COOK COUNTY GOVERNMENT

Office of the Chief Procurement Officer

Request for Proposal RFP No. 2517-02130 for

Heart Rate Monitoring System

Non-Mandatory Pre-Proposal Meeting:

Date: January 14, 2026 Time: 11:00 am Local Time – Chicago Web Link: RFP 2517-02130 Pre-Proposal | Meeting-Join | Microsoft Teams

Questions:

Questions must be submitted in Bonfire no later than: January 27, 2026, at 1:00 p.m. Local Time – Chicago

Proposal Due Date:

Proposals are due in Bonfire no later than: 10:00 a.m. Local Time – Chicago on February 18, 2026

Proposal and Questions Must be Uploaded on the Contract Opportunity in Bonfire via:

https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

LATE PROPOSALS WILL NOT BE CONSIDERED

Buyer Contact Information:

Buyer: Colleen Chambers, Sheriff’s Procurement Manager E-Mail: Colleen.Chambers@ccsheriff.org

Toni Preckwinkle Raffi Sarrafian Cook County Board President Chief Procurement Officer https://teams.microsoft.com/meet/29643514120733?p=T2CqUdMPFwUGcpo9TK https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities mailto:Colleen.Chambers@ccsheriff.org

RFP N0. 2517-02130

1 INTRODUCTION

1.1 Overview

1.2 Purpose

1.3 Business Goals and Objectives

1.4 Cook County Background

1.5 Cook County Sheriff's Office Background

2 SCOPE

2.1 Scope of Service

2.2 Minimum Specifications

2.2.1 Biosensor

2.2.2 Sensor Band

2.2.3 Detention Monitoring Zone

2.2.4 Administrative and Monitoring Software

2.2.5 Cloud Services

2.2.6 Analytics

2.2.7 Custom Integrations

2.2.8 Required Items

3 SCHEDULE

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

4.2 Availability of Documents

4.3 Pre-Proposal Conference

4.4 Special Access to the Pre-Proposal Conference

4.5 Clarifications

4.6 Submitting the Proposal Package

4.7 Uniformity

4.8 Proposal Material

4.9 Addenda

4.10 Proposer’s Responsibility for Services Proposed

4.11 Errors and Omissions in the RFP

4.12 RFP Interpretation

4.13 Confidentiality and Response Cost and Ownership

4.14 Use of Subcontractors

4.15 MBE/WBE Participation Goals

4.16 Proposer’s Disclosure and Conflict of Interest

4.17 Cook County RFP Format

4.18 Pricing

4.19 Period of Firm Proposal

4.20 Awards

4.21 Cook County Rights

4.22 Alteration/Modification of RFP Content

4.23 Recycling

5 EVALUATION AND SELECTION PROCESS

5.1 Responsiveness Review

5.2 Acceptance of Proposals

5.3 Evaluation Process

5.3.1 Proposer Presentations

5.3.2 Right to Inspect

5.3.3 Best and Final Offer

5.4 Selection Process

6 EVALUATION CRITERIA

6.1 Responsiveness of Proposal

6.2 Technical Proposal

6.3 Price Proposal

6.4 Oral Presentations

6.5 Best and Final Offer

7 SUBMISSION OF PROPOSAL

7.1 Instructions for Submissions

7.1.1 Electronic Submission

7.1.2 Time for Submission

7.1.3 Format

7.1.4 Complete Proposals

7.1.5 Packaging and Labeling

7.1.6 Timely Delivery if Proposals

7.1.7 Late Proposals

7.1.8 Schedule of Revisions to RFP Schedule

7.2 Submission Requirements

7.2.1 Cover Letter

7.2.2 Executive Summary

7.2.3 Qualifications of the Proposer

7.2.4 Proposed Plan of Action, Implementation and Solution

7.2.5 Key Personnel

7.2.6 Subcontracting or Teaming

7.2.7 MBE/WBE Participation

7.2.8 Financial Status

7.2.9 Legal Actions

7.2.10 Conflict of Interest

7.2.11 Economic Disclosure Statement

7.2.12 Cook County Professional Services Agreement (PSA)

7.2.13 Identification of Subcontractor/Supplier/Subconsultant Form

7.2.14 Addendum Acknowledgement Form

7.2.15 Price Proposal

7.2.16 Equipment Specifications, User Manuals, and Warranty Documentation

7.2.17 Other

EXHIBIT I

EXHIBIT II

EXHIBIT III

EXHIBIT IV

EXHIBIT V

EXHIBIT VI

EXHIBIT VII

EXHIBIT VIII

EXHIBIT IX

EXHIBIT X

Price Proposal Form Instructions for Submitting electronic Bid/Proposal/Qualification Economic Disclosure Forms Cook County Professional Services Agreement Addendum Acknowledgement Form MBE/WBE Utilization Plan forms Identification of Subcontractor/Supplier/Subconsultant Form Electronic Payables Form Cook County Information Technology and Data Special Conditions (ITDSCs) Criminal Justice Information Systems (CJIS) Security Addendum V. 5.9.3-20230914

1 INTRODUCTION

1.1 Overview

Cook County Government (“the County”) is seeking proposals from qualified firms to provide a comprehensive real-time heart rate monitoring system including monitoring hardware, SaaS to monitor and alert Cook County Sheriff’s Office (“CCSO”) personnel to certain conditions, hardware to allow for data transmission from the monitoring hardware to the SaaS, and implementation services. This project is part of a larger critical strategic effort to address complications arising from substance abuse within the Department of Correction's (“DOC”) custodial population.

