2-2026019 Jail Intercomm RFP.pdf

Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL #2026019

DESIGN/UPGRADE JAIL AUDIO SYSTEM

May 29, 2026

CONTACT INFORMATION

Buyer Matt Kuhn E-mail mkuhn@waukeshacounty.gov Fax 262-548-7668 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

RFP released: June 1, 2026 Pre-Proposal Conference: June 9, 2026, at 10 a.m. CDT Pre-Proposal Conference Location: Waukesha County Jail

Jail Entrance Lobby 515 W. Moreland Blvd.

Waukesha, WI 531888 Jail Roll Call Room – meet @ Door 18/19

Final Questions Due to Purchasing: June 18, 2026, at 10:30 a.m. CDT Amendment Issued: On or around June 23, 2026, by end of day Proposals Due: June 30, 2026, at 2:00 p.m. CDT Notice of Interviews: July 16, 2026, by end of day Interviews, if required: July 27&28, 2026, Finance Committee Approval: July 22, 2026 Contract executed: August 2026

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments, and any amendments as the sole basis for responding.

2. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Opportunity Q&A in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Opportunity Q&A in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the

Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page 1. It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

3. PRE-PROPOSAL CONFERENCE

Vendors are invited to attend a pre-proposal conference and tour related to this RFP, on June 9, 2026, at 10:00 a.m., in the Waukesha County Jail, located at 515 W. Moreland Blvd., Waukesha WI. Allow sufficient time to get through the screening process if you are attending the Preproposal Conference. If you plan on attending, please email the buyer no later than 3:00 p.m. CST on June 8, 2026.

4. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response.

5. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

6. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered, past submissions that have been un-submitted will not be considered.

Vendors can revise or withdraw their submission as long as the opportunity is still open.

https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5

7. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required proposal response and pricing documents provided by the County.

Uploading an incorrect template will result in errors and will prevent you from completing your submission. All responses to the Questionnaire table must be entered in the Bonfire platform. Do not attach additional documents and reference your answer in that document. If a specific document is requested to be upload into Bonfire, upload that document only. Do not include additional information other than what is specifically asked for.

B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”.

This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act.

Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 9961268

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

8. INTERVIEWS

Interviews will be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted – no exceptions. Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process; therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 4 of 5

9. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

Experience and Qualifications of Firm 20% Experience and Qualifications of Staff Assigned – Including subcontractors 30% Scope of Services – Including quality and completeness of response to proposal 25% Cost 25%

10. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

11. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

12. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

13. CONTRACT DOCUMENTS

The successful vendor will be required to execute the following contract document (s) as applicable:

Yes/No Description of Contract

Yes Waukesha County Service Contract Yes Business to Business (B2B) Network Access Agreement

Click on the document name above to review the applicable contract documents.

These documents are not to be executed at this time nor returned with your response; they will only be required of the successful vendor.

14. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 days from the date of award. RFP Tabulations can be found on Waukesha County’s Bonfire portal.

https://www.waukeshacounty.gov/globalassets/administration/purchasing/service-contract.pdf https://www.waukeshacounty.gov/globalassets/administration/purchasing/Business_to_Business_Network_Access_Agreement.pdf

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RFP Document, Page 1 of 12

WAUKESHA COUNTY SHERIFF'S DEPARTMENT

REQUEST FOR PROPOSAL #2026019

DESIGN/UPGRADE JAIL INTERCOM SYSTEM

1. INTRODUCTION

Waukesha County (the County) is soliciting proposals from qualified firms to provide design plans and address system functionality requirements for the replacement of the current analog Jail Audio Communication System (hereinafter referred to as the System). The County desires a digital audio solution with increased capabilities without losing any current functionality. Once the project is completed, the selected firm (hereinafter Contractor) will provide complete detailed design drawings, as well as functional and technical specifications of the new digital system.

As a separately priced option, the county is also interested in replacing the entire PLC system in the jail, provided that doing so is financially feasible and deemed desirable by county staff through this process.

