City of Mesa - Offender Monitoring Solutions.pdf

NOTICE OF SOLICITATION

SOLICITATION # 2022118

Publish Date: February 9, 2022

REQUEST FOR PROPOSAL FOR: OFFENDER MONITORING SOLUTIONS

RESPONSE DUE DATE AND TIME: MARCH 14, 2022 – 3:00 P.M. LOCAL ARIZONA TIME

Notice is hereby given that sealed responses will be received by the Purchasing Division, City of Mesa until the date and time cited above. Responses received by the correct date and time will be opened publicly and read aloud by the Purchasing Division’s Procurement Administrator (or designated representative).

To join the proposal opening at 4:00 P.M. local Arizona time on the due date via Microsoft Teams, please visit the following website: Microsoft Teams Meeting Invite Link

Teleconference Number: 480-535-7460; Conference ID: 795 477 380#

PRE-PROPOSAL CONFERENCE:

Date and Time: February 22, 2022 8:00am Local Arizona Time Conference Number: Join by phone: 480-535-7460; Conference ID: 731 505 951# Via Microsoft Teams: Teams Meeting Link

The conference provides interested parties an opportunity to discuss the City's needs and ask questions.

Please read the entire Solicitation package and submit the proposal in accordance with the instructions. This document (less this invitation and the instructions) and any required response documents, attachments, and submissions will constitute the proposal.

Proposals must be in the actual possession of the Purchasing Division Office submitted electronically, on or before the exact date and time indicated above. Late submittals shall not be considered under any circumstances.

The City anticipates that the following schedule will apply:

Event Date Release of RFP February 9, 2022 Pre-Proposal Conference February 22, 2022 Submittal of Questions Due Date February 28, 2022 by 1:00 p.m. Arizona time City of Mesa Response to Questions March 1, 2022 Proposal Due Date March 14, 2022 by 3:00 p.m. Arizona time Interviews with shortlisted vendors (if needed) March 28, 2022 Notice of Intent to Award May 4, 2022 Council Approval May 16, 2022 Contract Start Date June 1, 2022 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTQ2NWNkYTUtODkzYy00NDBhLWFkZTktODIzNmM1YjYxZTRl%40thread.v2/0?context=%7b%22Tid%22%3a%22a5cbe45f-1120-441c-a6e7-864e2c77e8c4%22%2c%22Oid%22%3a%222addac5c-f509-4f15-8219-365c68ece2a4%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWU3Mzc5NmQtZjEzOS00ZjFhLTgzNWYtZDFmNWU1Y2VjZjk2%40thread.v2/0?context=%7b%22Tid%22%3a%22a5cbe45f-1120-441c-a6e7-864e2c77e8c4%22%2c%22Oid%22%3a%222addac5c-f509-4f15-8219-365c68ece2a4%22%7d

NOTICE OF SOLICITATION

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Questions concerning this Solicitation should be submitted in writing through the City of Mesa’s Purchasing Website Vendor Self Service portal at https://vendor.mesaaz.gov/ or by email to the following Purchasing contacts or their designees:

Technical Questions: General or Process Questions:

Nicole Arnold Lei Ronda Golden-Grady Procurement Officer I Procurement Specialist Phone: 480-644-2653 Phone: 480-644-3261 Nicole.Arnold@MesaAZ.gov LeiRonda.Golden-Grady@MesaAZ.gov

NOTE: THE CITY OF MESA PUBLISHES ITS SOLICITATIONS, ATTACHMENTS, AND ADDENDA ONLINE

AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING

INTERNET ADDRESS: https://vendor.mesaaz.gov/

CURRENT CONTRACTS AND RELATED INFORMATION ARE AVAILABLE FOR VIEWING AND/OR

DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS:

http://apps.mesaaz.gov/purchasingcontracts/Search

All vendors wishing to conduct business with the City are required to register and maintain all information used for the notification of Solicitation opportunities and issuance of payment in the Vendor Self Service (VSS) system. To register and view additional vendor information, go to https://vendor.mesaaz.gov/.

https://vendor.mesaaz.gov/ mailto:Nicole.Arnold@MesaAZ.gov mailto:LeiRonda.Golden-Grady@MesaAZ.gov https://vendor.mesaaz.gov/ http://apps.mesaaz.gov/purchasingcontracts/Search https://vendor.mesaaz.gov/

TABLE OF CONTENTS

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PAGE

NOTICE 1 - 2

TABLE OF CONTENTS 3

SECTIONS:

INSTRUCTIONS 4 - 11

SCOPE OF WORK 12 - 33

ATTACHMENTS:

ATTACHMENT A PRICING 34 - 36

ATTACHMENT B REQUIRED RESPONSE FORMS 37

(5 pages)

ATTACHMENT C OMNIA DOCUMENT REQUIREMENTS 38

ATTACHMENT D PROPOSER QUESTIONS AND REQUIREMENTS 39

ATTACHMENT E CLOUD SECURITY REQUIREMENTS 40 - 42

EXHIBITS:

EXHIBIT 1 DRAFT CONTRACT 43 - 61

INSTRUCTIONS

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1. GENERAL: Please read the entire Solicitation package and all attachments before submitting a Response. Responses must be in accordance with the provisions, specifications, and instructions set forth herein and will be accepted until the date and time the Response is due.

