Computer-Aided_Dispatch,_Law_Enforcement_Records_Management_and_Jail_Management_System_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

24/25-025

COMPUTER-AIDED DISPATCH, LAW ENFORCEMENT RECORDS

MANAGEMENT AND JAIL MANAGEMENT SYSTEM

Clay County

477 Houston Street

Green Cove Springs, FL 32043

RELEASE DATE: February 6, 2025

LAST DATE FOR INQUIRIES: March 12, 2025, 4:30 pm

BID DUE: April 21, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Clay County

REQUEST FOR PROPOSAL

Computer-Aided Dispatch, Law Enforcement Records Management and

Jail Management System

I. Introduction II. Instructions to Bidders

III. Scope of Work IV. Evaluation Phases V. Supplier Questionnaire

Attachments:

A - Solution Proposed

B - Services Proposed

C - CAD MDS Functional Specifications

D - Law Enforcement RMS Functional Specifications

E - Jail Management System Functional Specifications Final

F - Pricing Forms

G - References Workbook

H - Exceptions Workbook

I - Chapter 8

J - Certificate of final payment

K - Certificate of partial payment

L - EFT FORM

M - W-9 (2024)

Request For Proposal #24/25-025 Title: Computer-Aided Dispatch, Law Enforcement Records Management and Jail Management System

1. Introduction

The mission of the Purchasing Department is to provide fair and equitable treatment of all persons involved in public purchasing by the County, to maximize the purchasing value of public funds in procurement, and to provide safeguards for maintaining a procurement system of quality and integrity.

1.1. Summary

The Clay County Board of County Commissioners (County) is seeking Proposals with the intent of awarding an Agreement for computer-aided dispatch (CAD), mobile data system (MDS), Law

Enforcement Records Management System (LERMS) and Jail Management (JMS) software to be utilized in the County’s Public Safety answering points (PSAPs), by emergency responders in the field and the

County Detention Department. The stakeholder agencies that will utilize the software acquired via the

RFB are as follows:

• Clay County Sheriff’s Office – CAD, Mobile Data, LERMS and JMS

• Clay County Fire and Rescue – CAD and Mobile Data

• City of Green Cove Springs – CAD, Mobile Data and LERMS

• Town of Orange Park – CAD, Mobile Data and LERMS

Bidders shall submit all inquiries regarding this RFB in the "Question and Answer" tab of the RFB. See

"Inquiries/Questions" in the "Instructions to Bidders" below for more information.

Bidders are prohibited from contacting, by any means, whether orally, telephonically, electronically or in writing, any member of the Board, any County employee, including the County Manager, the County

Attorney or the Commission Auditor, any member of the designated Evaluation Committee or any agent of the County regarding the Request for Bids in any respect during the Request for Bid Period. The

Request for Bid Period during which no contact may occur commences from the date of publication of the notice of a Request for Bids and ends upon a Bid Decision becoming final, i.e. after the notice of bid protest period of 72 hours has expired. However, in the event of a notice of protest, the no contact rule continues in place during the Protest Period and does not end until a resolution of the protest has occurred and become final. The following exceptions exist to the no-contact rule:

A. Inquiries may be submitted to the Purchasing Department if specifically provided in the Request for Bids;

B. Pre-bid conferences provided for in the Request for Bids; and

C. Formal presentations by Bidders to the designated Evaluation Committee or to the Board or any committee thereof specifically contemplated in the Request for Bids.

The Board reserves the right and power to reject any and all Bids without cause and to waive technical and non-technical or non-material defects in the Request for Bids or submittal of any Bid, and in its discretion to re-advertise the Request for Bids. The Board reserves the right to award Request for Bids which would be in the Best Interest of the County. Interested vendors are advised that the Clay County

Board of County Commissioners has a local preference policy and Buy American policy. The complete policy for both can be viewed at: https://www.claycountygov.com/government/purchasing/vendor-information.

FOLLOWING THE BID OPENING AND TABULATION, A “NOTICE OF INTENT TO AWARD BID” OR A

“NOTICE OF REJECTION OF ALL BIDS” WILL BE POSTED ON THE INTERNET

AT:https://procurement.opengov.com/portal/claycounty?status=all.

THIS WEBPAGE CAN ALSO BE ACCESSED FROM THE HOMEPAGE OF THE COUNTY’S WEBSITE

AT:https://www.claycountygov.com/government/purchasing/formal-bid-solicitations

PROSPECTIVE BIDDERS ARE NOTIFIED THAT THE FAILURE TO INCLUDE A PROPER BID BOND OR OTHER

SECURITY APPROVED UNDER THE COUNTY’S PURCHASING POLICY, IF REQUIRED FOR THIS REQUEST, WILL RESULT IN REJECTION OF THE BID AND SHALL, AS WELL AS THE FAILURE TO FILE A WRITTEN

NOTICE OF PROTEST AND TO FILE A WRITTEN PETITION INITIATING A FORMAL PROTEST PROCEEDING

WITHIN THE TIMES AND IN THE MANNER PRESCRIBED IN CHAPTER 8, SECTION I OF THE COUNTY’S

PURCHASING POLICY SHALL, CONSTITUTE A WAIVER OF THE RIGHT TO PROTEST THE BID REQUEST, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL

PROTEST PROCEEDING UNDER THE PURCHASING POLICY. THE COUNTY’S PURCHASING POLICY CAN BE

VIEWED AT THE COUNTY’S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE HOMEPAGE

ADDRESS SET FORTH ABOVE.

