Digital Signage Management System for Televisions within Probations Institutions.pdf

Rev. 9/2025- Services

RFP TEMPLATE FOR SERVICES

Request for Proposal No. PROB26-PROB-6221 Digital Signage Management System for

Televisions within Probation’s Institutions

San Bernardino County Probation Department

175 W 5th Street San Bernardino, CA 92415

January 2026

Purchasing Department

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

No. PROB26-PROB-6221

I. INTRODUCTION

A. Purpose The San Bernardino County Probation Department (County), is seeking Proposals from interested and qualified Proposers to provide a Digital Signage Management System for televisions within Probation’s Juvenile Detention Centers. The solution should allow Probation staff to manage and remotely control television content and playlists across multiple screens. The Proposer must have at least 20 years of experience providing Digital Signage Management System services and vast experience providing these services to law enforcement or government agencies. The number of awards will be determined by the quality of the proposals received. The County reserves the right to make as many or as few awards as it deems necessary.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Probation Department Attn: Iveth Herrera Zavala 175 W 5th Street San Bernardino, CA 92415 Phone (909) 387-5984 Email: Iveth.HerreraZavala@prob.sbcounty.gov

E-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. RESERVED

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of 5 years beginning on July 1, 2026 and ending on June 30, 2031.

E. Location of Services Location(s) where Services are to be provided, completed and managed shall include, but not be limited to the following:

1. Central Valley Juvenile Detention and Assessment Center (CVJDAC)

900 E Gilbert San Bernardino, CA 92415

2. A Restorative Integration for Successful Engagement Secure Youth Treatment Facility (ARISE SYTF)

21101 Dale Evans Parkway Apple Valley, CA 92307

3. Other sites as approved by the County.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

mailto:Iveth.HerreraZavala@prob.sbcounty.gov

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP February 10, 2026

Deadline for Submission of Questions February 17, 2026; 12:00:59 P.M. PST

Deadline for Proposals March 10, 2026; 5:00:59 P.M. PST

Date for Tentative Contract Award June 2026

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Probation Department (Probation): The department that is responsible for building stronger families and safer communities by improving the lives of those Probation serves through assessment, treatment, rehabilitative services and enforcement

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful non-local vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

L. RESERVED

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. RESERVED

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

https://www.sam.gov/

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

The Probation Department is responsible for housing youth detained pending action by the Juvenile Court and ensuring they are provided with a safe and healthy environment while in custody. In addition, the Department supervises and provides case management services for approximately 8,500 adult offenders and 1,500 youth offenders. Probation operates multiple facilities that currently house an average of 300 minors per day, including an average of 103 youth at the Central Valley Juvenile Detention and Assessment Center (CVJDAC) and 68 youth at the A Restorative Integration for Successful Engagement (ARISE) Secure Youth Treatment Facility (SYTF). The Department also supervises the placement and monitoring of more than 68 juveniles in private facilities throughout the state and employs approximately 1,400 staff. In 2026, Probation anticipates opening a third facility, Successful Outcomes for Achieving Responsibility (SOAR).

B. PROJECT DESCRIPTION

1. Project goals and objectives:

The purpose of this project is to implement a centralized Digital Signage Management System that enables the Department to remotely control, schedule, and monitor television content across multiple screens and locations. The system will support dynamic playlists, real-time updates, and centralized administration to improve communication, engagement, and operational efficiency. The software solution is to act as a central hub for managing, routing, and distributing IP video streams, and it needs to be suitable for stream management, routing, rebroadcasting, or IPTV stream reflection over WAN/the internet. The system needs to be able to receive and retransmit live IP channels across IP networks using transport protocols like UDP TS, RTMP / RTMPS, HLS, Zixi™, RIST, or SRT. The software shall have the ability to support video and audio codecs such as MPEG-2, H.264, and HEVC.

Project Overview:

a. Standardize television displays across multiple locations.

b. Centralize control of digital signage content.

c. Ensure consistent brand messaging and visual communication.

d. Enable remote scheduling and monitoring of content.

