REQUEST FOR PROPOSALS: 28 South State Street Farmington, UT 84025 Date of Issue: May 22, 2013
TABLE OF CONTENTS TITLE PAGE NO. I. INTRODUCTION 3 II. PURPOSE 3 III. LETTER OF INTENT 3 IV. PRE-PROPOSAL MEETING 3 V. TERMS OF AGREEMENT 3 VI. BACKGROUND 3 VII. SCOPE OF WORK 4 VIII. TASKS TO BE COMPLETED 5 IX. COSTS/FEES 5 X. PROPOSAL SUBMISSION REQUIREMENTS 6 XI. EVALUATION CRITERIA 6 XII. SUBMISSION OF PROPOSALS 7 XIII. PROJECTED SCHEDULE FOR THE RFP PROCESS 7 XIV. WRITTEN AGREEMENT REQUIRED 7 XV. INQUIRIES 8 XVI. CONTRACT & PROPOSAL INFORMATION 8 Appendix A Davis County Jail Capacity Information 12 P a g e 2
I. INTRODUCTION The County owns and through the Davis County Sheriff s Office (Sheriff), operates the Davis County Correctional Facility (Facility) located at 800 West State Street, Farmington, Utah. The Sheriff desires to obtain Requests for Proposal (RFP) on a replacement web based system for inmate visitation. II. PURPOSE For the purpose of this proposal, the Facility includes current housing units in the main facility and in the work center. The County desires to have installed a state of the art, integrated inmate video visitation system capable of both on and off-site (internet) visitation for the entire Facility. Use of the off-site visitation will be at the sole discretion of the Sheriff. Proposed solutions must include a method for limiting or eliminating the off-site visitation portion of the system without affecting the on-site visitation portion of the system. The system should provide a seamless transition as well as future support for the facility s personnel and security interests. The system must provide the ability to utilize both on and off site monitoring to meet the Facilities security interest. III. LETTER OF INTENT Interested firms must provide a letter of intent by e-mail to Davis County Purchasing Department at ckoch@daviscountyutah.gov no later than 4:30 pm, Friday, June 21, 2013. All subsequent information regarding this RFP will be directed only to those who submit a letter of intent. IV. MANDATORY PRE-PROPOSAL MEETING Interested firms must have a representative attend a mandatory pre-proposal meeting being held on Friday, June 28, 2013, at 9:00 am. The meeting will be at the Davis County Sheriff Dept., 800 West State Street, Farmington, UT 84025. The intent of the meeting is to provide a tour of the Facility and answer any questions potential vendors might have regarding the project. V. TERMS OF AGREEMENT It is the intent of the County to enter into a contract with the selected qualified firm; to assure the project requirements are met, the best value for the project is achieved, the project budget is not exceeded, the project is expedited to completion, and to encourage a unified approach by all members of the project team. VI. BACKGROUND Davis County Jail currently has a video visitation system that is over five years old and has met its life expectancy. DCSO wishes to replace it with a state of the art video visitation system that will incorporate internet visiting by the public, court, professional and walk in traffic from the public to the inmate population of the Facility. P a g e 3
VII. SCOPE OF WORK Vendors will be expected to provide a response related to the following described equipment and operational requirements. a. Inmate Visitation Stations 1. The proposed plan should include a minimum of 48 inmate stations. As part of the 48 stations required, two (2) must be mobile for use in the medical, transportation, and high security units. Hookups for mobile units currently exist in the high security unit, but will need to be added into the medical and transportation units. Mobile stations must meet ADA requirements. Refer to Attachment A for a complete breakout of the required 48 stations. This number shall establish the minimum basis for response to the RFP. 2. The vendor should recommend any additions and/or reductions to this count to meet the needs of the facilities maximum inmate population. Please refer to Attachment A for current maximum inmate populations. 3. Configuration of the overall video visitation system must be such that if the facility is expanded, additional visitation stations can be added. b. Public Visitation Stations 1. The proposed plan must include a minimum of 20 public stations of which a minimum of two (2) must meet ADA requirements. All 20 stations will be located in the Public Visiting area of the Facility. Each station must have a minimum of 2 handsets per station. This number shall establish the minimum basis for response to the RFP. 2. The vendor should recommend any additions and/or reductions to this count to meet the needs of the facilities maximum inmate population and/or any expansion options. c. System and Installation 1. Any required remodeling, conduits, wiring and hookups provided by vendor to support the proposed video visitation system must be included in total project cost. Preference will be given to vendor that provides their own internet service. 2. Any required remodeling, conduits, wiring and hookups provided by Facility to support the proposed video visitation system must be listed in the proposal. 3. System must include the ability to schedule internet and/or walk-in visits through phone, e-mail or other electronic means. System must allow for Facility staff to coordinate visits for the general public, courts or other professional interviews. At the discretion of the Facility, visiting for courts and/or professional visits may be provided at no fee. At the discretion of the Facility, the system must have the ability to limit or eliminate the off-site visitation function of the system without affecting the on-site visitation function of the system. P a g e 4
