PERSONAL EMERGENCY

REPSONSE SYSTEM FOR

CLIENTS OF JEFFERSON

COUNTY OFFICE FOR THE

AGING

RFP #26-89

JEFFERSON COUNTY PURCHASING DEPARTMENT

HISTORIC COURT HOUSE, 195 ARSENAL STREET

WATERTOWN, NEW YORK 13601-2565

PH: (315) 785-3077

FAX: (315) 785-7591

Email: Bids@jeffersoncountyny.gov

Date of Notice: September 2, 2026

Notice to Proposers

Sealed Proposals will be received by the Office of the County Purchasing Department electronically via the Jefferson County Purchasing Department’s webpage:

https://www.jeffersoncountyny.gov/departments/Purchasing/OpenSolicitationsandBidOpportunities or in person or via mail at: Jefferson County, 195 Arsenal Street, Watertown, New York 13601 until WEDNESDAY, SEPTEMBER 30, 2026, AT 2:30PM, EST., for the following:

RFP #26-89 –

PERSONAL EMERGENCY RESPONSE SYSTEM FOR CLIENTS OF JEFFERSON COUNTY OFFICE FOR THE AGING

Proposals may not be submitted via fax or email, and Proposals received after this deadline will not be eligible for consideration.

Copies of this Proposal may be examined and copies obtained at the County Purchasing Department.

Completed proposals will be reviewed and evaluated by the County in anticipation of the awarding of a contract.

Jefferson County reserves the right to reject and or waive any and all proposals and to waive any irregularities in procedure.

Any questions regarding this Request for Proposal should be submitted in writing (mail, fax or email) to the Jefferson County Purchasing Department at bids@jeffersoncountyny.gov.

mailto:Bids@jeffersoncountyny.gov https://www.jeffersoncountyny.gov/departments/Purchasing/OpenSolicitationsandBidOpportunities

PERSONAL EMERGENCY RESPONSE SYSTEM

DETAILED SPECIFICATIONS

1.0 PURPOSE

The purpose of this RFP is to obtain proposals for securing the services of a qualified firm to provide Personal Emergency Response Services (PERS) to eligible clients residing in Jefferson County.

The Personal Response System consists of an electronic call device which is installed in the client’s residence and linked via the clients’ telephone line or cell phone, with a central emergency response center (monitoring agency). In case of sudden illness, accident or other emergency, the client can notify the emergency response center immediately in order to secure assistance.

The responder working with Jefferson County’s Office for the Aging, will supply, install, and maintain an electronic call device in the client’s home and operate a central emergency response center.

2.0 SUBMITTAL CONTENT AND FORMAT

In order for the County to conduct a uniform review process of all proposals received, proposals must be submitted in the format set forth below. Failure to follow this format may be cause for rejection of the proposal because adherence to this format is critical for the County’s evaluation process:

A. TITLE PAGE

This page should include the RFP number, responder’s name, address, telephone, fax and email address. Responder must also clearly identify the name(s) of the contact person responsible for inquiries regarding the RFP submission and the person responsible to bind the company contractually.

B. QUALIFICATIONS AND EXPERIENCE

Each proposal should include the history of the company, a description of their professional qualifications, prior experience with similar projects, demonstrated capabilities, including demonstrated ability to work effectively with other service and system providers (eg, County government).

Identify all personnel assigned to act as liaison to the County.

Provide a minimum of three (3) references, excluding Jefferson County, for similar projects.

Include contact name, telephone number, dates of contract, dollar value of contract and brief description of the program. Specific emphasis should be placed on contracts within the previous five years.

C. PROPOSED PLAN

Describe equipment to be used including manufacturer, model, and description of features including:

• Receiver Console o Range o Availability of Language(s) o “Seize the line” capability o Response to Power Outages o Hours of service provided by back-up battery o Ability to provide service if client does not have or use a land line o Ability to provide ADA compliance to visually impaired clients o Malfunction monitoring/battery operation at emergency response center o Options offered o Remote Activator (Transmitter) o Description of equipment o Water resistant o Fall detection

• Availability of Key Pads for clients

• Describe your Customer Service policies including customer calls, installation, training, turnaround time of installation, periodic service testing, cancellation of service and pick-up including any additional charges that are applicable.

• Identify the office address or locality from which installers and service personnel will be dispatched.

• Explain what steps and time frame will be necessary to implement services.

• Describe what reports will be provided to the County effectively capturing required data and the timeframe in which they are provided. Reports at a minimum shall include number of units installed in each location, dates of test and times and dates when units were set off. Attach samples of all reports to be used.

• Describe the plan to work with the County.

D. FEE/COST PROPOSAL

• Fees – The Responder’s Fee Proposal Sheet shall be included in all copies of the proposal. The fee quoted will include all labor, materials, travel, equipment, installation, training and removal and other costs necessary to fully provide the services described.