The Heart Rate Monitoring System is a key element in the Cook County Sheriff's Office (“CCSO”) strategy to enhance support for individuals new to the custodial population which will go above and beyond mandated care and security. The monitoring system is a key element in the CCSO Contraband Substance Elimination Program. The heart rate of a newly arrived Individual in Custody (“IIC”) may fluctuate as a result of the individual having consumed drugs or chemical substances prior to arrival, or if the individual is experiencing withdrawal from such substances.

This system will alert CCSO and other approved County personnel that an IIC is experiencing physical distress when an individual's heart rate appears outside a predetermined range.

The Contraband Substance Elimination Program is a multi-pronged strategic Department of Corrections effort to address impact to Incarcerated Involved Individuals, Department of Corrections officers and civilian staff from illicit and dangerous materials coming into Corrections facilities. The heart Rate Monitor System is one element in this strategy as discussed above. This program will enable interception of contraband materials, and early and appropriate intervention where necessary.

1.2 Purpose

The purpose of this RFP is seeking proposals from qualified firms offering a comprehensive heart rate monitoring system. Successful proposers will demonstrate the ability to deliver a comprehensive heart rate monitoring system that is efficient and cost-effective.

The County intends to enter into a five (5) year agreement, with two (2) one-year renewal options with the successful Proposer.

1.3 Business Goals and Objectives

The overall goal of the CCSO Contraband Substance Elimination Program is to provide support to individuals undergoing addiction rehabilitation or who may have been exposed to intoxicants immediately prior to custodial intake, or who may otherwise be in distress during and post-intake.

Detainee monitoring may be required at the following stages:

• When a person is initially taken into custody.

• When a person is in a detention cell.

1.4 Cook County Background

Cook County Government is a home rule county pursuant to Article VII, Section 6 of the Illinois State Constitution and is governed by a 17-member Board of Commissioners that is elected from single-member districts. The Commissioners and County Board President are elected to four-year terms by the citizens of the County. Cook County represents one of the major metropolitan areas in the state and nation, and contains 112 municipalities, (including the City of Chicago), 30 townships, 221 special districts, and 151 school districts. Cook County is home to 5.09 million residents making is the second most populous County in the United States.

The County’s fiscal year begins on December 1 and ends on November 30. As mandated by state law, the County has principal responsibility for the protection of persons and property, the operation of public health services, the administration of the property tax levy, assessment, collection, and distribution process, and the maintenance of County highways. The obligation to protect persons and property, commonly called public safety, is fulfilled by the provision of County judicial and law enforcement services. The Circuit Court of Cook County which is one of the largest unified court systems in the United States, and the County Jail which is one of the largest single site jail facilities on the country, are solely the responsibility of Cook County Government. Also, Cook County Government administers the second largest property taxation system in the United States, with 1.8 million parcels of real estate.

The obligation to provide public health services is fulfilled by the operation of a comprehensive network of medical facilities for the citizens of the County, and provision of services regardless of their ability to pay. Cook County Health (CCH) consists of the Bureau Health Services, John, H.

Stroger, Jr. Hospital of Cook County, Provident Hospital of Cook County, Department of Public Health, Correctional Health Services at Cermak, Correctional Health Services at the Juvenile Temporary Detention Center, Ruth Rothstein CORE Center and County Care Health Plan (a managed care program for county residents). The Cook County Board of Commissioners established the Cook County Health Board (CCH Board) in 2008 to provide independent oversight of health care operations. The CCH Board is accountable to the Cook County Board of Commissioners. CCH is included in the reporting entity of Cook County, Illinois as an enterprise fund. As an enterprise fund, CCH’s financial statements are prepared using proprietary fund accounting that focuses on the determination of changes in net assets. Financial position, and cash flows in a manner similar to private sector businesses. Financial statements are prepared on an accrual basis of accounting.

1.5 Cook County Sheriff’s Office Background

The Cook County Sheriff’s Office derives authority via provisions of the Illinois State Constitution.

The Sheriff’s Office provides policing and safety services, department of corrections administration, court support services and multiple community service programs across Cook County.

The Cook County Sheriff’s Office is the second-largest police department in the State of Illinois and is in partnership with the approximately 125 Cook County law enforcement agencies, the Chicago Police Department, and the Illinois State Police to ensure the safety and security of all Cook County residents.

2 SCOPE

2.1 Scope of Service

CCSO seeks to outfit up to seven hundred fifty (750) Individuals in Custody (IICs) at the Cook County Department of Corrections, specifically, but not limited to RCDC Male and Female Intake, RTU and Cermak Divisions. CSSO also requests fifty (50) replacement monitoring devices and required accessories in the event a device is lost or damaged during deployment. The bands and sensors shall not be able to be removed by the individual wearing the band and sensor. All accessories that are needed to support the solution shall be included such as, but not limited to charging stations and replacement sensors and network equipment necessary for ongoing wireless monitoring.

The IIC’s vital sign data will be available to Correctional Officers and other personnel. Changes in the IIC’s condition will result in an alert being sent to the personnel responsible for monitoring that IIC. This information will be available on both mobile devices and other authorized devices.

