s) will be participating on this project. For information: COST PROPOSAL The evaluation process is designed to award this procurement not necessarily to the Consultant of least cost, but rather to the Consultant whose proposal best meets the requirements of this RFP. A. Identification of Costs (SCORED) Identify all costs in U.S. dollars including expenses to be charged for performing the services necessary to accomplish the objectives of the contract. The Consultant is to submit a fully detailed budget including staff costs and any expenses necessary to accomplish the tasks and to produce the deliverables under the contract. Consultants are required to collect and pay Washington state sales and use taxes, as applicable. Costs for subcontractors are to be broken out separately. Please note if any subcontractors are certified by the Office of Minority and Women s Business Enterprises. B. Computation The score for the cost proposal will be computed by dividing the lowest cost bid received by the Consultant s total cost. Then the resultant number will be multiplied by the maximum possible points for the cost section. COWLITZ COUNTY RFP (BODY SCANNER) Page 16 of 19

17 4. EVALUATION AND CONTRACT AWARD 4.1. EVALUATION PROCEDURE Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team(s), to be designated by the COUNTY, which will determine the ranking of the proposals. COUNTY, at its sole discretion, may elect to select the top-scoring firms as finalists for an oral presentation. The RFP Coordinator may contact the Consultant for clarification of any portion of the Consultant s proposal EVALUATION WEIGHTING AND SCORING The following weighting and points will be assigned to the proposal for evaluation purposes: Technical Proposal 40% 40 points Project Approach/Methodology Quality of Work Plan Project Schedule Project Deliverables 5 points (maximum) 10 points (maximum) 5 points (maximum) 20 points (maximum) Management Proposal 40% 40 points Project Team Structure and Internal Controls 5 points (maximum) Record of performance 3.3 (B.3) 20 points (maximum) Experience of the Consultant 15 points (maximum) Cost Proposal 20% 20 points TOTAL 100 POINTS COUNTY reserves the right to award the contract to the Consultant whose proposal is deemed to be in the best interest of the COUNTY ORAL PRESENTATIONS MAY BE REQUIRED The COUNTY may after evaluating the written proposals elect to schedule oral presentations of the finalists. Should oral presentations become necessary, the COUNTY will contact the top-scoring firm(s) from the written evaluation to schedule a date, time and location. Commitments made by the Consultant at the oral interview, if any, will be considered binding. CHOICES FOR ORAL SCORING: The oral presentation will determine the apparent successful contractor. OR The scores from the written evaluation and the oral presentation combined together will determine the apparent successful contractor. COWLITZ COUNTY RFP (BODY SCANNER) Page 17 of 19

18 4.4. NOTIFICATION TO PROPOSERS The COUNTY will notify the Apparently Successful Contractor of their selection in writing upon completion of the evaluation process. Individuals or firms whose proposals were not selected for further negotiation or award will be notified separately by or facsimile DEBRIEFING OF UNSUCCESSFUL PROPOSERS Any Consultant who has submitted a proposal and been notified that they were not selected for contract award may request a debriefing. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the Unsuccessful Consultant Notification is ed or faxed to the Consultant. Debriefing requests must be received by the RFP Coordinator no later than 5:00 PM, local time, in Kelso, Washington on the third business day following the transmittal of the Unsuccessful Consultant Notification. The debriefing must be held within three (3) business days of the request. Discussion at the debriefing conference will be limited to the following: Evaluation and scoring of the firm s proposal; Critique of the proposal based on the evaluation; Review of proposer s final score in comparison with other final scores without identifying the other firms. Comparisons between proposals or evaluations of the other proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour PROTEST PROCEDURE Protests may be made only by Consultants who submitted a response to this solicitation document and who have participated in a debriefing conference. Upon completing the debriefing conference, the Consultant is allowed three (3) business days to file a protest of the acquisition with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 4:30 PM, local time, in Longview, Washington on the third business day following the debriefing. Protests may be submitted by or facsimile, but must then be followed by the document with an original signature. Consultants protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Consultants under this procurement. All protests must be in writing, addressed to the RFP Coordinator, and signed by the protesting party or an authorized Agent. The protest must state the RFP number, the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. Only protests stipulating an issue of fact concerning the following subjects shall be considered: A matter of bias, discrimination or conflict of interest on the part of an evaluator; Errors in computing the score; Non-compliance with procedures described in the procurement document or COUNTY policy. Protests not based on procedural matters will not be considered. Protests will be rejected as without merit if they address issues such as: 1) an evaluator s professional judgment on the quality of a proposal, or 2) COUNTY S assessment of its own and/or other agencies needs or requirements. COWLITZ COUNTY RFP (BODY SCANNER) Page 18 of 19