• Units in place for part of a month will be billed as follows:

1. Units installed after the first of any month will be billed pro-rated for that month.

2. Units returned during the month will be billed for that month on a pro-rated basis.

• Contractor shall render monthly itemized statements to the County no later than the 10th day of the following month, setting forth in such a form as the County shall reasonably require the Services delivered, dates provided, applicable rate and amount due, and same shall be paid, after County approval and County audit, directly to Contractor no later than thirty (30) days thereafter. All necessary records shall be maintained as will fully document each transaction and shall be kept in accordance with sound accounting practices.

• The County will notify Contractor of a Client’s discharge from the Program and will not be responsible for payment after such notification. The County will be notified of any potential discharge of a Client from delivery of Services.

• No Client or any other person shall be required or requested by Contractor to make any payment for Services delivered by Contractor in addition to the payment made by County pursuant to this Agreement.

• Contractor agrees not to request payment for, or to receive payment for Services which are not rendered in compliance with this Agreement.

• Describe in detail the company’s billing and payment policies and include a copy of a statement and any other related billing forms with the fee proposal. Include a description of third party billing policies including direct third party billing, notification or other options available to the consumer.

3.0 SCOPE OF WORK

Upon notification of a request for installation the provider will arrange with the client a mutually convenient appointment within 5 working days. The provider will notify the County of the appointment and confirm completion of the installation.

The provider will furnish all parts and equipment necessary for installing the PERS into a functioning telephone system or cell phone in an appropriate location.

The provider will instruct the client in the use and maintenance of the PERS and will furnish the client with simple written instructions including how to report a malfunction.

Provider will forward to the County within 5 working days of the installation a form signed by both a company representative and by the client or client’s representative confirming the date of the installation and clients understanding of the use and maintenance of the PERS.

Equipment shall be approved by the Federal Communications Commission and meet UL safety standard 1637 and all other standards and/or revisions applicable during the term of the agreement. Equipment must be installable into clients functioning telephone line, be compatible with rotary or touch tone telephones and provide voice to voice capability.

Provider must furnish all necessary connectors and equipment etc. to properly install equipment at no additional cost.

The provider must replace PERS equipment batteries when necessary, at no additional costs to the client or the County.

Provider will maintain all units in working order and all units which fail, including activator devices, must be replaced by the provider at no additional cost within 24 hours of failure including Saturday and Sunday replacement if necessary.

The Vendor will remove the PERS equipment from the Client’s residence in accordance with the following guidelines:

• On the day an Agency telephones the Vendor requesting removal of PERS equipment from a Client’s home, the Vendor must telephone the Client or the Client’s representative to arrange a mutually convenient time for the removal.

• The Vendor must remove the equipment within seven (7) working days of receipt of written notification from an Agency.

• On the day the equipment is removed, the Vendor must notify the appropriate

Agency by telephone of the completion of the activity.

• Within seven (7) business days after the equipment is removed, the Vendor must send the Agency a written confirmation of the removal signed by the Vendor’s representative and by the Client or the Client’s representative.

• In the event of a Client’s death, contact information for the Vendor must be provided on the unit and/or with the agreement to return the equipment.

Standards for PERS Equipment:

• The Vendor agrees to assure that all PERS equipment complies with the PERS equipment standards set forth in 18 NYCRR§505.33(g), as may be amended, and/or such directives regarding PERS providers as the New York State Office for the Aging may issue in addition to all pertinent provisions of Federal law and regulations.

The following outlines the minimum responsibilities expected of the Responder.

• All PERS equipment installed shall remain the sole property of Contractor, and may consist of new or reconditioned units at the option of Contractor. Upon termination of Services for a Client, Contractor shall have the right to repossess its equipment, upon reasonable notice to the County.

• Contractor shall initiate Services for the individual Clients within five (5) working days of receiving a request from the County. Furnishing of equipment will be in accordance with a schedule submitted to Contractor by the County. Contractor will notify the County if it is unable to comply with a request for Services to a Client. Participants, prior to the commencement of Services to a Client, shall be notified by Contractor of the expected date and time. Contractor shall render installation Services Monday – Friday between 7:30 a.m. – 4:00 p.m., except for emergency situations.

• Contractor shall provide to each Client receiving Services any written agreements which it requires from persons to receive Services, and a sample copy of same shall be provided to the County.

• Contractor shall install the PERS only for those Clients who have suitable electric and telephone or cellular service so as to allow for proper operation of the PERS equipment. Contractor shall instruct Clients for whom the PERS is installed in the use and routine maintenance of the PERS equipment. After installation, Contractor shall routinely inspect, periodically test, and service the PERS equipment supplied pursuant to this Agreement. Contractor shall investigate all bonafide complaints of PERS malfunctions within 24 hours and immediately report the status of its investigations and remedies to OFA. Contractor shall notify the County and/or the Office for the Aging prior to removal of a PERS from a Client’s premises.