2. VENDOR QUESTIONS: All questions regarding the contents of this Solicitation, and Solicitation process (including requests for ADA accommodations), must be directed solely to the Procurement Officer/Supervisor and/or the Purchasing Specialist. Questions should be submitted in writing through the City of Mesa’s Purchasing Website Vendor Self Service portal at https://vendor.mesaaz.gov/ or by email. Questions received less than seven (7) calendar days before the due date and time for Responses may be answered at the discretion of the City.

3. INSTRUCTIONS FOR PREPARING AND SUBMITTING RESPONSE: Respondents must submit their responses electronically. Respondents shall provide their Responses in accordance with the following form and content requirements:

a. Responses shall be submitted through the City of Mesa’s Purchasing Website at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity. Submissions submitted elsewhere or under the wrong Solicitation will not be considered.

b. Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response.

c. Responses should be specific to the Solicitation and present details on all requested information in a concise manner.

4. RESPONSE FORMAT:

Table of Contents. Identify contents by tab and page number.

TAB 1 - Letter of Transmittal. A brief letter of transmittal should be submitted that includes the following information:

1. The Respondent’s understanding of the work to be performed.

2. A positive commitment to perform the service within the time period specified.

3. The names of key persons, representatives, project managers who will be the main contacts for the City regarding this Solicitation.

TAB 2 - Qualifications. (Abilities, Experience, and Expertise) The following information should be included:

1. A statement of Respondent’s qualifications, abilities, experience, and expertise in providing the requested services.

a. A description of what qualifies Respondent, financial and otherwise, to provide the City with these services/materials for the required period of time, including information demonstrating Respondent, has the appropriate staffing, necessary resources, and a history of demonstrated competence.

b. An assessment of the Respondent’s ability to meet and satisfy the needs of the City, taking into consideration the requested services, additional services, and expertise offered that exceed the requirements of the Solicitation, and the Respondent’s inability to meet any of the requirements of the specifications.

c. References – A minimum of three (3) references, preferably from other public entities within the State of Arizona, for whom you have provided similar services. Include the name of the entity, contact person’s names, phone numbers, e-mail addresses, mailing addresses, type of service provided, and dates the services were provided.

d. Provide available ordering methods – online ordering, order tracking, search options, order history.

e. Provide available payment terms.

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2. Provide a response to the national program.

a. Include a detailed response to Attachment C, Exhibit A, OMNIA Partners Response for

National Cooperative contract. Responses should highlight experience, demonstrate a strong national presence, describe how offeror will educate its national sales force about the contract, describe how products and services will be distributed nationwide, include a plan for marketing the products and services nationwide, and describe how volume will be tracked and reported to OMNIA Partners.

b. The successful offeror will be required to sign Attachment C, Exhibit B, OMNIA Partners Administration Agreement. Offerors should have any reviews required to sign the document prior to submitting a response. Offeror’s response should include any proposed exceptions to the OMNIA Partners Administration Agreement.

3. Identification of senior and technical staff of Respondent to be assigned to the City. Staff named in the Response may not be substituted without permission of the City. Include in the Response resumes and relevant experience.

TAB 3 - Program Description AND Method of Approach. Clearly define the services/materials offered and Respondent’s method of approach within the Proposer Questions and Requirements (Attachment D); to include, but not limited, to the following criteria:

1. Services, Equipment, Software etc. that will be provided

2. Maintenance and Support

3. Transition Plan

4. Environmental

5. Additional Information

6. Explain the process form start to finish and how the reports will be obtained. Explain any reporting capabilities.

TAB 4 - Pricing Forms. The cost portion of the Response should include the following criteria:

1. Completed Pricing (Attachment A).

2. A list of any and all additional charges not specifically listed on the Pricing Form.

3. Provide details of and propose additional discounts for volume orders, special manufacturer’s offers, minimum order quantity, free goods program, total annual spend, etc.

TAB 5 - Other Forms. The following forms should be completed and signed:

1. Vendor Information form

2. Exceptions & Confidential Information form

3. General Questionnaire form

4. Lawful Presence Affidavit

5. Respondent Certification form (Offer and Acceptance)

6. W-9 Form. All responses should include a fully completed, current W-9 form. Failure to include the W-9 will not disqualify your response, however, the W-9 must be submitted to the City before the execution of any contract pursuant to this Solicitation.

(http://www.irs.gov/pub/irs-pdf/fw9.pdf)

7. Attachment C, Exhibit A, OMNIA Partners Response for National Cooperative contract.

Response for National Cooperative contract.

8. Additional Agreements. If an Offeror requires additional agreements, a copy of the proposed agreement must be included with the proposal.