2. Deliverables:

2.1 Hardware

a. VITEC Avedia c1565- Server - 1U - 8tB RAID - Physical -US avsrv - c1565-08tb-us- c1565 server - Avedia Platform - 1U, 8TB RAID - US power cord

b. VITEC Avedia EP6 - End Point - 4K - multi decode

c. VITEC Accessory - Power supply - EP6 - Slimline, 48V 0.5A DC output - fixed US plug slimline EP6 power supply - US plug

d. VITEC EZ TV - IR Remote control - VITEC branded - w/batteries - EP5/EP6 EZ TV IR Remote for EP5 or EP6

e. VITEC MGW Diamond-H - Encoder - HEVC - 1x 4K, MGW Diamond-H - single channel HEVC/H.264 4K/HD/SD - portable system. Encodes and streams 1x 4K/HD/SD source. 1 channel with encoding resolutions up to 1920x1080p60 (secondary stream supported) or 1 channel at 3840x2160p60, frame rate range 1-60, low latency encoding. UDP TS, RTP TS/ES, Zixi, SRT, RIST, Pro-MPEG and RTMP protocols. Support for low bandwidth HEVC or H.264 video encoding. 32 audio encoding channels. Input sources: 2x HDMI, 12G-SDI, 1x analog audio input. Two gigabit ethernet ports (rear I/O, one SFP) for management and /or streaming.

Web interface or HTTP API for management and control.

f. VITEC MGW Diamond/Pico - Power supply - lockable - US power supply with secure lock connector for MGW Diamond, MGW Diamond-H. Also compatible with legacy appliances:

MGW premium, MGW Nano, MGW Pico. MGW D265 and extensor family.

2.2 Software

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

a. VITEC Avedia - License - floating EP6 client for portals - 1 end-point Artio portal software license - floating end-point client (EP6)

b. VITEC Avedia - License - AES decryption for VITEC content protection - m95xx/EP6 - 1 end-point. End-point license to enable AES decryption for content protection/DRM, applicable to m95xx and Avedia EP6 only.

c. VITEC Avedia - License - Server Control Apps. Server control apps bundle for Avedia server v11. Enables the following server applications: channels, channel announcer, channel monitor, feature manager, feeds, logger, permissions, schedules, site manager, smart control, system, transfer, web server, users, video.

d. VITEC Avedia - License - ArtioCreate portals complete. ArtioCreate portals complete for Avedia server v11. includes all vertical specific elements. Requires Avedia server control apps license. Enables the following server applications: ArtioCreate - portals, asset editor, play, EPG server, mailbox, PMS link, recorder, trigger decks, workflows. The following elements are available in ArtioCreate - portals: browser, button, channels, data feeds, date/time, destinations, form generator, guest, guide, image, info pages, languages, mailbox, patient, pdf, power point, QR codes, RSS, TV source, text, video, video link, view, VoD, weather, welcome. Bandwidth option required to use Play.

e. VITEC Avedia - Server - Bandwidth option - 550 Mbps, avsrv-bw-550 - Avedia bandwidth option - 550 Mbps

f. VITEC ChannelLink - IP Gate - VM, ChannelLink (VM), Centralized contribution instance to manage, routes and distribute IP streams from sources to destinations with optimized routing latency: Automatically capture and preview unlimited streams, SmartLink feature included, sources - SRT, Zixi, RIST, RTMP, UDP/RTP TS support (Zixi / RTSP / RIST under license), Destinations - SRT, Zixi, RIST, RTMP, UDP/RTP TS, HLS support (Zixi / RIST / HLS under license), 500 Mbit/s output traffic, 2Gb/s for HLS. Refer to datasheet for detailed numbers of channels, virtual machine instance for VMware ESXi environments or AWS cloud.

g. VITEC Avedia - license - ArtioCreate signs advanced, ArtioCreate signs advanced for Avedia server v11. Requires Avedia server control apps license. Enables the following server applications: ArtioCreate - signs, asset editor, Play, trigger decks, workflows. The following elements are available in ArtioCreate - signs browser, button, channel list, data feeds, date/time, image, meeting rooms, moments, PDF, PowerPoint, QR Code, RSS, text, ticker, transport, video, video list, weather. Bandwidth option required to use Play.

h. VITEC Avedia - license - ArtioCreate portals engage, ArtioCreate portals engage for Avedia server v11. deal for corporate use cases, and stadium / venue premium hospital areas.

Requires Avedia server control apps license. Enables the following server applications:

ArtioCreate - portals, asset editor, Play, EPG server, mailbox, PMS link, recorder, trigger decks, workflows. The following elements are available in ArtioCreate - Portals: browser, button, channels, data feeds, date/time, form generator, guide, image, info pages, languages, mailbox, PDF, PowerPoint, QR code, RSS, TV source, text, video, video link, view, VoD, weather. Bandwidth option required to use Play.

i. VITEC Avedia - License - Server Control Apps. Server control apps bundle for Avedia server v11. Enables the following server applications: channels, channel announcer, channel monitor, feature manager, feeds, logger, permissions, schedules, site manager, smart control, system, transfer, web server, users, video.

