Community_Corrections_Case_Management_Software_System.pdf

REQUEST FOR PROPOSAL

PD 26-27.002

COMMUNITY CORRECTIONS CASE MANAGEMENT SOFTWARE

SYSTEM

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: November 12, 2026

DEADLINE FOR QUESTIONS: December 3, 2026

RESPONSE DEADLINE: December 17, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Escambia County

REQUEST FOR PROPOSAL

Community Corrections Case Management Software System

1. Introduction

2. Scope of Work

3. Solicitation Terms and Conditions 3+1+1

4. General Terms and Conditions

5. Standard Insurance Requirements and Certificates

6. Insurance for Information Technology (Cyber) Consulting and Professional

Services

7. Evidence/Certificates of Insurance

8. Vendor Submissions

9. Evaluation Process

10. Evaluation Criteria

Attachments:

A - Information_Technology_Security_Assessment_9-23-2026

B - Attachment I Case Management

Request For Proposal #PD 26-27.002 Title: Community Corrections Case Management Software System

1. Introduction

1.1. Summary

Escambia County Corrections Department is seeking proposals from qualified contractors to provide a comprehensive, web-based Misdemeanor Community Corrections Case Management System to support the administration and management of misdemeanor probation, pretrial release, diversion programs, community service, electronic monitoring, and related community corrections functions. The proposed solution will be operational 24 hours a day, 7 days a week, supporting the Community Corrections functions for Accounting, Check Diversion, Community Service, Misdemeanor Probation, Pre-Trial

Diversion, and Pre-Trial Release.

1.2. Background

Escambia County Community Corrections Department (ECCCD) supervises misdemeanor offenders and pretrial participants through a variety of community-based correctional programs including:

• Misdemeanor probation

• Pretrial release supervision

• Pretrial intervention/diversion

• Community service programs

• Electronic monitoring

• Drug and alcohol testing

• Specialty court participation

ECCD currently serves an average monthly population of approximately 2,000 offenders and utilizes approximately forty-five (45) system users across two County locations connected through the County network infrastructure. Listed below are the ECCCD locations.

Escambia County Community Corrections (Misdemeanor Probation, Pre-Trial Release, Check Diversion and Accounting)

6400 N W Street

Pensacola, FL 32505

Escambia County Community Corrections (Pre-Trial Diversion Program, Misdemeanor Probation Intake Office, Community Service)

190 Governmental Center, Room 14001

Pensacola, FL 32501

1.3. Contact Information

Alexia Madison-Fountain

Purchasing Coordinator

213 Palafox St

2nd Floor

Pensacola, FL 32502

Email: alfountain@myescambia.com

Phone: (850) 595-4878

Department:

Purchasing mailto:alfountain@myescambia.com tel:(850)595-4878

1.4. Timeline

Release Project Date November 12, 2026

Pre-Solicitation Meeting (Non-Mandatory) November 19, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/264590989088

1337?p=gjMb3ivwpSOzsvbeRB

Meeting ID: 264 590 989 088 133 7

Passcode: p4qJ6rG7

Need help? | System reference

Dial in by phone

+1 863-333-5817,,514620696# United States, Lakeland

Find a local number

Phone conference ID: 514 620 696#

For organizers: Meeting options | Reset dial-in PIN

OR

The Office of Purchasing

2nd Floor

Pensacola, FL 32502

Question Submission Deadline December 3, 2026, 9:00am https://teams.microsoft.com/meet/2645909890881337?p=gjMb3ivwpSOzsvbeRB https://teams.microsoft.com/meet/2645909890881337?p=gjMb3ivwpSOzsvbeRB

Submission Deadline December 17, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/270997245612

8483?p=0qtayooKzmwNHLRLQm

Meeting ID: 270 997 245 612 848 3

Passcode: AP9vn3ux

Need help? | System reference

Dial in by phone

+1 863-333-5817,,231979374# United States, Lakeland

Find a local number

Phone conference ID: 231 979 374#

For organizers: Meeting options | Reset dial-in PIN

OR

The Office of Purchasing

2nd Floor

Pensacola, FL 32502

2. Scope of Work

2.1. Community Corrections Case Management Software System

ECCD seeks a centralized case management software system capable of supporting offender supervision, accounting, reporting, document management, and community service tracking through a single offender record structure. The system will support all ECCD operational functions while providing secure access to data and integrated workflow capabilities.