CCSO will be able to customize data access and retention policies. Users will be required to use secure login (single sign-on coupled with multi-factor authentication) to access the detainee monitoring system. Data must only be accessible to properly authenticated and authorized users.

Hardware for the detainee monitoring project must be ruggedized and able to withstand the rigors of field use. Equipment will likely be subjected to the following:

• Attempted tampering

• Submerging in liquids

• Decontamination processes after exposure to bodily fluids

All data shall be available to CCSO for integration into other systems. Data integrations may be a mixture of both batch and real-time. The selected system must be able to integrate with the CCSO jail management system (JMS). The CCSO JMS is a Microsoft Power Dynamics application hosted in the CCSO Azure environment.

Proposer shall provide training, deployment and support services. Training shall include all necessary knowledge transfer necessary to operate the system correctly and efficiently. Proposer must state whether the training model is class-based for all operations personnel or ‘train-the-trainer’, or another training model. Proposer shall provide a detailed deployment and implementation plan including all required infrastructure, timeline and testing requirements. Proposer shall provide a maintenance and support plan including SLA response times, support staff contact information and issue reporting processes.

All parts, devices, accessories and any other hardware required for system operation shall have a minimum one (1) year parts and labor warranty included in the proposal and all associated costs must be outlined and itemized in any pricing proposal submitted. All language outlining warranty terms and conditions must be included as an attachment to any proposal.

2.2 Minimum Specifications

The following are minimum specifications/requirements for the Safety Monitoring System:

2.2.1 Biosensor

• Sensors shall be no bigger than approximately the size of a quarter. They will attach to a IIC and monitor their heartrate and physical motion.

• Sensor shall use an optical heart rate monitor that detects heart rate and heart rate variability.

• Sensor shall include an accelerometer and gyroscope for measuring motion.

• Sensor shall have a rechargeable battery for up to 20 hours of continuous monitoring.

Battery will be user-replaceable, if possible.

• Sensor must have wireless connectivity in monitoring zones, ranging from a minimum of 50 to 100+ feet, depending on the environment. All wireless protocols, infrastructure and other requirements must be detailed in the proposal.

• Proposer may suggest additional functionality at Proposer’s discretion. If additional functionality is recommended, Proposer must provide a full description, technical specifications and requirements, and any additional costs associated with the additional functionality.

2.2.2 Sensor Band

• Shall be a locking, tamper-resistant wrist or ankle cuff that secures the biosensor to a detainee while they are unrestrained. Shall be adjustable to fit a variety of sizes, both male and female. The band is non-absorbent and can be cleaned and decontaminated in disinfectant solutions.

2.2.3 Detention Monitoring Zone

• Sensor signals must cover a minimum radius of 100 feet.

• The system must be able to monitor all enrolled IICs simultaneously. This may be up to 750 IICs.

• Tablet devices provided be either wall-mounted, cable-locked to a desk or free-standing.

2.2.4 Administrative and Monitoring Software

• Any administrative software including enrollment, device control, device status, user account administration and any other functionality required for the daily operation of the monitoring equipment must be accessible from any CCSO workstation and compatible with Microsoft Windows 11 or greater.

• Access to the administrative software must be restricted to specific user accounts established within the administration software.

• User logins to the administration software must be authenticated through single sign-on coupled with multifactor authentication.

• Monitoring software must be accessible from tablet devices (supplied by Proposer), CCSO-issued mobile phones, and any CCSO workstation.

• Access to the monitoring software must be restricted to specific user accounts established within the monitoring software.

• Tablet devices shall be included in bid and be either wall-mounted, cable-locked to a desk or free-standing.

2.2.5 Cloud Services

• Proposer must indicate whether the administrative and monitoring software is cloud-based.

• Any cloud-based software must adhere to all applicable rules, regulations and statutes governing data protection and privacy related to any and all data stored in Proposer’s systems. This includes, but is not limited to CJIS, HIPPAA, Illinois PIPA and BIPA.

• Shall have a cloud service that powers all the biosensors and apps. The Cloud service will collect, store and process biosensor data using machine learning and artificial intelligence to detect danger and send alerts to users.

• Data storage shall be retained indefinitely until CCSO requests deletion.

• Software Updates (apps and AI models) shall continuously be updated by awarded vendor with no action required by the Sheriff’s Office. All updates shall include new features and capabilities, in addition to stability enhancement and security improvements.

2.2.6 Analytics

• Proposer must disclose the use and nature of any Artificial Intelligence (AI), or machine learning deployed in any of Proposer’s systems.

• Proposer must indicate whether any AI or machine learning can be disabled and the method of disablement (code-level, system setting, etc.).

• Reporting shall include statistics on sensor usage, alert and response times.

• Shall include summary reporting, trend analysis and drill-down to detail capabilities.

• System shall have the ability to export reports in multiple formats including Microsoft Excel, delimited text, and Adobe Acrobat.

• Systems shall have the capability to provide secure data export to external systems on demand.

2.2.7 Custom Integrations

• Shall be capable of integrating with other customer applications both cloud-based and on-premises.

2.2.8 Required Items

• Bands and sensors to outfit 750 IICs with a minimum quantity of 50 replacement wristbands and sensors.

