270832RFP - Pinal County Adult Detention Center Intercom System Replacement - FINAL.pdf

Pinal County Office of Budget and Finance Purchasing Division

31 N Pinal Street, Building A Florence, Arizona 85132

REQUEST FOR PROPOSAL #270832

COVER SHEET

Release Date

September 15, 2026

Solicitation Number

RFP270832

Solicitation Title

Services to be performed for

PINAL COUNTY ADULT DETENTION CENTER

INTERCOM SYSTEM REPLACEMENT

Pinal County Sheriff’s Office – Detention Center

Responses will be received until 2:00 P.M., MST, Tuesday, October 13, 2026 Electronically through the Bonfire Purchasing System

For additional information please contact Traci L. Gorman, CPPO, CPPB, Purchasing Manager Email: Traci.Gorman@pinal.gov 520-866-6714

Documents included in this package Request for Proposal Cover Sheet Response Submittal Requirements Scope of Work Special Terms and Conditions General Terms and Conditions Attachments

The undersigned hereby affirms that (1) he/she is a duly authorized agent of the vendor, (2) he/she has read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of one-hundred eighty (180) calendar days following the date of submission. Offers must contain, in blue ink, a manual signature of an authorized agent of the Vendor or a verifiable electronic time and date stamped signature in the space provided on all appropriate signature lines in this solicitation. Typed names as signatures are not allowed.

PRINT OR TYPE YOUR INFORMATION

Company Name: _______________________________________ Fax: __________________________________________________

Address: ______________________________________________ City/State/Zip: __________________________________________

Contact Person: ________________________________________ Title: __________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Authorized Representative’s Signature: __________________________________________________ Date: _____________________

Printed Name: _________________________________________ Title: _________________________________________________

Email: ________________________________________________ Phone: ________________________________________________ mailto:Traci.Gorman@pinal.gov

TABLE OF CONTENTS

Cover Sheet Page 1

Table of Contents Page 2

Executive Summary Page 3

Specifications Page 5

Special Terms and Conditions Page 12

General Terms and Conditions Page 20

Fee Schedule Page 26

Vendor Information Page 27

Proprietary / Confidentiality Statement Page 32

No Bid Statement Page 33

Submission Form Page 34

Exhibit 1 – Exceptions Form Page 35

Exhibit 2 – Lobbying Certification Page 36

Exhibit 3 – Non-Collusion Affidavit Page 37

Exhibit 4 – Minimum Insurance Requirements Certification Page 38

Insurance Requirements Page 40

Reference and Instructions Regarding Attachment A, Agreement Page 41

Substitute W9 Form Page 42

Request for Proposal #270832 Page 3 of 45

EXECUTIVE SUMMARY

OFFICIAL SOLICITATION DOCUMENTS: Pinal County officially distributes solicitation documents through the Bonfire Purchasing System and notification through the local newspaper. Copies of solicitations obtained from any other source are not considered official copies. Only those Vendors who obtain solicitation documents from the Bonfire Purchasing System website will be in receipt of officially posted and relevant information regarding solicitations issued by Pinal County. The County cannot be held responsible for incorrect information, nor can it attest to the accuracy of information found on websites other than the Bonfire Purchasing System.

PURPOSE OF SOLICITATION: Pinal County is issuing this Solicitation for the purpose of entering into a contract for services as specified herein from a Vendor(s) that will provide prompt and efficient service to the County for Pinal County Adult Detention Center Intercom System Replacement. Although this Solicitation specifies an exact location and timeline for these services to be completed, it is understood and agreed that the County may, during the term of the contract, request additional services be performed by the successful Vendor(s) at the same or other locations within Pinal County. This option, if exercised, is the prerogative of the County and shall be honored by the Vendor(s) throughout the contract period. No guarantees are made that additional services will be requested.

TERM OF CONTRACT: The awarded contract shall commence on January 1, 2027 and shall remain in effect through December 31, 2027.

OPTION TO RENEW FOR SUBSEQUENT YEARS (WITH PRICE ADJUSTMENT): The prices or discounts quoted in this Solicitation shall prevail during the specified term of the contract, at which time the County shall have the option to renew the contract for four (4) additional one-year periods. Continuation of the contract beyond the initial period is a County prerogative and not a right of the Vendor and will be exercised only when such continuation is clearly in the best interest of the County. During the option period, the County will consider an adjustment to the pricing structure if the Vendor notifies the County of a price adjustment. The Vendor shall notify the County of such adjustments during the option period at least ninety (90) calendar days prior to the end of the then current contract year and must include detailed justification for the requested adjustment. The County reserves the right to reject any price adjustments submitted by the Vendor and/or to terminate the contract with the Vendor based on such price adjustments.

The County may consider an adjustment to the pricing structure outside of the option period if such adjustment would be detrimental to the Vendor. The Vendor shall submit an immediate request for such an adjustment in writing to the Purchasing Division and must include detailed justification for the requested adjustment outside of the option period. This consideration is a County prerogative and there is no guarantee that the request will be accepted outside of the option period. The County reserves the right to accept, reject or negotiate any price adjustments submitted by the Vendor and/or to terminate the contract with the Vendor based on such price adjustments.