2.3 Services and Support Products

a. Configuration, provisioning and training by a VITEC engineer, configuration, provisioning and training for operation of IPTV systems and management software by a VITEC IPTV engineer on-site or remote.

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

b. Travel and expenses, travel and expenses fees for on-site engineering work. Quoted rate is based on the number of VITEC engineers assigned and the number of engineering days quoted. Billed separately after execution of the scheduled field work.

c. Project Management by a VITEC engineer. Project Management - dedicated VITEC engineer for the duration of project planning and implementation phases.

d. Digital Signage creation services, digital content creation services. On-site and/or remote support for content creation, graphics editing, compilation of custom/branded content, configuration of products after initial installation and system supervision for live events.

e. VITEC platinum service program (annual plan). VITEC platinum service plan (annual plan) 17% of total purchased products costs (software + hardware + professional services customization fees). Includes 365x24x7 phone support, unlimited access to critical security updates, minor and major software/firmware upgrades, 24-hour advance replacement service for faulty hardware components, annual passes to VITEC's IPTV technical training events and discounted rates for on-site engineering services.

C. ADDITIONAL REQUIREMENTS:

1. System Design and Implementation:

a. The Contractor shall provide a comprehensive Digital Signage Management Solution compatible with the County’s existing television infrastructure, network environment, and security requirements.

b. The Contractor shall be responsible for system configuration, content management setup, and deployment across multiple Probation facilities, including juvenile detention and secure treatment centers.

2. Hardware and Software Compatibility:

a. The Contractor shall ensure that the proposed solution is compatible with commercial-grade televisions and approved media players currently in use at Probation facilities or provide approved alternatives if required. Any proposed hardware must meet institutional durability standards and comply with County’s information, technology and security policies.

3. Secure Content Management:

a. The Contractor shall provide a centralized, web-based or on-premises content management system (CMS) that allows authorized County staff to upload, schedule, and manage content by facility, housing unit, or individual screen. The system must support role-based access controls and audit logs to ensure accountability and compliance with institutional security requirements.

4. Content Scheduling and Emergency Messaging:

a. The Contractor shall provide functionality for scheduled programming, recurring playlists, and real-time message overrides. The system must support immediate emergency notifications and lockdown messaging that can be displayed instantly across selected or all screens.

5. Network and Cybersecurity Compliance:

a. The Contractor shall comply with all County cybersecurity standards, including but not limited to firewall rules, encryption requirements, authentication protocols, and vulnerability management.

b. If cloud-hosted services are proposed, the Contractor must provide documentation of hosting environment security controls and data protection measures.

6. Installation and Integration Services:

a. The Contractor shall coordinate installation activities with County IT and facility staff to minimize disruption to operations.

b. The Contractor shall integrate the digital signage system with existing network infrastructure and, if applicable, emergency alert or public address systems, subject to County approval.

7. Testing and Acceptance:

a. The Contractor shall perform system testing at each facility prior to final acceptance. Acceptance testing shall include verification of content playback, scheduling, remote management

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions capabilities, and emergency messaging functions. Any deficiencies identified during acceptance testing must be corrected prior to system go-live.

8. Training and Documentation:

a. The Contractor shall provide initial and ongoing training for County-designated administrators and content managers, including written manuals and quick-reference guides. Training shall cover content uploads, scheduling, troubleshooting, and security practices.

9. Technical Support and Maintenance:

a. The Contractor shall provide ongoing technical support, including help desk services, remote troubleshooting, and on-site support when required.

b. The Contractor shall provide software updates, patches, and system enhancements as part of the maintenance agreement.

10. Service Level Requirements:

a. The Contractor shall meet minimum service level standards, including system uptime, response times, and issue resolution timelines.

b. The Contractor shall provide escalation procedures for critical system failures impacting multiple facilities or emergency messaging capabilities.