The proposed solution should include, at a minimum,

• Centralized offender records management

• Case management and supervision tracking

• Financial accounting and payment processing

• Community service tracking

• Electronic document imaging and storage

• Audit and reporting functionality

• Calendar and scheduling tools

• Secure electronic communications

• Network printing capabilities

• Long-term record retention and retrieval https://teams.microsoft.com/meet/2709972456128483?p=0qtayooKzmwNHLRLQm https://teams.microsoft.com/meet/2709972456128483?p=0qtayooKzmwNHLRLQm

2.2. Objective

The objective of this Request for Proposal (RFP) is to procure a secure, scalable, configurable and user-friendly Community Corrections Case Management System that:

A. Tracks offenders throughout all phases of supervision

B. Automates case management and workflow processes

C. Improves officer productivity and operational efficiency

D. Provides real-time reporting, analytics and dashboards

E. Enhances court communication and compliance monitoring

F. Supports electronic document management and storage

G. Reduces duplicate data entry and manual processes

H. Provides secure mobile and remote access capabilities

2.3. Scope of Services

The successful Contractor will provide all labor, software, licensing, implementation services, configuration, training, maintenance, support, and related services necessary to deliver a fully operational Community Corrections Case Management System.

Services shall include, but are not limited to:

A. Software licensing and subscriptions

B. Project management

C. System configuration and customization

D. Data conversion and migration

E. System integration services

F. User acceptance testing

G. Training Services

H. Go-live implementation support

I. Ongoing technical support and maintenance

2.4. Contractor Qualifications

All proposers must meet the following minimum qualifications:

A. Contractors will provide proof that the firm has been providing similar services for at least five (5) years.

B. Contractors should have a minimum of five (5) years of business experience providing implementation, training, and servicing an innovative case management computer software program.

Contractor personnel assigned to customer support and implementation should have at least three (3) experience in both areas.

C. Must be authorized and registered to do business in the State of Florida.

D. Certify compliance with all applicable federal, state, and local laws, regulations and standards, including, but not limited to:

• Criminal Justice Information Services (CJIS) requirements.

• HIPPA requirements, where applicable

• Florida public records laws, if applicable

• Data privacy and cybersecurity standards

E. Compliance with all Florida Model Jail Standards, Florida Corrections Accreditation Commission

Standards, and National Commission on Correctional Health Care standards at the time of implementation. The FMJS can be found at the following link https://www.flsheriffs.org.law-enforcementprograms/training/florida-model-jail-standards. The FCAC standards can be found at the following link: https://flaccreditation.org/ .

F. If the ECCD chooses to pursue further accreditation in the future, the bidder agrees to work collectively with the facility to meet the requirements of said additional accreditation.

G. Willingness to assist the Escambia County Corrections Department in achieving future accreditation, if pursued.

H. Upon execution of a contract, the Contractor’s assigned staff will be required to report to the

Escambia County Corrections Administration to complete fingerprinting and background checks. All

Contractor assigned staff must satisfy all requirements for FBI and FDLE background security check and must have acceptable clearance by the Escambia County Board of County Commissioner.

I. All Contractors will complete the Software Assessment Application Questionnaire for systems installed on the Escambia County network. These Questionnaires will be approved by the Escambia

County Information Technology Department in order to be considered for Evaluation. The Software

Assessment Application Questionnaire is attached to the solicitation.

2.5. Functional Requirements

The proposed system shall provide comprehensive case management functionality and include capabilities for information security, auditability, system administration, disaster recovery, and operational continuity.

A. Offender/Client Management

The system will provide the ability to:

• Create and maintain offender profiles

• Track demographic, identifying and supervision information

• Store photograph and electronic documents

• Maintain risk and needs assessments

• Record case notes and supervision history

• Support multiple program assignments

• Track violations, sanctions, warrants, alerts, and supervision status changes

B. Case Management

The system will support:

• Automated case assignment

• Caseload management and workload balancing

• Officer scheduling and appointments tracking

• Multiple officers assigned to a case

• Workflow automation

• Supervision level tracking

• Compliance monitoring

• Case plan and management

• Court order tracking

• Referral tracking and service coordination

C. Program Management https://www.flsheriffs.org.law-enforcementprograms/training/florida-model-jail-standards https://www.flsheriffs.org.law-enforcementprograms/training/florida-model-jail-standards https://flaccreditation.org/

The system will support management and independent tracking of:

• Pretrial Release Supervision

• Diversion and Pretrial Intervention Programs

• Misdemeanor Probation

• Community Service Programs

• Specialty Court Programs

• Electronic Monitoring

• Drug and Alcohol Testing Programs

• Miscellaneous Programs

D. Financial Management

The system will provide:

• Fee assessment and tracking

• Payment processing and posting

• Restitution tracking

• Receipt generation

• Financial reporting

• Refund processing

• Integration with payment processors

• PCI-compliant payment processing capabilities

• Payment transfers between cases and coded accounts

The system should support multiple payment methods, including:

• ACH/Electronic Check (echeck)

• Credit Cards

• Debit Cards

• Money Orders

• Mobile payment applications (examples, Venmo, Cash App, Apple Pay and Google Pay)

• Other methods preferred but not required, text-to-pay service, recurring automatic payments, point-of-sale terminals, QR Code payments

• Secured kiosk for offenders to make payments.

