26_23 RFP Electronic Jail Key System.pdf

RFP No. 26-23

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ROCKDALE COUNTY FINANCE DEPARTMENT

PROCUREMENT OFFICE

981 Milstead Avenue

CONYERS, GA 30012

770-278-7557

INTRODUCTION:

Rockdale County is requesting Competitive Sealed Proposals for an Electronic Jail Key System Instructions for preparation and submission of a proposal are contained in this packet. Proposals must be typed or printed in ink.

The Contractor will furnish all products, tools, construction equipment, skill, and labor of every description necessary to carry out and to complete in a good, firm, substantial workmanlike manner for an Electronic Jail Key System in accordance with the County’s Request for Proposal No. 26-23, incorporated herein by reference, (hereinafter called “Work”), and Contractor’s proposal dated (input date), attached hereto and made a part hereof, (hereinafter called “Proposal”). Contractor shall provide, at their expense, all vehicles and equipment necessary to provide this work.

Rockdale County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, handicap, or veterans’ status. This policy ensures all segments of the business community have access to supplying the goods and services needed by Rockdale County.

PURCHASING CONTACT FOR THIS REQUEST:

All questions concerning this RFP and all questions arising subsequent to award are to be addressed to the Purchasing Division via email to Adrienne Brown, at adrienne.m.brown@rockdalecountyga.gov.

Rockdale County Finance Department Purchasing Division

Attn: Adrienne Brown 981 Milstead Avenue Conyers, GA 30012

Phone: (770) 278-7557 E-mail: adrienne.m.brown@rockdalecountyga.gov

To maintain a “level playing field”, and to assure that all proposers receive the same information, proposers are requested NOT to contact anyone other than the contact above until after the award of the contract. Doing so could result in disqualification of the proposer.

PROPOSAL COPIES FOR EVALUATION:

Proposal:

One (1) USB Flash Drive in Adobe PDF format will be required for review purposes. Flash Drives that are blank or have incorrect information on them will not be acceptable and may be justification for disqualification. Check your Flash Drive(s) to ensure that they have the appropriate material on it before submitting.

CONTRACT TERM:

TBD

DUE DATE:

Sealed proposals will be received at the Rockdale County Finance Department, Procurement Division, 981 Milstead Avenue, Conyers, GA 30012 no later than 2:00 P.M., local time, Thursday, December 3, 2026.

Proposals received after this time will not be accepted.

QUESTIONS AND CLARIFICATIONS:

All questions and requests for clarifications concerning this RFP must be submitted to the Purchasing Division via email to adrienne.m.brown@rockdalecountyga.gov no later than 2:00 p.m., local time, on Thursday, November 19, 2026. It shall be the proposer’s responsibility to seek clarification as early as possible prior to the due date and time. Written responses from the County to the questions it receives will be in an addendum and posted to the mailto:adrienne.m.brown@rockdalecountyga.gov mailto:adrienne.m.brown@rockdalecountyga.gov mailto:adrienne.m.brown@rockdalecountyga.gov

County’s website at www.rockdalecountyga.gov, under Bid Opportunities. Questions or requests for clarifications received after this deadline will not receive a response.

ADDENDA:

Answers to questions submitted that materially change the conditions and specifications of this RFP will be issued in an addendum and posted to the County’s website at www.rockdalecountyga.gov Bid Opportunities. Any discussions or documents will be considered non-binding unless incorporated and issued in an addendum.

It is the proposer’s responsibility to check the Rockdale County website at www.rockdalecountyga.gov, Bid Opportunities for any addenda that may be issued, prior to submitting a proposal for this RFP.

DELIVERY

Delivery is required within 30 calendar days after receipt of individual orders. However, alternate delivery time will be considered provided it is so stated.

(Bidder state number of days for delivery) All prices are to be firm, F.O.B. Destination, Freight Prepaid and Allowed.

Delivery must be made between 8:00 A.M. and 5:00 P.M. Monday through Friday, unless otherwise requested.

Failure to respond to the requirement of this section may result in the bid being non-responsive.

DELIVERY F.O.B.: The successful bidder shall give a 24-hour prior notice of delivery to Division calling in the order; and must ask for caller’s Purchase Order Number (or Release Number) at that time, when giving such prior Notice.