• Charging equipment to service all sensor inventory including replacement sensors.

• Wireless gateways to cover the CCSO service area.

• 20 tablet devices to access the solution’s biometric data dashboard for sensor biometrics.

• Licenses and cloud services to accommodate 750 IIC’s wearing wrist bands at one time.

• Any software and/or services required to integrate the solution with CCSOs JMS.

• Any additional hardware or software necessary to implement and operate the solution.

3 SCHEDULE

The County anticipates the following Schedule:

RFP Posted to Euna Procurement Portal January 8, 2026

Non-Mandatory Pre-Proposal Conference

January 14, 2026

Proposer Inquiry Deadline January 27, 2026

Response to Inquiries (Tentative) February 3, 2026

Proposal Due Date February 18, 2026

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

This RFP provides potential proposers with sufficient information to enable them to prepare and submit proposals. This RFP also contains the instructions governing the submittal of a proposal and the materials to be included therein, including the County requirements, which must be met to be eligible for consideration. All proposals must be complete as to the information requested in this RFP in order to be considered responsive and eligible for award. Proposers providing insufficient details will be deemed non-responsive. The County is not obligated, either to purchase the full services or the products proposed by the proposer, nor to enter into an agreement with any one proposer.

4.2 Availability of Documents

The County will publish its competitive RFP, and other procurement notices, as well as award information at:

Current Contract Opportunities - Cook County (cookcountyil.gov)

Bonfire Vendor Portal - Open Opportunities

Procurement - Awarded Contracts & Amendments | Cook County Open Data (cookcountyil.gov)

Interested proposers should note that, unless otherwise stated in the Bid or RFP documents, there is no charge to obtain a copy of the RFP documents and respond to documents posted for competitive solicitations. Proposers intending to respond to any posted solicitation are encouraged to visit the web site above to ensure that they have received a complete and current set of documents. Some procurement notices may provide a downloadable version of the pertinent documents and any amendments to them, that will be available to proposers after they have completed a simple registration process.

Any proposers receiving a copy of procurement documents from a bid referral service and/or other third party are solely responsible for ensuring that they have received all necessary procurement documentation, including amendments and schedules. The County is not responsible for ensuring that all or any procurement documentation is received by any proposer that is not appropriately registered with the County.

4.3 Non-Mandatory Pre-Proposal Conference

The county will hold a Non-Mandatory Pre-Proposal Conference on the date and time indicated below. Representatives of the County will be available to answer any questions regarding services requested or proposal procedures.

Click the Link Blow for Non-Mandatory Pre-Proposal Conference Sign-In:

Prospective proposers attending the Non-Mandatory Pre-Proposal Conference will sign in using the link below. This sign-in link will only be open during the time allotted for the Non-Mandatory Pre- Proposal Conference. Final list of the Non-Mandatory Pre-Proposal Conference attendees will be made available publicly.

RFP 2517-02130 Heart Rate Monitoring System – Prefilled form https://www.cookcountyil.gov/service/current-contract-opportunities https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data https://forms.office.com/Pages/ResponsePage.aspx?id=Ves5brN6X0CO6hS2rjwTEj7LHEjjtQFBqdDKk9PQLGNUQUIwQ0VXWUFYVDgyV0FYR1pRSE1TR0pPMi4u

Click the Link Below to Join the Live Non-Mandatory Pre-Proposal conference:

Date: January 15, 2026, at 11:00 AM (Local Time – Chicago)

Web Link: RFP 2517-02130 Pre-Proposal | Meeting-Join | Microsoft Teams

4.4 Special Access to the Non-Mandatory Pre-Proposal Conference If special accommodations are required for Proposer to participate in the Non-Mandatory Pre- Proposal conference, contact the contact person listed on the cover page of this RFP via email no later than three (3) days before the event.

4.5 Clarifications

All questions/inquiries regarding this RFP must be submitted in writing no later than January 27, 2026, at 1:00 PM Local Time – Chicago only via the link below:

4.6 Submitting the Proposal Package

The Proposal and the Pricing Proposal shall be submitted to the OCPO electronically as per the instruction in Exhibit II – Instructions for Submitting an Electronic Bid/Proposal/Qualification.

OCPO will not accept hardcopy proposals. The proposer remains responsible for ensuring that its Proposal is received at the time, date, and manner specified. The County assumes no responsibility for any Proposal not so received. Late Proposals will not be accepted.

4.7 Uniformity

To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly refer to the page number, section or other identifying references in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP. The County reserves the right to waive minor variances or irregularities.

4.8 Proposal Material

The Proposal material submitted in response to the RFP becomes the property of the County upon receipt by the Office of the Chief Procurement Office and will be part of any contract document for the goods or services which are subject to this RFP.

4.9 Addenda

Should any proposer have questions concerning the conditions and specifications, or find discrepancies in or omissions in the specifications, or be in doubt as to their meaning, they should notify the Office of the Chief Procurement Officer no later than January 23, 2026, at 1:00PM Local Time – Chicago to obtain clarification prior to submitting a Proposal. Such inquiries must reference the proposal due date and the County RFP number.