19 Upon receipt of a protest, a protest review will be held by the COUNTY. The COUNTY Purchasing Manager or an employee delegated by the Purchasing Manager who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay. In the event a protest may affect the interest of another Consultant that also submitted a proposal, such Consultant will be given an opportunity to submit its views and any relevant information on the protest to the RFP Coordinator. The final determination of the protest shall: Find the protest lacking in merit and uphold the COUNTY s action; or Find only technical or harmless errors in the COUNTY s acquisition process and determine the COUNTY to be in substantial compliance and reject the protest; or Find merit in the protest and provide the COUNTY options which may include: -- Correct the errors and re-evaluate all proposals, and/or --Reissue the solicitation document and begin a new process, or --Make other findings and determine other courses of action as appropriate. If the COUNTY determines that the protest is without merit, the COUNTY will enter into a contract with the apparently successful contractor. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken. 5. RFP EXHIBITS Exhibit A Exhibit B Certifications and Assurances Personal Service Contract Format including General Terms and Conditions (GT&Cs) COWLITZ COUNTY RFP (BODY SCANNER) Page 19 of 19

20 EXHIBIT A CERTIFICATIONS AND ASSURANCES I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract: 1. I/we declare that all answers and statements made in the proposal are true and correct. 2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. 3. The attached proposal is a firm offer for a period of 60 days following receipt, and it may be accepted by the COUNTY without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60-day period. 4. I/we understand that the COUNTY will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the COUNTY, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. 5. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any competitor. 6. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document. 7. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. 8. I/we grant the COUNTY the right to contact references and other, who may have pertinent information regarding the ability of the Consultant and the lead staff person to perform the services contemplated by this RFP. 9. If any staff member(s) who will perform work on this contract has retired from the State of Washington under the provisions of the 2008 Early Retirement Factors legislation, his/her name(s) is noted on a separately attached page. We (circle one) are / are not submitting proposed Contract exceptions. (See Section 2.10, Contract and General Terms and Conditions.) If Contract exceptions are being submitted, I/we have attached them to this form. On behalf of the Consultant submitting this proposal, my name below attests to the accuracy of the above statement. Signature of Proposer Title Date Page 1 of 1

21 EXHIBIT B PERSONAL SERVICES AGREEMENT Contract Number: THIS AGREEMENT is entered into between COWLITZ COUNTY, a political subdivision of the State of Washington, (hereinafter called "County" or "Cowlitz County") and Name: Address: Phone N o : (hereinafter called "Contractor"). This Agreement is comprised of: Attachment A Scope of Work Attachment B Compensation Attachment C General Conditions Attachment D Special Terms and Conditions and Retirement Status Form (signature required) Attachment E (specify) copies of which are attached hereto and incorporated herein by this reference as if fully set forth. The term of this Agreement shall commence on the day of 20 and shall, unless terminated as provided elsewhere in the Agreement, terminate on the day of, 20. IN WITNESS WHEREOF, the parties have executed this Agreement on this day of 20. CONTRACTOR: [2014_ver. 3] COWLITZ COUNTY: Print name: Title: Date: 20 Title: (BOCC approval subject to Board ratification or authorization) (Optional for Commissioner Approval) ATTEST: Tiffany Ostreim, Clerk of the Board CONTRACT HAS BEEN APPROVED AS TO FORM BY COWLITZ COUNTY PROSECUTING ATTORNEY