PRE-PROPOSAL CONFERENCE AND SITE VISITS ARE RECOMMENDED: A recommended pre-proposal conference and site visit will be held on Thursday, September 22, 2026 at 9:00am at the Pinal County Detention Center, 971 Jason Lopez Circle, Bldg. C, Florence, AZ. Please meet outside the building to be authorized through.

A representative of the Vendor is encouraged to attend this conference and site visits in order to become familiar with the requirements and measurements for replacing the workstations. This will be the only time available to walk through the sites; no other appointments will be scheduled. Due to the secure nature of the sites, Vendors who fail to arrive at the pre-proposal conference prior to the starting time will not be offered the

Request for Proposal #270832 Page 4 of 45 opportunity to walk through the sites. Vendors shall take all necessary precautions with going through a secure facility, i.e. tools, camera, etc.

NON-APPROPRIATION. Pursuant to A.R.S. §35-190, as amended, the financial obligations of the County as set forth herein after the current fiscal year are contingent upon funds for the purpose being appropriated, budgeted and otherwise available. The awarded agreement will automatically terminate on July 1st of the first fiscal year for which funds are not appropriated. The County shall give the Vendor written notice of such non-appropriation.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit Vendor responses and to review each Vendor Response.

September 15, 2026 Release Request for Proposal September 22, 2026 @ 9:00 a.m. Pre-Proposal Meeting & Walk Thru September 24, 2026 @ 9:00 a.m. Deadline for Submitting Questions

October 13, 2026 @ 2:00 p.m. Response Submission Deadline November 2026 Issue Notice of Intent to Award December 9, 2026 (estimated) Contract Award

IDENTIFICATION OF TAXES IN OFFER: The County is subject to Arizona Transaction Privilege Tax (TPT) and local sales/use taxes, as set forth in the contract terms and conditions. Taxes shall be identified as separate items by amount or by rate, as applicable, in the offer.

EXCISE TAX: The County is exempt from certain federal excise tax on manufactured goods. The County will provide the necessary exemption certificates as evidence.

ACCESSIBILITY COMPLIANCE: All non-confidential documents that may be subject to public requests under Title 39 of the Arizona Public Records Law et seq., as amended must comply with the Web Content Accessibility Guidelines (WCAG) 2.1 and the Americans with Disabilities Act (ADA). Contractors must ensure that their software, products, services, and documents are accessible. Additionally, Contractors should include any Voluntary Product Accessibility Template (VPAT), Accessibility Conformance Report (ACR), or other Accessibility Statements relevant to their offerings. Contractors have the option to provide a recording demonstrating conformance, test results, or an agreement to remediate their technology to meet accessibility standards.

RESPONSE TO QUESTIONS: Questions which arise during the Response preparation period regarding issues around this Solicitation, purchasing and/or award should be directed electronically, via the Bonfire Purchasing System, to Traci Gorman, CPPO, CPPB, Purchasing Manager, Purchasing Division, Pinal County. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

Any official interpretation of this Solicitation must be made by an agent of the County’s Purchasing Division who is authorized to act on behalf of the County. The County shall not be responsible for interpretations offered by employees of the County who are not agents of the County’s Purchasing Division.

REMAINDER OF PAGE LEFT INTENTIONALLY BLANK

Request for Proposal #270832 Page 5 of 45

SPECIFICATIONS

1. SPECIFICATIONS

Pinal County is soliciting responses from qualified Vendors to furnish all materials and labor as necessary for the replacement of the Intercom System for the Pinal County Sheriff’s Office – Adult Detention Center.

It is expected that the business and their team members will have significant experience with this type of project.

It is expected that the individuals overseeing and managing this project are licensed professionals. The successful Vendor shall be considered and shall remain an independent contractor throughout the term of any contract awarded pursuant to this Solicitation.

The successful Vendor shall be solely responsible for scheduling and coordinating work of the sub-contractors, suppliers, and other individuals or entities performing or furnishing any of the work under direct or indirect contract with the successful Vendor.

The successful Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, tools, and all other facilities and incidentals necessary for performance, testing, start up, and completion of the services outlined in this Solicitation.

Although this Solicitation specifies an exact location for these services, it is understood and agreed that the County may, during the term of the contract, request additional services from the successful Vendor. This option, if exercised, is the prerogative of the County and shall be honored by the Vendor throughout the contract period. No guarantees are made that additional services will be requested.

A. Background: The Pinal County Detention Center is currently operating with a DXI intercom system.

Replacement parts are no longer being made for this product, and it is not working at 100% functionality due to part failures. There are approximately eight hundred and fifty-eight intercoms in the Pinal County Sheriff’s Office Detention Center that connect to our current DXI system.

B. Objective: The Pinal County Sheriff’s Office (PCSO) Detention Center requires a full upgrade of its existing DXI intercom system, which has reached end-of-life. The successful Vendor shall provide all labor, materials, equipment, and services necessary to replace the existing system with a new, fully functional, VoIP-based intercom system that integrates with the facility’s existing AVEVA door control system. All intercoms must remain functional throughout the duration of the project, only allowing for minimal downtime when completely necessary.