The system shall also provide the ability to:

• Accept full, partial, and installment payments

• Allocate payments across multiple coded accounts

• Apply payments to multiple cases

• Process overpayment refunds

• Transfer funds between cases and account codes

• Maintain complete financial transaction histories

• Safeguards in place that do not allow duplicate payments

• Fraud safeguards

E. Document Management

The system will support:

• Electronic forms

• Document uploads

• Digital signatures

• Scanned document storage

• Automated document generation

• Full-text documents search capabilities

F. Notifications and Alerts

The system will support automated notifications and reminders, including:

• SMS and text notifications

• Email notifications

• Court date reminders

• Appointment reminders

• Violation alerts

• Drug testing notifications

• Officer task reminders

• Program compliance notifications

G. Security and Compliance

The system will provide:

• Role-based access controls

• Audit logs and audit tracking

• CJIS compliance

• HIPAA compliance where applicable

• Multi-factor authentication

• Data encryption

• Secure data transmission

• Confidentiality controls and permissions management

H. Mobile Access and Communication

The system will include mobile-compatible functionality for both staff and offenders, including:

• Smartphone and tablet compatibility

• Secure remote access

• Mobile field reporting

• Secure offender communication portal

• Officer-to-offender communication tools

• Appointment and event notifications

• Address and employment updates

• Two-factor authentication

• Biometric identity verification capabilities without additional hardware

The mobile application will support both Android and iOS platforms.

Software System Requirements

The proposed solution will:

A. Operate as a secure, standalone system

B. Be browser-independent and not require client-side plug-ins

C. Support integration through standard APIs and integration broker technologies

D. Support data migration from the County’s current case management system (Corrections Software

Solutions)

E. Maintain access to a minimum of ten (10) years of archived offender information

F. Include role-based dashboards and workflow-driven case management

G. Support weighted caseload management

H. Provide configurable workflows, alerts, tasks, and work queues

I. Support electronic referrals and service tracking

J. Support evidence-based supervision practices and outcome measurement

K. Support structured data collection and reporting

L. Provide tools for data analysis and best-practice management

M. Provide full-text search capabilities for electronic documents

N. Support confidentiality restriction and permissions

O. Integrate with Microsoft Outlook for appointments and alerts

P. Supports supervision tolling calculations in accordance with applicable federal, state, and local laws, rules, and procedures

Q. Produce information necessary to monitor offender compliance and performance standards

R. Provide a user-friendly and intuitive interface

S. Support real-time monitoring and reporting capabilities

T. Include continuous vendor maintenance, updates and technical support

The proposed solution will align with recognized best practices established by the American Probation and Parole Association (APPA).

Additional System Capabilities

The system will also support:

A. Unified assessment, case planning, and workflow-driven supervision management

B. A single integrated application for pretrial, diversion, probation, community services and community corrections operations

C. Integrated offender mobile applications and communication tools

D. Offender risk assessment tools, including Florida Pretrial Risk Assessment instruments

E. Offender self-service kiosks for check-in and reporting

F. Automated notifications for appointments, drug testing, and court events

G. Calendaring and scheduling tools

H. Innovative technology solutions, including voice and visual identification technologies, where available

I. Real-time controls, monitoring, and data management tools

Contractor Responsibilities

The Contractor will:

A. Provide a Software Service Level Agreement (SLA) with clearly defined implementation milestones, deliverables, support standards, and response times

B. Provide and install any required offender check-in kiosk equipment

C. Pay all costs associated with shipping, delivery, installation, return, and removal of equipment or supplies

D. Restore County property to its original condition following installation or equipment removal

E. Provide ongoing software updates, maintenance, and support services

F. Maintain system availability twenty-four (24) hours per day, seven (7) days per week, excluding approved maintenance windows

2.6. Reporting Requirements

The proposed system will provide comprehensive reporting, analytics, and dashboard capabilities to support operational, financial, administrative, and compliance-related functions.