IF A PROSPECTIVE BIDDER IS IN DOUBT WHETHER THIS REQUEST REQUIRES A BID BOND, SUCH

PROSPECTIVE BIDDER IS SOLELY RESPONSIBLE FOR MAKING APPROPRIATE INQUIRY.

THE BOARD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS WITHOUT CAUSE AND TO WAIVE

TECHNICAL AND NON- TECHNICAL OR NON-MATERIAL DEFECTS IN THE REQUEST OR SUBMITTAL OF

ANY BIDS.

A PERSON OR AFFILIATE WHO HAS BEEN PLACED ON THE CONVICTED VENDOR LIST FOLLOWING A

CONVICTION FOR A PUBLIC ENTITY CRIME MAY NOT SUBMIT A BID ON A CONTRACT TO PROVIDE ANY

GOODS OR SERVICES TO A PUBLIC ENTITY, MAY NOT SUBMIT A BID ON A CONTRACT WITH A PUBLIC

ENTITY FOR THE CONSTRUCTION OR REPAIR OF A PUBLIC BUILDING OR PUBLIC WORK, MAY NOT

SUBMIT BIDS ON LEASES OF REAL PROPERTY TO A PUBLIC ENTITY, MAY NOT BE AWARDED OR

PERFORM WORK AS A CONTRACTOR, SUPPLIER, SUBCONTRACTOR, OR CONSULTANT UNDER A

CONTRACT WITH ANY PUBLIC ENTITY, AND MAY NOT TRANSACT BUSINESS WITH ANY PUBLIC ENTITY

IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR

CATEGORY TWO FOR A PERIOD OF 36 MONTHS FROM THE DATE OF BEING PLACED ON THE

CONVICTED VENDOR LIST.

1.2. Contact Information

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

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

Staff Member listed below.

The Department information listed below is strictly for visibility. Bidders are not to contact any agent of the County regarding the Request for bids in any respect during the Request for Bid Period.

https://www.claycountygov.com/government/purchasing/vendor-information https://www.claycountygov.com/government/purchasing/vendor-information https://procurement.opengov.com/portal/claycounty?status=all.

https://www.claycountygov.com/government/purchasing/formal-bid-solicitations mailto:Purchasing@Claycountygov.com

Inquiries may only be submitted to the Purchasing Department.

Jessica Loos

Senior Purchasing Officer

477 Houston Street

Green Cove Springs, FL 32043

Email: jessica.loos@claycountygov.com

Phone: (904) 284-6388

Department:

Information Services

Department Head:

Dean Hane

Information Services Director

1.3. Timeline

The proposed dates for the Evaluation Committee and Recommendation are subject to change.

It is the responsibility of the Bidder to monitor the County's calendar and Board of County Commissioner

Meeting Agendas for any adjusted dates.

The County reserves the right to alter dates as needed.

Clay Today Advertisement Date February 6, 2025

OpenGov Advertisement February 6, 2025

Pre-Bid Meeting (Non-Mandatory) February 20, 2025, 1:00pm

Microsoft Teams

Meeting ID: 287 832 065 075

Passcode: 22jb98Ra

Last Date of Inquiries March 12, 2025, 4:30pm

Final Addendum April 2, 2025, 4:30pm

Bid Due April 21, 2025, 4:00pm mailto:jessica.loos@claycountygov.com tel:(904)284-6388 https://www.claycountygov.com/government/calendar-of-events https://www.claycountygov.com/government/agendas-and-minutes https://www.claycountygov.com/government/agendas-and-minutes

Bid Open April 22, 2025, 9:00am

Clay County Administration Building

Fourth Floor

477 Houston Street

Green Cove Springs, Florida 32043

Evaluation Committee Meeting Please visit the County's Calendar to review the

Evaluation Committee Meeting Date for this RFP.

https://www.claycountygov.com/government/cale ndar-of-events

Recommendation to Board of County

Commissioners

Please visit the County's Calendar to review the

Board of County Commissioners Meeting Date for this RFP.

https://www.claycountygov.com/government/age ndas-and-minutes

2. Instructions to Bidders

2.1. Instruction to Bidders:

The term 'RFB' (Request for Bids) used throughout this solicitation is intended to be all-inclusive, encompassing competitive processes, such as Request for Bids (RFB), Request for Proposal (RFP), Request for Qualifications (RFQ), Invitation to Negotiate (ITN), Best Final Offer, or Design-Build, and any similar solicitations. Also, the terms “bidder,” “respondent,” “consultant” and “vendor” are used throughout this RFP interchangeably and encompass those qualified companies that offer proposals in response to this RFP. These instructions are derived from Clay County's purchasing policy.