Any clarification addenda issued to the Proposer prior to the Proposal due date shall be made available to all proposers. Since all addenda become a part of the Proposal, the Addenda Acknowledgement Form (found in Exhibit V) must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal opening date. Failure to sign and return any and all addenda acknowledgements may be grounds for rejection of the Proposal.

https://teams.microsoft.com/meet/29643514120733?p=T2CqUdMPFwUGcpo9TK

Interpretation that changes the terms, conditions, or specifications/scope will be made in the form of an addendum to the solicitation by the County. If issued, the County will post the addenda on the County’s Bonfire Vendor Portal via:

4.10 Proposer’s Responsibility for Services Proposed

The Proposer must thoroughly examine and will be held to have thoroughly examined and read the entire RFP. Failure of Proposers to fully acquaint themselves with existing conditions or the amount of work involved will not be a basis for requesting extra compensation after the award of a Contract.

4.11 Errors and Omissions in the RFP

The Proposer is expected to comply with the intent of this RFP taken as a whole and shall not avail itself of any error or omission to the detriment of the services or the County. Should the Proposer suspect any error, omission, or discrepancy in the specifications or instructions, the Proposer shall immediately notify the County in writing, and the County will issue written corrections or clarifications. The Proposer is responsible for the contents of its Proposals and for satisfying the requirements set forth in the RFP. Proposer will not be allowed to benefit from errors in the RFP that could have been reasonably discovered by the Proposer in the process of putting its proposal together.

4.12 RFP Interpretation

Interpretation of the wording of this document shall be the responsibility of the County and that interpretation shall be final.

4.13 Confidentiality and Response Cost and Ownership

From the date of issuance of the RFP until contract award, the Proposer must not make available or discuss its Proposal, or any part thereof, with any employee or agent of the County. The Proposer is hereby advised that any part of its Proposal or any other material marked as confidential, proprietary, or trade secret, can only be protected to the extent permitted by Illinois Statutes.

4.14 Use of Subcontractors

The Proposer’s response must include a description of which portion(s) of the work will be subcontracted out, the names and addresses of potential Subcontractors and the expected amount of money each will receive under the Contract. The County reserves the right to accept or reject any subcontractor if in the County’s sole opinion, it is in the best interest of the County.

4.15 MBE/WBE Participation Goals

Consistent with Cook County, Illinois Code of Ordinances (Article IV, Section 34-267 through 272), the County has established a goal that MBE/WBE firms retained as subcontractors receive a minimum of zero (0%) percent of the overall estimated expenditures for this procurement. In an effort to continue to promote and expand the participation of certified MBE/WBE firms, the proposer shall make good faith efforts to utilize MBE/WBE certified firms as subcontractors. In its response, a proposer shall state the name(s) of the MBE and WBE subcontractor(s) and the level of participation proposed for each MBE and WBE to be awarded a subcontract and submit the MBW/WBE Utilization Plan Forms (included in this RFP in Exhibit VI).

4.16 Proposer’s Disclosure and Conflict of Interest

The Proposer must complete and return the enclosed "Economic Disclosure Statement & Forms" along with their proposal. In the event that further clarification is required on any of the information provided, the County reserves the right to make any necessary inquiry with a proposer for such purpose. Such inquiry, if made, may include a deadline by which time any necessary clarifying information must be submitted.

4.17 Cook County RFP Format

All proposers will use this solicitation format for submitting their proposal. Variations or exceptions from the specifications and general conditions should be submitted in writing. Such variations or exceptions may be considered in evaluating the offers received. Any exception taken must be noted and included in the proposal. Failure to comply with this requirement may cause a proposer’s proposal to be considered "nonresponsive."

4.18 Pricing

All price and cost information requested in this solicitation should be provided by the proposer.

While price is a factor in the evaluation of responses received, the relevant importance of price may vary based on the nature of the purchase and the related significance of other criteria as may be expressed elsewhere in this solicitation. In evaluating price, the County may give consideration to all cost of ownership factors relevant to determine the total final cost to the County, including, but not limited to, administrative cost of issuing multiple awards. The County will be the sole determinant of the relevant and appropriate cost factors to be used in evaluating any Base or Alternate offers and/or Options.

4.19 Period of Firm Proposal

Prices for the proposed service must be kept firm for at least one hundred and twenty (120) days after the time specified for submitting Proposals. Firm Proposals for periods of less than this number of days may be considered non-responsive. The Proposer may specify a longer period of firm price than indicated here. If no period is indicated by the Proposer in the Proposal, the price will be firm until written notice to the contrary is received from the Proposer.

4.20 Awards

The County may, at its discretion evaluate all responsive Proposals. The County reserves the right to make the award on an all or partial basis or split the award to multiple Proposers based on the lowest responsible proposers meeting the specifications, terms and conditions. If a split award impacts the outcome of the project it must be so stated in the proposal.

4.21 Cook County Rights

The County reserves the right to reject any and all offers, to waive any informality in the offers and, unless otherwise specified by the Proposer, to accept any item in the offer. The County also reserves the right to accept or reject all or part of your Proposal, in any combination that is economically advantageous to the County.

4.22 Alteration/Modification of RFP Content

The Proposer certifies that no alterations or modifications have been made to the content of this Bid/RFP or other procurement documents (either text or graphics). Any alternates or exceptions

(whether to products, services, terms, conditions, or other procurement document subject matter) are apparent and clearly noted in the offered proposal. Proposer understands that failure to comply with this requirement may result in the proposal being disqualified and, if determined to be a deliberate attempt to misrepresent the proposal, may be considered as basis to suspend or debar the proposer from future County procurement opportunities.

