260011-Solicitation.docx

NOTICE OF SOLICITATION

SERIAL # 260011-RFP

REQUEST FOR PROPOSALS FOR INMATE MEDICAL WRISTBANDS

Notice is hereby given that Maricopa County is conducting this Request for Proposals electronically through an outside agent e-procurement platform, BidNet Direct, until 2:00 p.m. Mountain Standard Time (MST) on Tuesday, October 7, 2025, for SERIAL# 260011-RFP REQUEST FOR PROPOSALS FOR INMATE MEDICAL WRISTBANDS for Maricopa County.

ONLY RESPONSES THAT ARE SUBMITTED THROUGH THE E-PROCUREMENT PLATFORM, BIDNET DIRECT (www.bidnetdirect.com), WILL BE CONSIDERED.

For submission instructions, see Exhibit 1.

For assistance with the e-procurement platform, contact BidNet Direct Vendor Support during regular business hours: Phone: 1-800-835-4603 or Email: support@bidnet.com. The BidNet Direct Support Department is available Monday - Friday from 8:00 a.m. to 8:00 p.m. EST.

All responses must be submitted electronically through the e-procurement platform prior to the bid closing. The bid will be listed under “260011-RFP INMATE MEDICAL WRISTBANDS.”

The Maricopa County Procurement Code (Code) governs this procurement and is incorporated by reference. Any protest concerning this Request for Proposals must be filed with the procurement officer in accordance with Section MC1-905 of the Code.

All standard terms and conditions concerning this Invitation for Bids can be located at https://www.maricopa.gov/DocumentCenter/View/6453.

Any addenda to this Invitation for Bids will be posted on the Maricopa County Office of Procurement Services website under the solicitation serial number. This information will also be posted online at www.bidnetdirect.com.

FAILURE TO REVIEW ANY ADDENDA DOES NOT NEGATE YOUR INITIAL OFFER AND HOLDS THE RESPONDENT RESPONSIBLE FOR ANY CHANGES PRIOR TO BID CLOSING.

INQUIRIES: SUBMIT ALL INQUIRIES ABOUT THIS REQUEST FOR PROPOSALS BY THE QUESTION DATE/TIME DEADLINE POSTED IN BIDNET DIRECT USING THE LINK IN THE “Q&A” TAB FOR THIS PROPOSAL.

Administrative inquiries may be directed to:

ABBY WEEDA, PROCUREMENT OFFICER

Telephone: (602) 506-8711 Email: Abigial.Weeda@maricopa.gov

THERE WILL BE A NON-MANDATORY SITE WALK AVAILABLE TO PROSPECTIVE RESPONDENTS ON Tuesday, September 30, 2025 AT 8:00 A.M. MST. TO CONFIRM ATTENDANCE, PLEASE EMAIL ABIGAIL.WEEDA@MARICOPA.GOV PRIOR TO THE WALK DATE. INSTRUCTIONS ON WHERE TO MEET AND THE SITES THAT WILL BE VISITED WILL BE PROVIDED VIA EMAIL UPON RECEIPT OF RSVP.

SERIAL # 260011-RFP

NOTE: Maricopa County publishes its solicitations online and they are available for viewing and/or downloading at https://www.maricopa.gov/2190/Solicitations.

TABLE OF CONTENTS

NOTICE OF SOLICITATION

TABLE OF CONTENTS

SECTIONS

1.0 INTENT

2.0 SCOPE OF WORK

3.0 PURCHASING REQUIREMENTS

4.0 CONTRACTUAL AND SPECIAL TERMS & CONDITIONS

5.0 INSTRUCTIONS TO RESPONDENTS (Note that this section does not become part of any resultant contract.)

ATTACHMENTS

EXHIBITS

REQUEST FOR PROPOSALS FOR INMATE MEDICAL WRISTBANDS

1.0 INTENT

1.1 The Maricopa County Sheriff’s Office (MCSO), in partnership with Correctional Health Services (CHS), is seeking a qualified vendor to provide, implement, and support a secure electronic medical wristband monitoring system. This system will assist MCSO and CHS in monitoring inmates placed on Clinical Institute Withdrawal Assessment (CIWA), Clinical Opiate Withdrawal Scale (COWS), or other designated medical protocols.

1.2 Currently, inmates who require monitoring may be identified while in custody or during intake. Inmates are then placed in the appropriate location by classification. Inmates in distress are identified during shift walks or reported by another person or themselves via verbal reporting to a detention officer or via a two-way emergency radio system within cells. MSCO staff notifies CHS staff who then coordinate with MCSO Detention Officers to gain access to the inmate in distress if needed.

1.3 MCSO has seen an increase in inmate deaths related to inmates that have been placed on the CIWA, COWS, or other protocols during the intake process, especially within the first 72 hours of intake. Due to this increase MCSO and CHS would like to identify options for an electronic medical bracelet monitoring system that can assist MCSO and CHS staff in identifying and reacting more rapidly to inmates that are experiencing medical emergencies related to key vitals such as low or high heart rate, oxygen saturation, blood pressure, or body temperature that may not be physically observable when inmates are in their assigned locations within the detention or medical facilities.