5. RESPONSE CHECKLIST: This checklist is provided for your convenience. It is not necessary to return a copy with your Response. Only submit the requested forms and any other requested or descriptive literature.

Response will be sent in time to be received by City before Response due date and time.

Pricing, math double-checked, (Attachment A) http://www.irs.gov/pub/irs-pdf/fw9.pdf

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Required Response Forms completed and included (Attachment B) OMNIA Partners documents completed and included (Attachment C, Exhibit A, OMNIA

Partners Response for National Cooperative contract) W-9 Request for Taxpayer Identification Number and Certification form completed and included (http://www.irs.gov/pub/irs-pdf/fw9.pdf) Warranty information, if applicable

6. ADDENDA: Any changes to the Solicitation document will be in the form of an addendum.

Addenda are posted on the City website. Contractors are cautioned to check the Purchasing Website or the Self-Service portal for addenda before submitting their Response. The City will not be held responsible if a vendor fails to receive any addenda issued. The City shall not be responsible for any oral changes to these specifications made by any employees or officer of the City and Contractors are cautioned not to rely on any such changes. Failure to acknowledge receipt of an addendum may result in disqualification of a Response.

7. RESPONSE OPENING: The City will open all Responses properly and timely submitted and will record the names and other information specified by law and rule. The Response Opening will be conducted at 4:00 P.M. local Arizona time following the final SOLICITATION DUE DATE AND TIME via Microsoft Teams. No responsibility will attach to the City of Mesa, its employees, or agents for the premature opening of a Response. All Responses become the property of the City and will not be returned. Results, as read at the public opening, will be posted on the City website.

Responses will be available to the public in accordance with the City Procurement Rules.

8. LATE RESPONSES: The Respondent assumes responsibility for having the Response submitted on time. All Responses received after the Response Due date and time shall not be considered and will be unopened. The Respondent assumes the risk of any delay caused by not being able to access the system. Respondents must allow adequate time to accommodate all registration and submission requirements. It shall not be sufficient to show that Respondent attempted to submit a response before the due date and time as the Response must be received by the City. All times are Mesa, Arizona local times. Respondents agree to accept the time stamp in the website as the official time.

9. RESPONSE FIRM TIME: Responses shall remain firm and unaltered after opening for 180 Days unless the time is extended or amended as agreed upon by Respondent and the City. Examples of where an extension or amendment may be necessary include but are not limited to: (i) contract negotiations with selected Respondent; (ii) submission of a Best and Final Offer by Respondent;

(iii) City needing additional time to review responses. The City may accept the Response, subject to successful contract negotiations, at any time during this period.

10. LOBBYING PROHIBITION: Any communication regarding this Solicitation for the purpose of influencing the process or the award, between any person or affiliates seeking an award from this Solicitation and the City including, but not limited to, City Council, City employees, and consultants hired to assist the City in the Solicitation, is prohibited.

This prohibition is imposed from the time of the first public notice of the Solicitation until the City cancels the Solicitation, rejects all Responses, awards a contract, or otherwise takes action which ends the Solicitation process. This section shall not prohibit public comment at any City Council meeting, study session, or City Council committee meeting.

This prohibition shall not apply to Respondent-initiated communication with the contact(s) identified in the Solicitation or City-initiated communications for the purposes of conducting the procurement including, but not limited to, vendor conferences, clarification of Responses, presentations if provided pursuant to the Solicitation, requests for Best and Final Responses (as set forth in the City Procurement Rules), contract negotiations, protest/appeal resolution, or surveying non-responsive vendors.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

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Violations of this provision shall be reported to the Purchasing Administrator. Persons violating this prohibition may be subject to a warning letter or rejection of their Response depending on the nature of the violation.

11. LAWFUL PRESENCE IN THE UNITED STATES: Arizona Revised Statutes § 1-501 and § 1-502 require all persons who will be awarded a contract (a Public Benefit as defined in 8 USC Section 1621) must demonstrate they are lawfully present in the United States. A person under the statute is defined as a natural person and therefore excludes Limited Liability Companies, Corporations, Partnerships, or other similar types of business entities as indicated on a W-9 form.

Individuals (natural persons) or Sole Proprietorships must complete the affidavit in the “Required Response Forms” section of this Solicitation. Respondents that fail to provide a completed affidavit and fail to provide the necessary documentation may be deemed non-responsive.

12. COMMENCEMENT OF WORK: If a Respondent begins any billable work before the City’s final approval and execution of the contract, Respondent does so at its own risk.

13. RESPONSIBILITY TO READ AND UNDERSTAND: Failure to read, examine and understand the

Solicitation and any of its addenda will not excuse any failure to comply with the requirements of the Solicitation or any resulting contract, nor shall such failure be a basis for claiming additional compensation. The City is not responsible for and will not pay any costs associated with the preparation and submission of a Response. Respondents are cautioned to verify their Responses before submission, as amendments to or withdrawal of Responses submitted after the time specified for the opening of Responses may not be considered. The City will not be responsible for any Respondent errors or omissions.