• Contractor shall provide a 24 hour per day, seven day per week monitoring and response for the PERS provided under this Agreement.

• Contractor shall use personnel to install, inspect and maintain the PERS equipment who are appropriately qualified, who will wear a visible form of identification and who will treat Clients in a courteous manner.

• Contractor shall insure that Contractor’s principals and/or employees performing

Services under this Agreement satisfy all training required under Federal and New York State laws and regulations, and shall document compliance with such laws and regulations, which documentation shall be subject to inspection by the County, NYSOFA and the federal government upon request.

• The County, upon written request to Contractor, may examine the credentials of each employee or agent of Contractor who is to perform Services under this Agreement in order to determine the qualifications of each such individual.

Upon written request and with good cause, Contractor shall disqualify those determined by the County to be inappropriate for the performance of Services under this Agreement.

• Contractor shall complete an annual performance review for its employees performing Services under this Agreement which shall: (i) meet applicable federal and state requirements, (ii) allow input from the County’s personnel, (iii) comprehensively and completely evaluate the competency of the employee and the performance of the employee in caring for Clients, and (iv) be kept in the Contractor’s personnel files for the employee and available upon request to the County, NYSOFA and the federal government.

• Contractor shall immediately notify the County in the event of an emergency which would preclude Contractor from rendering Services as required under this Agreement.

• Contractor agrees to abide by the patient care policies, requirements for patient care services, and record keeping directive of the County in providing Services

• Contractor shall maintain liaison with the County to assure that care planning and service delivery are coordinated, supervised and integrated effectively into the patient care responsibilities of the County.

• The County shall maintain and provide Contractor with a schedule of Clients and document Services rendered by Contractor.

• Contractor shall participate in Client care conferences upon request of the County, and may participate in such conferences upon Contractor’s request.

• The County and Contractor shall mutually exchange information relative to problems noted and any difficulties encountered as may be reasonably needed and requested concerning the County patients. Conferences may be necessary where issues of record confidentiality and Client care information are involved.

• The Parties acknowledge and agree that the County shall retain sole authority and responsibility for the admission and discharge of Clients to the County programs, including the Program.

• The County, as the agency to which Clients are admitted, retains ultimate responsibility for the coordination and provision of client care. The County shall supervise and evaluate the Services rendered by Contractor through periodic home visits by case managers, Client interviews, and through periodic review of clinical documentation submitted by Contractor’s employees. Notwithstanding the foregoing, the obligations of Contractor under this Agreement are not thereby limited, and Contractor remains fully responsible for all its acts or omissions and those of its employees or agents in the rendering of Services

• If in the course of supervising Contractor’s provision of Services under this

Agreement, The County should identify apparent incompetence or misconduct on the part of an employee of Contractor, a detailed written report shall be provided by County to Contractor reflecting the apparent incompetence or misconduct. Contractor will promptly investigate the matter, and, within a reasonable time under the circumstances, provide a written response to the County reflecting the conclusion of the investigation and any remedial actions taken. Notwithstanding the foregoing, upon written request and with good cause, Contractor shall disqualify from performing Services under this Agreement those of Contractor’s employees determined by the County to be unqualified or incompetent to perform such Services.

• Notwithstanding any other provisions in this Agreement, both the County and

Contractor remain responsible for: (i) ensuring that any service provided pursuant to this Agreement complies with all pertinent provisions of federal, state and local statutes, rules and regulations; (ii) planning, coordinating and ensuring the quality of all services provided; and (iii) ensuring adherence to the Plan Of Care established for each Client. Where this Agreement is otherwise silent as to the standards of care or procedures to be followed by Contractor in rendering Services, such Services shall be rendered in accordance with applicable codes, rules and regulations, or, absent such codes, rules or regulations, in accordance with generally accepted standards of care in the community.

4.0 EMERGENCY RESPONSE COMMUNICATOR AND ACTIVATOR DEVICES

Emergency response communicators must be capable of being activated by remote wireless devices, i.e hand held, part of smoke detector, part of panic switch, etc. The communicator devices must also have a button to generate a signal. Activator devices must be capable of being activated by pressing a pressure sensitive switch on the front of the unit unless part of a special unit such as a smoke detector or a unit provided with special needs as described below.

• Client activated – hand held, wrist located, pendant, wall mounted, etc.

• High and Low temperature detectors’ alarm.

The provider must maintain all installed PERS in proper working order and replace non-functioning units when notified by the County or the client. The County will be notified upon replacement of a malfunctioning unit.

Units must have “seize the line” circuitry that guarantees the unit has priority over a telephone should the unit be off the hook or in use when unit is activated. Unit must seize the line and send emergency signal when activated and return telephone to normal use after emergency without the client manually resetting the unit.

Unit should have a visual warning signal to indicate unit is operating on standby DC power;

warning signal to emergency response center before a low battery condition exists.