2.2. Response to Request for Bids:

The County posts and distributes information pertaining to its RFB's on the County’s e-Procurement

Portal. In order to submit a Bid to this RFB the Bidder must be registered with the County’s e-

Procurement Portal.

The Bid, containing all required documents, must be received by 4:00 pm on Monday, April 21, 2025 electronically. Any required uploaded documents should be in PDF format and be labeled correctly, unless the Bid states otherwise. The PDF document should be titled with the Bidders name and RFB number.

THE COUNTY NOR THE PUBLIC PORTAL PLATFORM WILL ACCEPT LATE SUBMITTALS

The Bidder should retain a copy of all Bid documents for future reference.

All Bids should be submitted by an officer or employee having authority to bind the Bidder.

2.3. Addenda:

All Addenda language issued shall become part of the RFB and Contract documents, and receipt of

Addenda must be acknowledged by the Bidder. If issued, Bidders will receive addenda notifications to their email once they have followed the RFB. Failure to acknowledge Addenda which have no effect on the competitive nature of the Bidding process may be a waivable deviation at the County’s sole discretion. Ultimately, it is the sole responsibility of each Bidder to periodically check the site for any

Addenda at: https://procurement.opengov.com/portal/claycounty/projects/54304

For more information/instruction on how to confirm the receipt of an Addenda, please visit:

https://help.procurement.opengov.com/en/articles/4413350-managing-addenda

2.4. Addenda Distribution:

All Addenda distributed subsequent to the initial distribution of the RFB shall be posted in the County’s e-

Procurement Portal. It is the responsibility of the Bidder to verify if any Addendum(s) have been issued prior to submitting a Bid to an RFB. No Addendum shall be issued later than five (5) working days prior to the scheduled Bid Opening date.

https://procurement.opengov.com/portal/claycounty https://procurement.opengov.com/portal/claycounty https://procurement.opengov.com/portal/claycounty/projects/54304 https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://procurement.opengov.com/portal/claycounty

2.5. Additional Evaluation:

The County reserves the right to request any additional information from Bidders or engage Bidders in oral presentations/software demonstrations after Bid Opening and before award as it may be necessary to assist in review and evaluation of any Bid prior to submittal of a recommendation for award to the

Board of County Commissioners.

2.6. Americans with Disabilities Act:

In accordance with the Americans with Disabilities Act, any person needing a special accommodation to participate in this matter should contact the Clay County ADA Coordinator, by mail, at P.O. Box 1366, Green Cove Springs, FL 32043, or by telephone at (904) 269-6300, no later than three (3) days prior to the hearing or proceeding for which this notice has been given. Hearing impaired persons can access the foregoing telephone number by contacting the Florida Relay service at 1-800-955-8770 (voice), or 1-800-

955-8771 (TDD).

2.7. Award:

Bid Awards for Request for Bids (RFB), where competitive price offer is the only determining factor, shall be awarded based on the lowest responsive and responsible bid. Awards for alternative competitive processes, such as a Request for Proposal (RFP), Request for Qualification (RFQ), Invitation to Negotiate

(ITN), Best Final Offer, or Design-Build, should be based on evaluation criteria specified in the request, in addition to price, to determine what is in the Best Interest of the County.

The term “Lowest Responsive Bid” shall mean the lowest Bid price submitted by a Responsive and

Responsible Bidder.

The term “Responsive Bidder” means a Bidder that has submitted a Bid, Proposal or reply that conforms in all material respects to the Request for Bids.

The term “Responsible Bidder” means a Bidder who has the capability in all respects to fully perform the Contract requirements and the integrity and reliability that will assure good faith performance.

The County reserves the right to make an award either in part or completely, and/or to accept the bid that, in its judgment, will be in the best interest of the County; providing best value to the County with price, technical, and other applicable factors considered.

The County Reserves the right to award to multiple Bidders.

2.8. Bid Errors:

In case of unit price Bid items, if an error is committed in the extension of an item, the unit price as shown in the Bid response will govern. Errors between any sum, computed by the Bidder, and the correct sum thereof will be resolved in favor of the correct sum. Bidders are expected to examine the

RFB in its entirety . Failure to do so will be at the Bidder's risk.

2.9. Bid Preparation Costs:

By submission of a Bid, the Bidder agrees that all costs associated with the preparation of Bid will be the sole responsibility of the Bidder and shall not be borne by the County. The Bidder also agrees that the

County bears no responsibility for any costs associated with the preparation of their Bid and/or any administrative or judicial proceedings resulting from the RFB process.

