1-RFP - RFID Tracking Solution.pdf

This proposal solicitation document is available in an Adobe Acrobat (pdf) format. Any alterations to this document made by the proposer may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Montgomery County Government.

Bid #2026-0902

Request for Proposal Date: September 23, 2026

For the Project Titled RFP – RFID Tracking Solution

OWNER:

Montgomery County Sheriff’s Office

120 Commerce Street Clarksville, TN 37040

Bid Advertisement – RFID Tracking Solution

Proposals for the Montgomery County Sheriff’s Office RFID Tracking Solution will be received by Elizabeth Black, Purchasing Agent, Montgomery County Purchasing until 2:00 P.M. local time on Wednesday, October 7, 2026, at which time the bids will be opened and read aloud. Sealed bids will be received in person by Elizabeth L. Black Purchasing Agent, Montgomery County Purchasing Office at 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Proposals may also be received online, please refer to the bid documents for instructions.

Scope of work: The Montgomery County Sheriff’s Office is seeking an RFID tracking solution that will integrate into their current jail management system. The solution should be a mobile device that helps increase transparency and accountability, boost efficiency and reduce errors by utilizing real-time monitoring and alerts.

No Proposer may withdraw their bid for sixty (60) days following the proposal deadline.

The right to reject any or all proposals and to wave technicalities is reserved by the owner.

BID INVITATION INSTRUCTIONS

(READ CAREFULLY)

(1) ALTERATIONS- Any alterations, additions or omissions of required information, changes of the specifications or BID schedule, are at the risk of the vendor and may result in the rejection of the bid, unless the approver authorizes such changes.

(2) BIDS - All bids must be typed or written legibly in ink. Vendors, verify bids before submission. No bid may be withdrawn or changed after the official opening. Any mention of a specific make, model or brand is strictly for the purpose of comparison of character and quality of product being sought. All alternates will be reviewed and considered in comparison to request. This bid may be awarded in whole or in part to one or more bidders.

(3) DELIVERIES- Montgomery County Government assumes no liability for merchandise or other materials delivered without written order of the purchasing director.

(4) RESPONSIBLE VENDORS- Failure of a vendor to execute a purchase order awarded to him or to comply with any of the terms and conditions therein may disqualify him from receiving future business.

(5) PROPOSING FIRM- The agent of the proposing firm hereby certifies to the best of his knowledge and belief that this bid/proposal submitted to Montgomery County has not been prepared in collusion with any other seller of similar products. The prices, terms and conditions of said bid/proposal have not been communicated by the undersigned nor by any employee or agent of the proposing firm to any other seller of similar products and will not be communicated to any such seller prior to the official opening of said proposal. The affiant further states that no official or employee of Montgomery County Government has promised any personal financial or other beneficial interest, either directly or indirectly in order to influence award of this bid.

(6) IMPORTANT- To be acceptable, all bid/proposals must be on the correct form, and each such bid/proposal must be addressed and delivered to the Purchasing Director, Montgomery County, Tennessee, prior to the Bid/Proposal opening. Bid/Proposal envelopes must be sealed and clearly indicate the words, “RFP – RFID Tracking Solution”. Proposals can be mailed or hand delivered to 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Such bids/proposals delivered to other persons, locations, or on another form will not be acceptable. Electronic is an acceptable submission method via Bonfire portal at Bonfire Portal link.

All vendors awarded contracts agree to the terms and conditions herein set forth.

The Purchasing Director reserves the right to reject any or all bids.

Elizabeth L. Black Purchasing Director Telephone: (931) 648-5720 elblack@montgomerytn.gov https://mcgtn.bonfirehub.com/portal mailto:elblack@montgomerytn.gov

REQUEST FOR BID

Montgomery County Sheriff’s Office

RFID Tracking Solution

1. PURPOSE:

The Montgomery County Sheriff’s Office is seeking sealed bid proposals for an RFID tracking solution that will integrate into their current jail management system. The solution should be a mobile device that helps increase transparency and accountability, boost efficiency and reduce errors by utilizing real-time monitoring and alerts.

2. TIMELINE:

Release of Bid – Wednesday, September 23, 2026.

Deadline for Questions – Wednesday, September 30, 2026, at 2:00 p.m. local time. All questions must be submitted in writing to Elizabeth Black, Purchasing Director at mocobids@montgomerytn.gov.

