Full-Body_Scanner_System_for_the_Adult_Detention_Facility_(Addendum_#2_Revision).pdf

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Collin County, TX

REQUEST FOR PROPOSAL

2026-155

FULL-BODY SCANNER SYSTEM FOR THE ADULT DETENTION FACILITY

RELEASE DATE: August 17, 2026

RESPONSE DEADLINE: September 17, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2026-155 Title: Full-Body Scanner System for the Adult Detention Facility

Table Of Contents

1. INTRODUCTION

2. PURPOSE/SCOPE OF WORK

3. SPECIAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. EVALUATION CRITERIA AND FACTORS

6. PRICING PROPOSAL

7. GENERAL INSTRUCTIONS

8. TERMS OF CONTRACT

9. VENDOR RESPONSE AND PROPOSAL FORMAT

Attachments:

A - 2026-155_LEGAL_NOTICE

B - CIQ Form

C - W9

D - Exceptions

E - Attachment A - Proposed Cost Worksheet

F - Attachment B - Requirements

1. INTRODUCTION

1.1. SUMMARY

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for full-body scanner, and all necessary peripherals and equipment for the admissions area of the Collin County Detention Facility. This RFP will also include professional installation and configuration services and rapid response technical hardware and software support (not to exceed a four (4) hour turnaround).

1.2. BACKGROUND

As part of its public-safety mission, Collin County Sheriff’s Office (CCSO), 4300 Community Ave., McKinney, TX

75071, operates a 1,478-bed county jail, including a stand-alone minimum-security facility with 192 beds. In recent months, the jail’s average daily population has trended over 1,000.

The detention officers in admissions screen approximately 15,000 persons brought to the county jail each year. Screening includes searches and property checks under 37 Texas Administrative Code Chapter 265.

These officers would use a new full-body scanner system to help perform this work. These officers create a new record—a “jailing”—for each arrested person taken into admissions. A jailing contains certain information, such as the person’s name, TRN (incident tracking number), charge and arrest information, and criminal-history information.

The County’s facilities for an arrested person’s first appearance before a magistrate are inside the county jail’s admissions area. The magistrate does things like set bail and decide conditions of pretrial release (or denial of bail). Afterwards, detention officers release these persons from jail, or they transfer them to the jail’s housing areas.

1.3. TIMELINE

RFP Released: August 17, 2026

Pre-Bid Meeting Time Slot 1 (Mandatory): August 24, 2026, 10:00am

Collin County Justice Center, 4300

Community Ave., McKinney, TX 75071 (meet in lobby)

Pre-Bid Meeting Time Slot 2 (Mandatory): August 27, 2026, 1:00pm

Collin County Justice Center, 4300 Community Ave., McKinney, TX 75071 (meet in lobby)

Deadline for Submission of Questions: September 4, 2026, 5:00pm

Response Submission Deadline: September 17, 2026, 2:00pm

Estimated Demonstrations Optional: October 16, 2026

Estimated Award of RFP: November 17, 2026

2. PURPOSE/SCOPE OF WORK

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for full-body scanner, and all necessary peripherals and equipment for the admissions area of the Collin County Detention Facility. This RFP will also include professional installation and configuration services and rapid response technical hardware and software support (not to exceed a four (4) hour turnaround).

2.1. Goals & Objectives

Collin County’s goal is to implement a full-body scanner system that is capable of detecting metallic and non-metallic contraband (e.g., drugs, weapons, cell phones and electronics, money, tattoo instruments, food, alcohol, or tobacco products) (i) on a person or (ii) inside a body cavity. This solution should be highly functional and easy to manage while providing an extremely business friendly user experience. Key objectives are to:

1 Increase security effectiveness

2 Improve operational efficiency

3 Improve threat identification

2.2. Business Drivers

Key business drivers for this solution:

1 Ability to accurately, quickly and efficiently move inmates thru the screening experience.

2 Simplify the user experience for detention staff (users)

3 Decrease introduction of contraband into the secured perimeter of the detention facility.

2.3. Specifications

This project consists of, but not limited to, the following preferred general requirements:

1 Scanning Solution: The solution should discuss the important aspects of an officer’s use of the full-body scanner, including scanning or imaging steps, process, and time to screen each person. A solution should discuss the user interface and its features and options (e.g., touch screen monitor or tablet computer). The solution should also include pictures of the user interface. Please describe any requirements or limitations related to use of the system (e.g., clothing or carried items).