System must monitor telephone line and signal the call center when client telephone line is not functioning.

Operator at emergency response center must be able to control the talk/listen circuit and be able to amplify his voice as needed to get patient’s attention.

Microphone in communicator must insure effective voice communications anywhere in the client’s home when client is speaking in normal conversational tones.

Unit must perform self-diagnostic tests of its features for normal operations. Results of diagnostics must be transmitted to emergency response center. Operator must order appropriate service call when malfunctions are observed.

5.0 EMERGENCY RESPONSE CENTER

Provider must maintain a 24 hour emergency response center staffed with trained emergency response operators who have no duties other than those associated with the operations of the PERS.

The Vendor will create, maintain and protect Client data records. Each record must include:

• The Client’s name, address (including apartment number and floor), and telephone number.

• Receive and acknowledge within two minutes signals from clients.

• Establish immediate 2-way voice communication with clients send the emergency signal.

• Be capable of responding to multiple emergency signals simultaneously.

• Notify a third party as designated by the client to respond to an emergency via immediate telephone contact without interrupting or terminating direct voice contact with the client.

• Verify a resolution of the emergency and notify the County within 24 hours.

The provider will be responsible to maintain 24 hour staffing of the emergency response center using trained operators.

The provider will be responsible to provide language interpreters 24 hours a day.

The provider will furnish all operators with written training materials and procedures for the operation of the center. Copies of the training materials should be included in the response.

The operators must pass a written test administered by the provider pertaining to proper operation of the system and response to emergencies prior to being assigned to the call center. Copies of the written test should be included in the response.

The provider will insure continuous PERS monitoring and response capabilities during power failures, mechanical malfunctions or other emergencies.

PERS should be capable of operating for 24 hours without external power in case of a power failure in the client’s residence.

Provider must have an automated client data storage and retrieval system which includes pertinent client information. Provider must protect the client records from alteration or destruction and protect the confidentiality of client records.

THE FOLLOWING IS APPLICABLE TO ALL SERVICES PROVIDED TO OFFICE FOR THE AGING

CLIENTS ONLY

6.0 GRIEVANCE PROCEDURES

There could occasionally be instances of older individuals, family members or caregivers, who are dissatisfied with or denied services. Should these complaints not be satisfactorily resolved, you are obligated under this agreement to notify such individuals of their right to file a formal written grievance.

I. Purpose

A. In accordance with Section 306 (a) (6) (P) of the Older Americans Act, as amended (OAA), the Jefferson County Office for the Aging has established the following process for resolving complaints from older persons who are dissatisfied with or denied services funded under Title III of the Act.

II. NOTIFYING PARTICIPANTS OF RIGHT TO FILE GRIEVANCE

A. The Jefferson County Office for the Aging and each of its service provider agencies providing Title III services (“service provider agencies”) shall notify participants and applicants of their right to file a grievance, as follows:

(1) A summary of the procedures, including a statement that assistance to file shall be provided to older persons, must be prominently posted at service delivery sites or offices at which participants and service applicants apply for services. Summaries shall also be written in languages other than English where required to serve the client/applicant population.

(2) In-home services participants shall be informed of the grievance procedures through written and verbal statements provided to them upon assessment and/or reassessment for services.

B. Denial of Service. A participant or applicant who is denied Title III services must be given the reasons for the denial. For housekeeping, homemaker, home delivered meals, case management, and other services for which written applications are made, the denial shall be confirmed in writing and the applicant informed of the right to file a grievance and to whom the grievance shall be addressed. For congregate meals, transportation, recreation and other services which are applied for by telephone or verbally, in person, the client may be told of the right to file a grievance verbally.

III. Grievance Process

A. Filing of Grievance

(1) Participants must submit their grievances in writing to the person(s) or office that has been designated by a service provider or by the Jefferson County Office for the Aging Director, whichever is appropriate, to conduct the initial review. The reviewer may be the director of the service provider agency of the Jefferson County Office for the Aging, or any other person designated by such director who is not familiar with or otherwise involved in the grievance.

(2) The grievance should be filed within thirty (30) days of denial, reduction or termination of services, or of the event or circumstance with which the participant is dissatisfied. The Jefferson County Office for the Aging or service provider may grant an extension for good cause shown.

(3) The grievance should be filed on the form provided by the Jefferson County Office for the Aging which shall include a written statement setting forth in detail the date, time and circumstances that are the basis of the complaint.

B. Investigation and Response to Grievance

(1) The designated reviewer who performs the initial review shall investigate the grievance, including, as appropriate, meeting with the grievant and other persons involved in the action(s) complained of or in the denial of services.

The reviewer shall review all pertinent facts and/or documents, and shall determine whether the agency action was made in accordance with lawful procedures (that is, consistent with the applicable OAA and or State laws, regulations and policies) and supported by the facts.