4.23 Recycling

Packaging, which is readily recyclable, made with recyclable materials, and designed to minimize potential adverse effects on the environment when disposed of by incineration or in a landfill is desired to the extent possible. Product(s) offered which contain recycled materials may be acceptable provided they meet all pertinent specifications and performance criteria outlined in this RFP. If the product(s) offered are manufactured utilizing recycled materials, identify the percentage composition and nature of the recycled content within.

5 EVALUATION AND SELECTION PROCESS

5.1 Responsiveness Review

County personnel will review all proposals to ascertain that they are responsive to all RFP requirements.

5.2 Acceptance of Proposals

Chief Procurement Officer reserves the right to reject any or all Proposals or any part thereof, to waive informalities, and to accept the Proposal deemed most favorable to the County.

5.3 Evaluation Process

An evaluation committee comprised of the County personnel will evaluate all responsive proposals in accordance with the evaluation criteria detailed below.

This evaluation process may result in a short-list of proposals. The evaluation committee, at its option, may request that all or short-listed proposers make a presentation, other customer testimonials, submit clarifications, schedule a site visit of their premises (as appropriate), provide a best and final offer, provide additional references, respond to questions, or consider alternative approaches.

5.3.1 Proposer Presentations

The County reserves the right to, but is not obligated to, request and require that each Proposer provide a formal presentation of its Proposal at a date and time to be determined.

If required by the County, it is anticipated that such presentation will not exceed four (4) hours. No Proposer will be entitled to present during, or otherwise receive any information regarding, any presentation of any other Proposer.

5.3.2 Right to Inspect

The County reserves the right to inspect and investigate thoroughly the establishment, facilities, equipment, business reputation, and other qualification of the Proposer and any proposed subcontractors and to reject any Proposal regardless of price if it shall be administratively determined that in the County’s sole discretion the Proposer is deficient in any of the essentials necessary to assure acceptable standards of performance. The County reserves the right to continue this inspection procedure throughout the life of the Contract that may arise from this RFP.

5.3.3 Best and Final Offer

The County reserves the right to request a Best and Final Offer from finalist Proposer(s), if it deems such an approach necessary. In general, the Best and Final Offer will consist of updated costs as well as answers to specific questions that were identified during the evaluation of Proposals.

If the County chooses to invoke this option, Proposals will be re-evaluated by incorporating the information requested in the Best and Final Offer document, including costs, and answers to specific questions presented in the document. The specific format for the Best and Final Offer would be determined during evaluation discussions. Turnaround time for responding to a Best and Final Offers document is usually brief (i.e., five (5) business days).

5.4 Selection Process

Upon review of all information provided by shortlisted proposers, the evaluation committee will make a recommendation for selection to the Chief Procurement Officer for concurrence and submission to the County elected officials. The County reserves the right to check references on any projects performed by the proposer whether provided by the proposer or known by the County. The selected proposal will be submitted for approval to the County Board. The County intends to select a proposal that best meets the needs of the County and provides the best overall value. Upon approval of the selected Proposer, a contract will be prepared by the County and presented to the Selected Proposer for signature.

6 EVALUATION CRITERIA

6.1 Responsiveness of Proposal

Proposer is compliant with all the requirements of the RFP.

6.2 Technical Proposal

Proposals will be reviewed and selected based on the following technical criteria:

Technical Evaluation Criteria Weight (In Points)

1. Quality of the proposed Plan of Action, Project Approach, Project Management and Methodology, including implementation schedule, support in the post implementation phase and understanding of the County’s needs goals and objectives.

2. Qualifications and specialized experience for the Proposer to successfully perform the services for the County, as evidenced by the successful implementation of similar projects in at least three (3) large complex public sector organizations. Preferably city, county, state, or other government entities.

3. Qualifications and experience of the proposed key personnel as evidenced by relevant experience.

4. Financial Stability of the Proposer. 20

6.3 Price Proposal

Proposals will be reviewed and selected based on the following pricing criteria:

Pricing Evaluation Criteria Weight

Proposed pricing is fair and reasonable to fulfill the requested Scope of Work. 20

6.4 Oral Presentations

Should oral presentations be requested, they will be evaluated based on the following criteria:

Oral Presentation Evaluation Criteria Weight

Vendor addressed all topics, questions, and concerns of the evaluation committee.

6.5 Best and Final Offer

Should Best and Final Offers (BAFO) be requested, they will be evaluated based on the following criteria:

BAFO Evaluation Criteria Weight

Degree to which the Best and Final Offer decreases the original Price Proposal for the proposed Scope of Work.

7 SUBMISSION OF PROPOSAL

7.1 Instructions for Submissions

7.1.1 Electronic Submission

Proposers are required to electronically submit their proposal to https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities no later than the time and date indicated in the RFP.

The proposer is responsible to ensure the electronic copy is complete.

7.1.2 Time for Submission

Proposals shall be submitted no later than the due date and time indicated in this RFP.

Late submittals may not be considered.

7.1.3 Format

Material should be organized following the order of the Submission Requirements.

7.1.4 Complete Proposals

Proposers are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed nonresponsive. Nonresponsive proposals will not be considered.