NOTE: F.O.B. POINT: Unless otherwise stated in the invitation and any resulting contract, or qualified by the bidder, all articles will be F.O.B. Destination, Freight Prepaid and Allowed. This shall include delivered, unloaded and placed in designated place. Successful bidder must comply with this paragraph.

F.O.B. LOCATION: Rockdale County Sheriff’s Office

911 Chambers Dr. NW Conyers, Georgia 30012 Telephone: (770) 278-8000

LOCAL VENDOR PREFERENCE POLICY

The Rockdale County Board of Commissioners adopted a Local Vendor Preference Policy on March 26, 2013.

The policy will apply to all qualified Invitations to Bids and Request for Proposals after May 1, 2013. The Local Vendor Preference Policy allows Rockdale County vendors to get an extra 5 points on the evaluation criteria scoring for Request for Proposal. The Policy will give the local bidder the opportunity to match the price of a non-local vendor’s bid price if they are low and within 5% of the low bidder’s price on Invitation to Bids. A copy of the Policy may be downloaded from the County website at www.rockdalecountyga.gov Bid Opportunities.

The Local Vendor Preference Policy will apply to this RFP.

ENERGY EFFICIENT, RECYCLING, AND WASTE REDUCTION PURCHASING POLICY

Policy #R-2015-08 includes the following language:

The Rockdale County Board of Commissioners only purchases energy star rated equipment and appliances that are economically responsible and reduce resource consumption and waste within federal, state, and local laws. The County will only purchase recycled copy, computer, and fax paper with at least 30 percent recycled content.

A copy of the policy may be viewed and downloaded by visiting the website at www.rockdalecountyga.gov Bid Opportunities and scrolling down to the bottom of the page.

http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/ http://www.rockdalecountyga.gov/

INFORMATION TECHNOLOGY DISCLOSURES

This section is intended to obtain a full disclosure from the responder of all requirements related to the use of Information Technology for the successful implementation and operational readiness of the proposed solution.

This disclosure should include all computer hardware, software, and network connectivity requirements that are needed.

Software that provides built-in data archiving mechanisms for all documents and files, and that can also be programmed to reflect State-defined retention schedules will receive preference.

Information must include:

• Point of Contact for Technical follow up (Name, title, email address, phone number)

• System Hosting (Cloud-based or Rockdale County Data Center)

• Compute requirements (server, workstations, field devices – Mfg. and Model)

• Storage requirements (Mfg. and Model, estimated 1st year requirement, estimated rate of growth, total capacity in Gb required for initial 2 years)

• Platforms involved – list all (Windows, iOS, Android, Linux, etc.)

• Scanners, cameras, monitors, printers (Mfg. and Model)

• Software requirements (utilities, DB scripts, applications, – Name and Developer)

• High-level diagram of the solution (Host, Storage, DBs, Applications, Interfaces to other applications)

The Total Solution Cost should include all I.T. costs, plus (2) years of Maintenance (Support) Costs of all applications and equipment.

Responses must contain Payment Terms based on project-defined deliverables that include Project Plan Approval, Installation, Training, and Testing – both Systems and End-to-End (E2E) testing.

All systems that have been designated as “live”, “in use”, or “in Production” must follow the Change Management Procedures of the County in order for any subsequent changes to be approved, scheduled, and implemented. These procedures call for testing and adequate proof of testing.

WARRANTY AND / OR GUARANTY:

The bidder will state below or will furnish a separate letter attachment which fully explains the condition of Warranty and/or Guaranty. If no Warranty and/or Guaranty is applicable, it must be so stated. NOTE: Failure to respond to the requirement of this paragraph may result in the bid being non-responsive.

QUALIFICATIONS OF OFFERORS:

Proposers must have a current business license from their home-based jurisdiction and provide a copy of that license with the submittal of their proposal response.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to Rockdale County will not be accepted.

In evaluating Proposals, the County may seek additional information from any contractor concerning such contractor’s proposal or its qualifications to construct the Project.

Proposers are to submit at least three (3) references from projects with similar experience using the materials and process in this RFP.