2.10. Bid Protests:

Any person who is adversely affected by a RFB, by any Addendum thereto, or by a Bid Decision may file with the County Manager a written notice of Bid Protest no later than 4:30 p.m. on the third Business

Day immediately following the date notice is published, with respect to a Request for Bids; no later than

4:30 p.m. on the third Business Day immediately following the date of issuance, with respect to any

Addendum; and within 72 hours after the posting of the notice, exclusive of hours occurring during days that are other than Business Days, with respect to a Bid Decision. Full bid protest procedures can be found in the County Purchasing Policy, Chapter 8 Section (I) which is attached hereto or can be found on the County’s website at: https://www.claycountygov.com/government/purchasing/vendor-information

2.11. Business Registration Requirement:

In accordance with Chapters 605-623, Florida Statutes, in order to do business in the State of Florida, corporations (and other business designations) are required to be registered and in good standing with the Department of State, Department of Corporations. To be eligible to receive a contract and/or purchase order registration must be accomplished prior to the initial posting indicating intent to award to that Supplier. Failure to be registered may be cause for disqualification. Contact the Department of

Corporations at (850) 245-6000. Online-filing is available at: http://dos.myflorida.com/sunbiz

2.12. Cancellation of RFB:

Clay County reserves the right to cancel a RFB at any time prior to approval of the award. The decision to cancel a RFB cannot be the basis for a protest under the Bid Protest Procedures as referenced herein.

2.13. Conflict of Interest:

The award hereunder is subject to Chapter 112, Florida Statutes. All Bidders must disclose with their Bid any personal or organizational conflicts of interest pursuant to Section 112.313, Florida Statutes, the name of any officer, director, or agent who is also an employee of the Clay County Board of County

Commissioners. Further, all Bidders must disclose the name of any Clay County Board of County

Commissioners employee who owns, directly or indirectly, an interest of the Bidder or any of its branches.

2.14. Copyright Restrictions:

Both the County seal and the County logo are registered for a copyright. Neither the Clay County seal nor the logo may be used or provided to non-Clay County government users for use on company Bids, presentations, etc.

https://www.claycountygov.com/government/purchasing/vendor-information http://dos.myflorida.com/sunbiz

2.15. Deviations:

Bidders are hereby advised that it is not the expectation of the County that the Bidder’s solution will meet all system specifications provided in the attachments; however, the County will be scoring proposal responses based on the software’s capabilities to meet many of the specifications published.

2.16. Drug Free Workplace

Pursuant to Section 287.087, Florida Statutes, whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this Florida Statute.

2.17. Execution of Contract:

The awarded Bidder will be required to sign a written Contract. Said Contract will evidence in written form the agreement between the parties. The County permits the use of electronic signatures between the County, Suppliers, other agencies, customers, and members of the public in carrying out transactions by entry into Contracts, memorandums, or other types of agreements. Electronic signatures shall have the same force and effect as manual written signatures. Each person signing on behalf of the parties to a Contract must have full authority to execute the Contract on behalf of such party. The use of electronic signatures does not limit the County’s right or option to conduct a transaction in non-electronic form nor does it affect the obligation to have original hand-written signatures when required.

2.18. Indemnification:

Construction Services (per FS 725.06):

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the County including its officers and employees, from liabilities, damages, losses and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the

Contractor and persons employed or utilized by the Contractor in the performance of this Agreement.

Design Services (per FS 725.08):

To the fullest extent permitted by law and in accordance with Section 725.08, Florida Statutes, the Consultant shall indemnify and hold harmless the County, including its officers and employees, from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant and other persons employed or utilized by the Consultant in the performance of the Agreement.

Non-construction Services:

The Contractor shall promptly defend, indemnify, and hold harmless the County, and its directors, officers, employees, representatives, agents, boards and commissions from and against any and all liabilities, demands, claims, suits, losses, damages, causes of action, fines, orders, and/or judgments, either at law or in equity, including court costs, attorneys’ fees, professional fees, or other expenses, that may hereafter at any time be made or brought by anyone on account of personal or bodily injury, damage to or loss of property, loss of monies, death, or other loss, arising out of, by reason of, or in any manner connected with or related to the

Services provided under this Agreement.

2.19. Inquiries/Questions:

Bidders shall submit all inquiries regarding this RFB in the "Question and Answer" Tab of the RFB via the

County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/claycounty. Please note the deadline for submitting inquiries listed in the the RFB’s Timetable. Once issued, Bidders will receive addenda notifications to their email once they have followed the RFB.

For more information/instruction on how to submit an inquiry/question, please visit:

https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259

2.20. Insurance Requirements:

Awarded Bidder has 10 days from the execution of the Agreement to provide a Certificate of Insurance that is compliant with the required coverage.

a. Commercial General Liability

Coverage must be afforded under a Commercial General Liability policy with limits not less than:

• $1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property Damage, and

Personal and Advertising Injury (project specific aggregate may be required for construction projects)

• $1,000,000 each occurrence and $2,000,000 aggregate for Products and Completed Operations

• $50,000 each occurrence for Damage to Rented Premises

• $5,000 Medical Expenses (any one person)

Commercial and General Liability policy must include coverage for contractual liability and independent contractors.

https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259

b. Business Automobile Liability

Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and

Property Damage in an amount not less than $1,000,000 combined single limit each accident. If the Bidder does not own vehicles, the Bidder shall maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto

Liability policy.

c. Workers’ Compensation and Employer’s Liability

Any person or entity performing work for or on behalf of the County must provide Workers’ Compensation and Employer’s Liability insurance in limits not less than:

● Workers Compensation Statutory limits

● Employers Liability $100,000 Each Accident

$500,000 Disease Policy

$100,000 Disease-Each Employee

Exceptions and exemptions may be allowed by the County Manager, if they are in accordance with Florida

Statutes.

