ESBD_533979_1782938136685_RFP_644-26-062926.pdf

Texas Juvenile Justice Department 1801 N. Congress

Ave., Suite 13.14000 Austin, TX 78701

REQUEST FOR PROPOSAL

Evins State Juvenile Correctional Facility Control

Panel - Sally Port Replacement

RFP# 644-26-062926

NIGP Class/Item 936-00, 936-23 & 936-37

Posting Date: July 1, 2026

Table of Contents

Definitions & Acronyms 3

Section I General Information 4

Section II Scope of Work 5

Section III Proposal Submittal Information 9

Section IV General Requirements 20

Exhibit A Execution of Offer 21

Exhibit B Price Form 23

Exhibit C Preferences 24

Exhibit D Terms & Conditions 25

Exhibit E VETHUB Subcontracting Plan (HSP) 43

Attachment 1

Section 28 02 00 – Basic Materials and Methods for Safety and Security Systems

Attachment 2 Sally Port Drawings

Definitions & Acronyms

1. ADDENDUM: A written additional, change, or supplement to a solicitation issued prior to the opening date.

2. AMENDMENT: Written addition or change to a contract.

3. AWARD: The act of accepting an offer, thereby forming a contract between the state and vendor.

4. BID TABULATION: The recording of bids and bid data submitted in response to a solicitation.

The bid tabulation is used for comparison, analysis, and record keeping.

5. BUSINESS DAYS: Business days are defined as any day that is not a Saturday, Sunday, or legal holiday, typically spanning Monday through Friday. These days represent when most businesses, banks, and financial institutions are operational. They are standard for calculating shipping, contractual deadlines, and financial transactions.

6. CALENDAR DAYS: A calendar day is a full 24-hour period, typically measured from midnight to midnight, representing every day on the calendar, including weekends and public holidays.

7. CLOSING DATE: The date and time that offers or proposals are due in response to a solicitation. Used interchangeably with the term “Opening Date”.

8. CONTRACT: An agreement between parties, creating mutual obligations that are enforceable by law.

9. CONTRACT EXECUTION: Means the performance of all acts necessary to render the Contract complete and legally binding between two or more parties.

10. CONTRACT MANAGEMENT: Means a core function that involves the continual monitoring of a Contractor’s performance to ensure its compliance with the terms and conditions of the Contract.

11. CONTRACT TERM: Means the period of time beginning with the commencement date or Effective

Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

12. CONTRACTOR: means the Party selected to provide the Goods or Services to the State under the Contract.

13. ELECTRONIC STATE BUSINESS DAILY (ESBD) – An online application, administered by SPD, that published solicitations for the purpose of informing vendors of procurement opportunities and provides public notice of contract award.

14. LATE RESPONSE: A response that is received after the date and time established for the receipt of responses to a solicitation.

15. NEGOTIATIONS: A dialogue where two or more sides work together to reach an agreeable solution.

16. NOTICE OF AWARD: An official announcement of an executed contract. For SPD, the term also refers to a letter signed by the Deputy Comptroller or designee which creates a contract.

17. POSTED DATES: The date a document is made available online to the public.

18. PROPOSAL: An offer to contract with the State, submitted in response to an RFP.

19. REQUEST FOR PROPOSALS (RFP): A written solicitation requesting the submission of proposals.

20. RESPONSIVE: The bid, offer, or proposal complies with all material aspects of the solicitation document, including submission of all required documents.

21. RESPONDENT: An individual or entity that submits an offer or proposal. The term includes anyone acting on behalf of the individual or entity that submits an offer or proposal, such as an agent, employee, and representative.

22. SCOPE OF WORK (SOW): A section of a solicitation that provides a description of the products and services to be provided by the vendor.

23. SERVICE: The furnishing of skilled or unskilled labor or professional work.

24. SOLICITATION: A document such as an IFB, RFO, RFP, or RFQ requesting responses from vendors to provide specified goods and services. The term also refers to the process of obtaining responses from vendors to provide specified goods and services.