A. Standard Reporting Capabilities

The system will provide:

• Standard system-generated reports

• Custom report generation

• Ad hoc reporting capabilities

• Statistical dashboards

• Caseload analytics

• Compliance and violation reporting

• Financial and accounting reports

• Outcome and performance measurement reporting

All reports will be exportable in standard formats including:

• Microsoft Excel

• Microsoft Word

• PDF

• CSV

• Other commonly accepted formats

B. Operational Reports

The system will support operational reporting including, but not limited to:

• Violation reports

• Daily, weekly, monthly and annual activity reports

• Offender demographic reports

• Case notes and supervision history reports

• Recidivism reports

• Offenses classification reports

• Judicial assignment reports

• Case status reports

• Supervision length reports

• Release and discharge status reports

• Successful or unsuccessful completion reports

• Offender payment history reports

• Officer-specific caseload reports

• Annual Pretrial Services Report

• Pretrial Annual Survey Report

The system shall also provide outcome reporting related to:

• Recidivism rates

• Program effectiveness

• Contact compliance

• Supervision performance measures

The County reserves the right to request additional statistical, operational reports or management reports as needed.

C. Financial Reporting

The system will provide detailed financial reporting capabilities including:

• Detailed and summary financial transaction reports

• Fee, fine, restitution, court cost reporting

• Cashier balancing reports

• Payment method summaries

• Outstanding balance and aging reports

• Credit balance reports

• Refund and reimbursement reports

• Voided transaction reports

• Fund transfer reports

• Daily, weekly, monthly and annual revenue reports

Financial reports will support filtering and sorting by:

• Offender

• Case number

• Date range

• Payment type

• Financial code

• Program type

• Staff member

2.7. Support and Maintenance Requirements

The Contractor will provide comprehensive technical support and maintenance services throughout the term of the contract.

The Contractor will:

A. Maintain staff with expertise in:

• Community corrections operations

• Evidence-based supervision practices

• Data migration and conversion

• System integration

• Criminal justice software implementation and support

B. Provide technical support twenty-four (24) hours per day, seven (7) days per week, including holidays.

C. Provide support through multiple communication methods, including:

• Telephone

• Email

• Online support portal

D. Provide timely software updates, patches, security updates and maintenance releases.

E. Maintain qualified personnel capable of providing technical assistance, documentation, or testimony related to system records if requested through legal process.

F. Notify Escambia County Community Corrections immediately of any subpoenas, legal requests, or testimony requests involving County data or records.

2.8. Training Requirements

The Contractor will provide comprehensive training services for County personnel.

Training will include instruction on:

A. System access and navigation

B. Offender enrollment and management

C. Data entry and record modification

D. Report generation

E. Financial processing

F. Document management

G. Case closure procedures

Additional training requirements include:

H. On-site training for Escambia County Community Corrections personnel.

I. Electronic training manuals and user documentation, which shall become property of the County.

J. Training sessions scheduled at the convenience of the County.

K. Additional and remedial training following system changes, upgrades, or enhancements during the contract term.

L. Permission for the County to record training sessions for internal operational use.

2.9. Cost Proposal

The Contractor will provide a detailed cost proposal identifying all direct and indirect costs associated with the proposed solution.

At a minimum, pricing shall include:

A. Software licensing fees

B. Implementation costs

C. Data migration costs

D. Training costs

E. All annual maintenance and support costs for 5 years (by year).

F. The hourly rate for any additional services such as:

• Customizations

• Additional training (on-going for new users as well as in-depth training for experienced users).

• Emergency response (both for individual incidents as well as acts of God).

• Basis on cost adjustments on subsequent years of a contract

• Cost estimates for up to three software interfaces, including both one-way and two-way interfaces for each (CTS America JailSuite, Peregrine, FinancePro, and BenchMark)

• Additional cost projections over the next five years relating to product upgrades or major revisions

• Any other cost considerations relating to the total cost of implementation of the proposed system.

2.10. Proposal Submission Requirements

Contractors are to make written proposals that present the contractor’s qualifications and understanding of the work to be performed. Contractors will address each of the specific evaluation criteria listed below, in the following order. Failure to include any of the requested information may be cause for the proposal to be considered nonresponsive and rejected. All responses must include the following:

Tab 1. Contractor's Qualifications

• Complete name and address of the proposing firm, including contact information for correspondence regarding the proposal

• Provide Company background and organizational overview

• Provide relevant experience in the field with installations and operations of similar community corrections agencies within the last five (5) years.

• Provide a summary of the company's experience with similar implementations.

• Provide resumes of key personnel that outline qualifications and relevant certifications of personnel who will oversee the installation.

• Outline qualifications and years of service of personnel who will provide services and training.

Tab 2. References

Provide listing of five (5) customer references that are currently using case management program being proposed in Vendor's response to the County, preferably within the State of Florida. Provide the company’s name and telephone number of the point of contact at each facility who can be contacted regarding the Contractor's performance. Provide a brief description of the projects. Include the length of time the company has been using the system and list the approximate number of supervised clients.