The Bidder waives, and the Bidder shall ensure that its insurance carrier waives, all subrogation rights against the County, its employees, agents, boards, and commissions, for all losses or damages. The County requires the policy to be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or equivalent.

The Bidder must be in compliance with all applicable State and federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act and the Jones Act, if applicable.

For any Bidder who has exempt status as an individual, the County requires proof of Workers’ Compensation insurance coverage for that Bidder’s employees, leased employees, volunteers, and any workers performing work.

d. Professional Liability and/or Errors and Omissions – Applies to Projects involving Professional Services

Coverage must be afforded for Wrongful Acts in an amount not less than $1,000,000 each claim and

$1,000,000 aggregate.

Insurance must be kept in force until the third anniversary of the expiration or termination of any Contract that may be entered into between the parties.

e. Umbrella/Excess Insurance

If the Bidder’s primary insurance policy/policies do not meet the minimum requirements, the Bidder may provide an Umbrella/Excess insurance policy to comply with the insurance requirements.

Providing and maintaining adequate insurance coverage is a material obligation of the Bidder. Upon being awarded the Bid and prior to commencement of the Services, the successful Bidder must deliver valid certificates of insurance for the required insurance coverage to the County’s Purchasing Department.

The certificates of insurance for the required coverages, with the exception of Workers’ Compensation, Employer’s Liability, and Professional Liability, shall name “Clay County, a political subdivision of the State of

Florida, and The Board of County Commissioners, Clay County, Florida, its employees, agents, boards and commissions, as their interests may appear” as “Additional Insureds”. The coverage shall contain no special limitation on the scope of protection afforded to the County, its employees, agents, officials, boards, and commissions. The certificates of insurance shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claimsmade form, the certificates of insurance will show a retroactive date, which should be the same date of the initial Contract or prior. The Contract number, Bid number, event dates, or other identifying reference must be listed on the certificates of insurance.

The Certificate Holder on the certificates of insurance should read as follows: “Clay County Board of County

Commissioners, P.O. Box 1366, Green Cove Springs, FL 32043” or as otherwise designated by the County’s

Purchasing Department.

The certificates of insurance shall be provided to the County with a thirty (30) day notice of cancellation; ten

(10) days’ notice if cancellation is for nonpayment of premium. In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the Bidder to provide the proper notice. Such notification will be in writing by registered mail, return receipt requested, and addressed to the Certificate Holder. In the event the Contract term goes beyond the expiration date of any insurance policy, the Bidder shall provide the County’s Purchasing Department with an updated certificate of insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The County reserves the right to suspend the Contract until this requirement is met. If any required insurance coverage is canceled, terminated, or revoked, the Bidder agrees to immediately suspend its operations until replacement insurance is obtained and verified.

Any exclusions or provisions in the insurance maintained by the Bidder that excludes coverage for work or services contemplated under the Bid shall be deemed unacceptable, a material violation of the County’s

Bidding requirements, and shall be considered a breach of any Contract entered into after a Bid Award.

It is the successful Bidder’s responsibility to ensure that all independent and subcontractors comply with the insurance requirements. All coverages for independent and subcontractors shall be subject to all of the requirements stated herein. Any and all deficiencies are the responsibility of the Bidder.

The County Manager may modify the insurance requirements for particular projects and/or Services.

2.21. Laws and Regulations:

The Bidder shall comply with all laws and regulations applicable to provide the goods and/or services specified in this RFB. The Bidder shall be familiar with all federal, state and local laws that may affect the goods and/or services offered. All applicable Federal and State laws, municipal and Clay County ordinances, and the rules and regulations of all authorities having jurisdiction over any part of the project shall apply to the entire project and Contract.

2.22. No Bid:

Each Bidder not intending to Bid should select the "No-Bid" button on the main screen of the posted RFB.

For more information/instruction on how to submit a "No-Bid", please visit:

https://opengov.my.site.com/support/s/article/c529de59-be0a-458f-82b0-9aaa0e3dfac1 https://opengov.my.site.com/support/s/article/c529de59-be0a-458f-82b0-9aaa0e3dfac1

2.23. No Contact Period:

Bidders are prohibited from contacting, by any means, whether orally, telephonically, electronically or in writing, any member of the Board, any County employee, including the County Manager, the County

Attorney or the Commission Auditor, any member of the designated Evaluation Committee or any agent of the County regarding the Request for bids in any respect during the Request for Bid Period.