25. SPECIFICATIONS: The “line item” descriptors within a solicitation that define the good or service that the vendor must offer to be considered for award.

26. STATUE: A law enacted by the state or federal government.

27. VENDOR: a person or entity that sells goods or services to customers, functioning as the final link in the supply chain to consumers or businesses.

https://www.txsmartbuy.gov/esbd

A. INTRODUCTION:

SECTION I

GENERAL INFORMATION

The Texas Juvenile Justice Department (TJJD) is soliciting proposals from qualified and experienced Respondents for the replacement and installation of the Control Panel - Sally Port at the Evins State Juvenile Correctional Facility. This solicitation seeks a vendor with demonstrated expertise in secure gate and access control systems to ensure safe, reliable, and compliant operation in a correctional environment. Respondents must hold all required, current, and applicable licenses and certifications and be capable of providing all labor, materials, equipment, and supervision necessary to perform the services in accordance with TJJD requirements and applicable standards.

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 period of performance shall continue until the Control Panel and Gate Controllers are installed and fully operational, with an estimated construction duration of six (6) months.

Term: 09/01/2026 – 08/31/2027

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Evelyn Green Texas Juvenile Justice Department 3555 Timmons Lane, Ste. 1535, Houston, TX 77027 Telephone: 512-490-7199 Email: Evelyn.T.Green@tjjd.texas.gov

Secondary Contract Specialist Contact: Charles Matuke Texas Juvenile Justice Department 1801 N.

Congress Austin, Texas 78701

Telephone: (512) 490-7130;

Email: Charles.P.Matuke@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 TJJD 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:

2. TJJD Veteran Heroes United in Business (VetHUB) Coordinator

Name: Kellie Love Telephone: 254-218-2065 Email: Kellie.Love@tjjd.texas.gov mailto:Evelyn.T.Green@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov mailto:Kellie.Love@tjjd.texas.gov

E. ADDITIONAL INFORMATION

a. It is the intention of TJJD to issue one Contract(s) 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

Use of Solicitation Information in Conjunction with Attachment 1 The information provided in this Solicitation is intended to be read and used in conjunction with Attachment 1, attached hereto and incorporated by reference, titled “Section 28 02 00 – Basic Materials and Methods for Safety and Security Systems.” Attachment 1 provides the detailed requirements, specifications, and instructions necessary for full compliance.

Respondents are responsible for reviewing and following both the Solicitation and Attachment 1 in their entirety to ensure that all requirements are fully understood and properly addressed when preparing and submitting Proposals. Reliance solely on the information contained in the Solicitation, without reference to the detailed requirements in Attachment 1, may result in an incomplete or denial of a Proposal.

A. STATEMENT OF WORK:

The Texas Juvenile Justice Department (TJJD) is seeking a qualified Respondent who shall provide all labor, materials, equipment, tools, supervision, and incidentals necessary to remove, replace, and install control panels and gate operator systems for the Sally Port at the Evins State Juvenile Correctional Facility. Services shall include, but are not limited to, assessment of existing equipment, installation of new components, system integration, testing, and verification of proper operation. All work must be performed in accordance with applicable federal, state, and local laws, manufacturer specifications, industry standards, and TJJD security, safety, and facility requirements according to the scope of work.

B. SCOPE OF WORK:

a) The Work included under this Contract consists of the furnishing and installation of all labor, material, tools, equipment and services necessary and required to form the complete and functioning electronic safety and security systems in all of its various phases, all as shown on the accompanying Drawings and/or described in these Specifications. The contractor shall review all pertinent drawings, including those of other contracts prior to commencement of Work.

b) This Division requires the furnishing and installing of all items Specified herein, indicated on the Drawings or reasonably inferred as necessary for safe and proper operation; including every article, device or accessory (whether or not specifically called for by item) reasonably necessary to facilitate each system's functioning as indicated by the design and the equipment specified. Elements of the work include, but are not limited to, materials, labor, supervision, transportation, storage, equipment, utilities, all required permits, licenses and inspections. All work performed under this Section shall be in accordance with the Project Manual, Drawings and Specifications and is subject to the terms and conditions of the Contract.