• Contractors will attach letters from such facility contacts with comments regarding:

• Contractor’s performance and reliability of the program provided

• Timeliness and efficiency of installation.

• Professionalism and communication throughout the project.

• Availability and effectiveness of customer support.

• Response time.

• Ability to meet regulatory or safety requirements.

• Any significant problems encountered and how they were resolved.

• Overall satisfaction with the vendor and software.

• The proposal shall describe the organization structure and list the names and telephone numbers of the principals authorized to conduct negotiation.

Tab 3. Capabilities Statement & Product Functionality

In this section, the Contractor will discuss the requirements, item by item, as requested in, the solicitation. Provide a description of the Contractor's approach, technique and procedures to accomplish the scope of services identified and required by this document. A restatement of tasks or mere affirmation of willingness and ability to perform the tasks will not be considered a responsive. The information presented will be in sufficient detail to enable the County to ascertain the Contractor’s understanding the results to be accomplished and the way in which the Contractor intends to accomplish them.

At a minimum, this section will include the information below:

• A Technical Solution Description

• Functional Requirements Response

• Training Plan

• Support and Maintenance Plan

• Emergency Plan

• Exceptions/Deviations

Tab 4. Cost Proposal

• The proposed cost must be based on the assumption and requirements described in the request for proposal and must include all costs (direct and indirect), except otherwise noted

• Detailed costs associated with the software licensing, implementation, data migration, training, annual maintenance/support, and software upgrades and fees inclusive of all potential charges.

• Options and alternatives proposed, with clear pricing for optional enhancements.

• Details of any additional costs or optional features.

TAB 5 – IMPLEMENTATION PLAN

• Provide a detailed implementation plan and timeline

• Detailed plan for implementation plan, including the following:

• Detailed implementation timeline

• Project management methodology

• Data migration plan

• Testing plan

• Go-Live support

• Post-implementation support

Tab 6. Additional/Optional Services

• Included in the appendix any additional information or materials which may be helpful to ECCD operations and security.

• List of compatible required or optional hardware devices

Tab 7. Draft Agreements

• Include a draft Software License Agreement.

• Include a draft Software Service Level Agreement.

• Complete the attached Software Assessment Form.

Tab 8. Required Purchasing Documents

• All forms from the Contractor Submission Checklist should be in this section in PDF format.

Proposals should be uploaded in ONE PDF file in the Contractor Submission Checklist section tor your proposal. Please note- Deviating from this format may result in a reduction of points with the evaluation committee.

3. Solicitation Terms and Conditions 3+1+1

3.1. Solicitation Terms and Conditions

Submission of a bid in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the bidder. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Bid Inquiries

Submission of a proposal in accordance with these Terms and Conditions and the General Terms and

Conditions provided in Section IV below constitutes a binding offer from the respondent. The Terms and

Conditions incorporated herein will become a part of the written agreement between the parties.

Pre-Proposal Inquiries

All inquiries concerning the solicitation, including, but not limited to, the scope of work, specifications, additional requirements, attachments, general or supplemental terms and conditions, must be submitted to the Office of Purchasing through the e-procurement portal hosted by OpenGov.

All questions or inquiries must be received no later than the last day for questions stated on the cover page of the solicitation. Any modification to the solicitation documents will be in the form of a written addendum issued by the County not less than five (5) days prior to the date and time of solicitation closing. Addenda will be provided to each respondent via email and will be posted to the Escambia

County website at Escambia County Solicitations

(https://procurement.opengov.com/portal/escambiacountyfl). Such written addenda or modification shall be part of the solicitation documents and shall be binding upon each respondent. Each respondent is required to submit with the proposal a written acknowledgment to confirm receipt of any and all addenda. No respondent may rely upon any verbal modification to or interpretation of the solicitation documents, and no interpretation shall be considered binding unless provided in writing by the Office of

Purchasing as provided in this provision.

Examination of Documents and Site

Before submitting a proposal, the Respondents shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other relevant documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

Preparation of Proposal

The Proposal shall be based upon the completion of the Scope of Work according to the drawings and specifications, together with all addenda thereto. The proposal must be executed by an individual listed as an authorized representative with the records on file with the Florida Division of Corporations website (Sunbiz) with the principal address provided below the signature. The proposal shall include evidence of respondent’s authority and qualification to do business in the State of Florida.

As applicable, a state contractor license # for the State of Florida shall also be included in the proposal, and Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

Recommended Proposal Preparation Guidelines

All respondents shall provide a straightforward and concise description of their ability to meet the proposal requirements. The proposal shall clearly show the technical approach to include work tasks, estimated time phasing and the proposed approach. The County discourages overly lengthy or costly proposals, all proposals shall be submitted in one electronic file.