C. Current System Issues: The current system has been in place since the early 1990’s. The longevity of the system is its most redeeming quality. What it currently lacks, after more than 30 years, is reparability and quality. The new VoIP system should anticipate addressing both of these issues. It is important that the new system has a comparable service life.

In addition, there are occasions when the DXI integration into AVEVA fails. This sometimes involves intercoms getting hung up in the call position or complete failure where no data is being exchanged.

This requires varying degrees of troubleshooting both the DXI system and the AVEVA system to resolve.

Request for Proposal #270832 Page 6 of 45

2. REQUIRED DOCUMENTATION

Failure to provide required information may deem your submittal non-responsive. Submittals must contain, in blue ink, a manual signature of an authorized agent of the Vendor or a verifiable electronic time and date stamped signature in the space provided on all appropriate signature lines in this solicitation. Typed names as signatures are not allowed.

• Documentation Satisfying Evaluation Criteria

• Vendor Information Form

• Proprietary / Confidential Statement

• Sub-contractor List, if applicable

• Certificate of Good Standing from the Arizona Corporate Corporation Commission

• Exhibit 1 – Exception Form

• Exhibit 2 – Lobbying Certification

• Exhibit 3 – Non-Collusion Affidavit

• Exhibit 4 – Minimum Insurance Requirements

3. SCOPE OF WORK

The primary goal of the project is to update the current DXI intercom system. The successful Vendor shall be responsible for providing all equipment and materials required to complete the project. Below are the directives regarding the replacement and installation of the system. All documentation and manuals for the DXI system can be found at this link: https://harding-tech.com/microcomm-dxi-specification-manuals/

Replacement of the Core DXI System The core DXI system consists of MDF (Main Distribution Frame), five (5) IDF’s (Intermediate Distribution Frame) and all the intercoms connected to it. Currently all the intercoms are connected to the DXI system via a two-wire connection. DXI is not VoIP capable. With DXI being end of life, and our current intercoms not supporting VoIP we are looking to overhaul the entire system. We require the new system to be VoIP for easier management and better audio clarity; as well as overall easier maintenance. The new system will need to be completely isolated from external connections. The system will need to function without getting updates or patches from the internet. Intercoms will need to remain functional throughout the Detention Center during the upgrade. In the older units of the Detention Center, Baker and Charlie, there are call buttons located in cells instead of intercoms. These will need to remain functional with the new system.

Below are the requirements and preferences for the new intercom system as well as the intercoms themselves.

1. Requirements:

a) Tamper resistant intercoms

b) Intended for 24/7 use

c) Support 2-way communication with Clear Audio

d) Support replaceable parts on intercoms

e) Intercoms must work in Arizona heat in direct sunlight

f) Everything shall be under a minimum 5-year warranty

g) Replacement parts must remain available for purchase for at least fifteen (15) years after installation

h) Documentation and onsite training on the new system for PCSO IT staff

i) Must be able to integrate with AVEVA

2. Preferences:

a) IP 68 rating intercoms

b) IK 10 rating intercoms

c) Support “master stations” for manually calling intercoms if AVEVA integration fails

d) 2 wire support while the intercoms are being upgraded

e) Having spare parts on hand https://harding-tech.com/microcomm-dxi-specification-manuals/

Request for Proposal #270832 Page 7 of 45

f) Redundant servers

g) Interested in video intercoms for main access ways

Installation of Water-Resistant Server Racks There are five (5) main units in the Pinal County Sheriff’s Office Detention Center. These units consist of twenty-two (22) individual housing units. Each one of the housing units will need a water-resistant server rack. Server racks will need to be installed in the plumbing chase behind the housing unit. There are also two (2) units in the older part of the Detention Center that will need server racks installed in the multipurpose rooms. Lastly one (1) additional rack will need to be installed in the transportation area of the Detention Center. The server rack may need to be wall mounted and the space is slightly confined. All racks must have a minimum of 8u’s rack space.

Installation of New Fiber New single mode fiber will need to be run, 100Gb fiber is preferred for ensuring service for the future, to connect the network infrastructure required for this upgrade. All fiber will need to be terminated, certified, and labeled.

1) The first run will need to be twenty-four (24) strands and connect the Master control to the old Master control;

2) The second run will need to connect the old Master control to the Baker unit and should be twelve (12) strands;

3) The third run will need to connect the old Master control to the Charlie unit and should be twelve (12) strands;

4) The fourth run will need to connect the old Master control to transport and should be twelve (12) strands;

5) The fifth run will need to connect the old Master control to Mezzanine 1 and should be twenty-four (24) strands;

6) The sixth run will need to connect the old Master control to Mezzanine 2 and should be twenty-four (24) strands;

7) The seventh run will need to connect the old Master control to Mezzanine 3 and should be twenty-four

(24) strands;

8) From Mezzanine 1 there will need to be eight (8) additional twelve (12) strand runs to the plumbing chase behind each pod on the first floor;

9) From Mezzanine 2 there will need to be eight (8) additional twelve (12) strand runs to the plumbing chase behind each pod on the second floor;

10) From Mezzanine 3 there will need to be six (6) additional twelve (12) strand runs to the plumbing chase behind each pod on the third floor.