c) The approximate locations of Security items are indicated on the Drawings. These Drawings are not intended to give complete and accurate details in regard to location of outlets, apparatus, etc. Exact locations are to be determined by actual measurements at the building, and will in all cases be subject to the Review of the Owner or Engineer, who reserves the right to make any reasonable changes in the locations indicated without additional cost to the Owner.

d) Items specifically mentioned in the Specifications but not shown on the Drawings and/or items shown on Drawings but not specifically mentioned in the Specifications shall be installed by the Contractor under the appropriate section of work as if they were both specified and shown.

e) Any discrepancies within the Contract Documents or between the Contract Documents and actual job-site conditions shall be reported to the Owner or Engineer so that they will be resolved prior to bidding.

Where this cannot be done at least 7 working days prior to bid, the greater or more costly of the discrepancy shall be bid. All labor and materials required to perform the work described shall be included as part of this Contract.

f) It is the intention of this Section of the Specifications to outline minimum requirements to furnish the Owner with a turn-key and fully operating system in cooperation with other trades.

g) It is the intent of the above "Scope" to give the Contractor a general outline of the extent of the Work involved; however, it is not intended to include each and every item required for the Work. Anything omitted from the "Scope" but shown on the Drawings, or specified later, or necessary for a complete and functioning Safety and Security system shall be considered a part of the overall "Scope".

h) Coordinate with other contractors on items required for the proper functioning of Safety Security system and indicated as provided by others, such as power, backboxes, conduits, sleeves, air conditioning, structural support, etc.

i) Contractor shall participate in the commissioning process; including but not limited to meeting attendance, completion of checklists and participation in functional testing.

C. 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 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.

Table 1. Deliverable List Format

Deliverable No. Deliverable Description Estimated Due Date

1 Preconstruction Meeting 10/01/26

2 Order and Delivery of Materials

11/01/26

3 Install 11/01/26 – 05/01/27

4 Project Completion 06/01/27

D. TRAINING:

OPERATOR TRAINING

a. The Contractor shall furnish the services of factory trained specialists to instruct the Owner's operating personnel. The Owner's operator training shall include 12 hours of onsite training in three 4-hour shifts.

b. Before proceeding with the instruction of Owner Personnel, prepare a typed outline in triplicate, listing the subjects that will be covered in this instruction, and submit the outline for review by the Owner. At the conclusion of the instruction period obtain the signature of each person being instructed on each copy of the reviewed outline to signify that he has a proper understanding of the operation and maintenance of the systems and resubmit the signed outlines.

c. Refer to other Division 28 Sections for additional Operator Training requirements.

E. RESPONDENT QUALIFICATIONS:

1. Safety and Security Contractor shall submit a list of the Contractor’s previous projects that demonstrate qualification for this project. This list shall include, but not be limited to:

a. At least ten (10) other projects in the last five (5) years

b. Name and location of project

c. Project contacts, email addresses, and phone numbers

d. Total square footage

e. Total number of devices

f. Types of system platform

2. Safety and Security Contractor shall submit an up-to-date and valid statement of qualifications for those assigned to perform the work specified herein at time of bid submission.

a. Safety and Security Contractor Employees

b. Subcontractors

3. Manufacturer certifications for Contractor and installers.

F. PERSONNEL QUALIFICATIONS:

1. Key technical staff must be available to respond to Technical Support requests within two (2) hours, seven (7) days per week.

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 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.

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 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 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.

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, Suite ** 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 amount of services provided, the name and division of TJJD Contract Manager, vendor 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.

J. Business Continuity and Disaster Recovery Plan

Respondent shall 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 shall detail the Respondent’s backup and recovery process as part of their proposal.

mailto:tjjdinvoice@tjjd.texas.gov

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 TIME

Issue Solicitation 7/01/2026 3:00PM C.T.

Pre-Proposal Conference (Via Microsoft Teams) 7/09/2026 1:30PM C.T.