DEBRIEFINGS:

In lieu of Post-Award debriefings, Rockdale County will provide the final evaluation Score Sheet. The Score Sheet will include the scores for all firms who responded and will typically be provided with a PDF file and e-mailed.

FINANCIAL STABILITY

The Offeror will provide financial information that would allow proposal evaluators to ascertain the financial stability of the firm.

• If a public company, the Offeror will provide their most recent audited financial report.

• If a private company, the Offeror will provide a copy of their most recent internal financial statement, and/or a letter from their financial institution, on the financial institution’s letterhead, stating the Offeror is in good standing with that financial institution.

SELECTION PROCESS:

The Rockdale County Procurement Office and Evaluation Committee makes a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Procurement Office and/or Evaluation Committee.

This is a past performance/quality/price trade-off source selection in which competing offeror’s past and present performance history and product quality will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed below. Rockdale County Board of Commissioners may reject any or all proposals and waive any technicalities or informalities if such action is in the county’s interest.

Rockdale County may evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint. The County reserves the right to conduct discussions if the County later determines them to be necessary.

Proposers will be evaluated based on the following criteria and may be called in for an interview.

The County intends to award the contract to the responsible and responsive contractor whose proposal is determined in writing to be the most advantageous to the County taking into consideration all of the evaluation criteria.

EVALUATION CRITERIA:

Offerors will be evaluated based on their based product, technical capabilities, and ability to provide secure, reliable, and effective key management and key control systems for Rockdale County Jail. Offerors may be subject to an interview during the bid process.

Respondent's submissions will be evaluated and scored to determine their ability to meet the Sheriff's Office operational, security, and facility management needs. Rockdale County shall be the sole judge of quality, suitability, and applicability of all statements of qualifications and proposals. Evaluation considerations will include the offeror's experience with correctional facilities, proposed key control capabilities, system reliability, and overall cost.

Selection Committee shall evaluate and rank the statements of qualifications based on the following criteria:

• Technical Capabilities and Proposed Approach: Evaluation of the offerors understanding of the security, operational, and key control requirements of a jail facility. Consideration will be given to the proposed key management system's ability to safeguard keys, restrict unauthorized access and duplication, track key issuance, and returns, maintain accountability and provide appropriate audit trails and reporting capabilities. Evaluation will also include the suitability of the proposed system for the Jail Facility layout, security procedures, daily operations, and anticipated future needs. Offerors should demonstrate their approach to system selection, installation, configuration, integration with existing security infrastructure where applicable, staff training, testing, and transition to operational use. (25%)

• Company Experience, Qualifications, and Past performance: Evaluation of the offeror's experience providing, installing, maintaining, and supporting key management and key control systems in jails or comparable high-security facilities. Consideration will be given to the number and complexity of similar projects completed, demonstrated success in correctional environments, qualifications of technical personnel, client references, and past performances. (25%)

• Cost and overall value: Evaluation of the total proposed cost and overall value to Rockdale County.

Cost considerations may include equipment, software, licensing, installation, delivery, configuration, integration, training, warranties, maintenance, technical support, replacement components, and recurring fees, as applicable. (50%)

The selection committee will score and rank each submission based on the criteria and corresponding weights identified above. Rockdale County reserves the right to request clarification, conduct interviews, arrange system demonstrations, verify references, and obtain additional information as necessary to assess each offeror's qualifications and proposed solution.

INTERVIEWS

Interviews may be scheduled. Interviews will be informal and will provide respondents with an opportunity to answer any questions the selection team may have on a submission.