(2) The designated reviewer shall prepare and send a written response to the grievant and to the Jefferson County Office for the Aging Director within fifteen (15) days after the grievance is filed. The response shall set forth the circumstances relating to the grievance, the action requested by the grievant, the findings of the reviewer, a proposed remedial action, if any, and reason(s) for and facts relied on in the determination. If the grievance is being handled by a subcontractor organization, a copy of its decision must be forwarded to the Director of the Jefferson County Office for the Aging.

C. Appeal of Initial Response/Decision

(1) If the complaint has been handled by a service provider agency, under subcontract to the Jefferson County Office for the Aging, and the grievant is not satisfied with its determination, she/he has the right to further review as follows:

(a) She/he may initiate a request for subsequent review by the Jefferson County Office for the Aging Director within twenty (20) calendar days following receipt of notification by the service provider agency of its decision.

(b) The Jefferson County Office for the Aging Director shall request, and the subcontractor agency shall provide, copies of the initial file on the complaint in question.

The Jefferson County Office for the Aging Director will review the materials to ensure that pertinent policies and procedures have been applied and followed. If appropriate, the Jefferson County Office for the Aging Director will meet with the older person to allow the grievant an opportunity to present information about the grievance.

(c) If policies and procedures have been adhered to, The Jefferson County Office for the Aging Director will not overturn the decision of its subcontractor agency. If proper policies and procedures have not been applied, the Jefferson County Office for the Aging reserves the right to overturn the decision. The subsequent review shall be completed within forty-five (45) days of receipt of the request by the older individual and the grievant will be notified in writing of the result of the subsequent review.

IV. Recordkeeping

The Jefferson County Office for the Aging or service provider agency which is handling the grievance shall keep a file, for six (6) years, of all relevant documents and records.

This shall include at a minimum: the initial grievance; any investigative reports; any written response submitted by the Jefferson County Office for the Aging or service provider agency; any documents or other records submitted by any party; the written Initial Response of the agency; and, if applicable, the notice to the grievant of the right to an appeal.

V. Confidentiality

No information, documents or other records relating to a grievance shall be disclosed by program staff or volunteers in a form that identifies the grievant without the written informed consent of the grievant, unless the disclosure is required by court order or for program monitoring by authorized agencies.

7.0 STANDARD TERMS AND CONDITIONS FOR AGING PROGRAMS AND SERVICES CONTRACTS

1. Statutes, Regulations, and Policies: Contractor agrees that all its activities under this

Contract shall conform with all applicable Federal, State, and Local laws, and with Federal and State regulations, and program standards and Program Instructions of the New York State Office for the Aging (NYSOFA) that apply to such activities, including, but not limited to:

Rehabilitation Act of 1973, Sec. 504 (29 U.S.C. 794, Nondiscrimination)

Americans with Disabilities Act of 1990 (42 U.S.C. 12101, et seq.; see 92-PI-32, [8/4/92]) Civil Rights Act of 1964, Title VI, as amended (42 U.S.C. 2000-d-et.seq.)

Older Americans Act

Executive Order 13166 (Improving Access to Services for Persons with Limited English Proficiency)

Federal Executive Order, 11246, as Amended by Executive Order 11375 (Affirmative Action); as Amended by Executive Order 12086 (Consolidation of

Compliance Functions); and as Amended by Executive Order 13279 (Equal Protection for Faith-Based and Community Organizations)

Executive Law, Article 15 (State Human Rights Law Prohibiting Discrimination Based on Race, Color, Creed, National Origin, Sex, Age, Disability, Sexual Orientation and Other Factors)

Equal Access to Services and Targeting Policy (12-PI-08) Elder Law

2. Targeting: Contractor, to the extent it has discretion regarding to whom it will provide services, agrees to provide services to those unserved and underserved older adults in greatest social or economic need, particularly those who are low-income, low-income minorities, older adults with limited English proficiency, Native Americans, and frail/persons with disabilities and older adults residing in rural areas, in accordance with their need for such services, and to meet specific objectives established by the AAA for providing services to the above groups within the PSA. The Contractor agrees to concentrate the services on older adults in the targeted populations identified by the AAA following the methods the AAA has established for complying with the targeting requirements under the Older Americans Act and the Equal Access and Targeting Policy issued by the New York State Office for the Aging.

3. Language Access: Contractor shall inform persons with limited English proficiency (LEP) of the availability of language assistance, free of charge, by providing written notice of such assistance in a manner designed to be understandable by LEP persons at service locations and, at a minimum, have a telephonic interpretation service contract or similar community arrangement with a language interpretation services provider of their choice. The Contractor shall train staff that have contact with the public in the timely and appropriate use of these and other available language services.

4. Conformance with AAA Area Plan: To the extent that the contract with the AAA is for a program or service funded under the Area Plan, Contractor agrees that it and any subcontractors will perform such work in accordance with the terms of the Area Plan.