7.1.5 Packaging and Labeling

All electronically submitted files be clearly marked to identify the 1) RFP solicitation number

2) Name of the proposer 3) Contents of the file (i.e. Price Proposal, Technical Proposal, MBE/WBE Utilization Plan Forms).

7.1.6 Timely Delivery if Proposals

The Proposal, including the Technical Proposal and the Pricing Proposal must be submitted electronically to Cook County, Office of the Chief Procurement Officer as per the instructions in Appendix II-Instructions for Submitting an Electronic Bid/Proposal/Qualification. Include the RFP number on any correspondence related to the Proposal.

7.1.7 Late Proposals

The proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified in this RFP. The County assumes no responsibility for any Proposal not so received, regardless of the cause of delay.

7.1.8 Schedule of Revisions to RFP Schedule

Should the Proposer consider that changes in the County’s RFP schedule are required; the Proposer shall submit a revised summary schedule with an explanation for the revision for the County’s review. The County will be under no obligation to accept revised schedules.

7.2 Submission Requirements

7.2.1 Cover Letter

The cover letter shall be signed by an authorized representative of the Proposer. The letter shall indicate the Proposer’s commitment to provide the services proposed at the price and schedule proposed.

7.2.2 Executive Summary

The executive summary should include a brief overview of the Services and the key personnel who will be responsible for the services to be provided. The Summary shall also identify the members of the team that comprise the Proposer. Indicate the organizational relationship of the team members and include an organization chart for the project.

7.2.3 Qualifications of the Proposer

Include a description of the organization’s track record, including history, number of employees, number of years in business, and a list of projects relevant to this RFP. Provide a list of references where relevant projects were implemented. Include the name of the contact person, name of the organization, project dollar value, address, telephone number and email address. Please provide at least three (3) references, preferably with municipal government projects. In addition, for each firm included in the proposal, provide at least three (3) references with relevancy to the project scope.

7.2.4 Proposed Plan of Action, Implementation and Solution

Provide a detailed proposed plan of action indicating how all requirements will be met and the methodology proposed recommendations and implementation plan to successfully meet the goals of the County. In addition, the proposed plan of action shall include key milestones, staff & schedule, and ability to deliver value with a solution evidenced by cost savings.

7.2.5 Key Personnel

The proposer must identify the key personnel that will be committed to the project. The Chief Procurement Officer reserves the right to reject any key personnel proposed if it is determined in the County’s best interest. Provide a chronological resume for each of the key personnel proposed. Each key personnel shall have three (3) references. In addition, provide the time commitment for each key personnel. Indicate the level of their commitment to other projects if any.

7.2.6 Subcontracting or Teaming

The proposer may be comprised of one (1) or more firms as to assure the overall success of the project. The firm shall identify each team member and specify their role. The Chief Procurement Officer reserves the right to accept or reject any of the team members if in the Chief Procurement Officer’s sole opinion replacement of the team member, based on skills and knowledge, is in the best interest of the County.

7.2.7 MBE/WBE Participation

For each MBE/WBE certified firm proposed, provide the name of the MBE/WBE firm(s), level of participation, the role that the subcontractor(s) will perform, the type of services that it will provide, and a brief background and resumes of proposed personnel proposed and submit the MBE/WBE Utilization Plan Forms (see Exhibit VI). The County may only award a contract to a responsible and responsive proposer. In the event that the proposer does not meet the MBE/WBE participation goal stated by the County for this procurement, the proposer must nonetheless demonstrate that it undertook good faith efforts to satisfy the participation goal. Evidence of such efforts may include, but shall not be limited to, documentation demonstrating that the proposer made attempts to identify, contact, and solicit viable MBE/WBE firms for the services required, that certain MBE/WBE firms did not respond or declined to submit proposals for the work, or any other documentation that helps demonstrate good faith efforts. Failure by the proposer to provide the required documentation or otherwise demonstrate good faith efforts will be taken into consideration by the County in its evaluation of the proposer’s responsibility and responsiveness.

7.2.8 Financial Status

Provide the audited financial statements for the last three fiscal years. Include the letter of opinion, balance sheet, schedules, and related auditor’s notes.

7.2.9 Legal Actions

Provide a list of any pending litigation in which the proposer may experience significant financial settlement and include a brief description of the reason for legal action.

7.2.10 Conflict of Interest

Provide information regarding any real or potential conflict of interest. Failure to address any potential conflict of interest upfront may be cause for rejection of the proposal.

7.2.11 Economic Disclosure Statement

Execute and submit the Economic Disclosure Statement (“EDS”). In the event any further clarification is required on any of the information provided, the County reserves the right to make any necessary communication with the Proposer for such purpose. Such communication, if made, may include a deadline by which time any necessary clarifying information must be submitted.

7.2.12 Cook County Professional Services Agreement (PSA) and Information Technology and Data Special Conditions (ITDSC) The PSA and ITDSC are provided for information only. Execution of the PSA is not required at the time the proposal is submitted. In the event you disagree with the PSA and/or ITSC provisions, submit any exceptions to the PSA and/or ITSC and include the rationale for taking the exception. If you are proposing alternate language, please include the language for consideration. Exceptions not submitted with proposal may not be considered at a later time.