Mandatory Site Visit one (1) 7/09/2026 2:00PM C.T.

Deadline for Submission of Questions 7/17/2026 3:00PM C.T.

Deadline for Answers to Questions 7/24/2026 4:00PM C.T.

Deadline for Submission of Proposals 7/31/2026 3:00PM C.T.

Complete Evaluation and Review of Proposals 8/7/2026 5:00PM C.T.

Execute Contract 09/01/2026 3:00PM C.T.

Commence Services 10/01/2026 8:00PM C.T.

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

Site visit and Pre-Proposal Conference Information:

Pre-Proposal Conference Information: The pre-proposal conference will be held 30 minutes prior to the site visit.

• Pre-Proposal Conference 7/9/2026 – 1:30PM C.T.

Site Visit Information: There will be ONE (1) mandatory site visit held on:

• Site Visit (1) 7/9/2026 - 2:00PM C.T.

Address: Evins State Juvenile Correctional Facility 3801 E Monte Cristo Rd. Edinburg, TX 78542

Site visit point of contact: Rodolfo “Roy” Medrano Cell: 956-566-0393 Email: Rodolfo.Medrano@tjjd.texas.gov

Site Visit Information: There will be ONE (1) mandatory site visit. Prospective Respondents who intend on providing a BID for this opportunity shall attend one of the two mandatory site visits in accordance with the schedule of events above. Failure to attend either mandatory site visit will result in the prospective Respondents BID/proposal considered non- responsive.

Prospective Respondents who plan on attending either site visits shall email evelyn.t.green@tjjd.texas.gov within one (1) week prior to each site visit.

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 shall 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 mailto:Rodolfo.Medrano@tjjd.texas.gov mailto:evelyn.t.green@tjjd.texas.gov

Proposal. Proposals shall be submitted under the tabs as described above.

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

b. Proposals shall be received by TJJD by email to the TJJD Contracts E-bids email box listed in this solicitation.

Proposals shall 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 Contracts E-bids email box listed in this solicitation. The email subject line shall 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 twenty (120) days or until 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 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 shall be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1Transmittal Letter, addendums (if applicable), all signed TAB 2 Company Information and organization, organization profile and qualifications TAB 3 Work Plan-System Requirements, Training, Personnel qualifications TAB 4 Preferences 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 F) TAB 10 Solicitation Exceptions and/or Assumptions TAB 11 VETHUB Subcontracting Plan (HSP)Exhibit E

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

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, 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. Company Organization, Organization Profile and Qualifications (10 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. NO PRICING

DATA SHALL BE SUBMITTED IN THIS TAB.

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 audited or un-audited financial statement in accordance with Texas Government

Code, Title 10, Subtitle D, Section 2156.007, to evaluate the Respondent 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 less than three 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):

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 regards to the statements. If the CPA is not independent, the report must state 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.

TAB 3: Work Plan: Respondent shall provide:

1. Description of how Respondent intend to meet the goals as stated in this solicitation. Provide a detailed description of the proposed juvenile assessment system;

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, user testing, rollout and initial implementation.

Provide timeline for training and rollout per facility. Limit responses to facts, solutions to problems and plans of proposed action.

a. Training: Respondent shall provide:

Describe the training your company can provide according to the training needs mentioned in this solicitation.

b. Personnel Qualifications:

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, scope of activities, and the organization for which the service was provided. Also, provide any experience in providing similar services to public entities.

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. Exhibit C.

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 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 n umber;

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 standard case management and management reports.

TAB 9: Statement of Data Security (Exhibit F) Complete the Statement of Data Security and submit signed document (Exhibit F) with 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. I f 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.

TAB 11: VETHUB Subcontracting Plan (HSP) (Exhibit E)

Respondent is to provide a VETHUB Subcontracting Plan (HSP) with their proposal. The form to be used is attached as Exhibit E.