The AAA agrees to make the Area Plan available to Contractor.

5. Contractor agrees that for programs established and funded in whole or in part pursuant to Title III of the Older Americans Act, Contractor shall: specify how it intends to satisfy the service needs of low-income minority individuals, older adults with limited English proficiency, and older adults residing in rural areas in the area served by it; to the maximum extent feasible, provide services to low-income minority individuals, older individuals with limited English proficiency, and older adults residing in rural areas in accordance with their need for such services; and meet specific objectives established by the AAA, for providing services to low-income minority individuals, older adults with limited English proficiency, and older adults residing in rural areas within the planning and service area.

PERSONAL EMERGENCY RESPONSE SYSTEM

COST PROPOSAL PAGE

INSTALLATION COST PER UNIT $ _______________________

MONITORING COST PER MONTH $ _______________________

COMPANY NAME: _________________________________ DATE: ______________________

INSTRUCTIONS TO PROPOSERS

A. DOCUMENTS

A complete set of documents shall be used to prepare a response to this request. The County does not assume responsibility for errors or misinterpretations resulting from the use of incomplete sets of the documents which make up this request. A complete set of documents may be examined or obtained from the Jefferson County Purchasing Department. If submitting by mail or in person, proposals should be in a sealed envelope marked with the name of the RFP and the words “SEALED PROPOSAL” written on the outside of the envelope.

Please submit two (2) copies - one (1) original unbound and one (1) copy.

B. GENERAL INFORMATION

An RFP defines the situation for which the services are required, how they are expected to be used and/or problems that they are expected to address. Proposers are invited to submit solutions which will result in the satisfaction of the County’s objectives in a cost-effective manner. The proposed solutions are evaluated against a predetermined set of criteria of which price may, but may not always be the primary consideration.

The County has endeavored to incorporate within these specifications all the elements which it reasonably anticipates will be required to accomplish the intended objectives set forth in this Request for Proposal. In submitting a proposal, the Proposer is agreeing to provide services consistent with these specifications.

Anything not specifically noted but deemed necessary for the operation of the proposal solution should be included in all proposals. If a Proposer identifies an additional element which in its judgement would be essential to accomplish the intended objectives of this RFP, the Proposer should explain in detail why the County should consider including this element within the Request for Proposals. Conversely, if a Proposer identifies a task in the RFP which could be modified or deleted without impacting the objectives of the RFP, the Proposer should provide an explanation as to why the task should be deleted or modified. The County reserves the right to accept or reject the addition, deletion or modification of an element of these specifications.

Formal requests for clarification or questions regarding this Request for Proposal should be submitted via email to the Jefferson County Purchasing Department, 195 Arsenal Street, Watertown, New York 13601, at bids@jeffersoncountyny.gov. Any information given to a Proposer in response to a formal request will be furnished to all Proposers as an amendment to this solicitation if such information is deemed necessary for the preparation of uniform proposals. Only such amendments when issued by the County Purchasing Department will be considered as being binding on the County. Verbal explanations or instructions given by a County employee, consultant, etc, to a Proposer regarding this solicitation shall not be binding on the County, and shall be considered informal unless confirmed in writing by the Purchasing Department. The County will issue no response to any request for clarification received later than ten (10) days prior to the proposal due date.

PLEASE NOTE THAT THE COUNTY WILL NOT PROVIDE VERBAL RESULTS OF ANY RFP. REQUESTS FOR COPIES OF THE FINAL AWARD OR RELATED DOCUMENTS MUST BE SUBMITTED IN WRITING (EMAIL IS ACCEPTABLE) TO THE JEFFERSON COUNTY PURCHASING DEPARTMENT. RESPONSES WILL BE PROVIDED AS SOON AS

POSSIBLE.

While it is the County’s express intention to issue a fair and competitive document, the County reserves the right to waive specific requirements of this solicitation when such waiver is deemed to be in the County’s best interest. This Request for Proposal does not commit the County of Jefferson to award a contract or pay any costs incurred by a Proposer in the preparation of a proposal. Any Proposer who submits a proposal in response to this solicitation does so at their own expense including attendance at subsequent meetings to discuss their proposal.

C. EVALUATION – AWARD

All proposals received in response to this RFP will be evaluated to determine if they are complete and meet the requirements specified in this RFP. After determining that a proposal satisfies the requirements stated in the RFP, a comparative assessment of the relative benefits and deficiencies of the proposal in relationship to the published evaluation criteria will be made using subjective judgement. The award of a contract shall be based on the best proposal received in accordance with the evaluation criteria described below, and whose offer is judged to be the most advantageous to the County. If needed, additional information, and/or interviews may be requested.