14. FORM AND CONTENT OF RESPONSES: Responses must be submitted online through the City of Mesa’s Purchasing Website Vendor Self Service portal at https://vendor.mesaaz.gov under the appropriate Solicitation opportunity. Physical submissions, e-mail, or fax submissions will not be accepted unless explicitly allowed by the City of Mesa Purchasing Division. Unless otherwise instructed or allowed, Responses shall be submitted on the forms provided. Responses, including modifications, must be submitted electronically, and signed by an authorized representative of the Respondent. Please line through and initial rather than erase changes. Any modifications to the Solicitation must be identified in the “Exceptions” section of the required response forms. The City does not encourage exceptions. The City is not required to grant exceptions and depending on the exception, the City may reject the Response as non-responsive. The City reserves the right at its sole discretion to negotiate exceptions with a Respondent. If the Response is not properly signed or if any changes are not initialed, it may be considered non-responsive. In the event of a disparity between the unit price and the extended price, the unit price shall prevail unless obviously in error, as determined by the City. The Response must provide all information requested and must address all points set forth in the Solicitation.

15. SPECIFICATIONS: Technical specifications define the minimum acceptable standard. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. If a Respondent wishes to provide a material or service that is not the brand name, the equivalent material or service must meet the standard of quality of the brand name product, which is determined at the City’s sole discretion. Equivalent products will be considered upon showing the other product meets stated specifications and is equivalent to the brand-name product in terms of quality, performance, and desired characteristics. Products that are substantially equivalent to those brands designated will qualify for consideration.

Minor differences that do not affect the suitability of the supply or service for the City’s needs may be accepted. Burden of proof that the product meets the minimum standards or is equal to the brand name product is on the Respondent. The City reserves the right to reject Responses that the City deems unacceptable for any reason.

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16. MODIFICATION/WITHDRAWAL OF RESPONSE: Written requests to modify or withdraw a Response received by the City before the scheduled opening time for Responses will be accepted and will be corrected after the Response due date and time. No oral requests will be allowed.

Requests must be addressed and labeled in the same manner as the Response and marked as a MODIFICATION or WITHDRAWAL of the Response. Requests for withdrawal after the Response Due date and time will only be granted upon proof of undue hardship and may result in the forfeiture of any Response security. Any withdrawal after the Response due date and time shall be allowed solely at the City’s discretion.

17. DEBARMENT DISCLOSURE: If the Respondent has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government or agency, or if any such preclusion from participation from any public procurement activity is currently pending, the Respondent shall include a letter with its Response identifying the name and address of the governmental unit, the effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating to the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances must be provided by the Respondent, including the details enumerated above. A Response from a Respondent who is currently debarred, suspended, or otherwise lawfully prohibited from any public procurement activity may be rejected. Failure of a Respondent to disclose a debarment or suspension in accordance with this Section may result in the Response being disqualified for an award of the Solicitation.

18. RESERVATIONS: The City reserves the right to reject any or all Responses or any part thereof;

to re-issue the Solicitation; to reject non-responsive or non-responsible Responses; to reject unbalanced Responses; to reject Responses where the terms, prices, or awards are conditioned upon another event; to reject individual Responses for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; to make multiple awards; to waive minor irregularities, defects, omissions, informalities, technicalities or form errors in any Response; to conduct exclusive or concurrent negotiations of any terms, conditions, or exceptions taken by a Respondent or the terms of any agreement/document a Respondent would require the City to sign should Respondent be awarded a contract; and to reject Responses that are outside the City’s budgeted amount for the materials or services that are the subject of the Solicitation. The City may seek clarification of the Response from Respondent at any time, and failure to respond is cause for rejection. Submission of a Response confers no right to an award or a subsequent contract. The City is charged by its Charter to make an award that is in the best interest of the City. All decisions on compliance, evaluation, terms, and conditions shall be made solely at the City’s discretion and made to favor the City. No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

19. EXCEPTIONS TO A SOLICITATION: Changes to the Solicitation document requested by a

Respondent may not be acknowledged or accepted by the City. Award or execution of a contract does not constitute acceptance of a changed term, condition, or specification in the Solicitation unless specifically acknowledged and agreed to by the City. The copy of the Solicitation, including all addenda, maintained and published by the City shall be the official Solicitation document. Any exception to the Solicitation must be set forth in the “Exceptions” portion of the Response; any exceptions not indicated in the “Exceptions” portion of the Response will be deemed rejected by the City, void and of no contractual significance. The City reserves the right to: (i) reject any or all exceptions requested by a Respondent; (ii), determine a proposal non-responsive due to the exception(s) made by Respondent; (iii) enter into negotiations with a Respondent regarding any of the Respondent’s exceptions, or (iv) accept any or all of a Respondent’s exceptions outright.

20. COPYING OF RESPONSES: The Respondent hereby grants the City permission to copy all parts of its Response including, without limitation, any documents and/or materials copyrighted by the Respondent. The City’s right to copy shall be for internal use in evaluating the Response.