1.4 Maricopa County (County) is one of the largest counties in the nation, with over 4.5 million residents within 9,224 square miles and 27 incorporated cities and towns. The County operates a “mega” jail system comprised of five jails (Estrella, Fourth Avenue, Lower Buckeye, Towers, and Watkins) plus an Intake, Transfer, and Release (ITR) facility. An additional facility, the Durango Detention Center (commonly referred to as “512” for the number of beds) was constructed several years ago to serve as a short-term holding facility but has not yet formally opened due to staff shortages. The current daily population of the entire system is approximately 6,500 but tends to surge in the summer months to 7,500 or greater.

1.5 MCSO operates the County’s jail system. MCSO is responsible for securing inmates while in custody and eventually releasing them to the community or other correctional facilities pursuant to the Court’s orders. CHS provides medical, dental, and mental health services to all inmates.

1.6 Other governmental entities under agreement with County may have access to services provided hereunder (see also Sections 3.17 and 3.18 below).

1.7 The County reserves the right to add additional contractors, at the County’s sole discretion, in cases where the currently listed contractors are of an insufficient number or skill set to satisfy the County’s needs or to ensure adequate competition on any project or task order work.

1.8 The County reserves the right to award this contract to multiple vendors. The County reserves the right to award in whole or in part, by item or group of items, by section or geographic area, or make multiple awards, where such action serves the County’s best interest.

2.0 SCOPE OF WORK

2.1 MINIMUM WRISTBAND REQUIREMENTS

2.1.1 The primary goal is to improve emergency response and reduce adverse health events within the first 72 hours of intake. Solutions should include the following minimum functionality:

2.1.1.1 Enable continuous monitoring of inmates’ vital signs.

2.1.1.2 Escalate alerts based on CHS-defined thresholds.

2.1.1.3 Enhance coordination between CHS and Detention Officers.

2.1.1.4 Retain both heath data and criminal justice identification data for compliance, auditing, and analysis. Solution should comply with Health Insurance Portability and Accountability Act (HIPAA) and Integrated Criminal Justice Information System (ICJIS).

2.1.1.5 Allow the County to define geographic coverage areas (geo-fencing) to be included in monitoring for each facility. Devices shall be able to locate an inmate within a radius of ten feet. Devices shall alert when an inmate is outside of the designated area.

2.1.1.6 Monitoring devices must have unique identifier and be capable of being assigned to an inmate booking number and reassigned as needed. No two devices shall have the same unique identifier or be assigned to the same inmate at a time, and a device cannot be assigned to more than one inmate at a time.

2.1.1.7 County should be able to program ‘normal’ ranges for vitals based on gender and age. Audible alerts should be sent for readings outside of normal ranges. Solution must track alerts and acknowledgement of alerts. Monitored vitals shall include:

2.1.1.7.1 Heart rate

2.1.1.7.2 Oxygen saturation

2.1.1.7.3 Blood pressure

2.1.1.7.4 Body Temperature

2.1.2 Devices must be secure, tamper proof, and suitable for the population.

2.1.3 All devices must be new and unused.

2.1.4 All devices must be suitable to be worn 24/7 without irritation.

2.1.5 Wristbands shall have the capability to send different alerts with their associated level of urgency.

2.1.5.1 Medical Emergency – Alert sent when a medical emergency is triggered based on criteria established by CHS and configured for the inmate that is wearing the wristband.

2.1.5.2 Wristband Removed - Alert sent when a wristband has been removed from an inmate.

2.1.5.3 Network Down - Alert sent when the network for the coverage area the wristband is in is down.

2.1.5.4 Out of Range - Alert sent when a wristband is out of range of the coverage area, but the network is still up and running.

2.1.5.5 Low Battery - Alert sent when the battery life of the wristband is less than 24 hours.

2.1.5.6 Abnormal Movement - Alert sent when an inmate experiences abnormal movements, such as a sudden fall.

2.2 LIMITED LAUNCH

2.2.1 The proposed solution will span a total of three years and include approximately 700 wristbands to be used on inmates across select detention facilities. Contractor shall propose an all-inclusive fee for the three-year period to be paid up-front by the County, including but not limited to, wristbands, system configuration, software license fees, training, etc.

The decision to continue the program past the three-year period will be decided based on the availability of County funding.

2.2.2 The system will be implemented in the following facilities:

2.2.3 Installation and configuration shall be completed at all sites before wristbands are placed on the inmates.

2.2.4 Contractor must respond to all requirements listed in Attachment E – Functional and Technical Requirements.

2.2.5 Contractor will provide all monitoring software, systems, and equipment needed to fully operate the wristbands.

2.3 IMPLEMENTATION REQUIREMENTS

2.3.1 Contractor shall ensure initial implementation includes the following elements:

2.3.1.1 Contractor shall assign to the County a dedicated implementation manager (can be the account manager) assigned to guide the implementation process through the go-live period, and who shall act as the County’s liaison for all activities associated with the implementation.

2.3.1.2 Contractor’s implementation plan shall include but not be limited to, project milestones; testing; training procedures; meeting schedule, and review timeline for the County. The implementation plan must be approved by the County before the project may commence.

2.3.1.3 The County will own and have access to any data collected by the system.

2.3.1.4 Contractor shall fix any issues or “bugs” that may be identified during implementation and retest the system after issues are fixed. Resolution of these issues shall be a prerequisite for the County’s approval.