INSURANCE:

Before starting any work, the successful contractor must furnish to Rockdale County certificate(s) of insurance from companies doing business in Georgia. The Company shall maintain in full force and effect the following insurance during the term of the Agreement:

Coverages: Limits of Liability:

Workers’ Compensation Statutory Employers’ Liability $1,000,000.00 Bodily Injury Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Property Damage Liability $1,000,000.00 each occurrence except Automobile $1,000,000.00 aggregate Personal & Advertising Injury Limit $1,000,000.00 Products / Completed Ops. $2,000,000.00 aggregate Automobile Bodily Injury $1,000,000.00 each person Liability $1,000,000.00 each occurrence Automobile Property Damage $1,000,000.00 each occurrence Liability General Liability $1,000,000.00

All insurance shall be provided by an insurer(s) acceptable to the County and shall provide for thirty (30) days prior notice of cancellation to the County. Upon contract award, Contractor shall deliver to the County a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

Rockdale, GA shall be named as Additional Insured under any General Liability, Business Auto and Umbrella Policies using ISO Additional Insured Endorsement forms CG 2010 or its equivalent. Coverage shall apply as Primary and non-contributory with Waiver of Subrogation in favor of Rockdale County, Georgia.

The insurance carrier must have a minimum rating of A or higher as determined by the rating firm A.M. Best.

Certificates must contain policy number, policy limits, and policy expiration date of all policies. The Request for Proposals (RFP) number and project name must be inserted in the Description of Operations section of the certificate.

Certificates are to be issued to:

Rockdale County, Georgia 981 Milstead Avenue Conyers, GA 30012

PERMITS:

The awarded contractor will be responsible for acquiring any permits that are required for this project/purchase.

Rockdale County will waive fees on all permits issued by Rockdale County.

AWARD OF CONTRACT

The Rockdale County Procurement Office and Evaluation Committee makes a recommendation for award. The Board of Commissioners will make the actual award of the contract and has the authority to award the contract to a company different than the company recommended by the Procurement Office and/or Evaluation Committee.

Rockdale County reserves the right to make no awards, multiple awards, one award for all items; or whatever the County deems to be in its best interest.

OPEN RECORDS

The contents of the proposals will not be made public until after an award and contract has been executed.

ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011

Vendors submitting a Qualification package in response to this RFP must complete the Contractor Affidavit under O.C.G.A. §13-10-91(b)(1) which is provided with the RFP package to verify compliance with the Illegal Immigration Reform and Enforcement Act of 2011.

A. The form must be signed by an authorized officer of the contractor or their authorized agent.

B. The form must be notarized.

C. The contractor will be required to have all subcontractors and sub-subcontractors who are engaged to complete physical performance of services under the final contract executed between the County and the contractor complete the appropriate subcontractor and sub-subcontractor affidavits and return them to the County a minimum of five (5) days prior to any work being accomplished by said subcontractor or sub-subcontractor. Format for this affidavit can be provided to the contractor if necessary.

PIGGYBACKING

Rockdale County encourages and agrees to the successful bidder extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful bidder.

GENERAL INFORMATION

No proposals received after said time or at any place other than the time and place as stated in the notice shall be considered. No responsibility shall attach to Rockdale County for the premature opening of a proposal not properly addressed and identified.

WITHDRAWAL OF PROPOSAL:

A proposer may withdraw his proposal before the proposal due date, without prejudice to the proposer, by submitting a written request of withdrawal to the Rockdale County Procurement Office.

REJECTION OF PROPOSAL:

Rockdale County may reject any and all proposals and must reject a proposal of any party who has been delinquent or unfaithful in any formal contract with Rockdale County. Also, the right is reserved to waive any irregularities or informalities in any proposal in the proposing procedure. Rockdale County shall be the sole judge as to which proposal is best, and in ascertaining this, will take into consideration the business integrity, financial resources, facilities for performing the work, and experience in similar operations of the various proposers.

STATEMENT OF EXPERIENCE AND QUALIFICATIONS:

The proposer may be required, upon request, to prove to the satisfaction of Rockdale County that he/she has the skill, experience, necessary facilities and ample financial resources to perform the contract(s) in a satisfactory manner and within the required time. If the available evidence of competency of any proposer is not satisfactory, the proposal of such proposer may be rejected. The successful proposer is required to comply with and abide by all applicable federal and state laws in effect at the time the contract is awarded.

NON-COLLUSION AFFIDAVIT:

By submitting a proposal, the proposer represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or in behalf of any person not therein named, that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the proposer has not in any manner sought by collusion to secure to that proposer any advantage over any other proposer.