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21. CONTRACTOR ETHICS: Contractors doing business with the City shall adhere to the Procurement Ethics Standards, Article 7 of the Procurement Rules. It is the policy of the City to promote courtesy, fairness, impartiality, integrity, service, professionalism, economy, and government by law in the Procurement process. The responsibility for implementing this policy rests with each individual who participates in the Procurement process, including Respondents and Contractors. The failure of a Respondent or Contractor to meet the ethical standards may result in the disqualification of an award under the Solicitation or the termination of a contract with the City.

To achieve the purpose of this Section, it is essential Respondents and Contractors doing business with the City observe the ethical standards prescribed herein and in the City Charter, Code Procurement Rules, and Management Policy 200. It shall be a breach of ethical standards to:

a. Exert any effort to influence any City official, employee, or agent to breach the standards of ethical conduct.

b. Intentionally invoice any amount greater than provided in a contract or to invoice for materials or services not provided.

c. Intentionally offer or provide sub-standard materials or services or intentionally not comply with any term, condition, specification, or other requirements of a City contract.

22. GIFTS: The City will accept no gifts, gratuities, or advertising products from Respondents or prospective Respondents and affiliates. The City may request product samples from Respondents solely for the purpose of product evaluation.

23. EVALUATION PROCESS: Responses will be reviewed by an evaluation committee comprised of

City employees and/or agents authorized by the City to participate in the evaluation. The evaluation committee may utilize multiple rounds of review to determine which Respondent is most advantageous for the City to award; Respondents’ scores may be adjusted throughout the evaluation process/rounds. The City reserves the right to consider all information relevant to determining an award in the best interest of the City, including Respondents’ performance under prior contracts. The evaluation process may include but is not limited to: a review of proposal Responses, interviews, presentations, site visits, product/service demonstrations, Best and Final Offers, requests for additional information, and requests for clarification. City staff may initiate discussions with Respondents for clarification purposes; however, a request for clarification is not an opportunity for a Respondent to change the Response. A request for clarification and/or additional information from a Respondent does not guarantee clarification and/or additional information will be requested from any other Respondents. Respondents shall not initiate discussions with any City employee, agent, or official as set forth in the Lobbying section of these instructions including, but not limited to, members of the evaluation committee.

24. PRESENTATIONS/INTERVIEWS: A Respondent must provide a formal presentation/interview upon request of the City. The City shall not reimburse the Respondent for the costs associated with the interview process.

25. SHORT-LISTING: The City, at its sole discretion, may create a shortlist of the highest scored

Responses based on a preliminary evaluation of the Responses against the evaluation criteria.

Only those short-listed Respondents will be invited to give presentations/interviews. Upon conclusion of any presentations/interviews, the City will finalize the scoring against the evaluation criteria.

26. BEST AND FINAL OFFERS: The City may request Best and Final Offers if the City deems necessary and the City will determine the scope and subject of any Best and Final request.

Respondents should not expect the City will always ask for Best and Final Offers. Therefore, all Respondents must submit their best offer based on the specifications, terms, and conditions in the

27. CRITERIA FOR EVALUATION AND AWARD:

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a. The criteria that will be evaluated and their relative weights are:

Evaluation Criteria Points

Firm’s Qualifications & Experience 40

Firm’s Proposed Solution / Method of Approach 40

Firm’s Proposed Pricing 20

Pricing will be evaluated based on the below equation:

Lowest Proposal Cost X Price Points Possible = Pricing Score Proposal Cost being evaluated

b. If less than three (3) Responses to a Solicitation are deemed responsive by the City, at the City’s sole discretion, the Responses may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements.

c. Each Response will be evaluated based upon responsiveness and responsibility criteria. A failure to meet responsiveness or responsibility criteria will render a Respondent ineligible for the award of a contract under the Solicitation.

1. Responsiveness. The City will determine whether the Response complies with the instructions for submitting a Response set forth in the Solicitation (i.e. the completeness of the Response which encompasses the inclusion of all required attachments and submissions). Responsiveness will also be examined as it pertains to items set forth in this Solicitation that state a Respondent may be deemed non-responsive based upon the content of their Response. The City will reject any Responses that are submitted late.

Failure to meet any requirements in the Solicitation may result in rejection of a Response as non-responsive.

2. Responsibility. The City will determine whether a Respondent is one with whom the City should do business. Factors the City may evaluate to determine responsibility include, but are not limited to: an excessively high or low priced Response; past performance under any agreement with the City; references from any source including, but not limited to, those found outside the references listed in the Response and City employees, agents or officials who have experience with the Respondent; compliance with applicable laws; Respondent’s record of performance and integrity (e.g. has the Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified). A Respondent must at all times have financial resources sufficient, in the opinion of the City, to ensure the performance of the contract and must provide proof upon request. City staff may also use Dun & Bradstreet or any generally available industry information to evaluate the Respondent. The City reserves the right to inspect and review Respondent’s facilities, equipment, and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information or the quality of the information, will result in Respondent being deemed non-responsible.