2.3.2 Initial Testing and Acceptance

2.3.2.1 Contractor shall test the system before the County will start acceptance tests.

2.3.2.2 The County will notify the contractor in writing of the acceptance of the system when:

2.3.2.2.1 County determines the system functions as necessary per the scope of work.

2.3.2.2.2 Contractor has completed all training requirements.

2.3.2.2.3 Contractor has provided all documentation and other deliverables.

2.3.2.2.4 All other acceptance conditions defined in the contract documents have been met.

2.3.3 Initial Customer Support

2.3.3.1 Contractor shall provide an end-user manual and technical documentation. User’s manual shall include step-by-step instructions for all major system functions, to include accessing, browsing, and securing information.

2.4 SYSTEM SUPPORT AND MAINTENANCE

2.4.1 Ongoing Technical and Analytical Support Services

2.4.1.1 Contractor shall work with MCSO to provide ongoing maintenance of all system software.

2.4.1.2 Members of the contractor’s County-client-service-team shall be available for routine technical and analytical support. Service shall be toll-free, live, English-speaking customer service telephone support.

2.4.1.2.1 Contractor shall indicate what hours they are available to provide support on Attachment D – Pricing Sheet.

2.4.2 System Updates

Contractor shall provide regular system updates to ensure that the system software is always running on the most “current” version.

2.4.3 Contractor shall propose a comprehensive Maintenance and Software Service Level Agreement (SLA) that includes, at a minimum, the following requirements:

2.4.3.1 Issue Notification and Acknowledgment

2.4.3.1.1 Upon notification by the County of any hardware defect, software failure, or service issue, contractor shall acknowledge receipt of the notification within one hour.

2.4.3.1.2 Acknowledgment must include confirmation that the issue has been logged, identification of the assigned support contact, and an initial assessment of the issue’s severity.

2.4.3.2 Response Time

2.4.3.2.1 Contractor shall respond with an action plan for corrective measures within four business hours of notification. “Respond” shall mean the provision of a clear timeline for resolution and any immediate steps taken to mitigate the issue.

2.4.3.3 Resolution Time

2.4.3.3.1 Contractor shall resolve critical issues (e.g., failures that impact the usability or accuracy of wristbands in a medical or operational setting) within 24 business hours of notification.

2.4.3.3.2 High priority Issues: Within three business days

2.4.3.3.3 Non-critical issues (e.g., cosmetic or non-operational defects) shall be resolved within ten business days. Or per agreed development cycle for enhancements.

2.4.3.4 Escalation Procedures

2.4.3.4.1 Contractor shall provide a documented escalation process for issues that are not resolved within the agreed resolution timeframe. The escalation process must include defined time thresholds, points of contact, and management notification requirements.

2.4.3.5 Remedies for Non-Compliance

2.4.3.5.1 Failure to meet the agreed-upon response or resolution times may subject contractor to remedies, including but not limited to service credits, liquidated damages, or other measures as determined by MCSO and/or the County.

2.4.3.6 Contractor proposals must clearly outline their standard response and resolution times, escalation protocols, and remedies offered in the event of SLA non-compliance.

2.4.3.7 Business hours refers to the times listed by the contractor on Attachment D – Pricing Sheet.

2.5 TRAINING

The contractor shall develop and provide end user training materials and provide train-the-trainer training to approximately 50-75 County end users. All training will be done on-site in the County, unless an alternative method is agreed upon between the contractor and the County.

2.6 TECHNICAL AND DESCRIPTIVE SALES LITERATURE

The contractor shall provide copies of its sales literature and brochures and copies of any manufacturer’s technical and/or descriptive literature (e.g., PDF versions of sales literature, brochures, and/or webpages) specific to the material(s) the contractor proposes to provide. Literature shall be sufficient in detail to allow for full and fair evaluation of the material(s) submitted and must be included with the bid. Failure to include this information may result in the bid being rejected.

2.7 WARRANTY

Contractor shall provide copies of its warranty literature specific to the material(s) the contractor proposes to provide. Literature shall be sufficient in detail to allow for full and fair evaluation of the material(s) submitted and must be included with the bid. Failure to include this information may result in the bid being rejected.

2.8 MINIMUM VENDOR QUALIFICATIONS

2.8.1 Contractor must have a minimum of five years of experience performing the services described herein.

2.8.2 Contractor experience in comprehensive solutions that are currently in use in a correctional setting similar to the scope and size of the County is preferred.

3.0 PURCHASING REQUIREMENTS

3.1 DELIVERY

3.1.1 Delivery is desired as soon as possible, and details shall be stipulated on the purchase order. Contractor shall notify the county representative listed on the order if the requested delivery date and/or the anticipated lead time cannot be met. Failure to communicate to County changes in the order status may result in default proceedings.

3.1.2 Supplies or equipment shall be delivered between the hours of 8:00 a.m. and 3:00 p.m. MST, Monday through Friday, except on County recognized holidays.

3.1.3 Delivery shall be F.O.B. Destination Freight Prepaid.

3.2 EXPEDITED DELIVERY

3.2.1 If the department determines that expedited delivery or other alternate shipping is required, it shall notify the contractor. The contractor shall determine any additional costs associated with such delivery terms and communicate that cost to the department.