2 A solution should discus threat identification and analysis, supported by sample images. It should include information about the system’s accuracy and reliability, including false negatives and false positives.

3 A solution should discuss the system’s automated or AI image analysis or threat assessment or any options for such functionality.

4 A solution should discuss the system’s key components, including its image-capture system, and key technologies (e.g., transmission x-ray, backscatter x-ray, digitalized x-ray, metal detection, continuous wave, or millimeter wave).

5 A solution should discuss how the system saves and exports images or videos, including the image formats for export.

6 Assuming that the system keeps a record of all scans of a person, a solution should include information about the system’s recordkeeping and recordkeeping options. A process and management system for record expunctions need to be provided. A solution should describe the system’s operating software and how the system connects—or the options to connect the system—to the county jail’s Odyssey records-management or other systems.

7 A solution should discuss available options, including cameras or sensors.

8 A solution should discuss the health risks associated with the technology and the related constraints and limits for safe use on and by persons, including the means of keeping a record of each detained person’s exposure to possibly harmful x-rays. A solution should also discuss tracking health risks to jail personnel using the system. A solution may also discuss risk-reduction measures (e.g., a bystander radiation-exclusion zone) or strategies for safer and healthier use.

9 Features: The desired solution will provide a full-body scanner system that is capable of detecting metallic and non-metallic contraband (e.g., drugs, weapons, cell phones and electronics, money, tattoo instruments, food, alcohol, or tobacco products) (i) on a person or (ii) inside a body cavity.

10 Technical:

The product(s) offered should meet or exceed the following approximate dimensions and configuration:

Body scan room dimension are approximately 350 square feet dimensions 22’ wide by 16’ 7” long by 8’ tall.

Must include ADA accessibility ramps.

Inspection chamber: Open portal / Walkthrough design

Power requirements: standard 110/120VAC ±10 % single phase

Protection: 1kVA isolation transformer with surge protection

Operating duty cycle: 100% duty cycle 24/7/365

Throughout capacity: Up to 600 persons an hour

Image visualization: Real-time

Inspection: Full-body inspection

Beam direction: horizontal or vertical

Detector type: linear array, 1.5 mm pixels detector plate

Penetration: Minimum 34-38 mm steal

Automatic data management: After inspection image must automatically transfer to a protected format for review and database storage.

Training: Threat image projection; operator training program installed on each device

Compliance standards: Must meet all applicable laws and regulations with respect to X-ray emitting devices in compliance with U.S. Code of Federal Regulations: FAA 14 CFR 108.7 Use of X-ray Systems;

FAA 14 CFR 108.20 Use of Explosive Detection Systems; FAA 14 CFR 129.26 Use of X-ray System; CDRH 21CFR

1020.40 Cabinet X-ray Systems; UL/CSA NRTL certification to UL 61010-1 and CE compliant; Compliance with

CDRH (FDA) requirements, including all labeling requirements; FCC Class A compliant

Network: Network Ethernet capability / compatibility. The scanner shall not be connected to the County network at the time of installation. However, the network capability and compatibility is desired. The scanner must be compatible with the standard County anti-virus and other security related software in addition to any other standard software required for license compliance. Please provide a solution for network integration into Jail Management Systems.

Annual Maintenance: The Proposer’s annual maintenance program shall include radiation testing as required by the State of Texas.

Remote Connectivity: Indicate if the proposed solution(s) are compatible or has the ability to connect to a remote workstation and / or operator pedestal to accommodate possible future operational changes and / or expansion. Provide details regarding network integration and system requirements.

3. SPECIAL CONDITIONS

3.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed proposals will be received for 2026-155

Full-Body Scanner System for the Adult Detention Facility.

3.2. INTENT OF REQUEST FOR PROPOSAL

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for Full-Body Scanner System for the Adult Detention Facility

Full-Body Scanner System for the Adult Detention Facility.

3.3. TERM

The awarded vendor shall provide a minimum one (1) year warranty beginning upon final acceptance of the equipment. The warranty shall include all parts, labor, software updates, and technical support necessary to keep the equipment fully operational.