Answers Provided – Friday, October 2, 2026 RFP Deadline/Bid Opening – Wednesday, October 7, 2026, at 2:00 p.m. local time

Proposals submitted after the deadline will not be opened. Proposals must be sealed and may be mailed, or hand delivered to the Montgomery County Purchasing Department. Bids can be mailed or hand delivered to 350 Pageant Lane, Suite 101-E, Clarksville, TN 37040. Bids should include all necessary documents and have the name of the proposer and the words “RFP – RFID Tracking Solution” on the outside of the envelope. Bids may also be submitted electronically via Bonfire at Bonfire Portal link. If submitting bid/proposal electronically, allow plenty of time for delivery as bids must be received by the deadline.

Vendors must guarantee that all information included in the bid will remain valid for a period of at least sixty (60) days from the date of the bid/proposal opening to allow for evaluation of all bids. Bids/proposals may be withdrawn at any time up until the time of opening. A withdrawn bid/proposal may be resubmitted up to the time designated for the receipt of bid/proposals provided it fully conforms to the same general terms and requirements.

Montgomery County is not responsible for any costs incurred by any vendor pursuant to the bid/RFP process. The vendor shall be responsible for all costs incurred in connection with the preparation and submission of its bid/proposal. Montgomery County does reserve the right to reject any and all bids.

3. TERM:

A three-year initial term, with warranty, is preferred. Please provide term options in proposal.

4. PURPOSE:

The Montgomery County Sheriff’s Office is seeking an RFID tracking solution to assist the jail with primary duties such as inmate observations, cell checks, inmate manager, scheduled tasks and the like.

https://mcgtn.bonfirehub.com/portal

5. BACKGROUND:

The Sheriff’s Office currently consists of 197 employees and serves an average inmate population of 430. The tracking solution must be able to integrate into the current jail management system, Central Square Jail Management.

6. PROPOSAL SUBMISSION REQUIREMENTS:

Please create your proposal to include the following:

• 75-100 location tags (provide price breaks, if any)

• 40-50 handheld devices (provide price breaks, if any)

• Charging Stations with ethernet to charge 35+ devices at a time

• Wristband inserts – 1,000 to start (provide price breaks, if any)

• Configuration and deployment pricing and timeframes

• Platform usage and Information retention capabilities

• Warranty options (3-5 year preference)

• Activation and Deactivation capabilities for employees (explanation of fees associated, if any)

• Licensing requirements

• Annual Fees – monthly or annual options

• Upgrades and insurance options (added cost or included)

• Training options – both initially and ongoing as needed (on-line, in-person, costs associated and length of trainings)

• Tech Line Options

• Any additional options available and all fees associated with the set up and use of the proposed system.

7. SELECTION CRITERIA:

A point system based on 100% will be used to value each proposal as follows:

30 points Integration and Training 20 points Product Capabilities 35 points Cost and Warranty Options 15 points Upgrade options and Support 100 points Total

Addenda Acknowledgment

The bidder acknowledges that they have received the following Addendum. The modifications to the bid documents noted therein have been considered and all costs thereto are included in the bid.

Company Name:________________________________________________________

Bid/RFP Name:_________________________________________________________

Printed Representative Name:__________________________________________

Signature:______________________________________________________________

Addendum Number _______________ Date______________________________ Addendum Number _______________ Date______________________________ Addendum Number _______________ Date______________________________

Non-Boycott of Israel Act

TCA 12-4-1

Concerning the Non-Boycott of Israel Act (TCA 12-4-1 et seq.), by submission of this bid/quote/proposal, it is certified by each supplier and each person signing on behalf of any supplier. In the case of a joint bid/quote/proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each supplier is not boycotting Israel pursuant to § 12-4-1 and will not during the term of any award.

Note: Applicable only to contracts of $250,000 or more and to suppliers with 10 or more employees.

The undersigned hereby acknowledges receipt of these affidavits and certifies that submittal in response to this solicitation is in full compliance with the listed requirements.

Failure to give proper acknowledge to issues concerning the above is grounds for bid rejection and may subject the signer to penalties as directed by the appropriate laws.

Organization Representative/Designee:

Organization Name:

Address:

Date:

IRAN DIVESTMENT ACT

Certification of Non-inclusion

NOTICE: Pursuant to Divestment Act, Tenn. Code Ann. 12-12-106 requires the State of Tennessee Chief Procurement Officer to publish, using creditable information freely available to the public, a list of persons it determines engage in investment activities in Iran, as described in 12-12-105. Inclusion on this list makes a person ineligible to contract with the State of Tennessee; if a person ceases its engagement in investment activities in Iran, it may be removed from the list. A list of entities ineligible to contract in the State of Tennessee Department of General Services or any political subdivision of the State may be found here:

LIST OF INELIGIBLE ENTITIES

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to T.C.A. 12-12-106.