3.2.2 The department shall not advise the contractor to proceed with an expedited shipment until acceptable terms are agreed upon and a purchase order is issued. Upon agreeing to the additional costs, the department shall advise the contractor to proceed.

3.2.3 Upon receipt of material(s) and invoicing, the department shall ensure that any additional charges are in compliance with and do not exceed agreed to costs. The department shall retain all documents related to these costs.

3.3 PERFORMANCE

It shall be the contractor’s responsibility to meet the proposed performance requirements. Maricopa County reserves the right to obtain services on the open market in the event the contractor fails to perform, and any price differential will be charged against the contractor.

3.4 SHIPPING DOCUMENTS

A packing list or other suitable shipping document shall accompany each shipment and shall include the following:

3.4.1 Contract serial number

3.4.2 Contractor’s name and address

3.4.3 Department name and address

3.4.4 Department purchase order number

3.4.5 A description of product(s) shipped, including item number(s), quantity(ies), number of containers, and package number(s), as applicable

3.5 SHIPPING TERMS

Bid price(s) and terms shall be F.O.B. Destination Freight Prepaid at the location(s) stipulated on the purchase order. All delivery locations are within Maricopa County.

3.6 OPERATING MANUALS

Upon delivery, contractor shall provide comprehensive operational manuals and service manuals, if required by the department.

3.7 ACCEPTANCE

For the County’s initial purchase of each equipment and software product, the contractor shall provide an acceptance test period (Test Period) that commences upon installation. Installation shall be defined as a) the equipment, if any, is mounted; b) the software is installed on the data base server(s) and/or personal computer(s); and c) implementation team training, if any, is complete. During the Test Period, County shall determine whether the equipment and software meet the contractor published electronic documentation (“Specifications”). The Test Period shall be for 90 calendar days. If County has not given the contractor a written deficiency statement specifying how the equipment or software fails to meet the Specifications (“Deficiency Statement’) within the Test Period, the equipment and software shall be deemed accepted. If County provides a Deficiency Statement within the Test Period, the contractor shall have 30 calendar days to correct the deficiency, and the customer shall have an additional 60 calendar days to evaluate the equipment and software. If the equipment or software does not meet the Specifications at the end of the additional 60 calendar day period, the County may terminate this contract. Upon any such termination, contractor shall, at contractor’s cost, remove all equipment and software from County premises and equipment. County shall return all equipment and software to the contractor, and the contractor shall refund any monies paid by County to the contractor. Upon completion of these terms, neither party shall then have any further liability to the other for the products that were the subject of the acceptance test.

3.8 INFRINGEMENT DEFENSE AND INDEMNIFICATION

3.8.1 Definitions

For purposes of this section:

3.8.1.1 “Claim” means any cause of action in a third-party action, suit, or proceeding against County alleging that contractor software, or its upgrades, modifications, or revisions, as of its delivery date under this agreement, infringes a valid U.S. patent, copyright, or trademark.

3.8.1.2 “Participate and Share in the Costs” means contractor will assist the County in the defense of the Claim, to the extent agreed to by the parties, except that contractor shall be solely responsible for any and all costs adjudged in a successful Claim against the County.

3.8.1.3 “Third-Party Products” means any products made by a party other than contractor, and may include, without limitation, products ordered by County from third parties. However, components of contractor branded products are not Third-Party Products if they are both:

3.8.1.3.1 embedded in Third-Party Products (i.e., not recognizable as standalone items); and

3.8.1.3.2 not identified as separate items on contractor’s price list, quotes, order specifications forms, or documentation.

3.8.2 Defense and Indemnity

Contractor shall defend, and Participate and Share in the Cost, in the full defense of the County against any Claim, and will indemnify and hold harmless the County, as provided for in this section, for any judgments, settlements, and court awarded attorney’s fees resulting from a Claim where the claimant is adjudged the successful party in the Claim. Contractor’s obligations under this section are conditioned on the following:

3.8.2.1 County promptly notifies contractor of the Claim, in writing, upon being made aware of the Claim;

3.8.2.2 County gives contractor lead authority control of the defense and (if applicable) settlement of the Claim, provided that County’s legal counsel may participate in such defense and settlement, at County’s expense; and

3.8.2.3 County provides all information and assistance reasonably requested by contractor to handle the defense or settlement of the Claim.

3.8.3 Remedial Measures

If software becomes, or contractor reasonably believes use of software may become, the subject of a Claim, contractor may, at its own expense and option:

3.8.3.1 procure for County the right to continue use of the product;

3.8.3.2 replace or modify the software; or

3.8.3.3 to the extent that neither 3.8.3.1 nor 3.8.3.2 are deemed commercially practicable, refund to County a pro-rated portion of the applicable fees for software based on a linear depreciation monthly over a 10-year useful life, in which case County will cease all use of software and return it to contractor.

3.8.4 Exceptions

Contractor will have no defense or indemnity obligation for any Claim based on:

3.8.4.1 modifications by someone other than contractor;

3.8.4.2 software has been modified by contractor in accordance with County-provided specifications or instructions;

3.8.4.3 use or combination by the County of software with Third-Party Products, open source, or freeware technology;

3.8.4.4 Third-Party Products, open source, or freeware technology;

3.8.4.5 a product that is used or located by County in a country other than the country in which or for which it was supplied by contractor;

3.8.4.6 possession or use of a product after contractor has informed County of modifications or changes required to avoid such Claim and offered to implement those modifications or changes, if such Claim would have been avoided by implementation of contractor's suggestions and to the extent County did not provide contractor with a reasonable opportunity to implement contractor's suggestions; or

3.8.4.7 the amount of revenue or profits earned, or other value obtained by the use of products, or the amount of use of the products.