4. System provided should be compatible with the existing commissary system as a backup ordering station. The current commissary system was produced and is serviced by Trinity Services Group, Inc. 5. Inmate video system will be able to be monitored, controlled and scheduled on or offsite by either vendor or jail staff. Jail staff will be able to deny any visit. All visiting will be monitored, recorded and available for duplication for a minimum of 30 days by jail staff for review and security concerns. Both internet and walk in visits will be able to be scheduled through the visiting system. 6. Proposal must provide transition costs and schedule to minimize impact to public and inmates in the facility. 7. Training of employees on the new system. 8. During the transition phase the following requirements may be required of the vendor and/or their employees: a. BCI background checks may be required for vendor or their employees. The Sheriff reserves the right, at its discretion, to ban any staff from working on the project that does not pass the background check. b. Vendors and their employees are not to have contact with inmates at facility. c. Tool checks and inventory will be maintained by vendor and monitored by DCSO Jail staff. d. Schedules will be coordinated and approved by DCSO Jail Captain to meet security and operational needs. VIII. TASKS TO BE COMPLETED a. Transition and removal of current video visitation system. b. Install new video visiting hardware and software at the Facility. c. Validate operation and training of DCSO employees in the new system. IX. COSTS/FEES Davis County will consider proposals which meet the required purpose and scope of the work and provide the best value to the County. Vendor must provide the County with a purchase price as outlined in item a., and may choose to provide pricing as outlined in item b. All pricing quotes provided must remain valid for the purpose of drafting a contract until January 31, 2014. a. Total purchase price and projected ongoing annual maintenance cost for years 1-5 and years 6-10 for the proposed solution. b. Total purchase price to the County if vendor is allowed to keep a portion of the revenues generated from video visitation. Such a quote should include: Total value of proposed solution Proposed percentage of retained revenues from the gross revenues Term that vendor would retain revenues P a g e 5
Projected total dollar values of retained revenues for the term of the agreement Disclosure of who is responsible for annual ongoing maintenance and the projected ongoing annual maintenance cost for years 1-5 and years 6-10 for the proposed solution. X. PROPOSAL SUBMISSION REQUIREMENTS All proposals submitted for evaluation must include, but are not limited to, the following information. Proposals in non-standard formats cannot be evaluated without considerable analysis. Failure to follow the prescribed format may result in rejection of the proposal. Cover Letter Cost/Fee proposal as outlined in Section VIII as well as the projected life expectancy of the proposed solution based on current technology. History of vendor with examples of relevant experience in design, installation and maintenance of similar video visitation systems. Vendor must supply a minimum of three (3) references from examples cited as relevant experience. Complete description of the equipment and cost proposal for each element included in the scope of work. Projected time line from start to completion if work was to commence on October 1, 2013. Please label each document you submit with your company name. Please do not staple or bind the proposal. XI. EVALUATION CRITERIA The Selection Committee will review, evaluate and rank the proposals submitted. The County reserves the right to request a best and final offer. A recommendation will then be presented to the Davis County Commission for consideration and approval. Review criteria are considered around the following: 25% Adherence to project goals: The firm selected for this project should directly address the goals as listed in the Purpose and Scope of Work Section of this RFP. 25% Task completion and content: The firm selected should be able to demonstrate their understanding and timely transition between the existing and proposed visiting systems as well as of the security needs of the DCSO Jail. This will be critical for a timely review by the Davis County Sheriff s Office. 25% Experience and qualifications: Judgment will be made on the firm s demonstrated qualifications, experience, and capabilities in regards to ability to complete the project, as proposed, within the time frame and budget. P a g e 6
25% Budget: The budget should be reasonable for the completed project, and represent the best value for the County as determined by Davis County Sheriff s Office. XII. SUBMISSION OF PROPOSALS Six (6) copies of your proposal must be received at the Davis County Purchasing Office in a sealed envelope clearly marked by 4:30 pm, Monday, July 29, 2013. The address for the office is: Davis County Purchasing Office PO Box 618 61 South Main Street, RM 109 Farmington, UT 84025 Groups submitting proposals by mail must account for delivery time. Bids received after the times specified will not be accepted and the vendor will be disqualified from bidding on the project. Proposals will be opened during the Davis County Commission Meeting at 10:00 am, Tuesday July 30, 2013, Davis County Administration Building, Room 303, and 61 South Main Street, Farmington, Utah, 84025. All costs associated with the preparation of the proposal, as well as any other related materials, will be borne by the offeror. All costs and expenses associated with attending an interview (if necessary) will also be borne by the offeror. All proposals become the property of Davis County. Davis County reserves the right to stop the selection process at any time if it is considered to be in the best interest of the County. Davis County also reserves the right to reject any or all proposals submitted. The County reserves the right to enter into more than one agreement from the proposals submitted for this RFP. XIII. PROJECTED SCHEDULE FOR THE RFP PROCESS The County reserves the right to modify this schedule at its discretion. Activity Letter of Intent Submittal (Mandatory) Pre-proposal Meeting (Mandatory) Last day to submit questions via e-mail Proposal Due Date Opening of Proposal in Public Meeting Interviews Notice of Award Date Friday, June 21, 2013 4:30 pm Friday, June 28, 2013 9:00 am Wednesday, July 17, 2013 4:30 pm Monday, July 29, 2013 4:30 pm Tuesday, July 30, 2013 10:00 am TBD TBD XIV. WRITTEN AGREEMENT REQUIRED P a g e 7