Installation of a New Network Infrastructure The new intercom system will require two (2) routers in Master Control as well as forty-eight (48) port switches and UPSs in Master Control, the old Master Control, the Baker multipurpose room, the Charlie multipurpose room, the Transportation unit, each of the mezzanines, and behind all twenty-two (22) racks installed behind the Housing units. These switches will need to be determined by the awarded vendor and should be POE (Power Over Ethernet) to power all of the intercoms. The switches and router will need to be enterprise grade hardware. Fiber aggregation switches should be put in Master Control, the old Master Control, and each of the three (3) Mezzanines.

Installation of New Ethernet Every new intercom will require Ethernet to be run for power and data. There are approximately eight hundred and fifty-eight (858) intercoms in the Pinal County Sheriff’s Office Detention Center. All runs will need to be punched down, labeled and certified. A three (3)-foot service loop on every run would be preferred. Vendors will be able to use existing conduit where applicable, but in some cases they may need to run new conduit. If new conduit is required, the successful Vendor may also need to x-ray the walls to find safe penetrations.

Installation of New VoIP Intercoms All intercoms will need to be replaced with VoIP capable intercoms. This will involve going to every intercom in the Detention Center, uninstalling the old intercom and installing the new intercom. The successful Vendor may be required to work around the Detention Center schedule as replacing approximately eight hundred and fifty-eight (858) intercoms will most likely be a multi month roll out.

Request for Proposal #270832 Page 8 of 45

Power Configuration Some equipment locations may require power outlet installation. The successful Vendor will be required to know the amp draw required by the equipment, locations of where outlets need to be installed, and whether the new outlets can be tied into existing circuits or if a dedicated circuit will be required.

Integration with AVEVA into New Intercom System The new intercom system will need to integrate into our existing AVEVA door control system. The purpose of the integration is to have bi-directional communication between the two (2) systems for passing through audio and microphone control. If a video intercom solution is provided there will need to be a video call up integration into AVEVA.

Timeline for this project is expected to vary based on the Vendor’s capabilities, staffing, and scheduling restrictions within the Detention Center. The successful Vendor will be required to provide thorough documentation of every step, as well as complete documentation of the entire system. Based on our understanding of this project, listed below is a tentative timeline start to completion of the project. It is the expectation of Pinal County that the successful Vendor will modify this timeline based on their experience working with these systems.

1. Planning – Four (4) weeks: Vendor to research and come up with detailed system design and review with PCSO IT.

2. Main Fiber Runs – Eight (8) weeks: The following runs will need to be completed before any equipment can be installed. All lines will need to be terminated, certified, and labeled.

a) Master Control to old Master Control

b) Old Master Control to Transport

c) Old Master Control to Mezzanine 1

d) Old Master Control to Mezzanine 2

e) Old Master Control to Mezzanine 3

3. Main Network Equipment Install – Two (2) weeks: Install switches, aggregation switches, and routers in Master Control, the old Master Control, Transport and all three (3) of the mezzanines.

4. New Core System Installation – Two (2) weeks: Install new core intercom system.

5. Develop Integration with AVEVA Door Control System – Four (4) weeks: Vendor will need to have familiarity or subcontract with someone familiar with the AVEVA door control system to develop an integration between the new intercom system and AVEVA. This integration will need to allow bi-directional audio pass through from intercoms as well as intercom identification and call-up. If video intercoms are purchased, an integration to pass through the video will need to be created as well. This integration will need to be thoroughly tested before moving on to the next step.

6. Training – Two (2) Weeks: PCSO IT staff will need to be trained and certified by the vendor to work on and service the new intercom system.

7. System Migration – One (1) week: All old 2 wire intercoms will need to be moved over to and configured in the new system. This will need to be done as fast as possible to avoid downtime.

8. Remaining Fiber Runs – Eight (8) Weeks: The remaining fiber runs will need to be completed next. All lines will need to be terminated, certified, and labeled.

a) Mezzanine 1 to all eight (8) Pods on First Floor

b) Mezzanine 2 to all eight (8) Pods on Second Floor

c) Mezzanine 3 to all six (6) Pods on Third Floor

d) Old Master Control to Baker unit

e) Old Master Control to Charlie unit

9. Install Server Racks – Two (2) Weeks: Install twenty-five (25) server racks. Locations listed below.

a) Four (4) in E unit plumbing chase

b) Four (4) in H unit plumbing chase

c) Four (4) in F unit plumbing chase

d) Four (4) in J unit plumbing chase

e) Six (6) in G unit plumbing chase

Request for Proposal #270832 Page 9 of 45

f) One (1) in Transport unit

g) One (1) in B unit multipurpose room

h) One (1) in C unit multipurpose room

10. Install Remaining Network Equipment – Two (2) Weeks: Install switches and UPSs in Baker, Charlie, and all twenty-two (22) racks in the plumbing chase.