Proposal will be evaluated based on the following criteria:

• OVERALL PLAN TO PROVIDE REQUIRED SERVICES

o Completeness of responder’s proposed plan to provide Personal Emergency Response

Services o Demonstrated capability of the responder to satisfactorily meet not only the requirements outlined in this document but all necessary phases of the program.

o Equipment features, and options offered.

o Organization and operation of Response Center o Length of response time to client situations o Responder’s emergency preparedness o Reporting capabilities o Plan to accomplish all required tasks.

• FEE/PRICING PROPOSAL

o Cost of proposal o Reasonableness of optional fees

• QUALIFICATIONS AND EXPERIENCE

o Responder’s experience providing similar service to other clients of similar size o Personnel qualifications and experience o Responder’s business history and viability o References

The County of Jefferson reserves the right to accept or reject any or all proposals, (in whole or in part), received to waive any technical defect, qualification, omission, informality, or irregularity, to negotiate with all qualified Proposers, or to cancel in part or in its entirety this Request for Proposal if it is deemed in the best interests of the County to do so.

The County of Jefferson may award a contract based upon the proposals received without discussion of such proposals with Proposers. Each proposal should therefore be submitted with the most favorable terms the Proposer can make to the County.

D. QUALIFICATIONS

Each Proposer must be prepared to present satisfactory proof of his capacity and ability to successfully complete the requirements of this solicitation.

The County reserves the right to make whatever investigations or inquiries necessary to determine the competency and ability of any Proposer to complete the requirements of this solicitation. A review may include but not be limited to inspection of the Proposer’s facilities and equipment, references or previous contract performance with the County or others.

E. DISQUALIFICATION

The County reserves the right to reject any proposal for any of the following reasons:

• Failure to satisfy the requirements of this RFP.

• Failure to settle outstanding bills for labor or materials related to previous contracts with the County.

• The Proposer defaulted under previous contracts with the County.

• If it is determined that the Proposer is already obligated for the performance of other work which would delay the commencement, prosecution, or completion of the services required.

• Lack of sufficient personnel, assets, or financial resources necessary to provide the services successfully as revealed by either financial statements or experience.

• Evidence of Collusion among Proposers.

• The Proposer cannot satisfy the County as to ability to perform.

F. NO MISUNDERSTANDING

Prior to submission of a proposal, it is the responsibility of each Proposer to become familiar with the requirements of this RFP. No Proposer may plead misunderstanding or deception because of the misinterpretation of estimates, scope of work, or other issues related to this request.

G. FORM OF CONTRACT

The County intends to issue its own contract or a formal Purchase Order(s) to initiate and authorize the services included in this RFP. The final contract will involve, at a minimum, the terms and conditions set forth in this Request for Proposal including the general conditions, and may include those reflected in the specific proposal submitted. The content shall be the exclusive source of the Proposer’s rights and remedies and shall supersede any and all prior writings, negotiations or agreements of any kind.

The Terms and Conditions that govern all Purchase Orders issued by Jefferson County are available on the Purchasing Department link of the County’s Website at www.jeffersoncountyny.gov.

H. CANCELLATIONS

The County of Jefferson retains the right to cancel the contract resulting from this RFP without cause provided the Contractor is given at least thirty (30) days notice of intent to cancel. This provision should not be understood as waiving the County’s right to terminate the contract for cause or stop work immediately for unsatisfactory work, but is supplementary to that provision. The County shall have the right to postpone, suspend, abandon, or terminate the contract and such action shall be in no event deemed as breach of contract. In the event of any termination, postponement, delay, suspension, or abandonment, the Contractor shall deliver to the County all data, reports, plans, or other documentation related to the performance of the contract, including, but not limited to guarantees, warrantees, plans, and shop drawings. In any of these events, the County shall make settlement with the Contractor upon an equitable basis as determined by the County and shall fix the value of the work which was performed by the Contractor prior to postponement, suspension, abandonment, or termination of the contract. This clause does not apply if the contract contains other provisions applicable to the postponement, suspension, or termination.

In the event that the County chooses to discontinue this contract by either termination or not extending the contract, the Proposer will remove all its equipment from the facilities without charge. The removal of equipment and disconnecting of service process will occur during the implementation of the new system with minimal interruption of services to this facility. It will be necessary that the incumbent vendor cooperate with the new vendor during the implementation of the new system.

I. CONTRACT TERM

The initial contract term shall be for a period of four (4) years effective upon date of award. If mutually agreed between the County and the Vendor, the contract may be renewed under the same terms and conditions for an additional one (1) year not to exceed a total contract term of five (5) years. Notice of intent to renew will be provided to the contractor generally within ninety (90) days prior to the expiration date of the current contract. This notice shall not be deemed to commit the County to renew the contract for the renewal period until such time as the County takes official action (generally by issuing a formal Purchase Order) to commit to such renewal. The County may issue new RFPs for a replacement contract at any time during the term of the initial contract if deemed necessary by the County to do so.

J. ALTERNATE PROPOSALS

Jefferson County reserves the right to consider alternatives submitted by Responders that provide enhancements beyond the RFP requirements. Proposal alternatives may be considered if deemed to be in the best interest of Jefferson County. Responders shall clearly identify and explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

GENERAL CONDITIONS

In submitting a proposal, a Proposer agrees to be bound by the requirements set forth in the following general conditions. Whenever reference is made to the term “contractor” this shall include the party with whom the County has entered into an agreement, as well as any subcontractors whom the Proposer has engaged to complete portions of this Contract.

A. The Proposer certifies that the price proposal has been identified independently, without collusion, consultation, communication or agreement for the purposes of restricting competition or any matter relating to such prices with any other Proposer or Competitor.

B. No employee of Jefferson County has any direct or indirect interest in the award of a contract for the services set forth in this Request for Proposal. The Proposer warrants to the best of his knowledge and belief there are no relevant facts or circumstances which could give rise to an organizational conflict of interest as herein defined, or that the Proposer has disclosed all such relevant information to the County. An organizational conflict of interest exists when the nature of the work to be performed under a contract may, without some restriction of future activities, either result in an unfair competitive advantage to the Proposer or impair a Proposer’s objectivity in performing the work for the County. The Proposer agrees that if any actual or potential organizational conflict of interest is discovered after the award, the Proposer will make a full disclosure in writing to the County. This disclosure shall include a description of actions which the Proposer has taken or proposes to take after consultation with the County to avoid, litigate, or minimize the actual or potential conflict. The County may terminate the contract in whole or in part if it deems such termination necessary to avoid an organizational conflict of interest. If the Proposer was aware or discovered an actual or potential conflict after award and did not disclose or misrepresented relevant information to the County, the County may terminate the contract or pursue such other remedies as may be permitted by the law or the contract.

The County may terminate any agreement if it is determined that gratuities in the form of entertainment, gifts, or otherwise were offered or given by a Proposer or representative to any County official or employee. The County may also terminate any contract if it is determined that the successful Contractor engaged in any other illegal or improper scheme that may imply favoritism or unfairness incidental to the solicitation process or the performance of the agreement. In the event that it is determined that said improper or illegal acts occurred, the County shall be entitled to terminate the agreement and/or exercise any other remedy available to it under existing law.

C. It is agreed that the successful Contractor will be responsible for any loss, personal injury, death, or other damage that may be done or suffered by reason of the Contractor’s negligence, or failure to perform any of the obligations defined by this RFP, and the Contractor hereby agrees to defend, indemnify and save the County harmless for any loss, cost, damages and other expenses suffered by the County by reason of the Contractor’s negligence or failure to perform any of the set obligations.

The Contractor agrees to defend the County in any action or suit brought against the County arising out of the Contractor’s negligence, errors, acts or omissions. The negligence of any agent, servant or employee of the Contractor is deemed to be negligence of the Contractor within the meaning of this paragraph.

D. Proposers may utilize subcontractors to complete the project provided that the Proposer is required to provide any information concerning such subcontractors requested by the County. In the event that a contract is awarded to a Proposer choosing to utilize a subcontractor, the successful Proposer will be responsible for ensuring that the subcontractors meet the requirements of this Request for Proposal and the contract between the County and the successful Proposer.

E. It is understood that the successful Proposer is an independent Contractor and shall not be considered an agent of the County, nor shall any of the Proposer’s agents or employees be considered subagents for the County.

F. The successful Proposer shall without additional expense to the County be responsible for complying with any and all applicable laws, codes, and regulations in connection with the goods and services identified in this proposal. The County fully complies with the regulatory requirements, spirit, and intent of Affirmative Action and Equal Opportunity Employment. The successful Proposer agrees to comply with the non-discrimination and employment practices as required by applicable State and Federal laws and regulations regarding employment discrimination. The Proposer assures the County that in accordance with applicable law: it does not and agrees that it will not discriminate in any manner on the basis of age, color, creed, national origin, race, religious beliefs, sexual preference or handicap. The Laws of New York State shall apply in construing any and all provisions of the RFP and resulting agreement.

G. Pursuant to the provisions of Section 109 of the General Municipal Law, no Proposer to whom a contract is awarded shall assign, transfer, convey, subcontract, or otherwise dispose of all or part of such contract, or of his right, title, and interest herein, including the performance of the contract or the right to receive monies due, or to become due, or of his power to execute the contract without the prior written consent of the Jefferson County Purchasing Department. In the event the Proposer shall, without prior written consent, assign, transfer, convey, subcontract or otherwise dispose of the contract, or of his right, title, and interest herein, including the performance of the contract, or the right to receive monies due, or to become due, or his power to execute such contract, to any other person or corporations or upon receipt by Jefferson County of an attachment against the Proposer, the County of Jefferson shall be relieved and discharged from any and all liability and obligation growing out of such contract to such Proposer and the person or corporation to which such contract shall…