The selected consultant must be willing to enter into a written agreement with Davis County. A binding agreement between the County and offeror will be dependent upon the negotiation, preparation, and execution of a formal contract. XV. INQUIRIES All inquiries relating to the specifications or proposal procedure should be directed in writing through e-mail to the Davis County Purchasing Department at ckoch@daviscountyutah.gov. Cut off time to submit questions will be 4:30 pm on July 17, 2013. Do not contact the agency, division, department, or other County officers or employees. XVI. CONTRACT AND PROPOSAL INFORMATION Submitting a proposal acknowledges your firm has read, understands, and agrees to be bound and fulfill the requirements and terms and conditions of this solicitation. A. Firm Pricing: All prices, quotes, or proposals are to remain firm for the duration of the project from submittal of RFP to final contract. Any proposal, which does not offer to remain firm for the required period, may be considered to be non-responsive. B. Laws of the State of Utah: All contracts pursuant to acceptance of the offeror's proposal will be interpreted, construed, and given effect according to the laws of the State of Utah and the Ordinances of Davis County. No contract will be assigned, in whole or in part, without the written consent of the County. C. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into. Licenses must be maintained throughout the entire contract period. D. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise, shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849, or toll free at 877-526-3994 or by accessing: www.commerce.utah.gov. E. Public Domain: Offers are advised that Utah law and County ordinances provide that, upon fully executed of a contract subsequent to an RFP, the contents of the awarded proposal received pursuant to said request may be placed in the public domain and become public records subject to examination by any interested parties in accordance to the Government Records Access Management Act (GRAMA), Utah Code Ann. 63G-2-101 et seq. and County ordinance. Trade secrets and proprietary information by the County as such, may be protected from public disclosure if offeror clearly identifies, in writing, any part of their proposals which they claim to be proprietary information, trade secrets or other commercial information, or non-individual financial information that may be protected under GRAMA. Proposals in total will not be considered proprietary. All materials submitted by an offeror in response to the County's RFPs will become the property of the County upon delivery and will be managed in accordance with GRAMA. P a g e 8
F. Cover Letter: The proposal will have a cover letter indicating the firm s willingness to enter into an agreement with Davis County. An officer of the company who has the authority to commit their firm to the proposed project must sign this letter. Proposals will include the full name, legal status (corporation, state of incorporation, partnership, proprietorship, etc.), a business address of the offeror and telephone number. Please include one or two e-mail addresses where you could be notified of an oral interview. The proposal will be signed, in ink, by a principal of the business who is authorized to execute the contract. The name of the principal and his/her business title will be included in the signature element in either type or print. Penciled signatures or notations will not be accepted. G. Changes or Modifications: Any changes or modification to the Request for Proposal will be accomplished in writing by addendum. Addendums will be issue on BidSync and sent to any offeror who has submitted a letter of intent. An offeror submitting a proposal based on any information other than that which is contained in the County's RFP, or any addenda thereto, do so at their own risk. H. Receiving Proposals: The Purchasing Department will administer receipt of all proposals. Proposals will be held, unopened, by the Department in the same condition as received if delivered prior to the date and closing time designated in the RFP. After the closing time, only the identity of each offeror will be made public. If only one proposal is received in response to the County's request, the Purchasing Department, in coordination with the Department requesting the services may recommend an award of a contract to the single offeror if the proposal is responsive. Alternatively, if time permits, the County may re-solicit for the purpose of obtaining additional proposals. Offerors are advised that no contract will be formed with the County until a proposal is accepted by the Davis County Commission and the contract is signed by all parties. I. Modifying or Withdrawing Proposals: Offerors may modify or withdraw their proposals at any time prior to the proposal due date. Offerors may withdraw their offer if the County and Offeror cannot agree on contract terms. J. Rejection of Proposals: The County reserves the right to reject any or all proposals, to accept any proposal in total or in part unless the offeror clearly states in its