D. Veteran Heroes United in Business

TJJD promotes and encourages contracting and sub-contracting opportunities for the State of Texas Veteran Heroes United in Business (VetHUBs). Successful Respondents are strongly encouraged to subcontract with HUBs. They may obtain assistance from TJJD to identify available HUBs, both before and after the award of any Contract(s) from TJJD. TJJD and its contractors shall make a reasonable, good-faith effort to meet or exceed the statewide HUB participation goals set by the Texas Juvenile Justice Department. TJJD uses CPA policies regarding HUBs.

Respondent must state whether it is a Texas Certified VetHUB. If yes, submit a copy of the registration.

Respondent must submit a HUB Subcontracting Plan (HSP) with the proposal to be considered responsive. The HSP completion forms 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 website for information regarding the HSP is:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php. Respondent shall state its willingness to submit monthly compliance reports regarding its HSP.

TJJD has determined that there are probable subcontracting opportunities within the scope of work for this proposal/offer. Please complete the HUB Subcontracting Plan forms and instructions in Exhibit E.

TJJD has made a reasonable faith effort to identify potential areas of subcontracting based on its understanding of this procurement request. Respondents are not limited to the potential subcontracting areas listed below. TJJD is relying on the Respondent’s expertise to fully identify subcontracting opportunities that best align with 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:

Class Item Description

936 00 Equipment Maintenance and Repair Services for General Equipment

936 23 Door Automatic Operator Installation, Maintenance and Repair

936 37 Gates, Electric, Card Reader, etc. Maintenance and Repair

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 specialist by email to:

Primary Contact:

Evelyn Green, CTCM, CTCD Evelyn.T.Green@tjjd.texas.gov 512-490-7199

Secondary Contact:

Charles Matuke, CTCM, CTCD Charles.P.Matuke@tjjd.texas.gov 512-490-7130

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

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 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 OR emailed to the potential Respondents 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 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:Evelyn.T.Green@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov https://www.txsmartbuy.gov/esbd requirements of the solicitation.

If this solicitation is amended by addendum all terms and conditions which 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 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 thru 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 proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondent is 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:

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 that submitted any particular inquiry.

H. 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.

3. The Agency will not accept solicitation responses or proposal documents that are encrypted, password-protected, or otherwise secured in a manner mailto:tjjd-contracts-ebids@tjjd.texas.gov that prevents immediate access by the Agency at the time of submission opening.

Responses submitted in an encrypted or password-protected format will be considered non-responsive and will not be evaluated.

I. 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 Contract award.

J. 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 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. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to anyone 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 to provide the required service(s). Respondent’s responses will become part of Respondent’s 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.

3. The Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation. Minor irregularities: 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 the proposal 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 - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity.

4. The Evaluation Committee will determine the Respondent’s proposal to select for award of a Contract. The proposals meeting the minimum qualifications described in this solicitation, will be scored and ranked. 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. TJJD would request BAFOs by email.

5. 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 Vendor Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/vendor-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.

6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria, in https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ 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:

a. A grade lower than “C” in the Vendor Performance System;

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

c. Having repeated negative Vendor Performance Reports for the same reason; or

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

Vendor performance information is located on the CPA web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ . This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

7. TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of vendor 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.

K. EVALUATION CRITERIA

The evaluation process includes an evaluation of the written proposal which may result in scoring to develop a short list of Respondents that may continue to the best and final offer (BAFO) stage or result in one Respondent that is to be awarded if that Respondent clearly outscores all other

Respondents. The BAFO stage may possibly include oral presentation, demonstrations, discussions, and/or site visits in an effort to fully understand a Respondents capability. 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 of the “short list” using the same criteria and will use these scores as the final evaluation scores.

TJJD reserves the right to request additional information in an effort to fully understand a Respondent’s capabilities.

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

A. Relevant Experience and Qualifications 25%

B. Methodology/ Budget & Schedule Compliance/ Quality Control/Safety 15%

C. Pricing 30%

D. Quality Control Program & Safety Program 10%

E. Goods provided 20 %

100%

EVALUATION CRITERIA

Completeness of Response

Responses to this solicitation must be complete and responsive. Responses that do not include the proposal content requirements identified within this RFP (under Proposal…