11. Upgrade Intercoms – Twenty (20) Weeks: All intercoms will need to be upgraded to new VoIP intercoms, plugged in and configured in the new system. This process will require new Ethernet runs to be run to each of the approximate eight hundred fifty-eight (858) intercoms. All Ethernet runs must be terminated/punched down, certified and labeled.

12. Final Acceptance – Two (2) Weeks: Full system to be reviewed to ensure everything is functioning as expected and requested. If review is passed, then the system will be signed off on.

4. MANDATORY REQUIREMENTS

All successful Vendor personnel and subcontractors are required to adhere to the following mandatory requirements:

a) Must be able to pass a CJIS Background Check prior to entering the Detention Center.

b) Must be accompanied by a PCSO staff member while inside the Detention Center.

c) Must follow Pinal County Detention Center Policy and Procedures.

d) Must pass through a security checkpoint prior to entering the Detention Center.

e) All tools must be checked in when entering the Detention Center and checked out when leaving the

Detention Center. No exceptions.

5. SERVICE REQUIREMENTS

The successful Vendor must have the ability to provide 24/7/365 on-call support with preferred response times listed below.

a) Critical Full System Outage (Intercom system, Primary pathways, Network, or Integration failure):

Vendor must respond within one (1) hour and have the issue(s) resolved within 48-hours.

b) Major Outage (Node failure, Greater than 15% intercom outage): Vendor must respond within four (4) hours and have issue(s) resolved within 72-hours.

c) Minor Outage (Individual intercom failure or damage, less than 15% intercom outage): Vendor must respond within 48 hours and have issue(s) resolved within five (5) business days.

The successful Vendor shall agree to provide written warranty and service for a minimum of 5 years.

The successful Vendor shall train and certify PCSO IT individuals to diagnose system and to perform repairs on an as-needed basis.

6. VENDOR AGREEMENT REQUIREMENTS

No guarantee is made that Pinal County will approve language provision requests of agreements presented by the Vendor. The County’s Professional Services Agreement shall be the main contract document for this project, and the language of the Professional Services Agreement shall supersede any other language.

7. EVALUATION CRITERIA

The evaluation committee will score Responses based on the following criteria not listed in any order of importance. The total number of points allowable under this evaluation is 100 points.

• Previous Experience and Qualifications o Provide evidence of experience and qualifications necessary to perform the services outlined in the scope of work o Provide a minimum of three (3) projects that are similar to the scope of work, preferably two (2) government projects other than Pinal Couty o Provide all relevant certifications for the Vendor and subcontractors

Request for Proposal #270832 Page 10 of 45

• Proposed Integration with AVEVA and Current 2-wire System o Mandatory requirements met to integrate proposed system with the current 2-wire system o Describe ability to integrate video VoIP intercom with AVEVA o Ability to integrate with current County systems as required, i.e. – AVEVA and the 2-wire system. Describe in detail how you would integrate with each system. Please include the compatibility of video intercoms as well as the integration with the AVEVA door system o Project Solutions to include the means and methods of solution

• Proposed Implementation Schedule and Implementation Team o Approach to project and outline of the work schedule o Roles of the various Vendor staff o Vendor staff and installers qualifications o Training offered

• Cost Proposal o Total cost breakdown of year 1 costs including implementation costs, license cost, hardware costs, training costs, etc. Please provide an itemized breakdown of hardware, software, and services o Total cost of subsequent years broke down by year

• Equipment o Provide documentation of how your equipment will meet the needs and requirements listed in the scope of work

• Warranty and Support o Provide documentation of a minimum 5-year warranty. Describe support tiers and outline what is covered in each tier.

8. RESPONSE FORMAT

Failure to respond in the required format or failure to provide required information may deem your submittal non-responsive.

To facilitate an effective evaluation process, responses must be submitted on 8.5” x 11” paper, with a minimum font size of ten (10), and all pages should be numbered in the following manner: page __ of __ pages with a maximum of one hundred (100) pages. All acronyms in the response must be defined.

Attachments/Exhibits included in this solicitation that require signature and/or are a required document to be returned with your Responses shall be included as an exhibit to your Responses and will not be included in the one hundred (100) page limit. Schedules, if applicable, may be submitted on 11" x 17" sheets and are counted as one page (limit of five pages).

Submittals should be prepared concisely and provide a straightforward description of the Consultant’s ability to fulfil the requirements of this Solicitation.

ELECTRONIC SUBMISSION OF OFFERS: Pinal County will only accept electronic bid Responses submitted through the Bonfire Purchasing System. A Submittal Log will be posted after the County has had an opportunity to review and verify the submittals offered to the County.

The original Offer must be received before the due date and time through an electronic package transmitted through the Bonfire Purchasing System. The Vendor is responsible for ensuring its Response is posted in its entirety by the due date and time outlined in the solicitation document. No allowances will be provided to those Vendors whose submittal is not uploaded prior to the due date and time outlined in the solicitation.

If the submittal arrives late and/or is not uploaded in its entirety, it will not be included in the electronic lockbox.