Integrity of Documents

Respondents shall use the original solicitation documents in the format provided by the Escambia

County Office of Purchasing and enter information only in the spaces where a response is requested.

https://procurement.opengov.com/portal/escambiacountyfl

Submittal of Proposal

A proposal shall be submitted no later than the date and time prescribed in the Request for Proposal and shall be accompanied by all required documents. It is the respondent’s responsibility to ensure that its proposal is delivered at the proper time.

Each submittal shall include all the items listed in the Vendor Submissions section.

Identification of Subconsultants/Changes After the Fact

After submitting a proposal in response to this solicitation, respondents are prohibited from substituting, modifying, or amending the sub-consultants identified in the submittal at any time during the course of the solicitation process up to the final award of contract and including question and answer sessions, presentations or technical clarifications and submittals as may be required by the

Review/Selection Committee. A substitution or addition of sub-consultants or any other material changes to the submittal after the initial response will cause the submittal to be invalid for review and selection purposes.

Withdrawal of Submittals

Any respondent may withdraw its submittal, either personally or by written request, at any time prior to the scheduled time for opening submittals. Requests to alter or withdraw an offer must be submitted in writing to the Purchasing Director. Submittals may not be altered or unilaterally withdrawn by the respondent after the scheduled time for submittal opening. All offers not so withdrawn shall constitute an irrevocable offer and will remain subject to acceptance or rejection by the County for a period of 90 calendar days.

Proposal to Remain Subject to Acceptance

All proposals will remain subject to acceptance or rejection by Escambia County for ninety (90) calendar days after opening Submittals.

Conditional or Incomplete Proposals

Escambia County specifically reserves the right to reject any conditional or incomplete proposal.

Addition/Deletion of Item(s)

The County reserves the right to add or delete any item from this solicitation or resulting contract when deemed to be in the County’s best interest.

Changes to Specification

Specifications are based on the most current literature available. The Office of Purchasing must be notified in writing of any proposed changes to the manufacturer’s specifications, including, but not limited to, materials used, manufacturing process, or construction, that conflict with the specifications provided in the solicitation. Proposed changes must be explained in detail along with a copy of the relevant manufacturer’s specifications. Proposed changes to the specifications provided in the solicitation shall not be binding upon the County unless evidenced by a Change Notice issued and signed https://procurement.opengov.com/portal/escambiacountyfl/projects/310117?section=undefined by the Purchasing Director. Should Respondent fail to comply with this provision, Respondent will be liable for any costs incurred by the County to comply with the specifications provided in the solicitation.

Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under a previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

Negotiations

Should negotiations be required, the contents of the proposal of the successful firm shall become a basis for contractual negotiations.

Evaluation of Proposals and Award of Contract

Escambia County will review all proposals and will provide the recommendation to award to the County

Administrator, and the Board of County Commissioners. The County will award the proposal to the most responsive and responsible firm(s). The County reserves the right to award the proposal to the respondent submitting a responsive proposal with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Escambia County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

Escambia County reserves its right to reject any or all Proposals, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Proposals. The County further reserves the right to reject the Proposal of any Respondent whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Respondents, the County may consider the qualifications of

Respondents and may consider the qualifications and experience of Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted as a part of the Proposal.

Escambia County reserves the right to waive any informalities or reject any and all submissions, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this solicitation, and to accept the proposal that in its judgment will best serve the interest of the County.

Award

Escambia County reserves the right to award on an “all-or-none” basis to one offeror or to award on an “item-by-item” basis, whenever it is in the best interest of and/or most advantageous to the County.

Contract Term

A. The contract resulting from this solicitation shall commence effective upon execution by both parties and extend for a period of Thirty-Six (36). The contract may be renewed for two (2) additional twelve (12) month periods, up to a maximum Sixty (60) months total upon mutual agreement of both parties. If any such renewal results in changes in the terms or conditions, such changes shall be reduced to writing as an amendment to the contract and such addendum shall be executed by both parties and approved by the Board of County Commissioners.

B. Renewal of the contract shall be subject to appropriation of funds by the Board of County

Commissioners.

C. The initiating County department(s) shall issue release (purchase) orders against the term contract on an “as needed” basis.

D. The contract may be canceled by the awarded firm, for good cause, upon ninety (90) days prior written notice.

E. The County retains the right to terminate the contract, with or without good cause, upon (30) days prior written notice.

F. In the event of termination by either party as provided herein, the awarded firm shall be paid for services performed through the date of termination.