The Contractor will identify the technical infrastructure required to upgrade the current analog system with a digital system and provide an estimate of the total cost of ownership for the system for a ten-year period so that the Department can determine the total financial investment of the system designed. The same is required for the optional replacement of the entire PLC system which should be submitted as a separate cost proposal.

The proposed solution must work within the current inmate security software systems, including retaining the ability for Avigilon camera call ups that are interfaced to the current WonderWare system. The county is seeking the addition of a data historian feature to its PLC system. Duress alarms are also a feature of the current system, allowing jail staff to wear duress alarms that interact with WonderWare which shows the location of the duress alarm wherever it is detected at various points throughout the jail.

All hardware and software needed for the System to function as proposed must be included in the proposal. The Contractor will be designing and implementing this new audio system solution through this proposal. The county option to replace the entire PLC system will require the same design and implementation requirements as the audio portion.

2. ELIGIBILITY / QUALIFICATIONS

Firms responding must be able to comply with the following:

i. Firm must have extensive knowledge and experience in designing similar systems in nature within the last three (3) years, and the COUNTY has a strong preference that one reference that is a detention facility. This shall include any subcontractors being used for the type of services provided; i.e., electrical engineer, etc. References for similar size and type of installations must be included in the Proposal Response Document.

ii. Firm must have all the necessary organizational capacity and core competencies necessary to complete the services defined herein. The County reserves the right to make independent verifications of your firm’s ability to provide the services.

iii. Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

Therefore, to be eligible for award, Firms meeting the above criteria must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://www.wdfi.org/corporations/foreign_entities.htm) within ten (10) business days after award but no later than prior to contract execution. Note: For assistance, please contact the State of Wisconsin Department of Financial Institutions directly. Waukesha County cannot provide any advice, legal or otherwise, related to this matter.

3. DEFINITIONS

Term Definition Closets Rooms where some of the interfaces to the PLCs are located.

Contractor Firm awarded this RFP County Waukesha County

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Jail Waukesha County Jail HMI Human-Machine Interface MCR Master Control Room On-Site Personnel Contractor’s on-site personnel PremiSys The card access system used for gaining access through some doors and the elevator Proposer or Respondent Organization responding to this RFP RFP Request for Proposal SCADA Supervisory Control And Data Acquisition, a computer system combining hardware and software for monitoring, controlling, and gathering data in real time.

System The audio system including its components and interfaces WCSD Waukesha County Sheriff’s Department WonderWare This is the SCADA system used within the Jail to interface to the PLCs.

WonderWare is now owned by Avena

4. EXHIBITS

Exhibit Title A Waukesha Prison PLC Equipment List B Existing Facility Interconnect Cable Diagram

5. BACKGROUND AND CURRENT OPERATIONS

County Jail:

The Jail is a freestanding brick building with a ground floor and four (4) floors above. There is a tunnel connecting the Jail to the Courthouse. There are communication closets (Closets) on each floor as well as a central closet just outside of the Master Control Room (MCR).

The Master Control Room is located on the first floor of the Jail. The MCR has the responsibility to monitor all jail door access requests that are initiated by staff who press the button that is located on each intercom.

The inmate capacity at the County Jail complex is 481 with a 2025 Average Daily Population (ADP) of 417 and YTD 2026 of 387.

System Background:

The current intercom system was installed in 2005 when the new portion of the county jail was constructed.

The system consists of 466 field station intercoms, 49 paging zones and 18 microphones. The System is used 24/7/365 and is an essential tool for the safety and security of inmates and staff.

The audio portion of the system has had several equipment failures due, in part, to the age of the equipment.

The preference is to upgrade the current system while maintaining as much of the current hardware that is practical. This includes leaving any wiring runs as they are unless there is a need for replacement.

The primary objective of this project is to maintain or upgrade all the features of the current audio system.

Current System Features

• The System is interfaced to the PLC system, allowing staff to use intercoms, microphones, door controls, duress alarms (desk mounted and body worn), and room speakers.

• Individual call buttons, mounted on each remote intercom, allow staff to request that the nearby door be unlocked to permit safe passage through that doorway.