The Solicitation Opening for RFP270832 will take place VIA GOOGLE MEET on October 13, 2026 @ 2:00PM MST utilizing the video link or call-in information below:

Request for Proposal #270832 Page 11 of 45

Google Meeting:

Video call link: https://meet.google.com/noh-cafi-zqw

Telephone Call In:

1808-999-(US) +1 540 PIN: 552 382 036#

More phone numbers: https://tel.meet/noh-cafi-zqw?pin=8987636274270

Respondents are NOT required to participate. No in-person entry to our building will be permitted.

To enable the County to conduct a uniform review of the information submitted in response to this Solicitation, Vendors must address the following information, numbered in a manner that directly corresponds with the number of the Table of Contents section of the submitted Response. The County reserves the right to reject submittals that do not follow the required format. Include concise, complete information which will demonstrate that your firm is uniquely qualified to provide the products and services specified in this Solicitation.

ALL signatures on required documents must be in blue ink or a verifiable electronic time and date stamped signature in ONE (1) PDF document.

A. Provide response without reference to Pinal County logo or company logo in one PDF document B. Submit response in a format that follows a clearly outlined Table of Contents that identifies all material and attachments that comprise your response by section and by page number. I.e. – Required Documentation section, Evaluation Criteria section, etc. as outlined on the Response Submittal Requirements page

C. One-page Cover Letter. Submit a Cover Letter on official business letterhead that:

a. Affirms your willingness to comply with all work requirements and other terms and conditions as specified in this Solicitation;

b. Provides, in brief and concise terms, a summation of your submittal and identifies the points that make your firm uniquely qualified for this project; and

c. That is signed by an Authorized Representative of your firm who has the authority to commit to the proposed work.

D. Provide documentation that satisfies the Required Document Requirements E. Provide documentation that satisfies the criteria to be evaluated F. Provide the completed and signed Cover Sheet G. Addendum(s) Acknowledgement, if applicable H. Submission Form I. Pricing Form J. Completed W-9 K. Universal Entity Identifier (UEI) Number L. Additional Attachments, if applicable

Request for Proposal #270832 Page 12 of 45

SPECIAL TERMS AND CONDITIONS

1. METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN RESPONSE: It is the intent of the County to award this Solicitation to the Vendor who receives the highest score when the Responses submitted by interested Vendors are reviewed by the County's Response Evaluation Committee. For this Solicitation, the Evaluation Committee will score Responses based on the following criteria listed in no particular order. The total number of points allowable under this evaluation is 100 points.:

• Previous Experience and Qualifications

• Proposed Integration with AVEVA, Current 2-wire System, and Video VoIP Intercom

• Proposed Implementation Schedule and Implementation Team

• Cost Proposal

• Equipment

• Warranty and Support

A more detailed description of these criteria can be found on Pages 9-10 of this document.

Evaluation criteria, other than costs, are evaluated first. After rating the written Responses, costs are then considered against trade-offs such as satisfaction of requirements in the Solicitation, qualifications and financial condition of the Vendor, risk, and incentives.

If it is in the best interest of the County, the Evaluation Committee may invite a limited number of Vendors who received the highest scores during the written phase to provide an oral presentation and discussion. The number of Vendors who may be invited to participate in this discussion will be determined by the Evaluation Committee after the written Responses have been scored.

The County reserves the right to conduct negotiations with Vendors and to accept revisions of Responses.

During this negotiation period, the County will not disclose any information derived from Responses submitted, or from discussions with other Vendors. Once an award is made and the contract is finalized, the Solicitation file and the Responses contained therein are public records.

2. SAMPLES OF SERVICE MAY BE REQUIRED DURING EVALUATION: After the Responses are opened by the County, the Vendors may be required to demonstrate their competency and ability to provide the quality of service that will be required by the County during the contract period. Such demonstrations will be provided to the County for evaluation by, and at no cost to, the County. If a demonstration of competency is required, the County will notify the Vendor of such and will specify the deadline for providing the demonstration. The County reserves the right to establish its own procedures for evaluating the Vendors' competencies and abilities. On the basis of these evaluation criteria, the County shall be the sole judge of the abilities of each Vendor in conformance with standards established in the Specifications and its decision shall be final.

3. POST INTENT TO AWARD MEETING: The Vendor may be required to attend a post intent to award meeting with the County to discuss the terms and conditions of the contract. This meeting will be coordinated by the Purchasing Division once a Notice of Intent to Award has been issued.

4. COMPLETION OF WORK FROM DATE OF PURCHASE ORDER: The Vendor shall state in its Response the number of calendar days from the date of the Purchase Order issued by the County in which it will guarantee to complete the work, repair, and/or service. Time for completion may be considered a factor in determining the successful Vendor. The completion date shall not exceed eighteen (18) months after the date of the

Request for Proposal #270832 Page 13 of 45

Purchase Order. All work shall be performed in accordance with good commercial practice, and the work schedule and completion dates shall be adhered to by the successful Vendor(s), except in such cases where the completion date will be delayed due to acts of God, strikes, or other causes beyond the control of the Vendor. In these cases, the Vendor shall notify the County of the delays in advance of the original completion date so that a revised completion date can be negotiated. Should the Vendor(s) to whom the contract(s) is awarded fail to complete the work within the number of days as stated in its Response, it is hereby agreed and understood that the County reserves the right to cancel the contract with the Vendor and to secure the services of another vendor to complete the work. If the County exercises this right, the County shall be responsible for reimbursing the Vendor for work which was completed and found acceptable to the County in accordance with the Specifications. In addition, the County may, at its sole discretion, request payment from the Vendor, through an invoice or credit memo, for any additional costs over and beyond the original Response price which were incurred by the County as a result of having to secure the services of another vendor.