INTEREST OF:

By submitting a proposal, the proposer represents and warrants that a Commissioner, Administrator, employee, nor any other person employed by Rockdale County has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

DOCUMENTS DEEMED PART OF THE CONTRACT:

The notice, invitation to proposers, general conditions, and instructions for proposers, special conditions, specifications, proposal, and addenda, if any, will be deemed part of the contract.

STANDARD INSTRUCTIONS

1. The instructions contained herein shall be construed as a part of any proposal invitation and/or specifications issued by Rockdale County and must be followed by each proposer.

2. The written specifications contained in this proposal shall not be changed or superseded except by written addendum from Rockdale County. Failure to comply with the written specifications for this proposal may result in disqualification by Rockdale County.

3. All goods and materials shall be F.O.B. Destination Conyers, Georgia and no freight or postage charges will be paid by Rockdale County unless such charges are included in the proposal price.

4. The following number, RFP No. 26-23, must be written clearly on the outside of USB Flash Drive proposal envelope in order to avoid prior opening in error.

5. All USB Flash Drive proposals must be received and in-hand at proposal due date and time. Each proposer assumes the responsibility for having his/her proposal received at the designated time and place of proposal due date. USB Flash Drive Proposals received after the stated time and date may be subject to rejection without consideration, regardless of postmark. Rockdale County accepts no responsibility for mail delivery.

6. Unless otherwise stated, all proposals submitted shall be valid and may not be withdrawn for a period of 120 days from the due date.

7. The Proposal Form submitted on the USB Flash Drive must be the first page and include the name of the business, mailing address, the name, title and signature of the person submitting the proposal.

8. Rockdale County reserves the right to accept a proposal that is not the lowest price if, in the County’s judgment, such proposal is in the best interest of the County and the public. The County reserves the right to reject any and all proposals.

9. Telephone, Emailed or Facsimile proposals will not be accepted.

10. No sales tax will be charged on any orders except for contracts that include construction materials being purchased through a third party.

i. Federal I.D. #58-6000882

ii. Sales Tax Exempt #308750008

11. If applicable, completed questionnaires must be signed manually. Rockdale County reserves the right to accept or reject any proposal on the basis of incomplete or inaccurate answers to the questionnaire.

12. If applicable, warranty information shall be provided.

13. Proposers shall state delivery time after receiving order.

14. Proposers shall identify any subcontractors and include an explanation of the service or product that they may provide.

SCOPE OF WORK

Electronic Key Tracking System

1. Project Overview The Rockdale County Sheriff’s Office is seeking proposals from qualified vendors to provide, install, configure, and implement a modern electronic key tracking and management system for the County’s jail facility.

The purpose of this project is to transition the Sheriff’s Office from its existing key tracking process to a secure, electronic solution that improves accountability, security, accessibility, monitoring, and control of facility keys and key sets.

The proposed system shall provide network-connected electronic key management panels strategically located throughout the facility and shall support centralized monitoring and management.

2. Project Objectives The selected Contractor shall provide a complete electronic key tracking solution to:

• Improve accountability for all keys and key sets

• Provide secure storage and controlled access to keys

• Electronically record key issuance and return

• Identify the individual accessing or returning a key

• Provide real-time visibility of key status and location

• Reduce the risk of lost, misplaced, or unauthorized keys

• Provide an electronic audit trail of key transactions

• Allow authorized personnel to monitor key activity

• Provide centralized management and reporting capabilities

• Integrate the key tracking system through the County’s network infrastructure

• Provide a scalable solution capable of accommodating the County’s current and future key management needs

3. System Configuration The proposed solution shall include three (3) network-connected electronic key management panels located within the facility.