28. COST JUSTIFICATION: In the event, only one Response to the Solicitation is received, the City may require the Respondent to submit a cost offer in sufficient detail for the City to perform a cost/price analysis to determine if the Response price is fair and reasonable.

29. CONTRACT NEGOTIATIONS AND ACCEPTANCE: Respondent must be prepared for the City

2022118 Page 11 of 61 to accept the Response as submitted. If Respondent fails to sign all documents necessary to successfully execute the final contract within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award and may begin negotiations with another Respondent. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the Respondent and the City until the City executes a written contract or purchase order.

30. NOTICE OF INTENT TO AWARD: Notices of the City’s intent to award a contract are posted to the Purchasing Division’s website before 6:00 P.M. local Arizona time at least seven (7) calendar days before award.

It is the Respondent’s responsibility to check the City of Mesa’s Vendor Self Service portal at https://vendor.mesaaz.gov/ to view Purchasing’s Intent to Award notices. This may be the only notification you will receive regarding the City’s Intent to Award a contract related to this

31. PROTESTS AND APPEALS: If a Respondent or any person believes there is a mistake, impropriety, or defect in the Solicitation, believes the City improperly rejected its Response or believes the selected Response should not receive the City contract based upon a fact supported issue with the Solicitation or selected Respondent or otherwise protests the award to the Respondent, the Respondent may submit a written protest. All protests and appeals are governed by the City Procurement Rules (“Procurement Rules”). The rules surrounding protests and appeals may be found in Section 6 of the Procurement Rules which are located on the Purchasing Division website at http://mesaaz.gov/business/purchasing. Please see the Procurement Rules for more information on the submission of a protest and corresponding appeal rights; if there exist any discrepancy in this Section and the Procurement Rules, the language of the Procurement Rules will control.

ADDRESS PROTESTS TO: ADDRESS APPEALS TO:

Kristy Garcia Edward Quedens Procurement Administrator Chief Procurement Officer 20 East Main Street, Suite 450 20 East Main Street, Suite 450 PO Box 1466 PO Box 1466 Mesa, Arizona 85211-1466 Mesa, Arizona 85211-1466 Fax: (480) 644-2655 Fax: (480) 644-2687 Email: Kristy.Garcia@MesaAZ.gov Email: Ed.Quedens@MesaAZ.gov

32. POLICY DOCUMENTS: The City of Mesa Charter, Code, Procurement Rules, and Management

Policy 200 govern this procurement and are incorporated as a part of this Solicitation by this reference. A copy of these documents may be found on Mesa Purchasing Division’s website at www.mesaaz.gov/business/purchasing.

https://vendor.mesaaz.gov/ http://mesaaz.gov/business/purchasing mailto:Kristy.Garcia@MesaAZ.gov mailto:Ed.Quedens@MesaAZ.gov http://www.mesaaz.gov/business/purchasing

SCOPE OF WORK

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This Scope of Work will be compiled into any resulting contract as Exhibit A.

1. INTENT: The intent of this solicitation is to provide Participating Public Agencies with products, services, and solutions to meet their various needs for Offender Monitoring Solutions.

2. NATIONAL CONTRACT: The City of Mesa, as the Principal Procurement Agency, defined in

Attachment C, has partnered with OMNIA Partners, Public Sector (“OMNIA Partners”), to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies nationally, including state and local governmental entities, public and private primary, secondary and higher education entities, non-profit entities, and agencies for the public benefit (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program. The City of Mesa is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public Agency is preceded by their registration with OMNIA Partners (a “Participating Public Agency”) and by using the Master Agreement, any such Participating Public Agency agrees that it is registered with OMNIA Partners, whether pursuant to the terms of a Master Intergovernmental Cooperative Purchasing Agreement, a form of which is attached hereto on Attachment C, or as otherwise agreed to. Attachment C contains additional information about OMNIA Partners and the cooperative purchasing program.

OMNIA Partners is the largest and most experienced purchasing organization for public and private sector procurement. Through the economies of scale created by OMNIA Partners public sector subsidiaries and affiliates, National IPA and U.S. Communities, our participants now have access to more competitively solicited and publicly awarded cooperative agreements. The lead agency contracting process continues to be the foundation on which we are founded. OMNIA Partners is proud to offer more value and resources to state and local government, higher education, K-12 education, and non-profits.

OMNIA Partners provides shared services and supply chain optimization to government, education, and the private sector. With corporate, pricing and sales commitments from the Contractor, OMNIA Partners provides marketing and administrative support for the Contractor that directly promotes the Contractor’s products and services to Participating Public Agencies through multiple channels, each designed to promote specific products and services to Public Agencies on a national basis. Participating Public Agencies benefit from pricing based on aggregate spend and the convenience of a contract that has already been advertised and publicly competed. The Contractor benefits from a contract that generally allows Participating Public Agencies to directly purchase goods and services without the Contractor’s need to respond to additional competitive solicitations.