5. ALL-INCLUSIVE PRICING: Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work and all aspects of Contractor’s proposal as accepted by the County. Details of service not explicitly stated in the Scope of Work or in Contractor’s proposal, but necessarily a part of, are deemed to be understood by Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs and profit and any other costs toward the accomplishment of the requirements in the contract are included in the pricing provided.

6. DEFICIENCIES IN WORK TO BE CORRECTED BY VENDOR: The successful Vendor shall promptly correct all deficiencies and/or defects in work and/or any work that fails to conform to the Contract Documents. All corrections shall be made within five (5) calendar days after such rejected defects, deficiencies, and/or non-conformances are verbally reported to the Vendor by the County's Project Manager. The Vendor shall bear all costs of correcting such rejected work. If the Vendor fails to correct the work within the period specified in this Solicitation, the County reserves the right to place the Vendor in default of its contractual obligations, obtain the services of another vendor to correct the deficiencies, and charge the Vendor for these costs, either through a deduction from the final payment over to the Vendor or through invoicing.

7. EQUIPMENT SHALL BE MOST RECENT MODEL AVAILABLE: The equipment being offered by the Vendor shall be the most recent model available. Any optional components which are required in accordance with the Specifications shall be considered standard equipment for purposes of this Solicitation. Demonstrator’s models will not be accepted. An omission of any essential detail from these Specifications does not relieve the Vendor from furnishing a complete unit. The unit shall conform to all applicable OSHA, State of Arizona, and Federal safety requirements. All components, including but not limited to assists, wiring, accessory mounting, parts, connectors, and adjustments, are to be in accordance with current SAE standards and recommended practices.

The engineering, materials and workmanship shall exhibit a high level of quality and appearance consistent with, or exceeding, industry standards.

8. LIMITATION OF OPERATIONS DURING EVENINGS AND WEEKENDS: No work shall be performed on Saturday, Sunday, Holidays or on any weekdays between the hours of 7:00 p.m. and 7:00 a.m. except when such work is necessary for the proper care and protection of the work already performed or in such cases where critical failure has occurred, and only in those cases where permission to do such work is secured from the County's Project Manager. No overtime work shall be started without prior approval of the County's Project Manager or his/her designated representative.

9. METHOD OF PAYMENT - PERIODIC INVOICES FOR MILESTONES COMPLETED: The successful Vendor shall submit an invoice in relation to the Fee Schedule Milestones included in this solicitation to the County's Project Manager. The invoice shall be itemized and reference the appropriate Milestone, Purchase Order number, a detailed explanation of the work that was performed, and, if applicable, the model and serial numbers of each piece of equipment that was placed, serviced and/or repaired by the Vendor in conjunction with the corresponding invoice. The periodic invoices shall not exceed thirty (30) calendar days from the date of the completion of the Milestone. Under no circumstances shall the invoices be submitted to the County in advance of the Milestone being completed.

Request for Proposal #270832 Page 14 of 45

10. PERMITS AND FEES PAID BY VENDOR: The Vendor shall obtain and pay for all permits, licenses and inspection fees required for this project and shall comply with all laws, ordinances, regulations and building code requirements applicable to the work contemplated herein. Damages, penalties and/or fines imposed on the County or the Vendor for failure to obtain required permits, licenses, or fees shall be borne by the Vendor.

11. TRAINING COURSES SHALL BE REQUIRED: The successful Vendor shall be required to provide a training program to County employees regarding the use of the equipment supplied by the Vendor in conjunction with this Solicitation. Such training, if required, shall be provided within one (1) week after the equipment has been delivered to, and accepted by, the County. The Vendor shall bear all costs associated with this training.

12. WARRANTY SHALL BE FOR SPECIFIC PERIOD: In addition to all other warranties that may be supplied by the Vendor, the Vendor shall warrant its product and/or service against faulty labor and/or defective material for a minimum period of five (5) years after the date of acceptance of the labor, materials and/or equipment by the County. This warranty requirement shall remain in force for the full period identified above, regardless of whether the Vendor is under contract with the County at the time of defect. Any payment by the County on behalf of goods and services received from the Vendor does not constitute waiver of these warranty provisions.

The successful Vendor shall supply a copy of its written warranty certificates upon Notice of Award.

13. DEBRIEFING: Offeror(s) not selected for award may request a debriefing on the selection process as well as discussion of the strengths and weaknesses of their firm’s proposal upon the Final Notice of Award being posted on the Bonfire Purchasing website.

A debriefing may be scheduled by contacting the Procurement Officer listed on the Cover Sheet of this Solicitation once the Final Notice of Award has been posted.

14. PROOF OF REGISTRATION WITH THE ARIZONA CORPORATION COMMISSION: Successful vendors that are corporations or limited liability companies are required to furnish a Certificate of Good Standing from the Arizona Corporate Corporation Commission, as proof that they are properly registered to do business in the State of Arizona, prior to finalization of award.

15. LOBBYING PROHIBITED: Vendors are prohibited from directly or indirectly communicating with members of the Board of Supervisors regarding their qualifications or any other matter related to the eventual award of a contract for the goods and/or services requested in this Solicitation. Vendors are prohibited from contacting County employees or evaluation committee members regarding their qualifications or the award of a contract unless in response to an inquiry from an employee or committee member as part of the formal evaluation process outlined in the Solicitation. Any violation of these provisions will result in the Vendor’s immediate disqualification from the selection process.

Contractor warrants that it will not engage in lobbying activities as defined in 40 CFR part 34 and A.R.S. § 41- 1231, et seq., using monies awarded under the contract. Upon award of the Contract, Contractor shall disclose all lobbying activities to the County to the extent these activities present an actual or a potential conflict of interest or where such activities would create an appearance of impropriety. Contractor shall implement and maintain adequate controls to assure that monies awarded under the contract are not used for lobbying.

Subcontractors shall be subject to these same provisions. Contractor shall include “anti-lobbying” provisions in all subcontracts. This paragraph does not apply to the extent that the services are defined in the contract as being lobbying for the County’s benefit or on the County’s behalf.

16. ISRAEL BOYCOTT PROHIBITED: Pursuant to A.R.S. §35-393.01(A) and to the extent allowable by law, if the Contractor engages in for-profit activity and has ten (10) or more employees, and if this agreement has a value of $100,000 or more, the Contractor certifies it is not currently engaged in, and agrees for the duration of this agreement to not engage in, a boycott of goods or services from Israel. This certification does not apply to a boycott prohibited by 50 U.S.C. §4842 or a regulation issued pursuant to 50 U.S.C. §4842.

17. USE OF FORCED LABOR OF ETHNIC UYGHURS PROHIBITED: Pursuant to A.R.S. §35-394, the use of forced labor, any goods produced by forced labor or contractors or subcontractors that utilize the forced labor

Request for Proposal #270832 Page 15 of 45 of Ethnic Uyghurs in the People’s Republic of China is prohibited. Written certification that the contractor complies with this provision shall be submitted to the County. If written certification has been submitted, and the contractor later determines that it is not in compliance with this provision, it shall notify the County within five (5) business days. If the County does not receive notification that within one hundred and eighty (180) days of finding the violation that the company has remedied the violation of this section, the contract will terminate.

If the contract naturally or otherwise terminates before the end of the one hundred and eighty (180) day remedy period, the contract shall terminate on the contract termination date.

18. E-VERIFY REQUIREMENTS: As required by A.R.S. § 41-4401, Contractor and each subcontractor warrants compliance with A.R.S. § 23-214(A) and all federal immigration laws and any regulations relating to the immigration status of their employees. Contractor and each subcontractor acknowledge that under A.R.S. § 41- 4401, the County retains the legal right to inspect the papers of any Contractor or subcontractor employee who works under the contract to ensure that Contractor or subcontractor is in compliance with the foregoing warranty and understands that a breach of the foregoing warranty under shall be deemed a material breach of the contract that is subject to penalties up to and including termination of the contract.

19. CONFLICTS WITHIN THE CONTRACT DOCUMENTS: In the event that conflicts exist within the Contract

Documents, the following policies shall govern: A. Addenda shall supersede all other Contract Documents to the extent specified. Subsequent addenda shall supersede prior addenda only to the extent specified. B.

Drawings and Specifications are intended to agree and be mutually explanatory and shall be accepted and used as a whole and not separately. Should any item be omitted from either the drawings or Specifications as specified, it shall be implied that such omissions are contained in both the drawings and the Specifications as necessary for the proper construction of the work herein specified. Should any error or disagreement between the Specifications and drawings exist or appear to exist, the Vendor shall not avail itself of such manifestly unintentional error or omission but must have same explained or adjusted by the County's project manager before proceeding with the work in question.

20. LOCATION OF WORK: The work described in this Solicitation shall be performed within the Pinal County

Detention Center located at 971 Jason Lopez Circle, Bldg. B, Florence, AZ.

21. LOCAL OFFICE SHALL BE REQUIRED: Due to the service level required in conjunction with this Solicitation, the Vendor shall maintain an office within 150 miles of Pinal County, Arizona.

22. SUPERINTENDENT SHALL BE SUPPLIED BY VENDOR: The successful Vendor shall employ a competent superintendent who shall be the primary representative for the Vendor and all communications provided to, and all decisions made by the superintendent shall be binding to the Vendor. Notwithstanding, the superintendent shall be considered to be, at all times, an employee of the Vendor under its sole direction and not an employee, agent, or representative of the County.

23. ELIGIBILITY OF VENDORS - MUST BE ENGAGED IN PERFORMING SERVICES RENDERED: Pre-award inspection of the Vendor's facility may be made prior to award of the contract. Solicitations will only be considered from firms which are engaged in the business of performing services as described in this Solicitation.

Vendor(s)…