The anticipated configuration is as follows:

Panel 1 – Booking Area The first electronic key management panel shall be installed in the Booking area and shall accommodate a minimum of:

• 32 key/key-set positions

• Electronic identification and tracking of each key/key set

• Controlled access and return

• User identification/authentication

• Electronic transaction logging

Panel 2 – Annex The second electronic key management panel shall be installed in the Annex and shall accommodate a minimum of:

• 32 key/key-set positions

• Electronic identification and tracking of each key/key set

• Controlled access and return

Panel 3 – Central Roll Call Room The third electronic key management panel shall be installed in the Central Roll Call Room and shall accommodate a minimum of:

• 160 key/key-set positions

• Electronic identification and tracking of each key/key set

• Controlled access and return

4. Minimum System Requirements The proposed electronic key tracking system shall, at a minimum:

1. Provide secure electronic storage for individual keys and/or key sets.

2. Identify each key/key set and its assigned position.

3. Restrict access to unauthorized users.

4. Record the date and time each key is removed and returned.

5. Record the identity of the person removing or returning a key.

6. Provide an electronic audit trail of all key transactions.

7. Provide notification or alerts for overdue, unauthorized, or improperly returned keys.

8. Provide centralized system administration and monitoring.

9. Be network-connected and capable of communicating with the County’s designated network infrastructure.

10. Provide system-generated reports regarding key activity and user activity.

11. Provide appropriate administrative controls for adding, removing, or modifying users and key assignments.

12. Provide appropriate security controls to prevent unauthorized access or removal of keys.

13. Maintain records sufficient for auditing and security investigations.

14. Provide a system capable of supporting future expansion as the County’s needs increase.

5. Installation and Configuration The selected Contractor shall be responsible for the complete installation and implementation of the proposed system, including, but not limited to:

• Delivery of all equipment and components.

• Installation of the three (3) electronic key management panels.

• Installation and configuration of associated hardware and software.

• Network connectivity and configuration in coordination with County IT personnel.

• Configuration of key positions and key assignments.

• User account configuration.

• System programming and customization.

• Testing of all equipment and system functions.

• Identification and correction of installation deficiencies.

• Final system commissioning.

The Contractor shall coordinate installation activities with the Rockdale County Sheriff's Office and designated County representatives to minimize disruption to jail operations.

6. Training The Contractor shall provide comprehensive training for designated Sheriff's Office and County personnel.

Training shall include, at a minimum:

• System operation.

• Key issuance and return procedures.

• User authentication.

• Adding and managing users.

• Key/key-set assignment and management.

• System administration.

• Reporting and audit functions.

• Alarm and notification functions.

• Troubleshooting and basic system maintenance.

Training materials and user documentation shall be provided to the County.

7. Documentation The Contractor shall provide complete documentation for the installed system, including:

• System configuration documentation.

• Equipment specifications.

• Installation documentation.

• Network requirements.

• User and administrator manuals.

• Key/key-set configuration information.

• Warranty information.

• Maintenance requirements.

• Troubleshooting procedures.

• Contact information for technical support.

8. Testing and Acceptance Prior to final acceptance, the Contractor shall demonstrate that the system is fully operational and meets the requirements of the RFP.

Testing shall include, at a minimum:

• Verification of all key positions.

• Verification of user access controls.

• Verification of key removal and return tracking.

• Verification of transaction records.

• Verification of network connectivity.

• Verification of reporting capabilities.

• Verification of alerts and notifications.

• Verification of administrative functions.

• Verification of communication between all three panels and the central management system.

The County reserves the right to require correction of any deficiencies identified during testing prior to final acceptance.

9. Warranty and Technical Support The Contractor shall identify all applicable manufacturer and Contractor warranties.

Proposals shall clearly state:

• Warranty period.

• Equipment covered under warranty.

• Labor covered under warranty.

• Software/support coverage.

• Technical support availability.

• Response times for service calls.

• Preventive maintenance options.

• Costs associated with post-warranty support.

10. Vendor Proposal Requirements Vendors shall provide sufficient information for the County to evaluate the proposed solution, including:

• Detailed description of the proposed electronic key tracking system.

• Manufacturer and model numbers for major components.

• System capacity.

• Network requirements.

• Security features.

• User authentication options.

• Reporting capabilities.

• Alert/notification capabilities.

• Installation methodology.

• Implementation schedule.

• Training plan.

• Warranty information.

• Technical support plan.

• Maintenance requirements.

• Five-year anticipated operating/support costs, if applicable.

• Any recurring licensing, subscription, software, or maintenance fees.

• Any County-provided infrastructure or services required for implementation.