3.8.5 The foregoing states contractor’s entire liability, and County’s sole and exclusive remedy, except as provided by law or equity, with respect to any infringement or misappropriation of any intellectual property rights of another party.

3.9 CONTRACTOR EMPLOYEE MANAGEMENT

3.9.1 Contractor shall endeavor to maintain the personnel proposed in their proposal throughout the performance of this contract.

3.9.2 If contractor personnel’s employment status changes, contractor shall provide County a list of proposed replacements with equivalent or greater experience.

3.9.3 Under no circumstances shall the implementation schedule be impacted by a personnel change on the part of the contractor.

3.9.4 Contractor shall not reassign any key personnel identified in their proposal without the express consent of the County.

3.9.5 County reserves the right to immediately remove from its premises any contractor personnel it determines to be a risk to County operations.

3.9.6 County reserves the right to request the replacement of any contractor personnel at any time, for any reason.

3.10 WARRANTY

The contractor warrants that all services provided hereunder will conform to the requirements of the contract, including all descriptions, specifications and attachments made a part of this contract. County’s acceptance of services or goods provided by the contractor shall not relieve the contractor from its obligations under this warranty.

In addition to its other remedies, County may, at the contractor's expense, require prompt correction of any services failing to meet the contractor's warranty herein. Services corrected by the contractor shall be subject to all the provisions of this contract in the manner and to the same extent as services originally furnished hereunder.

3.11 MAINTENANCE

The contractor shall provide maintenance for the materials under this contract upon acceptance of materials by the department.

3.12 USAGE REPORT

The contractor shall furnish the County a usage report, upon request, delineating the acquisition activity governed by the contract. The format of the report shall be approved by the County and shall disclose the quantity and dollar value of each contract item by individual unit of measure.

3.13 BACKGROUND CHECK

Bidders/proposers may be required to pass multiple background checks (e.g. Sheriff’s Office, County Attorney's Office, Courts, as well as Maricopa County general government) to determine if the respondent is acceptable to do business with the County. This applies to, but is not limited to, the company, subcontractors, and employees, and the failure to pass these checks shall deem the respondent non-responsible.

3.14 INVOICES AND PAYMENTS

3.14.1 The contractor shall submit one legible copy of their detailed invoice before payment(s) will be made. Incomplete invoices will not be processed. At a minimum, the invoice must provide the following information:

· Company name, address, and contact information

· County bill-to name and contact information

· Contract serial number

· County purchase order number

· Project name and/or number

· Invoice number and date

· Payment terms

· Date of service or delivery

· Quantity

· Contract item number(s)

· Arrival and completion time

· Description of purchase (product or services)

· Pricing per unit of purchase

· Extended price

· Mileage with rate (if applicable)

· Freight (if applicable)

· Total amount due

3.14.2 Labor, services, and maintenance must be billed as a separate line item.

3.14.3 Problems regarding billing or invoicing shall be directed to mcso_accounts_payable@mcso.maricopa.gov.

3.14.4 Payment shall only be made to the contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an electronic funds transfer (EFT) process. After contract award, the contractor shall complete the Vendor Registration Form that is accessible from the County Department of Finance Vendor Registration Website https://www.maricopa.gov/5169/Vendor-Information.

3.14.5 Discounts offered in the contract shall be calculated based on the date a properly completed invoice is received by the County.

3.14.6 EFT payments to the routing and account numbers designated by the contractor shall include the details on the specific invoices that the payment covers. The contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

3.15 APPLICABLE TAXES

3.15.1 It is the responsibility of the contractor to determine any and all applicable taxes and include those taxes in their proposal. The legal liability to remit the tax is on the entity conducting business in Arizona. Tax is not a determining factor in contract award.

3.15.2 The County will look at the price or offer submitted and will not deduct, add, or alter pricing based on speculation or application of any taxes, nor will the County provide contractor any advice or guidance regarding taxes. If you have questions regarding your tax liability, seek advice from a tax professional prior to submitting your bid. You may also find related information at https://www.azdor.gov/Business.aspx. Once your bid is submitted, the offer is valid for the time specified in this solicitation, regardless of mistake or omission of tax liability. If the County finds overpayment of a project due to tax consideration that was not due, the contractor shall be liable to the County for that amount, and by contracting with the County agrees to remit any overpayments back to the County for miscalculations on taxes included in a bid price.

3.15.3 Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and local taxes applicable to their operation and any persons employed by the contractor. Contractor shall, and require all subcontractors to, hold Maricopa County harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under Federal and/or state and local laws and regulations, and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security, and Workers’ Compensation. Contractor may be required to establish, to the satisfaction of County, that any and all fees and taxes due to a municipality or the State of Arizona for any license or transaction privilege taxes, use taxes, or similar excise taxes are currently paid (except for matters under legal protest).

3.16 POST AWARD MEETING

The contractor may be required to attend a post-award meeting with the department to discuss the terms and conditions of this contract. This meeting will be coordinated by the procurement officer of the contract.

