ESBD_427794_1754345094286_RFO-644-24-120224-A-BWCS-ESBD.docx

Texas Juvenile Justice Department George H.W. Bush State Office Building 1801 N. Congress Ave. Ste. 13.14000 Austin, TX 78701

REQUEST FOR OFFER BODY WORN CAMERA SYSTEM

(BWCS) RFO# 644-25-120224

NIGP Class/Item 655-40;655-96

Posting Date: September 1, 2025

Table of Contents

Section I Section II Section III Section IV Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Exhibit F

General Information Statement of work Proposal Submittal Info General Requirements Execution of Offer Price Form Terms and Conditions HUB Subcontracting Plan PERA Preferences

SECTION I GENERAL INFORMATION

A. INTRODUCTION:

Whereas the Texas Juvenile Justice Department (TJJD) is seeking to purchase a turnkey solution to equip staff with body cameras, TJJD is hereby seeking offers from Respondents qualified and experienced in body worn cameras, maintenance, support, and all services necessary for the deployment and operation of a body worn camera system.

B. BACKGROUND:

TJJD is responsible for the supervision of incarcerated youth. The youth population within the TJJD is currently between 750-800 youth. TJJD’s mission is to provide public safety, promote positive change in youth inmate behavior, reintegrate youth inmates into society, and assist victims of crime.

C. PERIOD OF PERFORMANCE:

The initial term of the contract shall be from December 9, 2025 through December 8, 2027 with one (1), two-year term followed by one (3) one-year renewal option. The Contract may be renewed by written amendment signed by both parties. The terms, conditions, and rates for all renewals shall remain as stated in the Contract, with any approved changes.

Period of Service:

Two Year Initial Term: December 9, 2025 through December 8, 2027 Renewal Option One: December 9, 2027 through December 8, 2028 Renewal Option Two: December 9, 2029 through December 8, 2030 Renewal Option Three: December 9, 2030 through December 8, 2031

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Charles P. Matuke CTCD, CTCM Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.1400, Austin, Texas 78701 Telephone: (512) 490-7130 Facsimile: (512) 490-7572 Email: charles.p.matuke@tjjd.texas.gov

2. Secondary Contract Specialist Contact:

Dorene Corsentino, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.1400, Austin, Texas 78701 Telephone: (512) 490-7124; Facsimile: (512) 490-7572 Email: Vickie.Griffin@tjjd.texas.gov

The Contract Specialist will be the point of contact throughout the solicitation process. No other TJJD staff will be able to provide information or answer questions regarding this solicitation. The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated Agency representative, e.g., during contract negotiations, if any. Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (HSP), the HUB coordinator may be contacted at:

TJJD Historically Underutilized Business (HUB) Coordinator

Name: Kellie Love Telephone: 254-218-2065 Email: Kellie.Love@tjjd.texas.gov

E. ADDITIONAL INFORMATION

1. It is the intention of TJJD to issue one contract(s) for the services described within this solicitation.

2. Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding contracts.

SECTION II SCOPE OF WORK

A. STATEMENT OF WORK:

The Texas Juvenile Justice Department (TJJD) is seeking a turnkey solution to equip, staff, primarily Juvenile Correctional Officers (JCOs) with body cameras. TJJD is seeking offers from respondents qualified and experienced in providing body worn cameras, maintenance, support, and all services necessary for deployment and operation of a body worn camera system.

B. SCOPE OF WORK:

TJJD requests Respondents submit proposal for up to 1,600 body cameras, cloud storage, and software, Respondents shall provide Brand Name or Equal To: Axon Inc. Item#74001, Model No.AX1001, Axon Body 2 and may provide multiple offers or pricing based on the number of cameras ultimately selected. TJJD wishes to provide cameras for staff working in shifts 24-hours a day, seven days a week. TJJD is interested in alternative deployment methods that will ensure full coverage at lower costs through sharing of cameras. When developing offers, Respondents should assume that, at a minimum, TJJD must cover 360 posts operating at all times. These posts are operated at five facilities across the state. While the cameras are worn, the cameras must be operated at all times with only limited breaks such as for appropriate privacy purposes. In accordance with the specification listed below, Respondents are requested to provide the most optimal quantity price breaks with their offer. After award, the selected Respondent will work with TJJD to develop a deployment plan that will include a purchase plan that affords the most advantageous pricing option for TJJD.

1. Hardware capabilities requirements:

a. Chest/Shoulder mounting, including magnetic and non-magnetic options. As well as options for high retention and low retention.

b. MPEG-4 Video recording format

c. MP3 Audio recording format

d. LCD screen on camera that displays camera information, such as battery percentage, type of recording in use, name of staff.

e. Camera GPS positioning via Cell Tower or Wi-Fi

f. Options to add data service to camera via E-SIM or standard SIM

g. Transcription services to generate text-based files of audio content

h. Ability to synchronize time with common network time protocol

i. Time/Date stamp capable with time based on local time zone

j. 14-hour recording / battery life

k. Charging time of 4 hours or less

l. Options for staff-enabled recording initiation & termination and/or Auto-start recording initiation

m. Configurable pre-event recording

n. Configurable privacy recording options via button combination on camera while camera is in use:

i. Option to disable video recording

ii. Option to mute audio recording

o. Capability for staff to mark events from the camera that are stored within the video recording. For example: if a TJJD staff member enters a situation, they can perform an action on the camera to mark the video to easily review based on the event.

p. Capability for staff to categorize events based on the type of pre-configured categories within the video recording. For example, after an incident is recorded in a higher resolution, staff can then select what type of incident that was just recorded. This will allow evidence to be measured and incidents to be easily found.

q. Automation to mark events within the video. For example: if the camera detects shouting, the video automatically marks video to easily review based on the event.

r. Configurable HD 720p/1080p resolution.

s. Minimum configurable field of view (up to 160°)

t. Configurable illuminating lights on front of camera indicating different recording options.

u. Ability to switch recording resolution during events with programmable buttons

v. Lux rating less than or equal to 0.1 (low light rating)

w. Tamper-resistant video security

x. 128gb on board storage or better

y. Network attachable single & multi-bay charging/upload devices plus USB2/USB3/USB-C connectivity

z. Hardware durability – must successfully operate in hot/cold temps and common environmental hazards such as dust, condensation, and radio frequency interference.

aa. IPX rating of IP68 or better

ab. Product Durability sustaining drop tests of minimum 10 feet

ac. Hardware maintenance plan (extended warranty) covering routine break-fix issues:

i. If cameras are unable to be repaired, TJJD will need a certificate of destruction or the camera returned to TJJD.

ad. Firmware and internal software updates provided

ae. Inclusion of on-site spare units

af. Camera replacement plan – replaces cameras every 24-30 months

ag. Capability to add or reduce cameras or storage quantity during the life of the contract

ah. Bidirectional communication option if live viewing is available

ii. Ability to track via GPS while connected to Wi-Fi or cellular connection

aj. Ability to sync with other cameras to pull evidence together on one stream

ak. Ability to auto flag event and start recording in preconfigured resolution when actions occur. For example, if staff draws can of OC spray.

2. Software requirements:

a. Comprehensive digital evidence management platform

b. Capable of integrating with other TJJD systems

c. Incorporates assignment of retention and destruction periods for each video Capable of adding other digital evidence into system

d. Provides chain of custody controls and auditing

e. Allows for redaction of captured footage or audio containing confidential information

f. Maintains a complete and tamper-proof log of each video file’s transaction history

g. Maintains a complete and tamper-proof log of each camera’s history

h. Maintains a complete and tamper-proof log of each user

i. Tamper-resistant video security

j. Basic software maintenance and enhancements provided

k. Fast, efficient storage and retrieval of video evidence

l. Configurable roles-based (Basic vs. Power user) licensing

m. Reporting capabilities to include: users in each role, camera assignment, storage usage, camera power on/power off during shift, sleep mode, evidence categorization, and a customizable reports option.

n. Five (5) additional custom reports as required by TJJD

o. Ability to have dashboard that can utilize graphs indicating certain analytics, such as average duration of recording, as well as reporting options listed above in item 2.m

p. Ability to restrict access to hosted video via IP white listing for secured networks.

q. Single Sign-on (SSO) capabilities to log in to web portal

r. Transcription services to generate text-based files of audio content

s. Five (5) additional custom application programing interface Application Programming Interface (API’s) during contract based on TJJD reporting and integration needs

t. Active Directory Aware

u. Single sign on to hosted storage.

3. Video Upload to storage capabilities:

a. Manual and automatic video/audio uploading via docking station or computer via USB cable

b. Ability to upload via Wi-Fi

c. Tamper-proof security features

d. Minimum 256-bit data encryption during transmission must meet Federal Information Processing Standard (FIPS 140-3)

e. Respondent to define bandwidth requirements; and Restricted video editing capabilities.

4. Integrated cloud Storage:

a. Respondent to provide per user/camera costs for storage.

b. Respondent to estimate storage needs per user/camera.

c. Fully secured, CJIS compliant storage system

d. Texas Risk and Authorization Management Program (TX RAMP) level 2 certification through Texas Department of Information Resources (DIR) for cloud storage

e. Full back up / recovery provided; and

f. Data encrypted at rest.

5. Additional Information Requested:

a. Respondents must include in their bids a summary of the support provided during the implementation phase to include technical assistance, training, installation, etc. along with any costs associated with this service.

Respondents are asked to describe any prior experience integrating body camera software with third- party identity management systems.

6. Price Protection guarantee:

a. TJJD expects to continue the use of body cameras over the contract term, assuming funding is available. Respondent must guarantee price for a period of 60 months from the initial proposal to ensure budgetary alignment for TJJD.

b. Provide a system to view, manage, and transfer video that complies with applicable statutes related to Criminal Justice Information System (CJIS) security. The system must be TXRAMP level 2 certified.

c. Provide interface to accept data from other TJJD and TJJD-approved systems.

d. Provide any upgrades to the body camera software.

Provide a summary of deliverables required in this solicitation and any additional deliverable the Respondent plans to execute this effort using Table 1 format below. The summary should include a description of key deliverable/milestone and estimated timeframe to be completed.

Table 1. Sample Deliverable List Format

frame

C. OWNERSHIP:

a. Protection of Network Camera system and storage Operations in Transition: Upon termination or expiration of the Contract, the body worn cameras and all related services must remain operational during any transition period. Offer must describe the process used to facilitate a smooth transition.

A transition period of three months will be required from current Service Provider to awarded Respondent (if applicable). During the transition period, the turnkey solution of the body cameras must remain operational.

b. Intellectual Property Rights Alternatives: The Respondent shall include in their Offer a proposal which ensures TJJD remains operational, without interruption to Agency business, in the event the Respondent company (a) files for bankruptcy, (b) becomes or is declared insolvent, or is the subject of any bona fide proceedings related to its liquidation, administration, provisional liquidation, insolvency or the appointment of a receiver or similar officer for it, (c) passes a resolution for its voluntary liquidation, (d) has a receiver or manager appointed over all or substantially all of its assets, (e) makes an assignment for the benefit of all or substantially all of its creditors, or (f) enters into an agreement or arrangement for the composition, extension, or readjustment of substantially all of its obligations or any class of such obligations. TJJD will retain ownership of all functional requirements associated with custom specifications of TJJD. TJJD is the sole owner of all video captured by the services offered by Respondent.

D. TRAINING:

Respondent shall provide training specific to the product and aligned with TJJD needs to include secure facilities, halfway houses, contract services, and parole and probation, as follows:

a. Provide training on the use of the body camera for TJJD staff as needed.

b. Provide a training curriculum to meet TJJD needs. Both virtual and onsite which will be coordinated with TJJD.

c. Provide training for interacting with the video storage environment to download, crop, mark events, and other features that may exist within a Respondent’s video management solution.

d. Provide an annual ongoing training plan for TJJD.

Respondent shall provide all necessary training and work with TJJD to ensure staff are trained on the operation of the body cameras as well as software for access video evidence. The Respondent shall participate with TJJD to prepare for rollout of any new body worn cameras for TJJD staff.

E. PERFORMANCE STANDARDS:

1. Acceptable Quality Level (AQL): The Respondent recognizes that TJJD is paying Respondent to deliver the services specified herein. Respondent is required to meet a minimum quality level to include cameras operational 99.999% during 12-hour shift and at least a ninety-nine percent (99%) system uptime. Awarded Respondent will calculate the percentage of uptime and will be documented on the monthly invoice. The AQL is defined as the level of service at which the body worn cameras will operate properly as agreed upon in the contract and below which the contract payment may be withheld until corrective actions are taken. In addition, if service remains below the AQL without required correctives being taken, damages may be assessed.

2. Inability to Access: In the event TJJD or its contract partners is unable to access or use the body worn cameras and services and such event was caused by Respondent’s failure to provide the services for reasons within Respondent 's reasonable control and not as a result of any action or inaction of TJJD or any third party (including TJJD equipment and/or third-party equipment), Respondent will, upon TJJD's request, credit TJJD's account as described below:

a. If TJJD is unable to access the body worn cameras/services for more than four (4) consecutive hours; Respondents mutually agreed scheduled maintenance shall be deemed to be a failure of Respondent to provide access.

b. Fee Reduction for Missed Service Levels:

· Outage Duration between 4 and 24 hours: A reduction of 1/30th of monthly fee.

· Outage Duration between 24 and 72 hours: A reduction of 1/3rd of the monthly fee.

· Outage Duration between 72 and 168 hours (1 week): a reduction of 1/2 of the monthly fee.

· Outage Duration over 168 hours: A reduction of 100% of monthly fee.

The fee reduction will be applied to the monthly fee for the billing cycle in which the outage occurred.

3. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

a. Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the TJJD contract manager or designee.

b. All deliverables must be submitted in a format approved by the TJJD contract manager.

c. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the TJJD contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.

d. A request for a revised schedule must be reviewed and approved by the TJJD contract manager before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised schedule.

e. TJJD will complete a review of each submitted deliverable within five (5) working days from the date of receipt unless otherwise stated by TJJD.

f. The Relevant quality assurance processes that will apply, include change management, acceptance, and risk issue management, The Respondent will utilize an agreed upon Project Management methodology.

g. Defined Deliverables:

time frame

PHASE 1

PHASE 2

PHASE 3

PHASE 4

4. REPORTS:

Respondent to provide samples of system reporting capabilities reports, Examples:

a. Sleep Mode Report: showing how often and duration that cameras are being placed into sleep mode.

b. Device Power On/Off Report: showing how often cameras are toggled on and off.

c. Camera Assignment Report: showing cameras being assigned from Kiosk vs. user interaction on computer.

d. Storage Usage Report: showing storage per facility and as an agency.

5. Category of Video Report: showing how many pieces of video are assigned to specific categories and those uncategorized. There will be multiple categories that TJJD will need options to run reports on.

F. RESPONDENT QUALIFICATIONS:

Respondent shall have the experience and qualifications required to provide the products and services requested in the solicitation including, but not limited to, the following:

1. Be, in TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of this project; and

2. Respondent must have a minimum of five (5) years’ experience within the past 10 years in administering and maintaining body worn cameras.

G. SUBCONTRACTORS:

Subcontractors providing services under the contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the contract shall relieve the primary Respondent of the responsibility for the service. If the Respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. If the Respondent is planning to subcontract any portion of the work, identify the proposed subcontractors in their initial proposal and TJJD must approve all subcontractors and subsequent contracts and obtain prior approval from TJJD before Respondent enters into any subcontract agreements;

2. Subcontracting shall be at the Respondent’s expense;

3. TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s); and

4. Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

H. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at tjjdinvoice@tjjd.texas.gov and/or via regular mail to, P. O. Box 12757, Austin, Texas 78711 or 1801 N. Congress Ave, Suite 13.1400, Austin, Texas 78701.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit one (1) invoice showing the Awarded Respondent name, address, TJJD contract number, payee I.D., itemization of the services provided, itemized number of services provided, the name and division of TJJD Contract Manager, Respondent remit to address, and telephone number. No payment whatsoever shall be made under this contract without the prior submission of correct and itemized invoices. Payments under this contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under this contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

I. CHANGE CONTROL:

The contract may only be amended or supplemented in writing, executed by the parties hereto or their successors, and expressly made a part of the contract, except that TJJD reserves the right to make unilateral minor administrative changes to correct typographical errors, change the TJJD contract identification number, or increase the “Not to Exceed (NTE)” amount if necessary for continuation of services.

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS: The following dates represent TJJD’s desired schedule of events associated with this solicitation. TJJD reserves the right to modify these dates at any time, with appropriate notice to prospective respondents.

EVENT DATE

All inquiries that result in a change to the solicitation or that TJJD deems necessary for clarifications will result in a written addendum.

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions The following paragraphs set forth instructions for proposal preparation and the required format. These instructions are designed to assure the submission of information essential to the understanding and comprehensive evaluation of the Respondent's proposal. Proposals shall be prepared in accordance with these instructions providing all required information in the format specified. Failure of a proposal to show compliance with these instructions may be grounds for exclusion of the proposal from further consideration.

2. Submission of Proposal

Proposals must be typed using 12-point font print, all pages numbered, a table of contents included, and sections clearly tabbed. Do not submit printed firm brochures with the Proposal. Proposals shall be submitted under the tabs as described above.

a. Each proposal must contain individual sections, as well as subsections addressing each of the solicitation criteria in order.

b. Proposals must be received by TJJD by email to the TJJD contact person listed in this solicitation. Proposals must be received by TJJD on or prior to the due date stated in the Schedule of Events.

c. Proposal should be attached as one (1) PDF file in an email and emailed to the TJJD contact person for this solicitation. The email subject line must have the solicitation number and name and respondent’s business name. The text in the email shall contain this information along with the submittal deadline/opening date, and time. It is the Respondent’s responsibility to ensure that the email for the proposal contains this information and is emailed to TJJD by the specified due date and time. TJJD is not responsible for delays that may occur in electronic submission or email servers.

d. Receipt of all addenda to this solicitation should be acknowledged by returning a signed copy of each addendum to the response as part of the Respondent’s submitted proposal. The Respondent’s failure to acknowledge receipt of all addenda to this solicitation will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

e. Responses submitted shall constitute an offer for a period of one hundred eighty (180) days or until award is made by TJJD, whichever is later.

f. Respondent is responsible for all of their own costs of proposal preparation and submission for this solicitation.

g. TJJD incurs no obligation regarding this solicitation unless and until a contract is fully executed by the parties. However, all proposals received by TJJD will remain confidential until the evaluation process is complete.

h. Proposals will be subject to the Texas Public Information Act (Act), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Respondent may request protection of trade and confidential information from public release by clearly marking each page on which this information appears with “Confidential” in bold face type at least 14-point font, however all information submitted is subject to the Act and considered for release.

i. Prospective Respondents are asked to bear in mind that all material submitted should be directly pertinent to the requirements of the solicitation. Extraneous narrative, elaborate brochures, uninformative public relations material, etc. shall not be submitted.

j. Telephone, mail, or facsimile transmission of proposal will not be accepted.

k. Proposals from a partnership shall be signed in the firm name by at least one (1) general partner or in the firm name by an Attorney-in-fact. If signed by an Attorney-in-fact, there shall be attached to the Proposal a Power of Attorney evidencing authority to sign the Proposal, dated, and executed by all partners in the firm. Proposals from a corporation shall have the correct corporate name thereon and the signature of an authorized officer of the corporation. Title of office held by the person signing for the corporation shall appear below the signature of the officer. Proposals from an individual doing business under a firm or fictitious name shall be signed in the name of the individual doing business under the proper firm name. Proposals of a joint venture shall be signed by all members or by a member of the joint venture if there is attached to the Proposal a copy of the Joint Venture Agreement evidencing that the Proposal is signed by the member who has authority to bind the Joint Venture.

Unsigned proposals will not be considered under any circumstances.

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Content: Below is a summary of requested information. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents must be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1 Transmittal Letter, addendums (if applicable), all signed, and preferences. TAB 2 Company Information and organization, organization profile and qualifications. TAB 3 Work Plan-System Requirements, Training, Personnel qualifications TAB 4 Price form (Exhibit B) TAB 5 Execution of Offer (Exhibit A) TAB 6 References TAB 7 Samples of Standard Reports TAB 8 Solicitation Exceptions and/or Assumptions TAB 9 HUB Subcontracting forms (Exhibit D) TAB 10 Defined Deliverables

TAB 11 PERA

TAB 12 Preferences TAB 13 TXRamp Certification, Number, Equipment Name and Software Name

2. Description of TAB Information Content

TAB 1:

a. Transmittal Cover Letter, limited to two (2) pages, which shall include a brief statement of the Respondent’s understanding of the work to be performed and summary of proposed features, signed;

b. Acknowledgement of solicitation addendums, if applicable, signed; and

c. Preferences: Describe all procurement preferences to which you are entitled under the Texas Government Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas.

TAB 2:

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB

a. Company Information: Including, but not limited to the following:

1. Description of Individual or Entity (e.g., Company), names and addresses of principal officers, directors, or partners

2. Ownership, if a corporation, include the date and state of incorporation

3. Primary Service location(s)

4. Physical and mailing address, if different

5. Other service locations

6. Telephone and facsimile number

7. E-mail address and phone number of Respondent’s primary contact

8. Provide the name and address of the Respondent's insurance carrier, for the purpose of responding to this solicitation, the Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in the Terms and Conditions. Only Awarded Respondent will be required to provide insurance policy documentation

9. Statement about whether or not any content in the Respondent’s proposal is or will be copyrighted

10. Describe any litigation your key personnel and company has been involved in over the past five (5) years

b. Respondent Organization, Organization Profile and Qualifications (20 Points) This tab shall consist of the Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the requirements of this solicitation.

1. This section shall contain a clear description of the entity submitting the proposal, including an outline of the history of the organization, organizational capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation. Respondent must provide and describe a minimum of five (5) years of experience;

c. Financial Requirements (pass/fail)

1. Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. Include the most recent two years of audited Respondent financials.

TJJD will review the Respondent 's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the vendor's financial stability.

Consolidated financial statements are not acceptable. The financial statements must be for the specific business entity that is responding to the solicitation and throughout the duration of the term of the contract.

The financial statements must be provided at the lowest level for which the financial statements are available and for the past 2 (two) years. If Respondent has been in business less than three (3) years, the requirement is for all available years. For any financial statements submitted at a level above Level 1, Respondent must include an explanation why the financial statements are not available at a lower level. The financial statements do not have to be at the same level for each period submitted, but an explanation of the need for the variation is required with the response.

Acceptable Levels of financial statements (submit at the lowest feasible level):

2. Level 1 – A complete set of audited financial statements based on US Generally Accepted Accounting Principles (US GAAP). The submission must include the notes to the financial statements as well as any other information covered by the auditor’s opinion.

3. Level 2 – A complete set of audited financial statements based on other than US GAAP but acceptable to the country of origin. The submission must include a letter from the certified public accountant discussing the areas of the financial statements that would be affected by a conversion to US GAAP, the notes to the financial statements as well as any other information covered by the auditor’s opinion.

4. Level 3 – A complete set of reviewed statements based on US GAAP reviewed by an independent Certified Public Accountant (CPA). The submission must include the notes to the financial statements as well as any other information covered by the auditor’s report.

5. Level 4 – A complete set of compiled statements compiled by an independent CPA (income statement and balance sheet at a minimum) as well as the note disclosures and any report issued by the auditor with regards to the statements. If the CPA is not independent, the report must state the accountant is not independent.

TAB 3: Work Plan

a. Turnkey solution (50 Points): Respondent shall provide:

1. Description of how Respondent intends to meet the goals as stated in this solicitation.

2. Provide a detailed description of the proposed body worn camera turnkey solution;

3. Explain how the project will be administered;

4. Details for company value added services beyond the TJJD stated requirements for its use of body worn cameras;

5. Include the proposed staffing structure through project completion;

6. An implementation plan that starts from the date of the signing of the contract and includes turnkey solution process, training of TJJD staff, rollout, and implementation.

7. Provide timeline for training and rollout per facility.

8. Limit responses to facts, solutions to problems and plans of proposed action; and Training Solution.

TAB 4: Price Form (Exhibit B) (30 Points) Provide and submit Exhibit B as part of proposal.

TAB 5: Execution of Offer (Exhibit A) Respondent shall complete and submit the Exhibit A with their proposal.

TAB 6: References: (Pass/Fail) Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation. Respondent shall not include contracts where they performed only as a subcontractor or provided only partial delivery of services. Include program description, contact names, position, agency or organization name, e-mail address, and telephone number for each reference listed. Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided. Respondent shall furnish the following information for each past and present reference contract:

1. Name of contracting activity;

2. Contract number;

3. Contract type (firm fixed price, cost reimbursement, etc.);

4. Total contract value;

5. Dates of contract performance;

6. Description of services performed;

7. Contracting officer and telephone number; and

8. Program/technical manager and telephone number.

TAB 7: Sample of Standard Reports:

Respondent to provide samples of system reporting capabilities reports to meet the specifications in this solicitation.

1. Sleep Mode Report: showing how often and duration that cameras are being placed into sleep mode.

2. Device Power On/Off Report: showing how often cameras are toggled on and off.

TAB 8: Solicitation Exceptions and /or Assumptions:

In this section, Respondent shall indicate compliance with solicitation requirements set forth in the solicitation. It is not necessary to respond on a paragraph-by-paragraph basis, but to identify by reference, any exceptions in a single statement. If the Respondent agrees to the terms of the solicitation in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the proposal and any exceptions and/or requested changes. All deviations from the solicitation requirements or terms and conditions shall be fully explained and justified. The Assumptions and Exceptions are evaluated by the agency based on several criteria: Material Impact, Feasibility, Risk Assessment, Compliance and Cost Implications. Excessive exceptions can introduce unacceptable risks, leading to disqualification.

TAB 9: HUB Subcontracting Plan (HSP) (Pass/Fail) Exhibit D

Respondent is to provide a HUB Subcontracting Plan with their proposal. The form to be used is attached as Exhibit D.

D. Historically Underutilized Business

TJJD promotes and encourages contracting and sub-contracting opportunities for State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to sub-contract with HUBs and may obtain assistance from TJJD to identify available HUBs, prior to and after the award of any contracts from TJJD. TJJD and its contractors shall make a good faith effort to meet or exceed the statewide HUB participation goals set by the Texas Comptroller of Public Accounts. TJJD uses CPA policies regarding HUBs.

Respondent must state whether it is a Texas Certified Historically Underutilized Business (HUB). If yes, submit a copy of registration.

Respondent must submit a HUB Subcontracting Plan (HSP) submit it with the proposal to be considered responsive. The forms for completing the HSP are attached as Exhibit “D”. A proposal submitted in response to this RFP that does not contain a HUB Subcontracting Plan, or if the plan submitted is determined not to be in good faith, the proposal will be considered non-responsive and be disqualified. The link to the CPA internet site for information regarding the HSP is: https://comptroller.texas.gov/purchasing/Respondent/hub/forms.php

Respondent must state its willingness to submit monthly compliance reports regarding its HSP.

It has been determined by TJJD that there are probable subcontracting opportunities in the scope of the work for this proposal/offer. Please fill out the HUB Subcontracting Plan forms and instructions, as part of Exhibit “D”.

TJJD has provided a Good Faith Effort to discover potential areas of subcontracting based upon the TJJD’s understanding of this procurement request. Respondents are not limited to the potential subcontracting areas listed below. TJJD is relying upon the Respondent’s expertise to also fully identify subcontracting opportunities that best align with their its organization and this procurement request. Respondents who intend to subcontract are responsible for identifying all areas that will be subcontracted and must perform a good faith effort process for each identified subcontracting area as required by the HUB Subcontracting Plan Form documents.

HUB subcontracting opportunities may be available in the following commodity class/item codes:

The list above is not, nor is it intended to be, a comprehensive list that identifies all subcontracting opportunities.

E. INQUIRIES:

1. All inquiries should be submitted in writing to:

Primary Contact: Charles P. Matuke, CTCM, CTCD, Charles.P.Matuke@tjjd.texas.gov And Secondary Contact: Vickie.Griffin@tjjd.texas.gov , CTCM, CTCD,

2. All relative inquiries will result in written responses by addendum and posted to the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.com/esbd If Respondent does not have Internet access, copies may be obtained through the point of contact listed above.

3. Beside written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the solicitation with any potential service provider or their representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this RFO.

4. Any changes to this solicitation will be posted as addendum on ESBD. It is the responsibility of interested parties to frequently check the ESBD for updates to the procurement prior to submitting a proposal. Failure to check the ESBD will in no way release the selected Respondent from “addenda or additional information” which may result in additional costs to meet the requirements of the solicitation.

If this solicitation is amended by addendum all terms and conditions which are not modified remain unchanged.

F. TJJD REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, must be made through TJJD Contracts Department. All correspondence and communication, including written questions, shall be directed to TJJD’s contact person listed in this solicitation.

Written answers to the questions will be provided to all respondents through ESBD by addendum(s). Respondent should soley rely on the written information provided in this manner. Respondents are specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing their proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondents are specifically cautioned against relying on any oral information. The responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addendums thereto. Unauthorized contacts with TJJD personnel could result in the proposal being rejected in its entirety.

G. POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Email:

Street Address:

City: State: Zip Code:

H. QUESTION AND ANSWERS:

Respondents must submit all questions regarding this solicitation by email to the TJJD point of contact for this solicitation. Questions regarding this solicitation will be accepted by the date and time specified in the Schedule of Events. TJJD will respond to questions received no later than the date and time specified in the Schedule of Events.

By submission of an inquiry, Respondent acknowledges that the applicable inquiry and official answer may be shared with other Respondents; therefore, Respondents will not include any confidential or proprietary information in such inquiries. TJJD will not identify the Respondent that submitted any inquiry.

I. DELIVERY OF PROPOSALS:

1. Proposals shall be emailed to TJJD at the following email addresses:

tjjd-contracts-ebids@tjjd.texas.gov

2. Proposals received by email to TJJD after the deadline stated in the Schedule of Events section will not be evaluated.

J. PROPOSAL OPENING:

1. Proposals will be received until the date and time established for receipt. Proposals will be opened at stated time on the date of the Deadline for Submission of Proposals per the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable when in response to this solicitation.

3. All submitted Proposals become the property of the State of Texas after the deadline/opening date. Prices and terms will not be divulged until after the contract award.

K. EVALUATION PROCESS:

Selection of proposal for award will be based on the Best Value to TJJD. TJJD will solely determine the Best Value through evaluation of each proposal. TJJD reserves the right to reject any and all proposals, or to re-solicit, or to cancel this solicitation, if such action is deemed in the best interest of the State of Texas and TJJD

1. An evaluation committee will be established by TJJD to review and evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to Respondents about the status of the proposals while they are under evaluation

2. At any stage in the process, TJJD may request clarification or additional information regarding the proposal. Respondent’s responses will become part of the proposal. TJJD reserves the right to accept or reject all or part of any proposal, waive minor technicalities, and award the contract to best serve the interest of the State

The Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation. To be considered responsive, a proposal must set forth full, accurate, and complete information, and all forms must be signed as indicated and as required by this solicitation. If the requirement that is not met is considered a minor irregularity or an inconsequential variation, an exception may be made at the discretion of TJJD and proposal will be considered responsive. This may occur only if the variation has negligible significance to price, quality, quantity, or delivery of services and does not affect the competitiveness of other proposals. Please note: failing to sign - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity

3. The Evaluation Committee will determine the Respondent’s proposal in selecting the award of a contract. The proposals meeting the minimum qualifications described in this solicitation, will be scored and ranked. Respondents with the highest ranked respondents may be asked to make presentations to the Evaluation committee (if applicable). Each presentation will be scored and factored into an overall score. The highest scoring proposal will be selected for award of a contract. Negotiations may be conducted with one or more of the highest ranked respondents to ensure best value is obtained. Best and final offers (BAFOs) may be requested. This will be at the sole discretion of TJJD. Any requests from TJJD for BAFOs will be communicated through email.”

4. In evaluating Proposals to determine the best value for the State of Texas, TJJD may consider information related to past contract performance of a Respondent including, but not limited to, State of Texas Respondent Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/Respondent-performance-tracking/. Prior work performance with TJJD and other state agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TJJD or another state agency may be disqualified

a. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Texas Government Code. Respondent may fail this selection criterion for any of the following conditions:

b. A grade lower than “C” in the Respondent Performance System;

c. Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts (CPA);

d. Having repeated negative Respondent Performance Reports for the same reason; or

e. Having purchase orders that have been cancelled in the previous 12 months for non- performance (i.e., late delivery, etc.).

Respondent performance information is located on the CPA web site at: https://comptroller.texas.gov/purchasing/programs/Respondent-performance-tracking/ . This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Respondent Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of Respondent performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of TJJD, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

L. EVALUATION CRITERIA

The evaluation process includes an evaluation of the written proposal which may result in scoring to develop a short list of Respondents, and the best and final offer (BAFO) stage resulting in one Respondent receiving the award if in the best interests of the State and TJJD. The BAFO stage may include oral presentation, demonstrations, interview, and/or site visits in an effort to fully understand a Respondent’s capabilities. If there are two stages, the preliminary scoring will be based on the total points awarded by the Evaluation Committee. After oral presentations (if any), evaluators will reevaluate proposals on the “short list” applying the same criteria, using these scores as the final evaluation scores.

1. The Evaluation Criteria and their respective weights are as follows:

100%

EVALUATION CRITERIA

Completeness of Response Responses to this RFO must be complete and responsive. Responses that do not include the proposal content requirements identified within this RFO (under Proposal Content Submission) and do not address each of the items listed below will be considered incomplete, will be rated a Fail in the Administrative Review, and will receive no further consideration.

Pass/Fail

References Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation.

Pass/Fail

Company Organization, Organization Profile, and Qualifications Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the…