Cellular_Professional_Archiving_FY25_26.pdf

REQUEST FOR QUOTATION

25/26-101

CELLULAR PROFESSIONAL ARCHIVING FY25/26

Clay County

477 Houston Street

Green Cove Springs, FL 32043

RELEASE DATE: July 15, 2026

LAST DATE FOR INQUIRIES: undefined, undefined

BID DUE: July 30, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/claycounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Clay County

REQUEST FOR QUOTATION

Cellular Professional Archiving FY25/26

I. Introduction II. Scope of Work

III. Pricing Proposal IV. Supplier Questionnaire

Attachments:

A - Certificate of partial payment

B - Certificate of final payment

D - W-9 (2024)

E - EFT FORM

Request For Quotation #25/26-101 Title: Cellular Professional Archiving FY25/26

1. Introduction

1.1. Summary

Project Description:

The County is requesting Quotes for a cloud-based solution that captures, archives, stores, indexes, retains, searches, and retrieves mobile text message communications for County-owned mobile devices to support public records retention, legal discovery, compliance, and records management requirements.

The County seeks a subscription-based Software-as-a-Service (SaaS) solution that provides secure archival of mobile communications and associated records management functionality.

1.2. Contact Information

If you need immediate assistance, at any point during the solicitation process, please email the

Purchasing Department at: Purchasing@Claycountygov.com in addition to the Purchasing Department

Staff Member listed below.

Danielle Connaughton

Sourcing and Procurement Analyst I

477 Houston Street

Green Cove Springs, FL 32043

Email: danielle.connaughton@claycountygov.com

Phone: (904) 793-5187

Department:

Management Information Systems

Department Head:

Dean Hane

Management Information Systems Director

1.3. Timeline

Request Date July 15, 2026

Quotation Deadline July 30, 2026, 4:00pm mailto:Purchasing@Claycountygov.com mailto:danielle.connaughton@claycountygov.com tel:(904)793-5187

2. Scope of Work

2.1. Scope of Work

The Supplier shall furnish all labor, software licensing, hosting, implementation support, maintenance, updates, and technical support necessary to provide a complete mobile communications archiving solution.

Services shall include, but are not limited to:

A. Digital Communications Archiving Platform

Provide a cloud-hosted archival platform capable of:

• Capturing and archiving mobile communications.

• Securely storing archived records in a centralized repository.

• Indexing records for efficient search and retrieval.

• Providing retention management capabilities.

• Supporting legal hold and e-discovery functions.

• Maintaining audit trails of user activity and records access.

• Allowing authorized County personnel to search, retrieve, export, and manage archived records.

• Providing role-based user access controls.

B. Mobile Text Message Capture

Provide automated capture and archival of mobile text messaging communications from County-issued

AT&T mobile devices.

The solution shall:

• Capture SMS and MMS communications.

• Archive inbound and outbound messages.

• Preserve message metadata, including:

o Sender o Recipient o Date and time o Device identification o Message status

• Support a minimum of three hundred and ninety-three (393) mobile messaging users/licenses.

• Capture messages without requiring manual user intervention.

• Maintain chain-of-custody and evidentiary integrity of archived communications.

C. Records Retention and Compliance

The solution shall provide:

• Configurable retention schedules.

• Automated records retention enforcement.

• Legal hold capabilities preventing deletion of designated records.

• Search and retrieval functions for public records requests.

• Export capabilities in commonly accepted formats.

• Audit logging for compliance and records management activities.

D. Security Requirements

The Contractor shall provide a solution that:

• Utilizes encrypted data transmission.

• Utilizes encrypted storage of archived records.

• Maintains logical separation of customer data.

• Provides user authentication and access management controls.

• Maintains audit logs of administrative and user activities.

• Meets applicable industry-standard security practices for cloud-hosted services.

E. Hosting and System Availability

The Contractor shall:

• Provide a fully hosted SaaS environment.

• Maintain system availability and operational performance.

• Perform routine maintenance, upgrades, and security updates.

• Ensure continuity of service throughout the contract term.

F. Technical Support

The Contractor shall provide standard technical support services including:

• Telephone support.

• Web-based support.

• Access to knowledge base and self-service resources.

• Software updates and patches.

• Business-hours support during the contract term.

2.2. Term

The awarded contract term shall be one (1) year, beginning July 25, 2026.