The Request for Bid Period during which no contact may occur commences from the date of publication of the notice of a Request for Bids and ends upon a Bid Decision becoming final, i.e. after the notice of bid protest period of 72 hours has expired. However, in the event of a notice of protest, the no contact rule continues in place during the Protest Period and does not end until a resolution of the protest has occurred and become final.

The following exceptions exist to the no-contact rule:

A. Inquiries may be submitted to the Purchasing Department if specifically provided in the Request for Bids;

B. Pre-bid conferences provided for in the Request for Bids; and

C. Formal presentations by Bidders to the designated Evaluation Committee or to the Board or any committee thereof specifically contemplated in the Request for Bids.

2.24. Payments:

All payments will be made in accordance with the Local Government Prompt Payment Act; related to non-construction services and construction services, as it may apply.

2.25. Public Entity Crimes:

Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted Supplier list following a conviction for a public entity crime may not submit a Bid for a

Contract to provide any goods or services to a public entity, may not submit a Bid for a Contract with a public entity for the construction or repair of a public building or public work, may not submit Bids on leases of real property to a public entity, may not be awarded or perform work as a Contractor, supplier, Sub-Contractor, or consultant under a Contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida

Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted

Supplier list. By submitting a Bid - Bidder attests that they have not been placed on the Convicted

Supplier List.

2.26. Public Records:

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware that Bids are public record. If the Bidder considers any portion of the documents, data or records within their Bid to be confidential and/or proprietary and which they believe to be exempt from disclosure, the Bidder must mark the document/response as “Confidential” in the applicable section, citing specifically the applicable exempting law and provide the County with a separate redacted copy of its Bid. Each RFB will provide a submittal section for a separate redacted copy.

In the event of a request for public records that is in accordance with the above mentioned authority, to which documents that are marked as confidential are responsive, the County will provide the Redacted

Copy to the requestor. The Bidder acknowledges that if the Bidder fails to submit a redacted copy of information it claims is confidential, the County is authorized to produce the entire documents, data or records submitted to the County in answer to a public records request for these records.

2.27. Qualification:

The County shall have the right to review the references, experience of assigned personnel, and qualifications of the Bidder in order to make the final determination of acceptability of the Bidder.

At the sole discretion of the County, such determination may result in the Bidder being deemed non-responsive.

2.28. Rejection:

The Board reserves the right to reject any and all Bids without cause and to waive technical and nontechnical or non-material defects in the request or submittals of any Bids.

2.29. Scrutinized Companies Certification:

In compliance with subsection (5) of Section 287.135(5), Florida Statutes the Bidder certifies that the company is not participating in a boycott of Israel as defined in subsection (1) of the Statute; is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List as referred to in subsection (2) of the Statute; and is not engaged in business operations in Cuba or Syria as defined in subsection (1) of the Statute. The included

Scrutinized Companies Certification Form must be completed and returned as part of the Bid.

2.30. Sub-Contractors:

The County reserves the right to approve all Sub-Contractors. If Sub-Contractors are to be utilized, their names and references must be included within this Bid. Responsibility for the performance of the

Contract remains with the main Contractor exclusively. After the commencement of the project, Sub-

Contractors may be added or modified during the Contract period only with prior written permission from the County, and only for reasonable cause, as judged by the County.

2.31. Use of Contract by other Government Agencies:

At the option of the Supplier/Contractor, the use of the Contract resulting from this solicitation may be extended to other governmental agencies, including the State of Florida, its agencies, political subdivision, counties, and cities.

Each governmental agency allowed by the Supplier/Contractor to use this Contract shall do so independent of any other governmental entity. Each agency shall be responsible for its own purchase and shall be liable only for goods or services ordered, received and accepted. No agency receives any liability by virtue of this bid and subsequent contract award.

2.32. Supplier Debarment:

By submitting a Bid, the Bidder certifies that it is not currently debarred from submitting Bids for contracts issued by any political subdivision or agency of the State of Florida and that it is not an agent of a person or entity that is currently debarred from submitting Bids for contracts issued by any subdivision or agency of the State of Florida.

2.33. Waiver of Formalities/Rejection of Bids:

The County reserves the right to waive formalities in any Bid, to reject any or all Bids with or without cause, to waive irregularities, and waive technical and non-technical or non-material defects in the Bid document or submittal of any Bid. Bids in which the prices obviously are unbalanced will be rejected.

The County reserves the right to reject any and all Bids and to re-advertise for all or any part of this solicitation as deemed in its best interest.

2.34. Withdrawal of Bid:

Bids may be withdrawn by selecting "Unsubmit Proposal" at the bottom of the Bidders "OpenGov Proposal" screen before the date and time for receiving Bids has expired. Negligence on the part of the Bidder in preparing a Bid is not grounds for withdrawal or modification of a Bid after such Bid has been opened by the

County. Bidders may not withdraw or modify a Bid after the appointed Bid Opening, and Bids will be in force for a minimum of One Hundred and Twenty (120) days after the Bid Opening. Bidders may not assign or otherwise transfer their Bids.