Vendor Name (Printed) Address

By (Authorized Signature) Date Executed:

Printed Name and Title of Person Signing:

https://www.tn.gov/content/dam/tn/generalservices/documents/cpo/library/2025/List_of_persons_pursuant_to_Tenn._Code_Ann._12-12-106_Iran_Divestment_Act_updated_with_NY04_15.2025.pdf

Montgomery County Government Purchasing

Elizabeth L. Black Purchasing Agent 350 Pageant Ln.

Suite 101-E Clarksville, TN 37040

Phone: (931) 648-5720 elblack@montgomerytn.gov

Contract Number

It is the policy of Montgomery County Government not to discriminate on the basis of race, color, national origin, age, sex, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities. With regard to all aspects of this contract, Contractor certifies and warrants it will comply with this policy.

Please Print:

Contractor’s Name

Street Address

City State Zip Code

Contractor’s Phone Number

I, Name, hereby agree to abide by the aforementioned non-discrimination statement and included Title VI regulations.

Signature

Date

For Title VI compliance, we ask for voluntary disclosure of the following information:

Ownership Type (please check all that apply):

Woman-Owned Business Woman Minority-Owned Business African American-Owned Business Native American-Owned Business Hispanic-Owned Business Asian-Owned Business Veteran-Owned Business Business Owned by a Person with a

Disability Other Option:

mailto:elblack@mcgtn.net

Elizabeth L Black 350 Pageant Lane, Suite 101-E Email: elblack@mcgtn.net Purchasing Director Clarksville, Tennessee 37041 Phone: (931) 648-5720

Prohibited Contract Clauses or Provisions

Montgomery County is not allowed to waive or limit liability, nor waive or limit the legal rights it would have under existing law to recover its losses under Tennessee law by contract. Powers to do so simply are not granted by the State to a county.

If through the statutory purchasing process, no acceptable supplies, materials, equipment and contractual services proposal is received, and the supplies, materials, equipment and contractual services are essential to the operation of Montgomery County, then and only then will Montgomery County consider a proposal with a limitation of liability, and then only “to the extent allowed by law”. While a proposal may be made with a limitation of liability, no proposal with a limitation of liability will be considered if other otherwise acceptable proposals contain no limitation of liability. Acceptance of any proposal with a limitation of liability will be rare and strictly scrutinized.

Generally, contract clauses in derogation of the County’s prohibitions are found in the list below and are not acceptable.

• Provisions requiring the County to pay taxes that we are exempt from paying under Tennessee law.

• Provisions requiring the County to pay cancellation fees, incidental or consequential damages, or punitive or exemplary damages. County is liable for actual damages only.

• Provisions requiring the County to pay punitive damages, attorney fees, collection costs, or costs of litigation.

• Provisions requiring the County to agree to assume the risk of liability which might otherwise fall on other parties are void as both an unauthorized attempt to abrogate sovereign immunity and an unauthorized attempt to lend the County’s credit (Tenn.

Const. I, § 17; Tenn. Const. art. II, § 31).

• Provisions requiring the County to insure, guarantee, or indemnify or hold harmless the Vendor or any party from claims which may arise out of the Agreement or be brought by third parties (OAG 93-1, OAG No. 99-095, OAG 04-065).

• Provisions that limit or cap the total liability of any other party.

mailto:elblack@mcgtn.net

• Provisions requiring the County to purchase or obtain liability, property, or other insurance or a performance bond. The County self-insures its exposures in general liability.

• Provisions designating the governing law of a state other than Tennessee.

• Provisions designating the Venue for any claim brought against the County other than Tennessee.

• Provisions requiring confidentiality and nondisclosure that violate the Tennessee

Open Records Act (T.C.A. § 10-7-101, et seq.). Except as otherwise provided by statute, all County records are public records and open to inspection by any citizen of this State (T.C.A. § 10-7-503).

• Provisions providing for a limitation of time in which the County may bring suit (T.C.A. § 28-1-113).

• Provisions limiting the Vendor’s maximum liability. The County cannot waive its right to recover from the vendor what the law would provide under otherwise governing applicable legal principles. In part, it is impermissible for counties to agree to limitations on liability and indemnification clauses because it appropriates money and nullifies governmental immunity without the consent of the legislature.

The general existing applicable law regarding duties and liability cannot be waived.

Response proposals may be made with limitations of liability subject to the complete statement above.

• Provisions that simply attempt to restate the existing law.

The above is not an exhaustive list. Different contract clauses may set out prohibited duties and rights, and/or limitations/waivers differently.

All proposed contracts for Montgomery County’s review must be delivered as a

WORD document for use to exchange revisions.