The County has the option to renew the Agreement for two (2) additional one (1) year periods if it is deemed to be in the County's best interest to do so.

2.3. Payment

The Contractor may request payment no more than once monthly, based on the amount of work completed. All partial estimates and payments found to be in error shall be subject to correction in the estimates and payments subsequent thereto, and in the final estimate and payment. Payments will be made in accordance with the Florida Local Government Prompt Payment Act.

2.4. Unsatisfactory Equipment and/or Services

The County will discuss all instances of unacceptable equipment and/or services with the awarded

Contractor. This shall be immediately rectified by the Contractor at no charge to the County, to include any labor and materials as it may apply.

During this time, the County may suspend service with the Contractor until the problem(s) are corrected or may elect to use another company on an emergency basis. A record of failure to perform or of an unsatisfactory performance may result in supplier debarment.

2.5. Cancellation of Contract

If the awarded Contractor fails to maintain acceptable product quality or to perform adequately in accordance with the terms, conditions and specifications established in this Request for Quotes, the

County reserves the right to cancel the contract upon thirty (30) days written notice to the Contractor.

2.6. Additional Services

If the County and/or awarded Contractor identifies any additional services to be provided by Contractor that are not covered under the Agreement but are beneficial to the County, such additional services shall be mutually negotiated between the County and the Contractor.

3. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Archiving Platform Subscription 1 Annually

2 Digital Records Archive Platform

License 1 Annually

3 AT&T Mobile Messaging Professional

Archive Capture Licenses 393 Each

4 Full Access to Smarsh University SMB for training 1 Annually

TOTAL

4. Supplier Questionnaire

4.1. Response Acknowledgement *

I acknowledge the following:

I will respond to this solicitation in the manner that is being requested of me.

I am not to embed any documents within the questionnaire, as they may not be accessed / reviewed / evaluated.

When a document is required to be uploaded, it must be in PDF format and unlocked.

☐ Please confirm

*Response required

4.2. Legal Name *

Please enter your Company's Legal Name.

*Response required

4.3. Approved Designated Signee*

Please provide the full name, title, and email address of the authorized signee for your company.

*Response required

4.4. Company Primary Contact*

Please provide the following details for your Company's primary contact person:

A. Organization Primary Contact Name:

(First and Last Name)

B. Organization Primary Contact Role:

(Position or Title within the Organization)

C. Organization Primary Contact Phone Number:

(Include Area Code)

D. Organization Primary Contact Email Address:

(Please provide a valid and frequently monitored email address)

*Response required

4.5. Company Remittance Address*

Please provide your Company's remittance address.

The Address should include:

Street Address: This should include the building number, street name, and, if applicable, suite number.

City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

*Response required

4.6. W-9*

Please download the W-9 below, complete, and upload.

• W-9_(2024).pdf

*Response required

4.7. EFT Authorization Form

Please download the below documents, complete, and upload.

• EFT_FORM.pdf

4.8. SunBiz Verification*

Please enter your EIN number below.

*Response required

4.9. E-Verify *

Please enter your Company's legal name.

*Response required

4.10. E-Verify *

Please download the below documents, complete, and upload.

• E-Verify_(1).pdf

*Response required

4.11. Conflict of Interest Disclosure: *

County Employee: Please mark yes or no if you work for Clay County as an employee.

☐ Yes

☐ No

*Response required 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4.12. Conflict of Interest Disclosure: *

An outside personal economic relationship which affords present or future financial benefits to an employee, his family or to individuals with whom he has business or financial ties may be considered a conflict of interest requiring evaluation by the County Manager.

This certifies that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.

☐ I certify that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.

☐ I have a conflict of interest with the County and require a evaluation by the County Manager.

*Response required

4.13. Conflict of Interest Disclosure:*

Please identify yourself, family member or other conflict of interest.

Please enter N/A if this does not apply.

*Response required

4.14. Section 287.05701, Florida Statutes - Prohibition against considering social, political, or ideological interests in government contracting*

Bidders are hereby notified of the provision of section 287.05701, Florida Statutes, as amended, that the

Clay County Board of County Commissioners will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder.

The Bidder acknowledges they were notified of the provisions in section 287.05701, Florida Statutes.

☐ Please confirm

*Response required

4.15. Term Acknowledgement *

The Bidder acknowledges that they have thoroughly reviewed the term outlined in the Scope of Work.