11. Minimum Capacity The proposed system shall support a minimum total capacity of 224 key/key-set positions, consisting of:

Location Minimum Capacity Booking 32 Annex 32 Central Roll Call Room 160 Total 224

12. Complete Solution The County intends to procure a complete, operational electronic key tracking solution. Vendors shall include all equipment, software, licenses, accessories, installation, configuration, programming, training, and other components reasonably necessary to provide a fully functional system.

Any exceptions, exclusions, assumptions, or additional requirements shall be clearly identified in the vendor's proposal.

PROPOSAL FORM

Instructions: Complete all THREE parts of this bid form.

THIS FORM MUST BE COMPLETED AND SUBMITTED WITH YOUR BID.

PART I: Proposal Summary Complete the information below. If submitting multiple proposals, submit separate Proposal Form for each.

1. Electronic Key Management Panel – Booking Area $

2. Electronic Key Management Panel – Annex $

3. Electronic Key Management Panel – Central Roll Call Room $

4. Key/key-set holders, electronic locking mechanisms, and associated hardware $

5. Central Management Software/Platform $

6. User authentication/access-control equipment $

7. System controller/server/appliance, if required $

8. Required Software Licenses $

9. Network interface/connectivity equipment $

10. Site Preparation $

11. Installation – Booking Panel $

12. Installation – Annex Panel $

13. Installation – Central Roll Call Room Panel $

14. Network Installation/Configuration $

15. System Programming and Configuration $

16. Key/key-set programming and assignment $

17. Software Installation/Configuration $

18. Training – Initial Administrator Training $

19. Training – Initial End-User Training $

20. Technical Support – Emergency/On-Site Service – Hourly Rate $ /hr

21. Technical Support – Remote – Hourly Rate $ /hr

22. Preventative Maintenance – Hourly Rate $ /hr

23. Recurring Software and Licensing Costs $

TOTAL BID (1 THROUGH 20) $

24. Number of Days for Completion – Completion Time /Days

PART II: Addenda Acknowledgements (if applicable) Each vendor is responsible for determining that all addenda issued by the Rockdale County Finance Department – Purchasing Division have been received before submitting a bid.

PART III: Vendor Information:

Company Name Address Telephone E-Mail Representative (print name) Signature of Representative Date Submitted

Addenda Date Vendor Received Initials “1” “2” “3” “4” “5” “6”

ROCKDALE COUNTY BOARD OF COMMISSIONERS

NON-COLLUSION AFFIDAVIT OF VENDOR

State of ____________________)

County of ____________________)

___________________________________________, being first duly sworn, deposes and says that:

(1) He is____________________________________ (owner, partner officer, representative, or agent) of ___________________________, the Vendor that has submitted the attached RFP;

(2) He is fully informed respecting the preparation and contents of the attached RFP and of all pertinent circumstances respecting such RFP;

(3) Such RFP is genuine and is not a collusive or sham RFP;

(4) Neither the said Vendor nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham RFP in connection with the Contract for which the attached RFP has been submitted or refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Vendor, firm or person to fix the price or prices in the attached RFP or of any other Vendor, or to fix any overhead, profit or cost element of the proposing price or the proposing price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against Rockdale County or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached RFP are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Vendor or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed)

(Title)

Subscribed and Sworn to before me this ___________ day of _____________, 202__

Name__________________________________________________

Title__________________________________________________ My commission expires (Date)

ROCKDALE COUNTY BOARD OF COMMISSIONERS

NON-COLLUSION AFFIDAVIT OF SUB-CONTRACTOR

State of ____________________)

County of ____________________)

___________________________________________, being first duly sworn, deposes and says that:

(1) He/She is____________________________________ (owner, partner officer, representative, or agent) of ___________________________, the sub-contractor that has submitted the attached RFP;

(2) He is fully informed respecting the preparation and contents of the attached RFP and of all pertinent circumstances respecting such RFP;

(3) Such RFP is genuine and is not a collusive or sham RFP;

(4) Neither the said sub-contractor nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Vendor, firm or person to submit a collusive or sham RFP in connection with the Contract for which the attached RFP has been submitted or refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Vendor, firm or person to fix the price or prices in the attached RFP or of any other Vendor, or to fix any overhead, profit or cost element of the proposing price or the proposing price of any other Vendor, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against Rockdale County or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached RFP are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the sub-contractor or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

(Signed)

(Title)

Subscribed and Sworn to before me this ___________ day of _____________, 202__.