For more information/instruction on how to Withdrawal a Bid, please visit:

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

3. Scope of Work

3.1. Purpose

The Clay County Board of County Commissioners (County) is seeking Proposals with the intent of awarding an Agreement for computer-aided dispatch (CAD), mobile data system (MDS), Law

Enforcement Records Management System (LERMS) and Jail Management (JMS) software to be utilized in the County’s Public Safety answering points (PSAPs), by emergency responders in the field and the

County Detention Department. The stakeholder agencies that will utilize the software acquired via the

RFB are as follows:

• Clay County Sheriff’s Office – CAD, Mobile Data, LERMS and JMS

• Clay County Fire and Rescue – CAD and Mobile Data

• City of Green Cove Springs – CAD, Mobile Data and LERMS

• Town of Orange Park – CAD, Mobile Data and LERMS

The County expects that the CAD, MDS, LERMS and JMS software, often referred to as the solution or system throughout this RFB, be commercial off-the-shelf (COTS) products currently deployed, and in use in jurisdictions of comparable size and scope. The solutions proposed should have a proven track record of reliability and be capable of processing considerable transaction volumes. This does not preclude

Respondents from submitting proposals that may utilize emerging technologies to augment the core

CAD, Mobile, LERMS and JMS software proposed.

The successful Respondent(s) shall be capable of providing a fully integrated operational turnkey

Solution that is highly configurable, includes implementation services of project management, configuration, installation, training, testing, cutover/operational support during go-live and ongoing maintenance/support of the solution. Respondents must propose a Solution maintenance plan that meets the County’s expectations for response and restoral times, includes system updates, upgrades, and necessary services to keep the systems and interfaces functioning at optimal performance levels.

As stated above, Clay County would prefer an integrated solution where the CAD, Mobile Data, LERMS and JMS are offered by a single vendor; however, understanding that corrections software is often tailored specifically to that user community, Clay County is allowing JMS vendors to propose independently. Consequently, a teaming approach, where a CAD/RMS vendor teams with a JMS provider, is not discouraged, but is not required.

3.2. Technical Solution (Product)

Due to the complexity of soliciting for multiple public safety applications, the County has elected to present the information required of Respondent(s) in various attachments to this RFP as noted in

Section 5.

3.3. Scope of Work (Services)

As with the technical solution in the previous section, the services to be delivered to implement the solutions(s) and maintain them during the systems’ lifecycle are complex and the requirements of the

County are compiled in multiple attachments to this RFP as noted in Section 5.

3.4. Term

The Contract term shall be for a period of ten (10) years, with the County reserving the right and option to extend the Contract if such is agreed upon in writing by both parties.

3.5. Additional Services

If additional services to be provided by the Firm that are not covered under the Agreement but are beneficial to the County, such additional services shall be mutually negotiated.

3.6. Performance Evaluation

Work performance during the implementation of the system will be closely monitored and deliverables accepted based on the scope of work requirements included in the contract.

3.7. Selection Criteria / Evaluation Committee

The Evaluation Committee shall determine qualifications, interest and availability by reviewing all Bids received and when deemed necessary, by conducting formal interviews of selected Bidders that are determined to be best qualified based upon the evaluation of the submittals.

Bidders are advised that lengthy or overly verbose or redundant submissions are not necessary.

Compliance with all requirements will be solely the responsibility of the Bidder. Failure to provide adequate information on any criterion will result in lower scores and could result in rejection of the Bid as non-responsive. The response to each of the criteria will be evaluated relative to the other responses received and the RFP shall be awarded to the most qualified Bidder that meets all requirements of the

RFP. Bidders are encouraged to arrange their Bids in a format that will offer ready review and evaluation of each criterion. The Board of County Commissioners reserves the right to request oral presentations from one or more selected Bidders.

3.8. Payment

The County will issue payments during the implementation period in accordance with the below milestone payment schedule and in accordance with the Florida Local Government Prompt Payment

Act.

Milestone # Milestone Description Percentage of Contract Price

1 Completion of Kickoff and Project

Plan with Project Team 10%

2 Initial System Configuration

Training Session Completed 15%

3 Completion of System

Configuration and Readiness for

Testing Certification 15%

4 Successful Completion of System

Functional Acceptance Testing

(FAT), Integration/Interface

Testing of CAD/Mobile Data

Solution and Execution of a Go-

Live Ready Certification by both

Parties 20%

5 Successful Completion of

CAD/MDS System Go-Live 20%

6 Final system acceptance after 30-day performance period 20%

3.9. Cancellation of Contract

If the awarded Firm fails to perform adequately in accordance with the terms, conditions and specifications established in this RFB, the County reserve the right to cancel the contract upon thirty (30) days written notice to the Firm.