☐ Please confirm

*Response required

4.16. Local Preference *

Bidder affirms that it is a local business as defined below and in accordance with the following:

Resolution No. 2018/2019-2 adopted by the Clay County Board of Commissioners.

Local Business Definition:

(A) a person or business entity which maintains a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, which provides from such permanent place of business the kinds of goods or services solicited, and which at the time of the solicitation submits the Local Business Affidavit of Eligibility; or http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0287/0287.html

(B) a person or business entity which utilizes for at least 40% of the solicited work local Clay County sub-contractors or suppliers, meaning sub-contractors or suppliers which maintain a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date

Bids or quotes were received for the purchase or contract at issue, provide from such permanent place of business the kinds of goods or services solicited, and at the time of the solicitation submit the Local

Business Affidavit of Eligibility.

The authorized purchasing authority of Clay County shall have the sole discretion to determine if a person or business entity meets the definition of Local Business. Such decision shall not be disputed nor protested.

The Board of County Commissioners reserves the right to award Bids/quotes/proposals which would be in the best interest of the County or reject any and all Bids/quotes/proposals. As such, the County reserves the exclusive right to compare, contrast and otherwise evaluate the qualifications, character, responsibility and financial qualifications of all persons, firms, partnerships, companies or corporations submitting Bids or quotes in any procurement for goods and services when making an award in the best interests of the County.

Resolution No. 2018/2019-2 can be found at:

https://www.claycountygov.com/departments/purchasing-division/vendor-information

Please choose one of the following to verify Local preference eligibility:

☐ (A)

☐ (B)

☐ Bidder Does Not Claim Local Preference.

*Response required

4.17. Local Preference

If you selected (A) or (B) in the question above, please download the below documents, complete, and upload.

• Local_Business_Affidavit_of...

4.18. Scrutinized Companies Certification*

Please download the below documents, complete, and upload.

• Scrutinized_Companies_Certi...

*Response required https://government-project.s3.us-west-2.amazonaws.com/26612/a047d143-1d16-411e-89dd-23826d146485_Local_Business_Affidavit_of_Eligibility.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4MTARWO3S%2F20260715%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260715T153128Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGcaCXVzLXdlc3QtMiJGMEQCIHUrckQpvB5ZuIWYPZuADWHSPIgNkTEIpmcQIgCplg%2FtAiAkiVKOkjEakNXydowBV%2FI%2Fzv%2B6wM8HW%2Fgq34eSC%2FGGNyqMBQgwEAIaDDg5MjM2NDY4NzY3MiIMniy5a%2BaB80YpFxQFKukE4YaryPC1L999nOkUc2cgsVVZvSQRUhI1XL5Wqf0UI5BQO2e5Fgc0QxnUkcjOk18SHlNrk9FSFdsm%2FF96aBlmVWtgUzNNTfspy7sAskQYiEoKO8v5jgflpA1pL8ke6zUEQlG8NO5YpDhqjScBmLc91UaaqduXepx3U7lt4dhhZmDHqqM7fa5dZtEaJoSLa7ed8395%2BF9Khe09GxnGFuzPkDwTunovF7MlIv%2FXqJLLd1ijr8PsuIbpXifo8RAxjYwamuDVakeIWEg7%2BKA4rAF5yuYAVTU69AlY7k0KAbn%2FvAkOD8pF42lOEgXJEzexqswU%2BlrnVkM3PsWCiJzu7NvB8SwODTG7JXlD6aJ%2FG9YwKOvff7dnNl21YpOjs9QsiS%2FnBgLvopOvy9%2BLqGMGS9kn8HF07Pv1SPlzf2qBrXAS7plb5alj1adglaDbwEHhMoPUYa07vlQLZ%2BqnEiDwCleIET%2Bla1ekPcnGxtIsA6Z26EP3gC5mbva8K1mUwoCf3rUHBrruSNSmeCnJRvyqCmzWFLoOxQuQURxzcl58nsUjP2XXgE2GIY03prgPWOffgc5IO8E4p3z3D6vOExCYYqEFF8rrGQ50ai1vInAVSR2sYE9DIeI6sTirmyd%2BTOj7wvw3nIIjgGq2qelh6Zc57aaGWSjOSVD4j97Zkwqwn608SEMh00brlODn6Uj69CYQQoUddC2rwaOv6b5b6O4NpJnzSRl4l3kuVHUmbpuNcAExbZiltVa%2FwgrLZIWGJK%2Bwl6NC3lY29foVcvUKZqBUw4E3e7jkxKnnfiZVqW5dzSDHolPrg6q5%2B1hUu1Aw5rPe0gY6mgGdk3qwJtvDRiBQtyVNsQBAYKrGGFvIfzxYWEKjYis40CRa767jY9Zk6t5JpUlndO9NNmVjqptTug4pDImi%2B%2BJtItsw6Jcc5w5HM5gHL55DYoMvdCpo4Z8l6y9HChKLjOfQ%2FB%2Fxe6VG2cSYvJ60KY8BLrojjfQNKsZ1ErRRh8YhxY0oLPXaBwkXxoOksK2i7AnaL%2FmH8xGVLcaa&X-Amz-Signature=51490236d2b29fe355c9c72e29442172e6de4f95e639cf83146ee349976ac455&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Local_Business_Affidavit_of_Eligibility.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/26612/665af7c5-4cfc-4990-aaa9-368d0aadd18b_Scrutinized_Companies_Certification_%283%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4MTARWO3S%2F20260715%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260715T153128Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGcaCXVzLXdlc3QtMiJGMEQCIHUrckQpvB5ZuIWYPZuADWHSPIgNkTEIpmcQIgCplg%2FtAiAkiVKOkjEakNXydowBV%2FI%2Fzv%2B6wM8HW%2Fgq34eSC%2FGGNyqMBQgwEAIaDDg5MjM2NDY4NzY3MiIMniy5a%2BaB80YpFxQFKukE4YaryPC1L999nOkUc2cgsVVZvSQRUhI1XL5Wqf0UI5BQO2e5Fgc0QxnUkcjOk18SHlNrk9FSFdsm%2FF96aBlmVWtgUzNNTfspy7sAskQYiEoKO8v5jgflpA1pL8ke6zUEQlG8NO5YpDhqjScBmLc91UaaqduXepx3U7lt4dhhZmDHqqM7fa5dZtEaJoSLa7ed8395%2BF9Khe09GxnGFuzPkDwTunovF7MlIv%2FXqJLLd1ijr8PsuIbpXifo8RAxjYwamuDVakeIWEg7%2BKA4rAF5yuYAVTU69AlY7k0KAbn%2FvAkOD8pF42lOEgXJEzexqswU%2BlrnVkM3PsWCiJzu7NvB8SwODTG7JXlD6aJ%2FG9YwKOvff7dnNl21YpOjs9QsiS%2FnBgLvopOvy9%2BLqGMGS9kn8HF07Pv1SPlzf2qBrXAS7plb5alj1adglaDbwEHhMoPUYa07vlQLZ%2BqnEiDwCleIET%2Bla1ekPcnGxtIsA6Z26EP3gC5mbva8K1mUwoCf3rUHBrruSNSmeCnJRvyqCmzWFLoOxQuQURxzcl58nsUjP2XXgE2GIY03prgPWOffgc5IO8E4p3z3D6vOExCYYqEFF8rrGQ50ai1vInAVSR2sYE9DIeI6sTirmyd%2BTOj7wvw3nIIjgGq2qelh6Zc57aaGWSjOSVD4j97Zkwqwn608SEMh00brlODn6Uj69CYQQoUddC2rwaOv6b5b6O4NpJnzSRl4l3kuVHUmbpuNcAExbZiltVa%2FwgrLZIWGJK%2Bwl6NC3lY29foVcvUKZqBUw4E3e7jkxKnnfiZVqW5dzSDHolPrg6q5%2B1hUu1Aw5rPe0gY6mgGdk3qwJtvDRiBQtyVNsQBAYKrGGFvIfzxYWEKjYis40CRa767jY9Zk6t5JpUlndO9NNmVjqptTug4pDImi%2B%2BJtItsw6Jcc5w5HM5gHL55DYoMvdCpo4Z8l6y9HChKLjOfQ%2FB%2Fxe6VG2cSYvJ60KY8BLrojjfQNKsZ1ErRRh8YhxY0oLPXaBwkXxoOksK2i7AnaL%2FmH8xGVLcaa&X-Amz-Signature=f9dc7c3791c1bacef85998e1ccc140c2071ffd0e14f894602e4dbc0f1c972149&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Scrutinized_Companies_Certification_%283%29.pdf%22&x-id=GetObject