Name_________________________________________________

Title_________________________________________________ My commission expires (Date)

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _____________________________

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor.

Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,202__.

NOTARY PUBLIC

My Commission Expires:

Sub-subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract for (name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) and (name of contractor) on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to (name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract).

Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to (name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract).

Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Sub-subcontractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 202__ in _____(city), ______(state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,202__.

NOTARY PUBLIC

My Commission Expires:

Affidavit Verifying Status for County Public Benefit Application

By executing this affidavit under oath, as an applicant for the award of a contract with Rockdale, County Georgia, I __________________________. [Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity] am stating the following as required by O.C.G.A. Section 50-36-1:

1) ______ I am a United States citizen

OR

2) ______ I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant: Date

Printed Name:

Alien Registration number for non-citizens

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 202 .

Notary Public My commission Expires:

*Note: O.C.G.A. § 50-36-1(e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below.

Certification of Absence of Conflict of Interest For Development of Specifications or Scope of Work

Required for each contract or arrangement to prepare or develop specifications or requirements

(O.C.G.A. § 36-80-28)

The undersigned Consultant, who is entering into a contract or arrangement with Rockdale County to prepare or develop specifications or requirements for an invitation for bids, request for proposals, purchase order, or any other type of solicitation for said Rockdale County certifies that:

1. Consultant shall avoid any appearance of impropriety and shall follow all policies and procedures of Rockdale County, as may be related to the project.

2. Consultant discloses below any material transaction or relationship currently known to Consultant that reasonably could be expected to give rise to a conflict of interest, including, but not limited to, that of the Consultant, or the Consultant’s employees, agents or subsidiaries (Include past, present, or known prospective engagements, involvement in litigation or other dispute, client relationships, or other business or financial interest):

3. Consultant shall immediately disclose any material transaction or relationship subsequently discovered during the pendency of the contract or arrangement.

4. Consultant acknowledges that any violation or threatened violation of the agreement may cause irreparable injury to the Rockdale County, entitling Rockdale County to seek injunctive relief in addition to all other legal remedies.

Signature of Contractor’s Authorized Official

Printed Name & Title of Authorized Official

Date

ROCKDALE COUNTY

LOCAL VENDOR PREFERENCE

AFFIDAVIT OF ELIGIBILITY

Complete all areas below. Incomplete forms may be rejected.

l. LEGAL NAME OF FIRM:

Mailing Address: Physical Address (if different):

2. Year your business was established in Rockdale County:

3. Business License:

License Number: County

4. For transactions which require sales tax, provide the following Reseller information:

Reseller Permit Number: ------------

Enter the Company Name and Address as it appears on permit:

5. Does your business have more than one office in the State of Georgia?

Yes

No

If Yes, specify the office location considered as the point-of-sale for sales tax purposes:

6. Was the local business required to pay business and/or real property tax for the most recent tax year?

Yes No

If Yes, did the local business pay any of this tax to Rockdale County?

Yes No

Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation, or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Rockdale County products and services for a period of one (1) year.

Authorized Signature: Date:

Printed Name & Title: Phone:

SAMPLE AGREEMENT FOR THE PURCHASE AND INSTALLATION

OF ELECTRONIC JAIL KEY SYSTEM

The County reserves the right to revise this agreement as it is a sample agreement.

This Agreement entered into on this ______ day of ________, 2026, between ROCKDALE COUNTY, GEORGIA, a political subdivision of the State of Georgia, whose address is 981 Milstead Avenue, Conyers, Georgia 30012, (hereinafter referred to as the “County”) and [CONTRACTOR NAME], a Georgia corporation, whose address is [CONTRACTOR ADDRESS], (hereinafter referred to as “Contractor”).

WHEREAS, the County desires to engage the services of Contractor for the purchase, installation, and implementation of an electronic jail key system.

WHEREAS, Contractor is qualified to perform this service and desires to render this service to the County as provided herein.

NOW THEREFORE, the County engages the…