Option to Extend the Term of the Contract (Not applicable to Lump Sum Agreements)

After exercising all options to renew, if it is determined that interim performance is necessary to allow for the solicitation and award of new contract, the County may extend this Agreement for up to an additional six (6) months. The County shall provide written notice to the

Contractor no later than thirty (30) days prior to the expiration of the last one (1) year renewal period. The exercise of the option shall be for the period specified and for the prices listed on the bid form. All other terms and conditions of the contract shall apply to the option periods.

Form of Agreement

The Contract form shall be provided by the Office of Purchasing. The successful respondent shall, within

5 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the

County Legal Office all required contract documents. Failure to execute the contract within such period shall constitute a default, and the county may award the contract to the next responsive and responsible proposal or re-solicit and charge against the respondent the difference between the amount of the offer and the amount for which a contract is subsequently executed, irrespective of whether the amount due exceeds the amount of the bid surety. The awarded respondent shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Escambia

County Risk Manager before the successful respondent may proceed with the work.

Indemnification

Offeror agrees to save harmless, indemnify, and defend County and their elected and appointed officials, agents, officers and employees from any and all claims, losses, penalties, interest, demands, judgements, and costs of suit, including attorneys' fees and paralegals' fees, for any expense, damage or liability incurred by any of them, whether for personal injury, death, property damage, direct or consequential damages, or economic loss, including environmental impairment, arising directly or indirectly on account of or in connection with the work performed by Offeror under this Agreement or by any person, firm or corporation to whom any portion of the Work is subcontracted Offeror; or resulting from the use by Offeror, or by any one for whom

Offeror is legally liable, of any materials, tools, machinery or other property of County.

County and Offeror agree the first $100.00 of the Contract Amount paid by County to Offeror shall be given as separate consideration for this indemnification, and any other indemnification of County by

Offeror provided for within the Contract Documents, the sufficiency of such separate consideration being acknowledged by Offeror by Offeror’s acceptance and execution of the Agreement.

The Offeror's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. The Offeror agrees to pay on behalf of

Escambia County, as well as provide a legal defense for the County, both of which will be done only when requested by the County, for all claims made. Such payment on behalf of the County shall be in addition to all other legal remedies available to the County and shall not be the County's exclusive remedy.

4. General Terms and Conditions

Any and all Supplemental Terms and Conditions and specifications referenced within the solicitation that vary from these General Terms and Conditions shall have precedence. Submission of an offer in accordance with these General Terms and Conditions and Supplemental Terms and Conditions constitutes a binding offer from the offeror. The terms and conditions incorporated herein will become a part of the written agreement between the parties.

Prospective offerors may utilize the Office of Purchasing Home Page to obtain Vendor Information and

Solicitation Information, including Bid/Proposal Tabulations, Recommended Award(s), etc. In order to participate in a solicitation, offerors must establish an account via the e-procurement portal of the

County’s vendor management software hosted by OpenGov. Once the vendor registration is completed, the offeror will receive all notifications relating to the relevant solicitation via e-mail to the address registered with the account.

1. Sealed Solicitations: All solicitation forms shall be executed and submitted in the e-procurement portal of the County’s vendor management software. The file name shall contain the solicitation number and title and the contractor/vendor’s name. All solicitations are subject to the terms and conditions specified herein. Solicitation offers which do not comply with these terms and conditions are subject to rejection.

2. Execution of Solicitation: Solicitation forms shall be manually or electronically signed by an authorized representative in the space provided. Persons signing on behalf of a corporate entity must be identified as President or Vice President with the records on file with the Florida Division of Corporations or otherwise authorized by corporate resolution of the Board of Directors.

Persons signing on behalf of a limited liability company must be identified as a managing member or other authorized representative with the records on file with the Florida Division of

Corporations.

3. No Offer: If not submitting an offer, respond by selecting the “NO BID” option in the e-procurement portal of the County’s vendor management software, specify the reason in the drop-down menu, and confirm the “NO BID” before the expiration of the Submission Deadline.

4. Conduct of Participants: The following policy will apply to all solicitations:

The Cone of Silence shall prohibit any communication regarding a solicitation between prospective respondents, including bidders, proposers, contractors, lobbyists, consultants, or their representatives; and any County Commissioner, County employee, evaluation committee member, or any other individual involved in or able to influence the procurement process, except as expressly permitted herein.

This policy applies to all competitive procurement methods, including, but not limited to, Invitations to Bid (ITB), Requests for Proposals (RFP), Requests for Qualifications (RFQ), and

Invitations to Negotiate (ITN).

The Cone of Silence shall be in effect from the time of public advertisement of a solicitation until occurrence of either of the following:

1. Final action by the Board of County Commissioners; or

2. Cancellation of the solicitation.

During the Cone of Silence period, the following are strictly prohibited:

o Any oral, written, electronic, or other communication regarding the solicitation outside of the authorized process;

o Contact through third parties, intermediaries, or representatives intended to influence the procurement; or o Attempts to obtain non-public information or provide information not made available to all respondents.