7.2.13 Identification of Subcontractor/Supplier/Subconsultant Form (ISF) Completion of Exhibit VII Identification of Subcontractor/Supplier/Sub consultant Form is a requirement for proposal submission.

7.2.14 Addendum Acknowledgement Form

The Addenda Acknowledgement Form (found in Exhibit V) must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal due date.

Failure to sign and return any and all addenda acknowledgements may be grounds for rejection of the Proposal.

7.2.15 Price Proposal

Proposer must complete Exhibit I Price Proposal Form and submit with electronic response.

7.2.16 Equipment Specifications, User Manuals and Warranty Documentation Proposer must include copies of all equipment specifications, including environmental operational range, any mil-spec designations, expected equipment life, user manuals and any warranty documents associated with the system and its components.

7.2.17 Other

Submit any information the Proposer deems pertinent to demonstrate its qualifications to perform the services being requested such as memberships in any professional associations.

EXHIBIT I

Pricing Proposal Form

Proposers are required to submit the attached pricing proposal separate from the technical proposal.

The pricing proposal must be submitted in electronic format.

If your company has specific, unique and/or innovative ideas to implement this system that are outside of the parameters defined on the pricing proposal, please provide your firm’s recommendations on a separate sheet.

EXHIBIT II

Instructions for Submitting an Electronic Bid/Proposal/Qualification

Responses to Cook County solicitations must be submitted in the Bonfire Vendor Portal via the link below.

Vendors who are not yet registered in Bonfire can use the following link to access articles and tutorials on how to register in Bonfire.

https://vendorsupport.gobonfire.com/hc/en-us/articles/15646869029783-Vendor-Registration

Articles with details on how to create and upload a submission are also available via:

https://vendorsupport.gobonfire.com/hc/en-us/articles/6832869814551-Creating-and-Uploading-a- Submission

If you have questions or technical issues accessing Bonfire or submitting your Bid, Proposal, or Qualification Package please reach out to Bonfire at:

supportbonfire@eunasolutions.com 1 (800) 354-8010 Extension #2 mailto:supportbonfire@eunasolutions.com

EXHIBIT III

Economic Disclosure Forms

EXHIBIT IV

Cook County Professional Services Agreement

EXHIBIT V

Addendum Acknowledgement Form

EXHIBIT VI

MBE/WBE Utilization Plan Forms

EXHIBIT VII

Identification of Subcontractor/Supplier/Subconsultant Form

EXHIBIT VIII

Electronic Payables Program

OFFICE OF THE COOK COUNTY COMPTROLLER

ELECTRONIC PAYABLES PROGRAM (“E-PAYABLES”)

FOR INFORMATION PURPOSES ONLY

This document describes the Office of the Cook County Comptroller’s Electronic Payables Program (“E-Payables”).

If you wish to participate in E-Payables, please contact the Cook County Comptroller’s Office, Accounts Payable, 161 N.

Clark St, Suite 1900, Chicago, IL 60601.

DESCRIPTION

To increase payment efficiency and timeliness, we have introduced E-Payables program, a new payment initiative to our accounts payable model. This new initiative utilizes a Visa purchasing card and operates through the Visa payment network. This is County’s preferred method of payment and your participation in our Visa purchasing card program will provide mutual benefits both to your organization and ours.

As a vendor, you may experience the following benefits by accepting this new payment type:

• Improved cash flow and accelerated payment

• Reduced paperwork and a more streamlined accounts receivable process

• Elimination of stop payment issues

• Reduced payment delays

• Reduced costs for handling paper checks

• Payments settled directly to your merchant account

There are two options within this initiative:

1. Dedicated Credit Card – “PULL” Settlement For this option, you will have an assigned dedicated credit card to be used for each payment. You will provide a point of contact within your organization who will keep credit card information on file. Each time a payment is made, you will receive a remittance advice via email detailing the invoices being paid. Each time you receive a remittance advice, you will process payments in the same manner you process credit card transactions today.

2. One-Time Use Credit Card – “SUGA” Settlement For this option, you will provide a point of contact within your organization who will receive an email notification authorizing you to process payments in the same manner you process credit card transactions today. Each time payment is made, you will receive a remittance advice, via email, detailing the invoices being paid. Also, each time you receive a remittance advice, you will receive a new, unique credit card number. This option is ideal for suppliers who are unable to keep credit card account information on file.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

EXHIBIT IX

Cook County Information Technology and Data Special Conditions Addendum

EXHIBIT X

Criminal Justice Information Systems (CJIS) Security Addendum V.5.9.3-2023091454

U. S. Department of Justice

Federal Bureau of Investigation

Criminal Justice Information Services Division

Criminal Justice Information Services (CJIS)

Security Policy

Version 5.7

08/16/2018

CJISD-ITS-DOC-08140-5.7

Prepared by:

CJIS Information Security Officer

Approved by:

CJIS Advisory Policy Board i

EXECUTIVE SUMMARY

Law enforcement needs timely and secure access to services that provide data wherever and whenever for stopping and reducing crime. In response to these needs, the Advisory Policy Board

(APB) recommended to the Federal Bureau of Investigation (FBI) that the Criminal Justice

Information Services (CJIS) Division authorize the expansion of the existing security management structure in 1998. Administered through a shared management philosophy, the CJIS Security

Policy contains information security requirements,…