As such, the Contractor must be able to accommodate a nationwide demand for services and to fulfill obligations as a nationwide Contractor and respond to the OMNIA Partners documents (Attachment C).

The City of Mesa anticipates spending approximately $61,000.00 over the full potential Master Agreement term for Offender Monitoring Solutions. While no minimum volume is guaranteed to the Contractor, the estimated annual volume of Offender Monitoring Solutions purchased under the Master Agreement through OMNIA Partners is approximately $50 million. This projection is based on the current annual volumes among the City of Mesa, other Participating Public Agencies anticipated to utilize the resulting Master Agreement to be made available to them through OMNIA Partners, and volume growth into other Public Agencies through a coordinated marketing approach between the Contractor and OMNIA Partners.

3. GENERAL INFORMATION: Contractor(s) are to propose the broadest possible selection of

Offender Monitoring Products, Services, and Solutions that are offered by the Proposing Contractor(s). The proposing Contractor(s) should have demonstrated experience in providing the Products and Services as defined in this RFP, including but not limited to the following categories:

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1. Active, Passive and/or Hybrid Global Positioning Satellite Tracking: The complete range of active, passive and/or hybrid global positioning satellite tracking products, services and solutions offered by the Contractor(s).

2. Radio Frequency (RF) Tracking: The complete range of radio frequency tracking products, services and solutions offered by the Contractor(s).

3. Video and/or Voice Tracking/Verification/Message Reporting: The complete range of video and/or voice tracking/verification/message reporting products, services and solutions offered by the Contractor(s).

4. Supplemental Support Services: Secure, on-line twenty-four (24) hour, seven (7) days a week, three-hundred sixty-five (365) days a year live operator and call center support that provides services to alleviate agency/officer workload by providing administrative assistance including automated check-ins, data entry for documenting contacts and activities, alert management, warrant and fee collection/processing.

5. Smartphone Application: A secure smartphone application and supervision tool offered by the Contractor(s), utilized as an alternative or in conjunction with electronic monitoring devices, which provides offender GPS location information, biometrically verifies offender identity, and provides offender tools to increase positive outcomes.

6. Data Analytics Software: A secure data analytics software package offered by the Contractor(s), which utilizes electronic monitoring data to analyze client behavior and calculate potential risks.

7. Online Monitoring Software: The secure online monitoring software available from the Contractor(s) that officers will utilize to manage agency, officer, and offender data, view status, complete monitoring tasks in real-time, and that is accessible twenty-four (24) hour, seven (7) days a week from any web-based computer or mobile device with internet access.

8. Related Products, Services and Solutions: Additional related products, services, or solutions available from the Contractor(s), such as but not limited to: drug and alcohol testing, day reporting center for adult and juvenile offenders, field service electronic monitoring program, victim alert device, etc.

The Contractor(s) shall provide the required equipment and services for the categories for which it receives award. Contractor(s) should indicate where their systems meet or do not meet the above requirements for each category on a document that is on the Contractor(s) letterhead.

Although this section reflects the needs and requirements of the City, OMNIA Partners Participating Agencies may have different requirements. The awarded contractor will have the ability to offer their comprehensive Offender Monitoring Solutions nationally. The offender monitoring solution may include products and services associated with offender monitoring or any other related services which OMNIA Partners participants may elect to use. OMNIA Partners participants will sign a supplemental or usage agreement with the awarded vendor substantially based on the terms and conditions of the City contract. Participants may elect to negotiate certain terms to conform to their purchasing and contracting requirements.

4. GENERAL SCOPE: The following items concern the general scope and requirements for items that are part of the request for proposal:

1. Monitoring Services Provided by Contractor(s):

The Contractor(s) shall provide a central monitoring service center located in the U.S. The monitoring service center shall have the capability of conducting surveillance activities on an around-the-clock basis, without interruption. The surveillance activities shall minimally include the following: continuously monitoring the presence or absence of a program participant detecting early leaves or late returns; detecting attempts to tamper or actual tampering with the home monitoring equipment; attempts to duplicate the RF transmission of the home monitoring units; disruption of AC power; receiver shut downs; continuous busy signals; attempts to use recorded speech; spurious RF transmission; no telephone answer; and low receiver and/or transmission battery function. The monitoring service shall

2022118 Page 14 of 61 be capable of monitoring multiple curfews scheduled at the same time. In this regard, the curfew monitoring function shall have unlimited flexibility for the establishing of curfew scheduled and monitoring.

If required by the City’s designee, the Contractor(s) monitoring service center shall be responsible for receiving program participant enrollment information from the City. If required, the contractor(s) shall be responsible for enrolling program participants and for changing curfew schedules based upon notification by the City via e-mail or fax (as determined by City) using the contractor(s) toll-free telephone number to the central monitoring service center or via remote terminal through dedicated line or internet access.