3.17 STRATEGIC ALLIANCE for VOLUME EXPENDITURES (SAVE)

The County is a member of the SAVE cooperative purchasing group. SAVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the SAVE Cooperative Purchasing Agreement, and with the concurrence of the successful respondent under this solicitation, a member of SAVE may access a contract resulting from a solicitation issued by the County. If contractor does not want to grant such access to a member of SAVE, state so in contractor’s bid. In the absence of a statement to the contrary, the County will assume that contractor does wish to grant access to any contract that may result from this bid. The County assumes no responsibility for any purchases by using entities.

3.18 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPAs)

County currently holds ICPAs with numerous governmental entities. These agreements allow those entities, with the approval of the contractor, to purchase their requirements under the terms and conditions of the County contract. It is the responsibility of the non-County government entity to perform its own due diligence on the acceptability of the contract under its applicable procurement rules, processes, and procedures. Certain governmental agencies may not require an ICPA and may utilize this contract if it meets their individual requirements. Other governmental agencies may enter into a separate Statement of Work with the contractor to meet their own requirements. The County is not a party to any uses of this contract by other governmental entities.

3.19 CONFIDENTIALITY

In the course of the solicitation process, the County may disclose information that is proprietary or confidential. By submitting a bid to the solicitation, the offeror agrees that, except as necessary to prepare a response to this solicitation, neither it nor its agents or employees will communicate, divulge, or disseminate to any third-party persons or entities, any information that is disclosed to it by the County during the course of these discussions without the express written authorization of the County. If the offeror does disclose County proprietary or confidential information to a third party in preparing a response to this solicitation, it shall require the third party to acknowledge and comply with this provision.

3.20 PUBLIC RECORDS

Under Arizona law, all offers submitted and opened are public records and must be retained by the County at the Maricopa County Office of Procurement Services. Offers shall be open to public inspection and copying after contract award and execution, except for such offers or sections thereof determined to contain proprietary or confidential information by the Office of Procurement Services. If an offeror believes that information in its offer or any resulting contract should not be released in response to a public record request, under Arizona law, the offeror shall indicate the specific information deemed confidential or proprietary and submit a statement with its offer detailing the reasons that the information should not be disclosed. Such reasons shall include the specific harm or prejudice which may arise from disclosure. The records manager of the Office of Procurement Services shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

3.21 RIGHTS IN DATA

3.21.1 The County shall have the use of data and reports resulting from a contract without additional cost or other restriction except as may be established by law or applicable regulation. Each party shall supply to the other party, upon request, any available information that is relevant to a contract and to the performance thereunder.

3.21.2 Data, records, reports, and all other information generated for the County by a third party as the result of a contract are the property of the County and shall be provided in a format designated by the County or shall be and remain accessible to the County into perpetuity.

3.22 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW

3.22.1 In accordance with Section MC1-372 of the Maricopa County Procurement Code, the contractor agrees to retain (physical or digital copies of) all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this contract for six years after final payment or until after the resolution of any audit questions, which could be more than six years, whichever is longest. The County, Federal or state auditors and any other persons duly authorized by the department shall have full access to and the right to examine, copy, and make use of, any and all said materials.

3.22.2 If the contractor’s books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this contract are not sufficient to support and document that requested services were provided, the contractor shall reimburse Maricopa County for the services not so adequately supported and documented.

3.23 INFLUENCE

3.23.1 As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct, may be grounds for disbarment or suspension under MC1-902.

3.23.2 An attempt to influence includes, but is not limited to:

3.23.2.1 A person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type of valuable contribution or subsidy that is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind.

3.23.3 If a person attempts to influence any employee or agent of Maricopa County, the chief procurement officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract.

3.23.4 ABSOLUTELY NO CONTACT BETWEEN THE RESPONDENT AND ANY COUNTY PERSONNEL, OTHER THAN THE OFFICE OF PROCUREMENT SERVICES, IS ALLOWED DURING THE SOLICITATION PROCESS UNLESS THE COMMUNICATION IS IN REGARD TO PRE-EXISTING BUSINESS WITH THE COUNTY. ANY COMMUNICATIONS REGARDING THE SOLICITATION, ITS PARTICIPANTS, OR ANY DOCUMENTATION PRIOR TO THE CONTRACT AWARD MAY BE GROUNDS FOR DISMISSAL OF THE RESPONDENT FROM THE EVALUATION PROCESS.

4.0 CONTRACTUAL AND SPECIAL TERMS & CONDITIONS

4.1 DRAFT CONTRACT SEE EXHIBIT 4

5.0 INSTRUCTIONS TO RESPONDENTS (Note that this section does not become part of any resultant contract.)

5.1 Proposers are solely responsible for submitting proposals, and any modifications or withdrawals, to be received by the designated time as indicated by the solicitation (RFP, ITN, or any other solicitation notice).

5.2 Any proposal, modification, or withdrawal received after the designated time is late, per Paragraph MC1‑321 of the Maricopa County Procurement Code; late submissions will be rejected and not be evaluated.

5.3 TENTATIVE SCHEDULE OF EVENTS

Request for Proposals Issued: September 18, 2025

Pre-Proposal Site Walk: September 30, 2025

Deadline for submitting written questions is by the date and time listed in BidNet Direct. Questions will not be responded to prior to the Pre-Proposal Site Walk. All written questions will be answered. All questions and answers shall be posted to the e-procurement platform (www.BidNet Direct.com) in the “Q&A” tab for the solicitation.

Proposals Opening Date: October 7, 2025

Deadline for submission of proposals is 2:00 p.m. MST on Tuesday, October 7, 2025. All proposals must be received before 2:00 p.m. MST on this date via the e-procurement platform.

Proposed review of proposals and short list decision: Week of October 14, 2025

Proposed respondent presentations: (if required) Week of October 20, 2025

Proposed selection and negotiation: TBD

Proposed Best & Final (if required) TBD

Proposed award of contract: December 10, 2025

All responses to this RFP become the property of Maricopa County and (other than pricing) will be held confidential until the award of the contract, to the extent permissible by law. After award of contract, responses become public record, except for such offers or sections thereof determined to contain proprietary or confidential information by the Office of Procurement Services. The County will not be held accountable if material from proposal responses is obtained without the written consent of the respondent by parties other than the County.

5.4 INQUIRIES

5.4.1 Inquiries concerning information herein must be submitted prior to the question deadline date/time posted in BidNet Direct in the “Q&A” tab.

5.4.2 Administrative telephone/email inquiries shall be addressed to:

ABBY WEEDA, PROCUREMENT OFFICER

TELEPHONE: (602) 506-8711

Abigial.Weeda@maricopa.gov

5.4.3 Inquiries may be submitted by telephone but must be followed up in writing. No oral communication is binding on Maricopa County.

5.5 INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS

5.5.1 Respondents shall submit their proposals electronically via the County’s the e-procurement platform (see EXHIBIT 1 for BidNet Direct Electronic Submission Instructions) prior to the bid closing and in accordance with Section 5.5 as follows:

5.5.1.1 Respondents shall upload each response document individually.

5.5.1.2 There are documents related to this solicitation located in the “Documents” tab in the e-procurement platform. Respondents must follow instructions to view/accept these documents before an offer can be placed on this bid.

5.5.1.3 Attachments: All attachments required to be submitted must be submitted with the bid or the bid will be non-responsive to the solicitation and will not be considered for award.

5.5.1.4 All documents shall be uploaded in their native file format (Word, Excel, etc.).

5.5.1.5 The following naming convention shall be utilized for each document: Vendor Name – Document Name.

5.5.1.6 In the event that the respondent would like to request that certain documents be held confidential, they shall include “Confidential” in the document name. See Section 3.20 - Public Records for more information.

5.5.1.7 Proposals shall be signed by an owner, partner, or corporate official who has been authorized to make such commitments (see Attachment B – Agreement Page).

5.5.2 All prices shall be held firm for a period of one year after the RFP closing date.

5.6 FORMAT AND CONTENT

5.6.1 To aid in the evaluation, it is desired that all proposals follow the same general format. Responses are limited to 25 pages (excluding attachments A-E), 10-point font type. The proposal must be submitted electronically and have documents clearly labeled as indicated below:

5.6.1.1 Proposal – This section shall contain an executive summary (an outline of the general approach utilized in the proposal), and a statement of all of the programs and services proposed, including conclusions and generalized recommendations. Proposals should be all-inclusive, detailing respondent’s best offer.

5.6.1.1.1 A detailed project plan to include key milestones and timelines.

5.6.1.1.2 A Maintenance and SLA.

5.6.1.2 Qualifications – This section shall describe the respondent’s ability and experience related to the programs and services proposed. All project personnel, as applicable, shall be listed, including a description of assignments and responsibilities, a resume of professional experience, an estimate of the time each would devote to this program, and other pertinent information.

5.6.1.3 Exceptions to the Solicitation (See Section 5.7 – Exceptions to the Solicitation for instructions and formatting information)

5.6.1.4 Attachment A – Vendor Information (A fillable form on the e-procurement platform in the “Documents” section for this bid and which must be completed as part of a bid packet submission)

5.6.1.5 Attachment B – Agreement Page (A fillable form on the e-procurement platform in the “Documents” section for this bid and which must be completed as part of a bid packet submission)

5.6.1.6 Attachment C – References (A fillable form on the e-procurement platform in the “Documents” section for this bid and which must be completed as part of a bid packet submission)

5.6.1.7 Attachment D – Pricing Sheet (An Excel spread sheet that must be downloaded from the document section of the e-procurement platform, completed, and uploaded as part of a bid packet submission)

5.6.1.8 Attachment E – Functional and Technical Requirements (An Excel spread sheet that must be downloaded from the document section of the e-procurement platform, completed, and uploaded as part of a bid packet submission)

5.6.1.9 Exhibit 3 – Sole Proprietor Waiver (if applicable)

NOTE: The proposal should be specific and complete in every detail. It should be practical and provide a straightforward, concise delineation of capabilities to satisfactorily perform the contract being sought.

The respondent should not necessarily limit the proposal to the performance of the services in accordance with this Review of Qualifications but should outline any additional services and their costs if the respondent deems them necessary to accomplish the program.

5.7 EXCEPTIONS TO THE SOLICITATION

5.7.1 The respondent shall identify and list all exceptions taken to all sections of the RFP for SERIAL # 260011, INMATE MEDICAL WRISTBANDS, referencing the section (paragraph) where the exception exists and, if applicable, providing any proposed alternatives to the requirement under the heading, “Exception to the INMATE MEDICAL WRISTBANDS Solicitation, SERIAL # 260011.”

5.7.2 Exceptions that surface elsewhere and that do not also appear under the heading, “Exceptions INMATE MEDICAL WRISTBANDS, SERIAL # 260011” shall be considered invalid and void and of no contractual significance.

5.7.3 The County reserves the rights to accept any exception, discuss the exemption with the offeror, or reject any exception.

5.8 EVALUATION OF PROPOSAL – SELECTION FACTORS

5.8.1 A proposal evaluation committee shall be appointed, chaired by the procurement officer, to evaluate each proposal. At the County’s option, respondents may be invited to present their solution to the evaluation committee. Best & Final offers and/or negotiations may be conducted, as needed, with the highest rated respondent(s). Proposals will be evaluated on the following criteria, which are listed in descending or equal order of importance.

5.8.1.1 Respondent’s proposed solution/compliance with specifications

5.8.1.2 Respondent qualifications

5.8.1.3 Price

NOTES: RESPONDENTS ARE REQUIRED TO USE PROVIDED FORMS (ATTACHED OR AVAILABLE VIA THE E‑PROCUREMENT PLATFORM) TO SUBMIT THEIR PROPOSAL.

RESPONDENTS ARE STRONGLY ENCOURAGED TO REVIEW MARICOPA COUNTY’S “STANDARD TERMS AND CONDITIONS” PRIOR TO SUBMITTING A BID. FOR THIS INFORMATION, GO TO https://www.maricopa.gov/DocumentCenter/View/6453.

ATTACHMENT A: VENDOR INFORMATION

Attachment A – Vendor Information is a fillable form on BidNet Direct in the “Documents” section for this bid. It must be completed as part of a bid packet submission.

ATTACHMENT B: AGREEMENT PAGE

Attachment B – Agreement Page is a fillable form on BidNet Direct in the “Documents” section for this bid. It must be completed as part of a bid packet submission.

ATTACHMENT C: REFERENCES

Attachment C – References is a fillable form on BidNet Direct in the “Documents” section for this bid. It must be completed as part of a bid packet submission.

ATTACHMENT D: PRICING SHEET

Attachment D – Pricing Sheet is an Excel spread sheet that must be downloaded from the document section of the e-procurement platform, completed, and uploaded as part of a bid packet submission.

ATTACHMENT E – FUNCTIONAL AND TECHNICAL REQUIREMENTS

SERIAL # 260011-RFP

Attachment E – Functional and Technical Requirements is an Excel spread sheet that must be downloaded from the document section of the e-procurement platform, completed, and uploaded as part of a bid packet submission.

EXHIBIT 1: BIDNET DIRECT ELECTRONIC SUBMISSION INSTRUCTIONS

It is the sole responsibility of the vendor to ensure that the response, including all necessary attachments, is received prior to the indicated closing date and time, Mountain Standard Time.

Be aware that submitting a password in the e-procurement platform acts as an electronic signature which is just as legal and binding as an original signature (see Electronic Signatures in Global and National Commerce Act for more information).

Vendors must be registered in BidNet Direct to the Arizona Purchasing Group in order to participate in the bidding process for this solicitation.

Vendors can register for a free account at www.bidnetdirect.com. Registered users will be able to search for bids, access bid information and documents, receive notifications about bids, and submit bids via BidNet Direct (www.bidnetdirect.com) for all open Maricopa County bids.

ONLY RESPONSES THAT ARE SUBMITTED THROUGH BIDNET DIRECT WILL BE CONSIDERED.

For assistance with the e-procurement platform, contact BidNet Direct Vendor Support during regular business hours, Phone: 1-800-835-4603 or Email: support@bidnet.com. The BidNet Direct Support Department is available Monday - Friday from 8:00 a.m. to 8:00 p.m. EST.

FINDING A SOLICITATION

Solicitations can be found by using the search bar if you know the name or number of the solicitation. If you are unsure of those, use the filter function on the left side navigation panel.

· Select Arizona, then Maricopa County from the Location filter.

· Select Member Agency Bids from the top tabs to see only Maricopa County bids.

The solicitation title and closing date/time will be displayed. Once you select the title, the solicitation will open and display basic information like the contact, purchase type and relevant dates. If a pre-bid conference is scheduled, you will see that on this page.

The left side navigation panel will display tabs.

· Select he DOCUMENTS tab to display all relevant documents. Be sure to read all documents in their entirety as these will provide specific submission instructions.

· If you are asked to provide pricing in a specific document, be sure to download the pricing document from the document list. You are required to download or read all documents prior to submission.

SUBMITTING YOUR BID (bid/proposal/offer):

· Select the PLACE BID icon from the top right corner of your screen. A new window will pop up asking you to select PLACE A NEW BID or PLACE NO BID.

· If you select Place No Bid, you will be prompted for a reason prior to submitting.

· If you select Place New Bid, you will be routed to a page where you will upload all relevant documents.

· If there are line items associated with the bid, you will be asked for line-item pricing.

Once you have provided pricing through the requested document or through the line-item pricing.

· Select NEXT. A window will open where you can take exceptions to any aspect of the…