11. Compliance with Institutional Policies:

a. The Contractor and its staff shall comply with all Probation facility access requirements, background clearance procedures, safety rules, and conduct standards. All on-site personnel must receive prior approval from the County before entering secure areas.

b. The County, through its Probation Department (Probation), shall have sole discretion to determine security acceptability of all of Contractor’s Personnel and Subcontractors (collectively, “Personnel”) at any time during the Contract period. Personnel found to be unacceptable security risks will not be permitted to provide Services. Violation of the below provisions may result in the loss of the security clearance of Contractor’s Personnel. In addition to the terms and conditions listed in Section X.A.5 (Background Checks for Contractor Personnel) of this RFP, Contractor shall adhere to the following:

1. Contractor shall provide a list of all Personnel who will render Services and enter any County, Probation, or Probation Detention Facility (collectively “County Facility”) during the Contract period. Personnel may not be changed without written approval by Probation.

2. Contractor shall immediately notify the County regarding any Personnel reassignments, discharges, or terminations so that they may be removed from the County Facility access list.

Contractor notifications regarding such action shall be submitted verbally to the Probation Background Unit within twenty-four (24) hours of its knowledge of any reassignment, discharge or termination, followed by written notification within five (5) business days.

All Contractor Personnel shall possess a government issued photo identification and shall meet Probation’s requirements for admission into any County Facility. Additionally, Probation shall maintain information on Contractor’s Personnel for safety and security purposes.

3. Contractor Personnel may be required to complete additional forms, including non-disclosure agreements, at any time. Non-disclosure agreements acknowledge that information Contractor Personnel may encounter while at any County Facility is confidential and proprietary. Any unauthorized release of confidential or proprietary information by Contractor or its Personnel shall constitute a breach of this Contract and will be punishable by law. The County reserves the right to enforce any available remedy at law, or in equity, in the event of such breach.

4. Escorted Access

a. In addition to Section X.A.5 of this Contract, Contractor’s Personnel shall be required to undergo a background check that will include, but is not limited to, DMV, Central Name Index, and Live Scan (includes DOJ/FBI/Criminal Check) prior to providing any Services and/or accessing any County Facility.

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

b. After clearing the background check to the satisfaction of Probation, a Prison Rape Elimination Act/Security compliance review, which consists of a short video and acknowledgement of willingness to abide by State, Federal, and County guidelines, as well as Probation Facility requirements, shall be conducted before entry into any County Treatment or Detention Facility, usually by the Probation Safety/Security staff, but may be conducted by any one of Probation Staff.

c. While on County property, Contractor’s Personnel shall be escorted and supervised by

Probation staff at all times. Supervision is required whether or not the Personnel have audio/visual contact with detained minors. This requirement will not be waived without prior written approval by the Chief Probation Officer or her/his designee.

5. Unescorted Access

a. Contractor’s Personnel shall be required to comply with the requirements listed in item 4 a and b, above, regarding Escorted Access. In addition, all Contractor Personnel must complete Department of Justice/Criminal Justice Information Services (DOJ/CJIS) security training before being cleared to access any County Facility. DOJ/CJIS security training is a biennial online training.

12. Content Restrictions and Review:

a. The Contractor shall not publish or distribute any content without prior County authorization. The system must support County-controlled approval workflows to prevent unauthorized or inappropriate content from being displayed in youth housing units or common areas.

13. Scalability and Future Expansion:

a. The Contractor shall provide a solution that can be expanded to additional facilities, screens, or content types, including future Probation institutions, without requiring replacement of the core system.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format

Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

7. RESERVED

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

11. Certification Regarding Debarment or Suspension Complete Attachment D

12. Cost

Complete proposed pricing on Attachment E.

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 35 points Considerations

• Proposer background and reputation

• Qualifications of the project team

• Experience with California approval agencies

• Experience with publicly bid projects

• Experience with similar services and entities (Law Enforcement/Government)

B. RESERVED

C. TECHNICAL REVIEW

Weight: 35 points Considerations:

• Statement of understanding of the County’s needs

• Work plan

• Technical specifications and functionality

• Training

• Value-added aspects

D. COST/REVENUE

Weight: 20 points Considerations:

• Overall reasonableness of proposed pricing

E. REFERENCES

Weight: 10% Considerations:

• Satisfactory performance of similar work

• Demonstrated knowledge and expertise

• Work product, quality of interactions

• Capability of assigned team members

• Likelihood of continued use

F. RESERVED

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Review of Financial Performance

At the County’s sole discretion, the financial performance of the intended Contractor may be assessed prior to Contract award. Financial performance deemed unsatisfactory by the County may result in non-award or a recommendation for award to another Proposer(s).

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Pete Mendoza, Director

Request for Proposal Digital Signage Management System for Televisions within

Probation’s Institutions

777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract.