Solicitation No: 644-26-111325

Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.14000

Austin, TX 78701

REQUEST FOR PROPOSAL

Electronic Monitoring of Youth

RFP# 644-26-111325

NIGP Class/Item: 838/23, 838/83, 838/85

Posting Date: December 19, 2026

Table of Contents

Definitions and Acronyms 3

Section I General Information 4

Section II Statement of Work 5

Section III Proposal Submittal Information 13

Section IV General Requirements 27

Attachment 1 Preferences 28

Attachment 2 Locations 29

Exhibit A Execution of Offer 31

Exhibit B Price Form 34

Exhibit C Statement of Data Security 35

Exhibit D Terms and Conditions 38

Definitions:

Electronic Monitoring – the tracking of the movement of an individual.

Acronyms:

TJJD – Texas Juvenile Justice Department

RFP – Request for Proposal

EM – Electronic Monitor

MCS – Monitoring Service Center

TX-Ramp - Texas Risk and Authorization Management Program

GPS - Global Position System

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The Texas Department of Juvenile Justice (TJJD) is issuing this request for offer (RFO) to solicit vendors for electronic monitoring (EM) of TJJD youth who are on parole. This RFO is intentionally broad in nature to allow vendors to be as specific as possible as to their services offered and price.

The submitted response must address the general requirements provided in this RFP. The services are requested to be provided throughout the state and TJJD locations (State Schools, Halfway Houses, and Parole).

B. BACKGROUND:

TJJD currently has a contract with Satellite Tracking of People, using product Bluetag one-piece units.

Any additional information will need to be requested by an open records request to open.records@tjjd.texas.gov, reference solicitation # 644-20-090420.

C. PERIOD OF PERFORMANCE:

The initial term of the Contract shall be from March 01, 2026, through February 28, 2029, with two (2) renewal options of 1-year. 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. TJJD will give a 30-day notice of renewals.

Base Term: March 01, 2026, through February 28, 2029 First Renewal Option: March 01, 2029, through February 28, 2030 Second Renewal Option: March 01, 2030, through February 28, 2031

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Vickie Griffin, CTCD, CTCM Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7148 Email: vickie.griffin@tjjd.texas.gov

Secondary Contract Specialist Contact:

Deanna Kinsfather Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7130;

Email: deanna.l.kinsfather@tjjd.texa.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 TJJD representative, mailto:open.records@tjjd.texas.gov mailto:vickie.griffin@tjjd.texas.gov mailto:deanna.l.kinsfather@tjjd.texa.gov 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:

2. TJJD Historically Underutilized Business (HUB) Coordinator

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

E. ADDITIONAL INFORMATION

a. TJJD intends to issue one Contract for the services described within this solicitation.

b. Any 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:

Respondent shall provide one-piece GPS monitoring devices with cellular data services and /or Wifi services. The service shall allow for enrollee tracking and will enable the supervising agent the ability to communicate with the enrollee through audible tones and/or vibrations. The device also must detect and record enrollee tampering. Respondent should also identify within its response the device’s ability to transmit data confirming an enrollee’s location in areas that prevent GPS signals and whether optional and/or auxiliary equipment is required to perform this function. Installation and deinstallation to be done by TJJD staff.

B. SCOPE OF WORK:

1. Device Respondent shall provide a one-piece GPS device that is durable, comfortable, and innovative.

Respondents are encouraged to provide additional options such as watches, ankle monitors, or other small, discreet devices. The device shall provide enhanced GPS reception, location acquisition, and limited invalid location points. The device will be used across the State of Texas. The device will be utilized by an average of 400 in-use offenders annually.

The device and service shall have the following options:

a. device shall use cellular service and/or Wifi service;

b. device strap shall have a simple assembly process that allows quick installation;

c. device strap shall be cut-resistant;

d. device battery life shall exceed 72 hours on one charge; and

e. device may utilize wireless charging.

2. Monitoring - Dashboard

Respondent shall have a user-friendly, internet-based monitoring application/dashboard that works with the monitoring equipment (receives, distributes, and stores monitoring data and enrollee information; e.g., name, photo, phone number(s), physical characteristics, vehicle information).

mailto:Kellie.Love@tjjd.texas.gov

a. Provide dashboards with intuitive navigation, consistent layout, and accessibility features compliant with WCAG standards. Provide dashboards designed for ease of use by both technical and non-technical users, minimizing training requirements.

b. The application/dashboard must include a predefined zoning library that enables the configuration and display of exclusion zones such as parks, schools, daycare centers, liquor stores, and other restricted areas.

c. The tracking service must support continuous, real-time location monitoring with full indoor tracking capabilities. Respondent shall have a Monitoring Service Center (MSC), 24 hours per day, 7 days a week, that provides additional support for the receipt and management of alerts. When electing to use MSC, technicians in the monitoring center will receive event notifications from monitoring devices and will conduct the initial evaluation and investigation of the alerts. Respondent shall notify TJJD staff by automatic text and follow up with an email.

i. TJJD notification protocols/profiles for “initial evaluation and investigation of the alerts”.

(1) Improper charging: EM unit provides low-battery notifications when the device has limited battery life remaining (5 to 10 hrs.).

(2) Gaps in cellular Network: EM units are able to leverage cellular networks in rapid, real-time progression. This also includes a professional history of being able to cover gaps in the cellular network. Providing reliable, seamless coverage of enrollees as they go about their day-to-day activities.

(3) False tamper: One-piece EM units that are durable, comfortable, and innovative. The units must provide enhanced GPS reception, location acquisition, and limited invalid location points.

ii. Percentage of anticipated participants to require notification via “initial evaluation and investigation of the alerts” is estimated at 85%.

iii. Percentage of anticipated participants to require live notification via live monitoring center operator phone/voice/verbal notifications is estimated at 15%.

iv. Live monitoring notifications are on an as-needed basis. Generally, for IT-related issues and challenges, and to secure legal documentation when needed for court.

3. Average Daily Billable Units per Month:

The Respondent shall maintain a shelf stock for TJJD equal to the greater of twenty (20) units or twenty-five percent (25%) of the average daily activated units, as determined at the end of each month.

In the event that the shelf stock exceeds the greater of twenty (20) units or twenty-five percent (25%) of the monthly average daily activated units, TJJD reserves the right to either:

1. Return the excess units to the Provider, or

2. Be charged the applicable per diem rate for the excess units.

The Respondent shall ensure sufficient shelf stock is maintained and readily available across eleven

(11) TJJD locations to support youth needs.

4. Shipping

Shipping of EM orders must be done in accordance with standard shipping terms of 2nd day delivery, processed on the business day following receipt of the order. Awarded Respondent will pay shipping costs for faulty equipment returned for repair or replacement. TJJD operates a central distribution process within the agency at San Antonino District Office, 85 NE Loop 410, Suite 425. San Antonio, Texas 78216. However, Awarded Respondent will be required to ship supplies and equipment to TJJD locations identified in Attachment 2 (TJJD locations-addresses).

5. Insurance and Replacement Costs, Respondent shall provide policy and procedure for lost, damaged, and non-recoverable devices.

a. Average of lost/damaged/nonrecoverable devices in 2025 was 65 units.

6. Security of Information

a. Respondent acknowledges that the TJJD’s Information includes personally identifiable information (“PII”) and that it is Respondent’s obligation to keep all such PII secure by taking all commercially reasonable means necessary to ensure that access is limited only to those authorized individuals or organizations.

Accordingly, Respondent shall:

i. have Texas Risk and Authorization Management Program (TX-Ramp) certification at Level II. Respondent shall include the TX-Ramp certification with the proposal. Respondent shall keep TX- Ramp Level II certification for the duration of this contract;

ii. restrict access to the TJJD Technologies and Respondent Information to those law enforcement personnel who have a need to know or are otherwise expressly authorized as part of their official duties;

iii. ensure that its employees (i) obtain or use TJJD Information solely and exclusively for lawful purposes and (ii) transmit or disclose any such Information only as permitted or required by Applicable Rules;

iv. use commercially reasonable efforts to monitor and prevent against unauthorized access to or use of the TJJD Technologies and TJJD Information (whether in electronic form or hard copy);

v. notify TJJD immediately of any such unauthorized access or use of the TJJD Technologies or Information that Respondent discovers or otherwise becomes aware of; and

vi. unless otherwise required by Applicable Rules, delete or otherwise purge all TJJD Information stored electronically or on hard copy by Respondent within ninety (90) days of initial receipt or, if a longer period is authorized or required by Applicable Rules, upon expiration of such longer period.

7. Data Migration Respondent must develop and execute a comprehensive plan to migrate all existing data to the new system.

8. Reports

The Respondent must provide a variety of reports and dashboard views, including but not limited to:

a. Usage reports;

b. Assigned electronic monitoring (EM) devices;

c. Agent assignments;

d. Location tracking summaries;

e. Alerts and notifications;

f. Inventory reports; and

g. Available inventory reports.

Dashboards and reports shall be designed to support data filtering, export capabilities, and real-time data refresh for operational monitoring and decision-making.

Table 1. Deliverable List Format

Deliverable No. Deliverable Description

Work Products

Estimated Due Date

1 Conduct project kick-off to align on project objectives, scope, project methodology, and timelines.

Plan developed 1 week after the contract begins

2 Provide a data migration plan.

Data 1 week after the contract begins

3 Train TJJD staff on the EM equipment and system training materials to include webinars

3 weeks after the contract begins

4 Ship units, supplies, and equipment

Supplies and EM Devices

March 20th, 2026

5 Complete data migration

March 30, 2026

6 Test plan with test dates to ensure equipment is working correctly and pushing info to dashboards in real-time

March 15, 2026

7 Go Live April 01, 2026

C. TECHNICAL – HELP DESK REPORT:

Awarded Respondent will work with TJJD technical staff to ensure that software environments remain aligned with current software releases.

Help Desk:

1. The Respondent must provide, without additional cost, Technical Support to be available during the hours of 8 a.m. - 7 p.m. CST/CDT, Monday – Friday.

a. Awarded Respondent will establish and maintain Help Desk Support for all provided components related to the Electronic Monitoring of Youth, which includes:

i. Diagnosis of problems or performance deficiencies of the system;

ii. A recommended resolution to the reported problem or performance deficiency; and

iii. Close coordination between development resources and TJJD technical staff regarding any testing and/or implementation of corrective actions. Awarded Respondent will provide primary telephone software support on a daily basis during standard business hours (8:00 am - 5:00 pm) and will provide after-hours support via e-mail. After-hours support is defined as a response by e-mail within 4 hours on weekdays between the hours of 5:00 pm and 8:00 am and within 6 hours on weekends and official state holidays. Awarded Respondent will ensure any reported/identified defects within the system are documented, assessed, and a recommended solution is defined. All issues must be tracked as part of a comprehensive ticket management system. Escalation procedures and timelines will be determined collaboratively between Awarded Respondent and TJJD.

b. Awarded Respondent shall establish and participate in regularly scheduled problem management meetings with TJJD technical staff to review new and existing issues and to develop a remediation plan commensurate with the severity of the identified issue(s).

c. Incident Management. In conjunction with the Agency’s existing Help Desk Services, Awarded Respondent must be able to diagnose and correct defects in the production environment, both technical and application-related, in accordance with the following service levels:

i. Severity Level 1 – Critical, defined as a problem or outage that directly impedes a user’s ability to carry out essential business functions.

A. Response will be provided within two (2) hours for all Severity Level 1 issues.

B. Resolution by continuous work until resolved by either a permanent fix or a temporary fix that allows the user to resume essential business functions.

ii. Severity Level 2 – Urgent, defined as an issue or problem that hampers a user’s ability to utilize a specific function within the system but does not prevent TJJD from carrying out essential business functions; deemed a high-priority item for attention.

A. Response will be provided within two (2) calendar days for all Severity Level 2 issues.

B. Resolution by continuous work until resolved with either a temporary fix or patch, or a permanent resolution that allows the user to resume normal operation of essential business functions.

iii. Severity Level 3 – Normal, defined as a defect or issue that, if corrected, would improve the use or functionality of the system. Deemed as a low priority.

A. Response provided within five (5) business days for all Severity Level 3 issues.

B. Resolution based on joint planning to determine when to apply a temporary fix or patch or to implement a permanent solution to address the issue.

d. TJJD will make necessary initial decisions to interpret severity levels and service levels.

The Awarded Respondent will have the authority to request a conference, to occur as expeditiously as reasonably possible. The conference will be between representatives of the Awarded Respondent and TJJD, and will be for the purpose of discussing the severity level or service determination and attempting to resolve the disagreement.

e. Awarded Respondent shall report monthly/quarterly on the responsiveness of needs.

D. SYSTEM ENHANCEMENTS:

The Respondent will provide solutions for needed system enhancements identified during the term of the Contract.

1. The Respondent must provide a solution with regard to a design plan, proof of concept, and environments.

2. This system should allow for customization, and the Respondent must provide avenues to allow

TJJD the ability to adapt to meet the needs of the TJJD.

E. OWNERSHIP:

1. Protection of Network Operations in Transition: Upon termination or expiration of the Contract, the System must remain operational during any transition period. The offer must describe the process used to facilitate a smooth transition.

A transition period will be required from the current Contractor to the awarded Respondent (if applicable). During the transition period, the System must remain operational.

2. Intellectual Property Rights Alternatives: The Respondent shall include in their Offer a proposal which ensures TJJD remains operational, without interruption to TJJD 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.

F. TRAINING - INSTALLATION AND DEINSTALLATION:

1. Respondent shall provide one-time initial training to 65 to 75 staff per year, via onsite or virtually, and one-time annual refresher training via onsite or virtually to TJJD at no additional cost throughout the term of the agreement. Subsequent trainings may be requested by TJJD.

2. All needed documents, workbook, and other materials for all scheduled trainings will be provided by the respondent.

a. On-Site Locations: Houston District Office, Fort Worth District Office, and San Antonio District Office, Tamaya Halfway House, Ayers Halfway House, and Shaffer Halfway House. Addresses listed in Attachment 1.

G. PERFORMANCE STANDARDS:

1. Acceptable Quality Level (AQL): The Respondent recognizes that TJJD is paying the

Respondent to deliver the services specified herein. Respondent is required to meet a minimum quality level to include at least a ninety-nine percent (99%) system uptime. The AQL is defined as the level of service at which the system 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 the System: In the event TJJD or it’s Contract partners are unable to access the system and such event was caused by Respondent’s failure to provide system 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 system for more than four (4) consecutive hours, Respondent will deduct 1/30th of its monthly charge. Respondent's scheduled maintenance shall not be deemed to be a failure of Respondent to provide access.

H. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. 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.

2. All deliverables must be submitted in a format approved by the TJJD Contract Manager.

3. 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.

4. A request for a revised schedule must be reviewed and approved by the TJJD Contract Manager before any changes in scheduling will be permitted. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the facts related to the request for a revised schedule.

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

6. Relevant quality assurance processes will apply, such as change management, acceptance, and risk and issue management. Respondent will utilize an agreed-upon Project Management methodology.

I. RESPONDENT QUALIFICATIONS:

The Respondent shall have the experience and qualifications required to provide the products and services requested in this 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 and/or Key Personnel must have a minimum of five (5) years’ experience in providing an electronic monitoring system for offenders.

J. PERSONNEL QUALIFICATIONS:

1. Key technical staff must be available twenty-four (24) hours per day, seven (7) days per week to provide Technical Support.

2. TJJD and the Respondent shall agree to designate specific members of the Respondent’s project team as “Key Personnel.” “Key Personnel” will be those individuals essential to the project and services being provided. Specific conditions and requirements of Key Personnel will be defined after the contract award.

3. TJJD prefers that the Respondent personnel have extensive experience and high skill levels in areas related to the services requested in this solicitation. These skills should include:

a. Excellent written and oral communication skills with the ability to communicate with people of varying technical skills;

b. Understanding the flow of data within these systems;

c. Developing and presenting training materials for end users and technical staff;

d. Developing documentation of the type specified in this solicitation; and

e. Providing project management services.

K. 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 the Respondent’s initial proposal. Respondent must obtain prior approval from TJJD before Respondent enters into any subcontracting agreement, both in the present Contract as well as subsequent Contracts. TJJD must approve all subcontractors and subsequent Contracts and obtain prior approval from TJJD before the 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. The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

L. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at HOUInvoice@tjjd.texas.gov.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice, or a 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 amount of services provided, the name and division of the TJJD Contract Manager, Awarded 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.

M. 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.

N. Business Continuity and Disaster Recovery Plan mailto:HOUInvoice@tjjd.texas.gov

Respondent must submit a business continuity and disaster recovery plan detailing how the Respondent proposes to meet the specifications in the event the Respondent’s service is interrupted.

The plan must detail the Respondent’s backup and recovery process as part of their proposal.

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

Issue solicitation Non- Mandatory Preproposal Conference Deadline for Submission of Questions Deadline for Answers to Questions Deadline for Submission of Proposals Complete Evaluation and Review of Proposals Presentations Execute Contract Commence Services

December 19, 2025 January 6, 2026 January 9, 2026, 3:00 P.M. CST January 13, 2026 January, 20, 2026, 2:30 P.M.

January 23, 2026 January 30, 2026 TBD February 16 2026 March 01, 2026

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

Preproposal Conference Information:

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Meeting ID: 294 460 831 989 65

Passcode: 8VM2Fp2B

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 ensure 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 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjIzNGI2OTYtN2I0Mi00ZDkyLWJkNGUtNjI3ZmU4OTAzOTQ0%40thread.v2/0?context=%7b%22Tid%22%3a%229a8daaa9-08e8-4b8b-9e7f-d3c33453f4cb%22%2c%22Oid%22%3a%2210fbc418-27f0-40ea-904b-57c48d937f6c%22%7d

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 Contracts E-bids email box 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 limited to 10 mb in an email and emailed to the TJJD Contracts E-bids email box listed in this solicitation. Large files may be sent in multiple emails, limited to 5 emails. The email subject line must have the solicitation number, the respondent's name, and the 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 twenty (120) days or until an award is made by TJJD, whichever is later.

f. Respondent is responsible for all of Respondent’s 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 (TPI), 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 PR material, etc., shall not be submitted.

j. Telephone, mail, or Facsimile transmission of the 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’s 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 the requested information. A proposal submitted without this information will be evaluated accordingly. 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, addenda (if applicable), all signed TAB 2 Company Information and organization, organization profile, and qualifications, TX-Ramp Certification TAB 3 Work Plan- Devices, Monitoring Services, Training, and Personnel Qualifications TAB 4 Preferences (Attachment 1) TAB 5 Execution of Offer (Exhibit A) TAB 6 Price form (Exhibit B) TAB 7 References TAB 8 Samples of Standard Reports TAB 9 Statement of Data Security (Exhibit C) TAB 10 Solicitation Exceptions and/or Assumptions TAB 11 HUB Subcontracting forms Exhibit E- (keep in if applicable-delete this note)

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 a summary of proposed features, signed.

b. A cknowledgement of solicitation addenda, if applicable, signed; and

TAB 2:

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, includes the date and state of incorporation

3. Primary Service location(s)

4. Physical and mailing address, if different

5. Other service locations

6. Telephone

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 the 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 the company have been involved in over the past five (5) years.

b. Company Organization, Organization Profile, and Qualifications 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.

c. Financial Requirements Respondents shall be in good financial standing and current in payment of all taxes and fees, such as state franchise fees.

Respondent must have the financial capacity to perform the requirements in accordance with the Contract. TJJD will review the Respondent's audited or unaudited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the Respondent'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 three years. If the Respondent has been in business for less than three years, the requirement is for all available years. For any financial statements submitted at a level above Level 1, the 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):

a) 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.

b) 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.

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

d) 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 regard to the statements. If the CPA is not independent, the report must state that the accountant is not independent.

e) Level 5 – Properly classified and presented balance sheets and income statements generated by the Respondent’s accounting system. The submission must state the basis on which the statements are created and must be certified as true and reliable by an officer of the Respondent’s business.

d. TX-RAMP Level 2 Certification

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

TAB 3: Work Plan, Personnel and Qualifications (30 Points)

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

Provide a detailed description of the proposed electronic monitoring system and products.

2. Explain how the project will be administered.

3. Include the proposed staffing structure through project completion; and

4. An implementation plan that starts from the date of the signing of the Contract and includes data migration, training of TJJD personnel, and delivery of products. Limit responses to facts, solutions to problems, and plans of proposed action.

5. Provide key personnel and describe services your organization and/or key personnel have provided in the past five (5) years that demonstrate your organization’s capability to carry out the proposed services. Include the nature of the services provided, the scope of activities, and the organization for which the service was provided. Also, provide the level of expertise in providing electronic monitoring services of youth on parole.

a. Device: Respondent shall provide: (30 Points)

1. Description of devices. Respondent can provide options available for each device.

2. Description of battery life and charging options for each device.

b. Dashboard - Monitoring Services: Respondent shall provide: (20 Points)

1. Description of tracking capabilities and setting up of zones.

2. Description of dashboard.

c. Training: Respondent shall provide: (10 Points) Describe the training your company can provide according to the training needs mentioned in this solicitation.

NO PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

TAB 4: Preferences:

Describe all procurement preferences to which the Respondents are entitled under the 43 TAC 20.306, Texas Administrative Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas. Attachment 1.

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

TAB 6: Price Form (Exhibit B) Provide and submit Exhibit B with the proposal.

TAB 7: References: (P/F) 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 Respondent 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 8: Sample of Standard Reports:

Respondent to provide samples of usage reports, assigned EM, agents, locations, alerts, inventory report, and available inventory report.

TAB 9: Statement of Data Security (Exhibit C) Complete the Statement of Data Security and submit a signed document (Exhibit C) with the proposal.

TAB 10: 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, the 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.

TAB 12: HUB Subcontracting Plan (HSP) (Exhibit E)

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

D. Historically Underutilized Business

TJJD promotes and encourages contracting and sub-contracting opportunities for the State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to subcontract with HUBs and may obtain assistance from TJJD to identify available HUBs, both prior to, and after the award of any Contract(s) 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 (CPA). 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 the 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 E. A proposal submitted in response to this solicitation that does not contain a HUB Subcontracting Plan, or if the plan submitted is determined not to be in good faith, will be considered non-responsive and disqualified.

The link to the CPA internet site for information regarding the HSP is:

https://comptroller.texas.gov/purchasing/vendor/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 E.

TJJD has provided a Good Faith Effort of 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 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:

Class Item Description

838 23 Batteries, Communication, Radio, Telephone, etc., 838 83 Telecommunication, Internet Protocol, Network Monitoring, Surveillance, Intrusion Detection Systems and Networking Products

838 85 Telecommunication Parts and Accessories (Not Otherwise Classified)

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 both contract specialists by email to:

Primary Contact:

Vickie Griffin, CTCM, CTCD Email: vickie.griffin@tjjd.texas.gov Phone:512-490-7148

Secondary contact:

Deanna Kinsfather, CTCM, CTCD Email: deanna.l.kinsfather@tjjd.texas.gov

Telephone: (512) 490-7130

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 the respondent does not have Internet access, copies may be obtained through the point of contact listed above.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:vickie.griffin@tjjd.texas.gov mailto:deanna.l.kinsfather@tjjd.texas.gov http://www.txsmartbuy.com/esbd

3. Other 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 Respondent or Respondent’s representatives. Failure to observe this restriction may result in the disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation.

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

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

F. THE TJJD REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, must be made through t h e 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 R espondents through the ESBD by addendum(s). Respondent should rely solely on the written information provided in this manner.

Respondent is specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing Respondent's proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondent i s specifically cautioned against relying on any oral information. The responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addenda 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:

Respondent 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 and therefore Respondent will not include any confidential or proprietary information in such inquiries. TJJD will not identify the Respondent who submitted any particular inquiry.

I. DELIVERY OF PROPOSALS:

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

tjjd-contracts-ebids@tjjd.texas.gov

2. Proposals received by email to TJJD after the deadline stated in the Schedule of Events in this section will be disqualified and 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 the 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 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:

The selection of proposals 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 resolicit this solicitation or 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.