Bid Notice-Detention Controls _ Security Electronics Systems Maintenance _ Support.pdf

CALAVERAS COUNTY

REQUEST FOR PROPOSALS (RFP)

DETENTION CONTROLS AND SECURITY ELECTRONICS SYSTEMS MAINTENANCE AND SUPPORT

RFP No. 26-0380-03-936

SECTION 1. PROJECT OVERVIEW

The County seeks proposals from qualified firms to provide preventative maintenance, technical support, troubleshooting, repair, software, and emergency response services for the Detention Controls and Video

Surveillance Systems at the Calaveras County Adult Detention Facility and Sheriff’s Office.

The selected contractor shall provide comprehensive support intended to maximize system reliability, reduce downtime, extend equipment life, and maintain continuous operation of critical life-safety and security systems and provide proactive recommendations for system improvements and future technology enhancements.

This is not a low-bid procurement.

SECTION 2. EXISTING SYSTEMS

The facility currently utilizes:

Detention Control Systems

• Omron PLC-based control systems

• GE Cimplicity HMI software

• HMI servers and operator workstations

• Duress alarm systems

• Security lighting controls

• Harding intercom and paging systems

• CCTV integration interfaces

• Associated communications networks

Video Surveillance Systems

• FLIR/Teledyne Latitude Video Management System

• Recording servers and storage arrays

• Video workstations and monitoring stations

• IP camera infrastructure

• Audio recording systems

• Associated networking equipment

The proposer shall demonstrate experience maintaining systems of similar complexity and architecture.

SECTION 3. REQUIRED SERVICES

Preventative Maintenance

Provide a minimum of two comprehensive preventive maintenance inspections annually.

Services shall include:

• System health assessments

• PLC diagnostics

• HMI diagnostics

• Server and workstation evaluations

• Camera and recording system inspections

• Intercom testing

• Network performance verification

• Backup verification

• Security vulnerability review

• Firmware and software update recommendations

• Documentation of deficiencies

Preventative Maintenance Reports

Within five (5) business days following each preventative maintenance visit, the Contractor shall provide a comprehensive written report electronically to the Sheriff's Office Contract Administrator, County Information

Technology Department, and any other designated County representatives.

The report shall include, at a minimum:

• All preventative maintenance activities performed

• Systems and equipment inspected

• Test results

• Deficiencies identified

• Corrective actions completed during the visit

• Outstanding issues requiring future repair

• Recommended repairs or replacements

• Equipment approaching end of life

• Software or firmware updates performed or recommended

• Photographs when appropriate

• Recommendations to improve system reliability or performance

Email summaries or abbreviated reports will not satisfy this requirement.

Remote Technical Support

Provide an unlimited or clearly defined remote technical support during business hours.

Support shall include:

• Troubleshooting

• Diagnostics

• Software support

• Configuration review

• Coordination with County IT staff

• Remote system monitoring (if offered)

Proposers shall identify:

• Support hours

• Staffing model

• Escalation procedures

• Average response times

Emergency Service Response

Provide emergency support for system failures affecting:

• Cell door control systems

• Life-safety systems

• Duress alarms

• Security intercom systems

• Video recording systems

• Security network infrastructure

Proposal shall include guaranteed response times for:

Priority Example Response

Critical Loss of door control 1 hour

High Major camera failure 4 hours

Medium Partial subsystem failure 1 business day

Low Routine issue 3 business days

County prefers vendors capable of on-site response within 24 hours.

Corrective Maintenance

When repairs cannot be completed during the initial visit, the Contractor shall:

• Identify temporary mitigation measures, if applicable

• Provide a written action plan

• Provide an estimated completion date

• Identify any parts requiring procurement

• Notify the County of manufacturer or supply chain delays

• Provide periodic status updates until repairs are completed

Software and Licensing Support

Contractor shall:

• Maintain software licensing compliance

• Coordinate manufacturer support agreements

• Provide software updates and upgrade recommendations

• Assist with cybersecurity updates

• Maintain compatibility between operating systems and detention control applications

Documentation Requirements

Contractor shall maintain and update:

• System architecture diagrams

• Network diagrams

• Device inventories

• PLC backups

• Patch logs

• HMI application backups

• Configuration files

• Software licensing records

• Incident response plan

All documentation shall become County property[LD1].

Knowledge Transfer Requirements

The County desires to reduce dependency on any single vendor.

The selected contractor shall:

• Annual training for County staff

• Deliver written troubleshooting guides

• Maintain current system documentation

• Provide transition assistance if services are transferred to another vendor

Service Level Expectations The County will evaluate contractor performance based on compliance with established service levels.

At a minimum, the Contractor shall:

• Meet all guaranteed response times identified in the proposal.

• Provide on-site response for critical failures within the proposed response timeframe.

• Submit all required maintenance reports within five (5) business days.

• Provide regular communication regarding outstanding repairs.

• Complete corrective work in a timely manner.

• Coordinate activities with Sheriff's Office staff and County Information Technology personnel.

• Maintain accurate documentation throughout the contract term.

SECTION 4. REPORTING REQUIREMENTS

Contractor shall provide:

Annual System Assessment

The Contractor shall provide an annual comprehensive assessment that includes:

• Overall system condition

• Equipment condition

• Deferred maintenance items

• End-of-life risks

• Manufacturer end-of-support notifications

• Cybersecurity concerns

• Recurring failures or maintenance trends

• Spare parts recommendations

• Capital replacement planning

• Five-year improvement recommendations

• Emerging surveillance technologies

• AI-assisted video analytics

• Intelligent motion detection capabilities

• Improvements to operational efficiency

• Recommended software or hardware upgrades

• Estimated implementation costs, where available

The Contractor is expected to remain knowledgeable of current and emerging detention security technologies and provide recommendations that improve operational efficiency, system reliability, and officer safety.

Maintenance Reports

Maintenance reports shall include:

• Work performed

• Deficiencies identified

• Corrective actions completed

• Outstanding issues

• Recommendations

SECTION 5. VENDOR QUALIFICATIONS

Proposers shall demonstrate:

• Minimum five years detention facility controls maintenance experience

• Experience with PLC-based detention control systems

• Experience supporting Omron PLC systems

• Experience supporting GE Cimplicity platforms

• Experience supporting enterprise video management systems

• Availability of certified technicians

• Experience supporting operational detention facilities

SECTION 6. PRICING REQUIREMENTS

Proposals shall clearly identify:

• Annual maintenance costs

• Hourly labor rates

• Emergency service rates

• After-hours rates

• Travel costs

• Equipment procurement mark-up

• Software licensing costs

• Any additional recurring costs

The County prefers transparent equipment pricing. Proposers shall disclose any mark-up applied to replacement parts, equipment, software licensing, or third-party services. The County reserves the right to negotiate maximum allowable mark-up percentages or procure equipment directly when determined to be in the County's best interest.

SECTION 7. PROPOSAL SUBMITTAL INSTRUCTIONS

Minimum Requirements:

The Proposal shall be limited to specific discussion of and response to the elements outline in this RFP. The intent of this process is to encourage a response which allows the County to evaluate the respondent’s understanding of the scope of the proposed project and experience/qualifications applicable to providing services required.

The Proposal shall be organized in the order identified below. Failure to provide the requested information may result in the proposal being deemed non-responsive or may reduce the proposer's evaluation score.

Complete Submittals shall consist of the following elements:

1. Transmittal Letter Provide a signed transmittal letter that includes:

• Legal name of the firm

• Business address

• Primary contact person

• Telephone number

• Email address

• California contractor license information, if applicable

• Statement that the proposer has reviewed the Request for Proposals and agrees to comply with its requirements

• Signature of an individual authorized to bind the firm

2. Statement of Qualifications (Relevant Experience – 25 Points) Provide a detailed description of the firm's qualifications, including:

• Company history and years in business

• Years providing detention control and security electronics maintenance services

• Experience maintaining Omron PLC systems

• Experience supporting GE Cimplicity HMI systems

• Experience supporting FLIR/Teledyne Latitude or comparable enterprise video management systems

• Experience maintaining detention facilities of similar size and complexity

• Organizational structure

• Office location(s)

• Number of technicians assigned to detention systems

• Certifications held by the firm and proposed personnel

• Description of experience providing maintenance services to operational correctional facilities

• Description of experience coordinating work in secure occupied facilities

3. Technical Proposal (Technical Approach – 25 Points) Describe the firm's proposed approach for providing all services identified in this RFP, including:

• Preventative maintenance methodology

• Troubleshooting process

• Emergency repair procedures

• Corrective maintenance process

• Documentation practices

• Software and licensing support

• Cybersecurity support

• System documentation management

• Annual system assessments

• Spare parts recommendations

• Communication procedures with County staff

• Coordination with Sheriff's Office personnel and County Information Technology staff

• Recommendations for improving reliability and reducing downtime

• Proposed innovations or value-added services

The proposer shall demonstrate a thorough understanding of the County's existing detention controls and video surveillance systems.

4. Response Time Commitments (20 Points) Provide a detailed Service Level Commitment that includes:

• Guaranteed telephone response time

• Guaranteed remote response time

• Guaranteed on-site response time

• Staffing model

• Dispatch procedures

• Escalation procedures

• After-hours support process

• Weekend and holiday coverage

• Availability of replacement personnel

• Typical parts inventory

• Average travel time to Calaveras County

Clearly identify guaranteed response times for:

• Critical system failures

• High-priority failures

• Medium-priority failures

• Routine service requests

5. Key Personnel Identify all personnel proposed for this contract, including:

• Project Manager

• Lead Technician

• Primary Service Technician(s)

• Emergency Response Personnel

• Backup Personnel

For each individual provide:

• Resume

• Years of relevant experience

• Certifications

• Specialized manufacturer training

• Role on the project

• Office location

6. Knowledge Transfer Plan (10 Points) Describe how the proposer will assist the County in improving internal knowledge of the systems, including:

• Annual staff training

• Written troubleshooting guides

• Documentation updates

• PLC backup procedures

• Configuration management

• Transition assistance if services are transferred to another contractor

• Recommendations to reduce long-term dependency on a single vendor

7. References (10 Points) Provide a minimum of five references for projects of similar scope completed within the past seven years.

Include:

• Agency name

• Facility name

• Contact person

• Title

• Telephone number

• Email address

• Description of services provided

• Contract duration

The County reserves the right to contact any reference listed or any other client familiar with the proposer's work.

8. Cost Proposal (10 Points) Provide a detailed cost proposal that includes:

• Annual preventative maintenance cost

• Hourly labor rates

• Emergency response rates

• After-hours rates

• Weekend and holiday rates

• Travel costs

• Equipment mark-up percentage

• Software licensing costs

• Any recurring subscription costs

• Any optional services

• Any assumptions or exclusions

Cost proposals shall clearly identify all anticipated costs associated with the proposed services.

9. Required Licenses and Certifications

Provide copies of:

• California business licenses, as applicable

• Contractor licenses, if applicable

• Manufacturer certifications

• PLC certifications

• Factory training certificates

• Any other certifications relevant to the proposed services

10. Exceptions Clearly identify any requested exceptions to the RFP requirements or the County’s Professional Services Agreement.

Failure to identify requested exceptions in the proposal shall constitute acknowledgment that the proposer accepts the County’s requirements.

Proposers shall identify any requested exceptions to the County's Professional Services Agreement.

Exceptions must be submitted with the proposal. The County reserves the right to reject proposals containing exceptions to mandatory contract provisions. Failure to identify exceptions shall be deemed acceptance of the Professional Services Agreement as provided.

Submittal Due Date and Location:

Proposals will be received only at the address below and must be received by THURSDAY, SEPTEMBER 3, 2026, at 3:00 PM. The proposer is solely responsible for delivery of the proposal by the time and date required. Any proposal received after the date and time indicated or at an address other than the stated address above cannot be considered and will not be accepted.

County of Calaveras Administration 891 Mountain Ranch Road, Bldg A

San Andreas, CA 95249

RFP No. 26-0380-03-936 Detention Controls and Security Electronics Systems Maintenance and Support

MAIL ROOM-DO NOT OPEN

Submittal Requirements:

One (1) original, three (3) copies, and one (1) electronic copy on a USB drive shall be submitted for a total of four (4) hard-copy proposal packages.

A responsive proposal is one that complies with all requirements of this Request for Proposals.

The County reserves the right to reject proposals that fail to comply with the requirements of this RFP.

SECTION 8. GENERAL TERMS AND CONDITIONS

Limitations:

This Request for Proposals (RFP) does not obligate the County to award a Professional Services Agreement (PSA), reimburse any costs incurred in the preparation or submission of a proposal, or procure any services described herein.

The County reserves the right, at its sole discretion, to reject any or all proposals, waive minor irregularities or informalities in the proposal process, request additional information from proposers, and determine the responsiveness, responsibility, and qualifications of any proposer.

The County further reserves the right to cancel, suspend, amend, or reissue this RFP at any time and to modify the procurement schedule without prior notice.

Issuance of this RFP does not constitute a commitment by the County to enter into an agreement, nor does it guarantee that any work will be authorized or that a contract will result from this solicitation.

All decisions regarding the selection of a consultant and the award of any resulting agreement shall be made in the best interests of the County.

Award:

The County reserves the right to identify one or more firms as finalists and may request interviews, presentations, or oral discussions to further evaluate qualifications, project understanding, and proposed approaches. Accordingly, proposers should submit their most favorable technical and cost proposals and clearly demonstrate their qualifications, experience, and ability to successfully perform the requested services.

RFP Addenda Any revisions, clarifications, or modifications to this RFP shall be issued by written addendum and shall become part of this solicitation. It is the responsibility of each proposer to ensure receipt of all addenda prior to submitting a proposal.

Verbal Communications No verbal communication, whether occurring before, during, or after the solicitation process, shall modify the terms of this RFP or any resulting agreement. All questions regarding this solicitation must be submitted through Public Purchase prior to the deadline identified in this RFP.

The County reserves the right to decline to answer any inquiry. Responses to questions deemed necessary by the County will be provided through Public Purchase and made available to all registered proposers.

Any attempt by a proposer to influence the selection process through communication with members of the Board of Supervisors regarding this solicitation may result in disqualification.

Pre-Contract Costs All costs incurred in the preparation, submission, presentation, negotiation, or revision of a proposal shall be borne solely by the proposer.

The County shall not be liable for any costs incurred by proposers in connection with this solicitation, regardless of whether a contract is awarded. Such costs shall not be included in the proposed fee or reimbursable expenses.

Term of Agreement The anticipated term of the agreement shall commence upon execution and continue through project completion, anticipated to occur on or about June 30, 2029. The agreement may be extended by mutual written agreement of the parties if necessary to complete the project.

The successful proposer shall accept the County's insurance and indemnification requirements as set forth in the Professional Services Agreement. These provisions are non-negotiable.

Conflict of Interest The selected Consultant shall act as an independent contractor and not as an officer, employee, or agent of the County.

The Consultant warrants that no County official, employee, or entity in which a County official has a financial interest has been employed or retained to solicit, secure, or assist in obtaining the resulting agreement. The Consultant shall immediately disclose any actual or potential conflict of interest that arises during the term of the agreement.

Ownership of Deliverables All reports, drawings, studies, calculations, records, photographs, electronic files, and other work products prepared under the resulting agreement shall become the property of the County upon creation and may be used, reproduced, distributed, or disclosed by the County without restriction.

Personnel Requirements:

Due to the specialized nature and anticipated duration of the project, continuity of key personnel is critical.

The County's evaluation will place significant emphasis on the qualifications of proposed key staff. Any proposed substitution of the Construction Manager, or other key personnel shall require prior written approval by the County. The County reserves the right to reject proposed substitutions that do not possess qualifications and experience substantially equivalent to those presented in the proposal.

Late Submission of Proposals:

Proposals received after the date and time specified in this RFP will not be accepted or considered. The proposer is solely responsible for ensuring timely delivery of its proposal.

Withdrawal of Proposals:

A proposer may withdraw its proposal at any time prior to the submission deadline by submitting a written request signed by an authorized representative of the firm.

After the submission deadline, proposals may not be withdrawn for a period of sixty (60) days unless otherwise authorized by law.

Errors or omissions on the part of the proposer shall not constitute grounds for withdrawal or modification of a proposal after the submission deadline.

Rejection of Proposal:

The County reserves the right, at its sole discretion, to reject any or all proposals, waive minor irregularities or informalities, request clarification of proposal information, and accept the proposal deemed to be in the best interest of the County.

Any proposal that is incomplete, contains material errors, fails to comply with the requirements of this RFP, or is otherwise determined to be non-responsive may be rejected.

Rejection of a proposal shall not imply that the proposal was deficient, nor shall it imply criticism of the proposer. The County may determine that another proposal provides a better overall value or that no proposal sufficiently meets the County's needs.

Right to Negotiate:

The County reserves the right to negotiate scope, staffing, fees, schedules, contract terms, and any other provisions of a proposal with one or more proposers.

The County may conduct interviews, request additional information, seek clarifications, or enter into negotiations with the highest-ranked proposer. If negotiations are unsuccessful, the County reserves the right to terminate negotiations and begin negotiations with the next highest-ranked proposer.

Submission of a proposal constitutes acknowledgment of the County's right to negotiate all aspects of the proposed services.

Standards:

The Consultant shall perform all services in accordance with generally accepted professional standards applicable to construction management services and shall exercise the degree of skill, care, and diligence ordinarily exercised by members of the same profession practicing under similar circumstances.

Equipment Requirements:

The Consultant shall furnish and maintain all personnel, vehicles, computers, software, communication devices, testing equipment, office supplies, cameras, and other resources necessary to perform the required services. The County shall not be responsible for providing equipment, office space, or administrative support unless specifically identified in the resulting agreement.

Consultant Agreement:

The selected Consultant shall be required to execute the County's standard Professional Services Agreement, attached to this RFP as Attachment A.

By submitting a proposal, the proposer acknowledges that it has reviewed the Professional Services Agreement and agrees to execute the Agreement substantially in the form provided. Any requested exceptions or proposed modifications must be clearly identified in the proposal. Failure to identify requested exceptions shall constitute the proposer's acceptance of the Agreement as written.

The County's insurance, indemnification, venue, dispute resolution, and other mandatory contract provisions are non-negotiable. The County reserves the right to reject any proposal that takes exception to mandatory provisions of the Professional Services Agreement.

Public Information:

Proposals submitted in response to this RFP shall become public records subject to disclosure in accordance with the California Public Records Act, except to the extent permitted by law.

Cost proposals may remain confidential until completion of the evaluation process and recommendation of award.

Proposers claiming any portion of their proposal is exempt from disclosure must clearly identify the specific information and the legal basis for the claimed exemption. The County makes no guarantee that such information will be withheld from disclosure.

Protest:

Any proposer wishing to protest the proposed award shall submit a written protest to the Purchasing Agent within five (5) business days of the County's notice of intent to award.

The protest shall clearly state the grounds for the protest and include all supporting documentation.

The Purchasing Agent shall review the protest and issue a written determination. The determination of the Purchasing Agent may be appealed to the Board of Supervisors, whose decision shall be final.

Registration:

Proposers must be authorized to do business in the State of California and, prior to contract execution, shall obtain and maintain all licenses, registrations, and permits required to perform the services described in this RFP.

The successful proposer shall obtain a Calaveras County Business License prior to commencement of work.

Failure to maintain required registrations or licenses during the term of the agreement may constitute grounds for termination of the agreement.

SECTION 9. EVALUATION CRITERIA

Proposals will be evaluated by a review panel comprised of County staff and/or other individuals designated by the County. The County reserves the right to request additional information, seek clarification of proposal content, conduct interviews, or request presentations from one or more proposers as part of the evaluation process.

Each proposal will undergo a technical evaluation to assess the respondent's qualifications, experience, project understanding, staffing approach, and ability to successfully perform the requested services.

Proposals will be reviewed based on the information provided in the submittal and evaluated using the criteria identified below.

Criteria Weight

Firm Qualifications and Relevant Experience 25 Technical Proposal and Project Understanding 25 Response Time Commitments and Staffing 20 References 10 Knowledge Transfer and Documentation Plan 10 Cost Proposal 10

Total 100

The Purchasing Agent, or their designee, may establish a selection committee to evaluate proposals submitted in response to this RFP. The selection committee may consist of County staff, representatives from other public agencies, subject matter experts, or other individuals designated by the County.

The selection committee will evaluate proposals based on the criteria set forth in this RFP and may consider supplemental information, references, interviews, presentations, or clarifications requested during the evaluation process. Following its review, the selection committee will provide a recommendation to the Purchasing Agent or their designee regarding the highest-ranked proposer(s).

Upon completion of the evaluation process, the County will enter into negotiations with the highest-ranked firm. If an agreement cannot be successfully negotiated, the County reserves the right to terminate negotiations and begin negotiations with the next highest-ranked firm.

Following successful negotiations, the proposed agreement will be presented to the Board of Supervisors for consideration and approval in accordance with the Selection Process Schedule set forth in this RFP.

SECTION 10. PROCUREMENT SCHEDULE

The County of Calaveras reserves the right, however, to modify this schedule at any time.

Task Date Release of RFP August 14, 2026 Deadline for Questions August 24, 2026 Responses Issued August 27, 2026 Proposals Due September 3, 2026, at 3:00 PM Contract Approval and Award (Tentative) October 13, 2026 Contract Term December 1, 2026, through November 30, 2029

ATTACHMENTS:

• Attachment A – Professional Services Agreement