proposal that acceptance must be on an "all or none" basis, to waive any minor irregularity or technical error in the form of proposals or in compliance with the instructions to proposers, and to stop the selection process at any time it is considered to be in the best interests of the County. Any proposal containing significant deviations, as defined by Davis County, from the specifications of the RFPs will be rejected as non-responsive. Offerors claiming minor irregularities or technical errors must assume the burden of identifying them and justifying them to the County in order for the proposal to receive consideration. K. Independent Contractors: Offerors agree that if they enter into a contract with Davis County they are independent contractors and have no authority, express or implied, to bind the County to any agreements, settlements, liability, or understanding whatsoever with any third. P a g e 9
L. Free and Competitive Bidding: Any agreement or collusion among prospective offerors to fix a price or limit competition shall render the proposal void and such conduct shall be unlawful and subject to criminal sanction. M. Insurance: If awarded the contract, offerors will, at their sole cost and expense, secure and maintain during the term of the contract, including all renewal or additional terms, the following minimum insurance coverage: GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES: 1. Any insurance coverage required herein that is written on a claims made form rather than on an occurrence form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least three (3) years following the end of the term of this Agreement or contain a comparable extended discovery clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County. 2. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and remain in effect until the completion of the proposal. 3. Offerors will furnish certificates of insurance for the required insurance which acceptable to the County as evidence of that insurance prior to the commencement of the project. 4. In the event any work is subcontracted, offerors will require their subcontractors, at no cost to the County, to secure and maintain all minimum insurance coverages required. 5. In the event the offeror (if awarded the contract) fails to maintain and keep in force any insurance policies as required, County shall have the right at its sole discretion to obtain such coverage and reduce payments under the contract for the costs of said insurance. REQUIRED INSURANCE POLICIES: Offeror will be required to secure and maintain, at its own expense, the following policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection: 1. Workers Compensation a. The statutory limits for the State of Utah as set forth in the Utah Code Annotated. b. Applicable federal requirements. c. Employer s liability in the amount of $ 1,000,000. 2. Liability Insurance Offeror shall obtain and maintain either Comprehensive General Liability insurance in accordance with the following Subsection (a) or Commercial Liability Insurance coverage in accordance with the following Subsection (b) P a g e 10
a. Comprehensive General Liability Insurance including coverage for premises-operations, personal injury liability with employment exclusion deleteted, blanket contractual broad form property damage, X, C and U exclusions with minimum limits of coverage of: i. Combined single limits of $2,000,000; and ii. Aggregate limits of $2,000,000. b. Commercial Liability Insurance including coverage for premisesoperations, independent contractors, products and completed operations, with no exclusions to the contractual documents assumed under the agreement reached with offeror with minimum limits of: i. General aggregate limit of $2,000,000 ii. Products-completed operations aggregate limit of $2,000,000; and iii. Combined bodily injury or property damage per occurrence limit of $2,000,000. 3. Professional Liability Insurance Professional liability insurance in the minimum amount of $1,000,000 per occurrence with a $1,000,000 annual policy aggregate limit. 4. Commercial Automobile Liability Commercial automobile liability insurance that provides coverages for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence. N. Indemnification: Offerors agree to indemnify, defend, and hold harmless the County, its officers, agents and employees from and against any and all losses, damages, injuries, liabilities, and claims arising from activities related to this Project which do not arise from the sole negligence of the County. a. No term of condition of the contract, including insurance required under this section, shall limit or waive any liability the Offeror may have as a result of its own negligence, or in relation to its obligations under the terms of the indemnification provisions of the contract. O. Infringement: An offeror shall not infringe on patents, copyrights, trademarks, or intellectual property rights. The consequences from violation, including costs of defending a claim and indemnification from an action of claim by a third party shall be borne by the offeror. P a g e 11
Appendix A Davis County Jail Capacity Information UNIT GENDER CAPACITY #/TYPE OF MONITOR ALPHA MEN 64 3 / fixed BRAVO MEN 64 3 / fixed CHARLIE MEN 64 3 / fixed DELTA MEN 64 3 / fixed ECHO MEN 32 2 / fixed FOX MEN 24 1 / portable (Maximum Security) GOLF MEN 32 2 / fixed HOTEL MEN 32 2 / fixed INDIA WOMEN 48 3 / fixed JULIET WOMEN 28 2 / fixed KILO WOMEN 28 2 / fixed LIMA WOMEN 16 1 / portable (Medical/Maximum Sec.) MIKE MEN 32 3 / fixed NOVEMBER MEN 48 3 / fixed OSCAR MEN 32 2 / fixed PAPA MEN 56 3 / fixed QUEBEC MEN 56 3 / fixed ROMEO MEN 48 2 / fixed WORK CENTER WOMEN 42 2 / fixed MEN 84 3 / fixed TOTAL CAPACITY 926 46 fixed and 2 portable Transportation/Medical 1 hookup in each unit for a total of 2 P a g e 12