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• Door controls and intercoms are managed by the MCR for the non-housing areas to allow safe passage and to communicate to jail staff and inmates. Door controls and intercoms within housing units are controlled by Pod Officers.

• The System allows for two-way communication by staff when an intercom is selected using the WonderWare HMI software from the MCR or an officer station computer.

• Intercoms can be initiated by an inmate from within the housing units, which produce an audible alarm to the officer station within their pod. This is used for two-way conversations between Pod Officers and inmates.

• Intercom conversations are audible through standard external speakers and use microphones installed on county PC's located within the MCR and at specific officer stations.

• The System is interfaced with the Avigilon video system to support the camera call up feature. The camera call up feature provides that the camera overlooking the intercom is activated when that intercom’s button is pressed. MCR Staff answering an intercom call have an enlarged camera view on their monitor of the area to which they are communicating. When multiple requests are activated at the same time, or the system receives overlapping requests, the System activates the next call in the queue and its associated camera view is called up on the same enlarged display area when the previous call has ended. This sequence plays out until all of the queued calls have been answered.

• Pod Officers have the ability to activate the overhead speaker in each housing unit to make announcements. At present, the Pod Officers are limited to making announcements over each loudspeaker in individual housing units, but cannot make a single announcement over all of the housing areas under their control.

• Calls to the Pod Officer’s station can be transferred to the MCR when local access is reassigned to the MCR by the Pod Officer or the MCR takes control in an emergency situation.

Audio Control System

The audio portion of the integration uses distributed microphone switching hardware directed from the PLC system, to bring in microphone inputs from any monitored point.

Similar to the microphone input side, the PLC directs audio inputs from a few locations out to rack mounted amplifiers, and then to speakers around the facility for broadcasting audio.

The current system uses unshielded 2-wire analog signal wires to each speaker in the system. These wires are brought back to A/V concentrator closets (relay closets) around the building. Microphone inputs are using 2-Wire shielded cable running to each microphone location and are also run back to concentrator closets around the building. Decision making for what speakers are active, and what microphones are active is initiated & controlled through the PLC (as inputs to the PLC) and then as inputs to the multiplexers in the A/V concentrator closets (as outputs from the PLC).

Staff is able to activate a number of group paging zones to address a larger area. Group paging zones allow staff to make announcements to selected areas, like the area covering the housing unit dayrooms.

HMI Software (WonderWare SCADA):

WonderWare Intouch SCADA software v. 17.3 is used as the human-machine interface (HMI) to operate the intercom, speakers, microphones, duress alarms, and door control system. Each HMI computer communicates with the PLC Control system over ethernet using the WonderWare Server, View Clients, and Omni-Server licenses installed on each PC. The use of OmniServer was introduced to maintain compatibility with Windows 10 when the WonderWare computers were replaced in 2019. No central database or application server exists in the current environment.

RFP Document, Page 4 of 12

The current Wonderware system is comprised of several PCs that each have a server and a view client on each. These operate independently from each other, but share a ‘vault’ for development screens and a development database that is stored on another machine and are accessed through a check-in/check-out gateway

Because the system features a camera call-up function, the HMI will also need to continue to interface to the Avigilon camera system.

PLCs:

The system being operated at the Jail is a fully integrated package that includes four major component areas in relation to the facility security controls. Those components are an operator interactive WonderWare system, a hardware PLC control infrastructure, a video surveillance system, and an audio interchange system (incoming and outgoing audio) around the facility.

According to the as-built drawings, the system controllers are interconnected using Cat5e cable. Individual components, like intercoms and speakers, are run to the relay cabinets located throughout the jail. The WonderWare computers work on the same isolated network as the PLC system, using the WonderWare software to select speakers and intercoms, as well as control door locks as needed. There is also a microphone at each operator’s computer with a push-to-talk button that is integrated to the PLC system.

Most of the PLC controllers route back to a room next to the MCR. However, in Pods 6-9, they route to the officer stations. The PLC equipment is located in a multitude of rooms throughout the jail.