4. Evaluation Phases

4.1. Phase 1 - Critical Review

No. Evaluation Criteria Scoring Method Weight (Points)

1. Critical Review - Pass or Fail

Preliminary review of Vendor Proposal to

Ensure Compliance with RFP and Viability of

Solution/Services for Clay Co. and Partner

Agencies

▪ Section 1 – Response to

Section 5 of this RFP

▪ Firm Qualifications

▪ Financial Responsibility

N/A N/A

4.2. Phase 2 - Technical Proposal

No. Evaluation Criteria Scoring Method Weight (Points)

1. Strength of technical solution - 45 Points

Solution’s Functional Capability and Alignment with Agency’s Business Processes

▪ Section 2 – Response to

Attachment A, Solution

Proposed

▪ Section 2A- Appendix to

Section 2, Vendor Provided

System Architecture and

Network Diagram

▪ Section 4– Completed

Attachment C, CAD MDS

Functional Specifications (if applicable to offering)

▪ Section 5 – Completed

Attachment D, Law

Enforcement RMS

Functional Specifications (if applicable to offering)

▪ Section 6– Completed

Attachment E, Jail

Management System

Functional Specifications (if applicable to offering)

▪ Section 9– Completed

Attachment H, Exceptions

Workbook (if exceptions taken - must be submitted in its native Excel format)

Points Based 45 (42.9% of Total)

2. Qualifications and Experience of Respondent

- 15 Points

Demonstrated competence in past projects similar in scope and size to the County’s project.

▪ Cover Letter

▪ Executive Summary

Points Based 15 (14.3% of Total)

3. Project Approach and Implementation - 15

Points

Describe needs assessment, negotiations with potential vendor, and plan for assisting County with implementation.

The methodology must describe how

Respondents will meet the tasks outlined in

Section 2.5 Implementation Statement of

Work.

▪ Section 3– Response to

Attachment B, Services

Proposed

▪ Project Approach and

Implementation -

Attachment "B" Appendix -

Vendor Provided

Implementation Schedule.

▪ Section 3A- Appendix to

Section 3, Vendor Provided

Implementation Schedule

Points Based 15 (14.3% of Total)

4. Pricing - 15 Points

Pricing Forms as submitted in the Vendor’s

Proposal

▪ Section 7– Completed

Attachment F, Pricing

Forms (must be submitted in its native Excel format)

Points Based 15 (14.3% of Total)

5. References - 10 Points

References as submitted in the Vendor's

Proposal.

▪ Section 8– Completed

Attachment G, References

Workbook (must be submitted in its native

Excel format)

Points Based 10 (9.5% of Total)

6. Local Preference - 5 Points Points Based 5 (4.8% of Total)

4.3. Phase 3 - Demonstrations

No. Evaluation Criteria Scoring Method Weight (Points)

1. Demonstrations - 20 Points

• Use Case Demonstrations

Points Based 20 (100% of Total)

5. Supplier Questionnaire

5.1. Response Acknowledgement *

The Bidder acknowledges the following:

The Bidder respond to this RFB in the manner that is being requested of me.

The Bidder is not to add embedded links to any documents, as they will not be accessed / reviewed / evaluated. Hyperlinks are defined as a link from a hypertext file or document to another location or file, typically activated by clicking on a highlighted word or image on the screen.

The Bidder is not to add any hyperlinks or embedded links to response boxes within the questionnaire, as they will not be accessed / reviewed / evaluated.

☐ Please confirm

*Response required

5.2. Proprietary/Confidential Information*

In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Bidders should be aware that Bids are public record.

If the Bidder considers any portion of the documents, data or records within their Bid to be confidential and/or proprietary and which they believe to be exempt from disclosure, the Bidder must mark the document/response as “Confidential” in the applicable section, citing specifically the applicable exempting law and provide the County with a separate redacted copy of its Bid.

In the event of a request for public records that is in accordance with the above mentioned authority, to which documents that are marked as confidential are responsive, the County will provide the Redacted

Copy to the requestor.

The Bidder acknowledges that if the Bidder fails to submit a redacted copy of information it claims is confidential, the County is authorized to produce the entire documents, data or records submitted to the County in answer to a public records request for these records.

☐ Please confirm

*Response required

5.3. Separate Redacted Copy of Bid

If Question Number 2: Proprietary/Confidential Information is Applicable to you, please read/ follow the instructions below:

Once you have completed all sections of this RFB, create a document that is comprised of the information you have provided.

Redact any portion of the documents, data or records within your Bid that you believe to be confidential and/or proprietary and which you believe to be exempt from disclosure and upload the Redacted copy here.

5.4. Legal Name*

Please enter your Company's Legal Name.

*Response required

5.5. Approved Designated Signee*

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

*Response required

5.6. Company Contact Information*

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

A. Company Primary Contact Name:

(First and Last Name)

B. Company Primary Contact Role:

(Position or Title within the Organization)

C. Company Primary Contact Phone Number:

(Include Area Code)

D. Company Primary Contact Email Address:

(Please provide a valid and frequently monitored email address)

*Response required

5.7. Company Remittance Address*

Please provide your Company's remittance address.

The Address should include:

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

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

Example of a Complete Address:

John Doe

1234 Elm Street, Apt 5B

Springfield, IL 62704

*Response required

5.8. W-9 *

Please fill out the attached W-9.

• W-9_(2024).pdf

*Response required…