The following communications are permitted:

o Written inquiries submitted through the designated procurement platform (e.g., OpenGov) to the assigned Purchasing Representative. All official responses to vendor inquiries shall be issued through formal addenda;

o Communications during any duly noticed pre-bid or pre-solicitation meeting; or o Communications made during any related publicly noticed Board meeting.

Sanctions. Violation of the Cone of Silence may result in one or more of the following sanctions:

o Disqualification of the respondent;

o Rejection of a bid or proposal;

o Termination of negotiations;

o Suspension or debarment, as provided in the Escambia County Code of Ordinances; or o Contract termination, if discovered post-award.

The County reserves the right to investigate any alleged violation and to require disclosure of all communications related to the procurement. Failure to cooperate with such an investigation may result in disqualification or contract termination.

Ignorance of this policy shall not be considered a valid defense.

5. Additional Terms and Conditions: No additional terms and conditions included with the offer will be considered, and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this solicitation. It is understood and agreed that the General and

Supplemental Terms and Conditions in this solicitation are the only terms and conditions applicable to this solicitation, and the contractor’s authorized signature affixed to the offer attests to this.

6. Mistakes: Contractors are expected to examine the specifications, delivery schedule, solicitation prices, extensions, and all instructions pertaining to supplies and services described in the solicitation. Failure to do so will be at contractor’s risk. In the event of an error in the extension of the unit price, the unit price will govern.

7. Prices: All offers shall include firm unit prices that include all packing, handling, shipping charges, and delivery to any point within Escambia County, Florida.

8. Discounts: Discounts for prompt payments shall not be considered when determining the lowest net cost for solicitation evaluation purposes except in cases of tie solicitations.

9. Product Literature: Offeror shall provide a copy of any relevant product literature and price list(s) with the offer.

10. Abnormal Quantities: Should any unusual or abnormal quantity requirements arise, the County reserves the right to solicit separate offers as a multiple award.

11. Additional Quantities: For a period not exceeding one hundred eighty (180) days from the date of the offer, the County reserves the right to purchase additional quantities at the prices offered in this solicitation. If additional quantities are not acceptable, the contractor must specify “OFFER

IS FOR SPECIFIED QUANTITY ONLY”.

12. Approved Equivalents: Any manufacturer’s name, trade name, brand name, information and/or catalog numbers listed in a specification are for information and not intended to limit competition. The contractor may offer any brand for which it is an authorized representative that meets or exceeds the specifications for any item(s). Customary measurements appearing in these specifications are not intended to preclude offers for commodities with metric measurements. If an offer includes equivalent products, indicate the manufacturer’s name and number. The contractor shall submit with its offer applicable cuts, sketches, and descriptive literature and/or complete specifications. Reference to literature submitted with a previous solicitation will not satisfy this provision. Escambia County reserves the right to determine acceptance of item(s) as an approved equivalent. Offers that do not comply with these requirements are subject to rejection.

13. Nonconformance to Specifications: Items may be tested for compliance with the contract specifications by a testing laboratory acceptable to the County. The County may require the contractor to reimburse all costs incurred by the County in connection with the examination or testing of the commodity, including costs relating to transporting the commodity samples to the testing site, actual test costs, personnel costs and other applicable costs should the items fail testing. The data derived from any tests for compliance with the contract specifications are public records and open to examination in accordance with Chapter 119, Florida Statutes. Items delivered that do not conform to the contract specifications may be rejected and returned at contractor’s expense. These items and items not timely delivered by the delivery date specified in the solicitation and/or purchase order may result in the contractor being found in default, in which event, any and all re-procurement costs may be charged against the defaulting contractor.

Any violation of these stipulations may also result in contractor’s name being removed from the

Office of Purchasing registered vendor list, and the County not doing business with the contractor until such time as the County has been reimbursed for all re-procurement costs.

14. Service and Warranty: Unless otherwise specified, the offeror shall define any warranty service and replacements that will be provided at no cost to the County during and subsequent to the contract term.

15. Condition and Packaging: All items shall be a new, current standard production model available at the time of the solicitation. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.

16. Safety Standards: Unless otherwise stipulated in the solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements, standards, and regulations of the Occupational Safety and Health Act (OSHA).

17. Delivery: Delivery shall be Monday through Friday during regular business hours, excluding

County designated holidays, unless otherwise specified. Unless a date is specified, contractor must provide the number of days required to make delivery after receipt of purchase order. The

County may utilize delivery time as a factor for recommending the award.

18. Inspection, Acceptance and Title: Inspection and acceptance will be at “the…