The PremiSys card access system is interfaced with the PLCs in a few places where doors can be opened with the PremiSys card or by Master Control.

All the controllers are connected using IP addresses that are dedicated for public IP addresses. Because the current system uses public IP addresses for the PLC controllers, Waukesha County IT can provide private addresses in the 10.xxx.xxx.xxx range for use by the new system. Changing the IP addresses will require changing the PLC programming for all controllers that communicate to each other.

PLC Control System (Modicon)

1. The PLC (PAC) Control system is comprised of (8) Supervisory controller PLCs. These PLCs hold the programming for each section in their area. Each PLC resides in the general area of the 84.16.1.XXX IP range.

2. Each supervisory controller communicates to both the SCADA System(s) and the other supervisory controllers using a proprietary communications protocol called Modbuss TCP and is transmitted over ethernet.

3. Each supervisory controller (also called a processor) is a Modicon TSX Momentum, specifically a 171CCC98030 (M1E version). These include a serial port (usually used for in person programming), and an ethernet port for programming or communicating to other devices. The 980-30M1E is the largest of the Momentum line PLC processors and has the most computing power & memory.

4. A detailed listing of the PLC processors and the I/O modules that are connected to each is included as an addendum. In short there are:

a. (8) PLC Processors

b. (~64) Digital Input modules, totaling (~2,000+) inputs

c. (~63) Digital Output Modules, totaling (~2,000+) Outputs

d. (92) Combination Input & Output Modules, totaling an additional (~1,500 Inputs and 1,500 outputs)

RFP Document, Page 5 of 12

6. OBJECTIVES OF THE REQUEST FOR PROPOSAL

a) The goal of this RFP is to identify and select the Contractor for designing and implementing an upgrade to the current jail audio system, who complies with the requirements, and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

b) The county is also seeking proposals for upgrading all the PLC hardware beyond the audio components so they can be evaluated and implemented if the county chooses to proceed with this option.

c) Create a reliable solution for communication between designated points within the County Jail.

d) Maintains or improves the current feature set of the existing systems.

e) Add a Data Historian feature to the SCADA system to allow staff to investigate and troubleshoot issues as they arise.

f) Add improved audio management features for staff.

g) Ensures intercoms are fully operational in each cell, housing unit, and pod, with tight integration with the WonderWare system.

h) The system parts and components must allow the County to be able to source replacement parts and equipment from multiple vendors.

i) Obtain a system that is technologically current and allows for system expansion and future upgrades.

j) Identification and prioritization of the major improvement opportunities and associated risks or costs for the project, including methods to best manage and minimize those risks.

7. SCOPE OF WORK

a) Employ digital technology to streamline and enhance audio management by upgrading PLCs for intercoms, speakers, microphones and zoned paging needs. The new system cannot use the audio devices on the Jail cameras as part of their proposal

b) The bidder should have extensive knowledge in programming the WonderWare system as they will be required to program the PLC system and make it work with the existing WonderWare and PremiSys features.

c) Individual call buttons on remote intercom stations shall interface with the WonderWare call icons for intercoms, speakers, microphones, and zoned paging.

d) Ensure intercoms are fully functional in each cell, housing unit, and pod with integration to the HMI

e) Install a WonderWare SCADA server to convert the system architecture from standalone PCs that are running as “client + server” over to distributed clients running as view-only on a server-based system with a centralized database.

f) Add a hot/warm backup data server to architecture to coincide with the centralizing of the main Wonderware SCADA server

g) Purchase Dell PowerEdge servers wherever a server is needed for the system to operate, including for backup and failover purposes. Respondents may propose other allowed brands that are of equal or better quality, but that brand must be highlighted in their response

h) The entire system must be on premises as the isolated PLC network does not have access to any external network, including the Internet. Cloud-based solutions or components are not allowed.

RFP Document, Page 6 of 12

i) Implement a data historian feature to be added to the WonderWare control architecture, to allow for the capture of historical data points for review and troubleshooting.

j) Install new managed network switches in each control cabinet that include IGMP snooping capabilities with each panel having at least one 16-port Gigabit switch

k) Install IP-based audio management system be integrated with the PLC based control system to allow the individual speaker control and microphone control to be added to the system. A centralized audio control screen should be a part of the audio upgrade package to allow users to modify the volume and microphone pickup options on a point-by-point basis.

l) The system shall integrate to the PLC system via Ethernet. Functions to include, but not limited to:

• Door Controls

• Intercoms

• Microphones

• Duress alarms

m) Zoned paging, including the ability to page all housing units within a Pod with a single announcement.

n) Ensure the continued operation of the duress alert system, where officers can activate their duress alert button worn on their uniforms, which activates the nearest alarm, creates an audio alert, and displays the sensors location on the WonderWare screen.

o) Alerts at doorways auto-trigger camera callup in master control, enhancing secure door operations.

p) Implement an IP-based audio system to be integrated with the PLC-based control system., and yet also allow the individual speaker control and microphone control to be added to the system.

q) Integrate duress alarms through WonderWare. Staff-worn duress devices transmit to wall-mounted sensors/receivers throughout the jail, which then signal the Master Control Room (MCR) and display the alarm location on the WonderWare HMI.

r) Install a new system that can expand and adapt to future physical plant changes as needed.

s) A centralized audio control screen must be a part of the Audio upgrade package that will allow operators to modify the volume or mic pickup for their PCs via WonderWare as needed.

t) The Contractor shall evaluate and propose an optional solution to record and retain system audio for a minimum of 121 days. The proposal shall clearly define what audio sources are recorded, retention method, search and retrieval capabilities, export capabilities, and user access/security features, and system integration.

u) Provide an interface to allow users to review and report on data stored in the Data Historian for troubleshooting incidents as they occur. Data historian shall provide tools for authorized users to search and export data by date/time and point. The solution shall include role‑based access and audit logs and must operate on the Jail’s isolated network (no cloud components). Pricing for all software/licensing, hardware (if needed), implementation, and training shall be included in the base proposal, with ongoing support/maintenance listed separately.

v) Equip each computer with new microphones featuring push-to-talk buttons.

w) Install new Harding Intercom system for facility-wide control. (If the vendors prefer another brand, please specify which brand is being proposed. The County will consider other brands of like or better quality.)

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8. Support Details

Bidders shall include a detailed Support and Service Level Agreement (SLA) proposal for the solution, including standard support hours and clearly defined escalation procedures. The proposal shall specify response time targets by severity level (e.g., critical system outage, partial degradation, non-critical issue) and shall identify whether 24/7/365 support is available for critical incidents.

Respondents shall also describe on-site service expectations, including the required timeframes for on-site technician response for critical outages and the process for restoring service while permanent repairs are completed. The proposal shall include a recommended spare parts strategy, including a list of suggested on-site spares, estimated lead times for replacement components, and any availability constraints or end-of-life considerations.

Finally, respondents shall state the warranty period and terms, including what is covered (parts, labor, travel, software/firmware updates, configuration support) and any exclusions. Support and maintenance pricing shall be provided for the first year (included) and for optional renewal years at predetermined rates.

Conduct a kickoff meeting and provide appropriate introduction and preparatory materials in coordination with the project sponsor to representatives prior to project initiation to ensure stakeholders are educated and informed about the details of the project. Waukesha County will provide a list of key personnel to be included in this process.

Provide a detailed, initial project schedule with milestones, timelines, phases, dependencies, and resources, for both county and contractor, required to complete the system design prior to the kickoff meeting.

Commit to regular project status reporting at a cadence of twice a month to provide a current project schedule and report on work completed, work planned, and any significant risks, issues, or changes that require Waukesha County review and approval. Cadence may be adjusted by agreement between Waukesha County and the vendor.

Solicit and document pertinent information such as functionality, current inventory, intercom location, etc.

from all applicable parties to determine/affirm the functional and technical needs associated with the system from both an end-user perspective as well as a management perspective.

Identify other considerations or recommendations to enhance the security and usage of the system.

Provide an estimate of the on-going maintenance/support costs for the option recommended so that the Sheriff’s Department understands the total cost of ownership associated with the system recommended.

Build a complete list of all intercoms and any other equipment associated with the audio communication system within the County Jail.

Prepare a project schedule, transition plan, and phasing requirements relative to the building to assure new equipment (current or future) are functional in required areas at all times.

Contractor shall identify any activities that may interrupt the day-to-day operation of the County Jail

Upon completion of the project, provide the County with 2 D-size hard copy sets of updated “as built” drawings and an electronic copy via email, flash drive or CD in AutoCAD 2018. All drawings shall include all “as built” changes. All drawings and specifications will be the property of Waukesha County.

Contractor and County will develop a standard for User Acceptance Testing and Test Plan to validate system and integration/export performance to be met before the system is accepted by Waukesha County and any final payment is made under the Contract. This includes all functional and security testing and any modifications necessary to meet the system requirements. The performance period will be for a thirty (30) days beginning on the date the Contractor notifies us the system is ready for testing.

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A minimum of 25% of the cost will be retained until the system has been accepted. Acceptance of any one module will not constitute system acceptance.

In order to affirm compliance with the requirements, the Contractor and the County will create a User Acceptance Test Plan to include specific test cases and a schedule for testing. Testing will be done by county personnel in accordance with User Acceptance Test Plans/Test Cases developed. Contractor will assist with the Acceptance Testing for the integration points or file exports at applicable times during the testing phases.

At the end of the thirty (30) day testing period, County will notify the Contractor in writing the tests that were performed, including whether they passed or failed. Detailed information will be provided for all test cases that fail acceptance testing.

If any of the scheduled tests fail, Contractor will take whatever corrective action is necessary and notify the County that the system is ready for re-testing. The County will then have another thirty (30) days to test. County will endeavor to notify the Contractor sooner if it completes successful testing prior to the end of the thirty (30) day period. This process will continue until all modules have been tested and accepted and after the entire system has been tested and accepted.

The system shall not be deemed accepted until the foregoing standards of performance are met.

A. Transition, Warranty, Go-Live and On-going Support/Maintenance

1. Warranty:

Contractor shall warrant that the system performs in accordance with the County’s requirements. The Contractor shall be responsible for eliminating, at their cost, any such single points of failure that are identified by either County or Contractor during the warranty period of the system. The warranty shall remain valid for a minimum of twelve (12) months from the date of system acceptance. The warranty shall fully cover workmanship, materials, and labor on repairs. Under this warranty, the Contractor shall, upon notification by the County of any malfunction or defects found, make the necessary repairs, including labor and materials, at the Contractor’s expense. The warranty for support and servers shall be 7 x 24 including holidays. Warranty for end user hardware will be on a 5 x 8 basis.

The system warranty shall not commence until system has been accepted. First year of paid support services shall commence upon system acceptance.

2. Go-Live Support:

The Contractor is required to provide post go-live remote support to monitor and assist in resolving post go-live issues. We are relying on the Contractor’s expertise related to the setup of their system and the type of activities that typically need to be addressed post go-live and the tasks required for first time processes to quote a sufficient amount of hours for these activities.

3. Ongoing Support:

Contractor will be responsible for all ongoing support. It is desired that End User support services include a toll-free number for service issues, a support email address, a support portal, etc. The County plans to utilize the Contractor’s established support center to answer technical systems, related questions and address problems. Guidance and assistance will be needed from the Contractor in the use of their service method. If any of these services are not included in the support/maintenance agreement, it should be noted in the area provided in the Questionnaire.

Acknowledgement of support/maintenance calls must be within two hours after receipt. The County’s standard for problem resolution is noted below. Vendors will note in the Proposal Document how their service levels differ.

Pricing for support/hosting must be fixed for the first contract year. Thereafter, pricing may not increase by more than 3% over the prior one-year period or the Employment Cost Index, Private Industry Wages and Salaries, 12 month percent change, not seasonally adjusted for the Midwest Area, whichever is less.

RFP Document, Page 9 of 12

9. INSURANCE

A. The Contractor will agree that it will, at all times during the term of the agreement, keep in force and effect insurance policies required by the contract as noted below, issued by a company or companies authorized to do business in the State of Wisconsin and satisfactory to the County. Such insurance will be primary.

B. Prior to execution of the written contract, the Contractor will furnish the County with a Certificate of

Insurance and upon request, certified copies of the required insurance policies. The Certificate will reference the contract and provide for thirty (30) days advance notice of cancellation or non-renewal during the term of the agreement.

C. Worker’s Compensation and Employer’s Liability Insurance - Statutory worker’s compensation benefits and employers’ liability insurance with a limit of liability not less than $100,000 each accident. The County will not be liable to Contractor, its employees, or subcontractors for any injuries to them arising out of the performance of work under this agreement.

D. Worker’s Compensation Waiver of Subrogation - County will not be liable to Contractor, its employees or to its subcontractors or subcontractor employees, for any injuries to their employees arising out of the performance of work under this agreement. Contractor and its worker’s compensation insurance carrier agree to waive any and all rights of recovery from the County for worker’s compensation claims made by its employees. Contractor will ensure that its subcontractors and each of their workers compensation insurance carriers also agree to waive any and all rights of recovery from the County for workers compensation claims made by its employees. The Contractor agrees that the indemnification and hold harmless provisions within this contract extend to any claims brought by or on behalf of any employee of the Contractor or its subcontractors.

E. Commercial General Liability Insurance - Policy will be written to provide coverage for, but not limited to the following: premises and operations, personal injury, blanket contractual, independent contractor coverage. Limits of liability not less than $1,000,000 per occurrence and $1,000,000 aggregate.

Waukesha County, its boards, commissions, agencies, officers, employees and representatives will be named as additional insured on the general liability and so stated on the certificate of insurance.

F. Automobile Liability Insurance - Business automobile policy covering all owned, hired and non-owned private passenger autos and commercial vehicles. Limit of liability not less than $500,000 combined single limit.

G. Professional Liability - Policy will provide liability coverage for damage arising out of negligent acts, errors, or omissions. Limits of liability will not be less than $1,000,000 per incident/$3,000,000 aggregate. For claims made policies, the retroactive date of coverage for all policies in force during this agreement will be no later than the inception date of this agreement. Coverage will be extended beyond this agreement and policy year either by supplemental extended reporting period for at least two (2) years after the termination of this agreement or by providing a retroactive date no later than the inception date of this agreement for any policy issued within two (2) years after the termination of this agreement.

10. OTHER

A. All subcontractors must be identified in your proposal response. If subcontractors are used, Waukesha County will consider the proposing contractor to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements.

The Prime Contractor will be fully responsible for the acts, errors, and omissions of the subcontractor.

The Contractor will cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing to ensure fulfillment of all Contractual provisions by subcontractors.

B. Compliance with Federal Immigration Laws and Regulations: Waukesha County supports the

RFP Document, Page 10 of 12

Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the Proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

C. All personnel working on-site will be required to dress appropriately and maintain proper hygiene.

Failure to do so can be cause for removal of the individual from Waukesha County’s account.

D. The County will be entitled to request the removal of individuals immediately for cause. The County reserves the right to revoke a Contractor staff’s security clearance for safety and security reasons, policy violations, or for during an investigation.

E. The Contractor will establish and maintain procedures and controls for the purpose of assuring that no information in its records or obtained from Waukesha County or from others in carrying out its functions under the Contract will be used or disclosed by it. Waukesha County reserves the right to review such procedures to ensure acceptability to Waukesha County. If information and / or records are requested of the successful Contractor(s) by anyone other than Waukesha County personnel, Waukesha County will be notified immediately. Waukesha County will address all requests.

F. Background Checks:

Contractor shall complete background checks at Contractor’s expense on all personnel prior to starting any activity for the County. Contractor shall confirm in writing to Waukesha County that it has successfully conducted the background checks prior to the commencement of work and that Contractor will not use any personnel for whom background checks have revealed factors that make them unsuitable for the activity to be undertaken for the County. This includes replacement personnel.

At a minimum, resources to be checked should include, but are not limited to, civil (https://wcca.wicourts.gov) and criminal records (https://recordcheck.doj.wi.gov/), Department of Transportation motor vehicle/licensing records (https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx). In order to do so, Contractor must obtain certain information for each of the Contractor’s employees expected to be performing work for Waukesha County. The information shall include full name (including middle initial), date of birth and social security information. Additional information that is helpful in completing background checks includes maiden name, sex, race, driver’s license number and issuing state and places of residence for the last three years.

NOTE: If the individual has resided outside of the State of Wisconsin within the last three (3) years, you will have to do similar research within the state they resided in.

All costs associated with the background checks are to be borne by the Contractor. All records received as a result of background checks are to be retained by the Contractor for a period of three

(3) years after Contract expiration.

Waukesha County reserves the right to request the results of the background checks and/or to do additional background checks on its own.

When working within the Waukesha County Sheriff’s Department, including the jail, or when working on jail related system (security, electronics, inmate phones, etc.) outside of these areas, the following must occur:

1. At least 7 business days prior to the scheduled commencement of the work, the Sheriff’s

Department must receive the completed Personal History Statement form – Rev. 06-2008 supplied by the Sherriff’s Department, as well as a Waukesha County Sheriff’s Department Authorization for Release of Personal Information Security Clearance and Confidentiality Agreement Form – WSD-678C-01-06 (Rev).

2. For personnel on long term contracts, a security clearance will be performed and the results of the check will be relayed back to the contact person within 24 hours of completion of the security clearance. For personnel on short term contracts that will escorted while in the building, a limited security clearance will be performed. The reported results will be that the https://wcca.wicourts.gov/ https://recordcheck.doj.wi.gov/ https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx

RFP Document, Page 11 of 12 worker is either a) cleared for access to the jail and/or the Sheriff’s Department or b) not cleared for access to the jail and/or the Sheriff’s Department.

3. If the contracted firm has prior knowledge of issues with the workers that may be questionable, contact Detective William Honrath at 262-896-8047 and he will be able to make an upfront assessment if the individual would be allowed access or denied.

4. The decision to grant or deny access to these areas based on security issues is solely within the discretion of the Sheriff’s Department.

Background Checks for IT Services:

Contractor shall complete background checks at Contractor’s expense on all personnel prior to starting any activity for the County. Contractor shall confirm in writing to Waukesha County that they have successfully conducted the background checks prior to the commencement of work and that Contractor will not use any personnel for whom background checks have revealed factors that make them unsuitable for the activity to be undertaken for the County. This includes replacement personnel.

At a minimum, resources to be checked should include but are not limited to civil (http://wcca.wicourts.gov/index.xsl) and criminal records (http://wi-recordcheck.org/index.html), Department of Transportation motor vehicle/licensing records (http://www.dmv.org/wi-wisconsin/department-motor-vehicles.php). In order to do so, Contractor must obtain certain information for each of the Contractor’s employees expected to perform work for Waukesha County. At a minimum, the information shall include full name (including middle initial), date of birth and social security information. Additional information that is helpful in completing background checks includes maiden name, sex, race, driver’s license number and issuing state and places of residence within the last three years.

NOTE: If the individual has resided outside of the State of Wisconsin within the last three (3) years, you will have to do similar research within the state they resided in.

All costs associated with the background checks are to be borne by the Contractor. All records received as a result of background checks are to be retained by the Contractor for a period of three (3) years after Contract expiration.

Waukesha County reserves the right to request the results of the background checks and/or to do additional background checks on its own.

The Waukesha County Sheriff’s Department will conduct background checks for all contracted employees who will be working within the secure confines of the Waukesha County Sheriff’s Department (including the Jail), the Waukesha County’s Communications Center or at/with participating Public Safety Systems,…