If requested, the Contractor(s) shall be responsible for removing program participants from the monitoring system upon a notification from City. The date of removal and removal reason will be established by the City. The Contractor(s) shall utilize enrollment and client status change forms developed in conjunction with City.

If required, the monitoring service center shall respond to all reports of monitoring violations by telephoning (as determined by City) the program participant. The purpose of this telephone call is to determine the nature of the reported event and to confirm that the program participant is at his or her approved residence. The Contractor(s) shall explain the procedure to be used to confirm the participant's presence, or lack thereof, in these situations.

In addition, the following specifications must be adhered to:

a. The Contractor(s) place of business and monitoring center services facilities used for this program must be located within the United States of America. The Contractor(s) primary monitoring center shall be capable of uninterrupted operation twenty-four (24) hours a day, three-hundred and sixty-five (365) days a year. This shall include all systems, hardware and software, communications and building support services such as electrical power.

b. The Contractor(s) monitoring center shall be monitored twenty-four (24) hours a day, seven (7) days a week, including holidays to ensure that any interruption in service is detected and resolved.

c. Each monitoring center shall have ventilation and temperature control adequate to meet hardware specifications for the operating environment and to ensure proper functions of the monitoring center hardware.

d. The Contractor(s) shall perform complete support of all interface hardware and software equipment (within the monitoring center) necessary to ensure provision of the service for the duration of the contract.

e. The Contractor(s) shall maintain professional highly trained and qualified staff to monitor and operate the monitoring center equipment.

f. The Contractor(s) shall provide the City a toll-free contact number, accessible and staffed twenty-four (24) hours a day, seven (7) days a week for the purpose of reporting problems that might be experienced.

g. In the event any component of the Contractor(s) service becomes inoperable, the Contractor(s) must immediately notify the Contract Manager or designee by telephone and email no later than thirty (30) minutes after discovery of service failure.

h. When requested, the Contractor(s) monitoring center shall provide an initial response to pre-determined alarm notifications to troubleshoot and resolve the notifications per established protocols as agreed to by both the City and the Contractor(s) by offender program type.

i. When requested, the Contractor(s) monitoring system shall be responsible for alerting the City’s designated officer via text, message, email, central database, 2022118 Page 15 of 61 and/or phone. The means or mode of contact shall be at the City’s discretion.

These services shall be provided twenty-four (24) hours per day, seven (7) days per week.

j. As required by the City’s designee, the Contractor(s) shall provide a toll-free telephone number to be supplied to the City’s supervised offenders which shall be utilized to contact the monitoring center for alarm notification resolution.

k. The Contractor(s) shall provide immediate notification via telephone, cellular telephone, text message, and/or email twenty-four (24) hours a day, seven (7) days a week to designated City staff when an alarm notification is generated. The contractor(s) monitoring service shall include the capability to administer a phone call by a live staff person in the monitoring center in response to designated priority alarm notifications.

l. The Contractor(s) shall be able to receive a verifiable confirmation via a telephone call from the monitoring center to the designated City staff to confirm that all immediate alarm notifications were received/acknowledged by City staff. The Contractor(s) shall be responsible to maintain a call tree to be utilized when contacting City staff to report alarm notifications pursuant to established protocols.

m. The monitoring center shall have redundant inbound and outbound communication services, provided by distinct carriers and/or methods, such that the failure of the primary service or method shall not adversely affect the secondary (backup) service or method.

n. The Contractor(s) shall have the ability to write files to a server at the Contractor(s) site and shall allow the City to retrieve the files daily through a secure File Transfer Protocol (FTP) or other secure transmission method. The files will need to include the following information.

i. File 1 – Alarm Fire

1. The Key file the Contractor(s) uses to distinguish each alarm.

2. The type of alarm as defined by the City.

3. The Identification number of the offender.

4. Date and time of the alarm.

5. Length of the alarm (until resolution).

File 2 – Comment File

1. The key field the Contractor(s) uses to distinguish each alarm.

2. Comments relating to the alarm.

3. Date and time of updates to the comments.

File 3 – Alarm Cleared

1. The key field that the Contractor(s) uses to distinguish each alarm.

2. Date and time the alarm was cleared.

File 4 – Points Reviewed

1. The ID number of the offender.

2. The USERID of the officer reviewing the points.

3. Date the points were reviewed.

4. Dates of the points reviewed by the officer.

2. Equipment to be provided by the Contractor(s):

Contractor shall furnish all equipment required to perform services outlined herein and to make the proposed system fully operational, which shall include but is not limited to:

transmitters, base stations, receivers, tracking devices, recorders, bracelets, telephones and landline cords, batteries, power cords, clips, straps, tools, reference materials, specialty cleaning supplies, car chargers, ethernet cables, beacons, etc.

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a) In the case of equipment rental programs, all equipment provided by the

Contractor(s) shall remain the property of the Contractor(s) and shall be in good repair, remanufactured and within specifications of new equipment. All equipment supplied shall be the latest design and model unless specifically requested by the City.

b) For those offenders…