Proposers shall also provide pricing for a five (5) year maintenance and support plan that will begin after the warranty period expires. Pricing should include the annual cost for each year of coverage and clearly identify any year-over-year price increases. Any proposed increases must be fixed and included in the submitted proposal. Collin County reserves the right to negotiate warranty and maintenance terms following evaluation of the proposals received.

3.4. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

3.5. POINT OF CONTACT

Information regarding the purchasing process and the contents of this RFP may be obtained from the Collin

County Department or email Ruyue (Eleven) Ding, Senior Buyer at rding@co.collin.tx.us.

3.6. FUNDING

Funds for payment have been provided through the Collin County budget approved by the Commissioners

Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current Collin County fiscal year shall be subject to budget approval.

3.7. PRICE REDUCTION

If during the life of the contract, the offeror's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.

3.8. PRICE REDETERMINATION:

A price redetermination may be considered by Collin County only at the twelve (12) month, twenty-four (24) month, thirty-six (36) month and forty-eight (48) month anniversary date of the contract. Any request for redetermination will require a minimum of thirty (30) days written notice, prior to the date of the increase and all requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer’s direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A., Insurance Coverage Rates, etc. The Vendor’s past experience of honoring contracts at the quotation price will be an important consideration in the evaluation of the lowest and best quote. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

3.9. COMPLETION/RESPONSE TIME

Contractor shall place product(s) and/or complete services at the County’s designated location within the number of calendar days according to the schedule proposed by contractor

3.10. DELIVERY/SETUP/INSTALLATION LOCATION

Locations for delivery and installation will be stated on the Collin County Purchase Order(s). Delivery shall include assembly, setup and installation and shall be included in proposal. Below is the address for work to be completed.

4300 Community Ave. McKinney Tx, 75071

3.11. FREIGHT/DELIVERY CHARGES:

Any freight or delivery charges shall be included in the submitted pricing. No additional fees for delivery/freight/fuel surcharges or other fees shall be invoiced or paid by Collin County.

3.12. TESTING

Testing may be performed at the request of Collin County, by an agent so designated, without expense to

Collin County.

3.13. SAMPLES/DEMOS

When requested, samples/demos shall be furnished free of expense to Collin County.

3.14. EQUIVALENT MODEL SUBSTITUTION

If in these specifications, Collin County requests pricing for specific models listed in the line items and should the manufacturer discontinue or add a model during the term of the contract or any renewal periods, Vendor will keep the awarded price for the replacement model.

3.15. APPROXIMATE VALUE/USAGE

Approximate usage does not constitute an order, but only implies the probable quantity the County will use.

Estimated expenditure is Two hundred forty-two thousand ($242,000.00) for the first year upfront Costs for

Hardware, Accessories and Implementation (if applicable), plus first year Subscription Fee. The following years' subscription/maintenance cost will be subject to budget approval for that fascial year.

3.16. BACKGROUND CHECK

All Contractor employees that will be working on site or by Remote Access shall pass a background check performed by Collin County before any work may be performed. The selected contractor shall be provided the required information for background checks.

3.17. SUBCONTRACTORS

Contractor shall state names of all subcontractors and the type of work they will be performing. If a contractor fails to specify a subcontractor, then he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.

No proposer whose proposal is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original proposal without approval in writing from the Collin County

Purchasing Department.

The successful proposer further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful proposer’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

3.18. CONFIDENTIAL OR PROPRIETARY INFORMATION

Collin County is subject to the Texas “Public Information Act”, Texas Government Code Chapter

552. Contractors shall identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets. Contractors shall clearly indicate each and every section to which this applies. It is not sufficient to preface the entire proposal with a proprietary statement. State of Texas Attorney General retains the final authority as to the extent of material that is considered proprietary or confidential.

3.19. PROPOSAL SCHEDULE

Collin County reserves the right to change the schedule of events as it deems necessary.

RFP Released: August 17, 2026

Pre-Bid Meeting Time Slot 1 (Mandatory): August 24, 2026, 10:00am

Collin County Justice Center, 4300 Community Ave., McKinney, TX 75071 (meet in lobby)

Pre-Bid Meeting Time Slot 2 (Mandatory): August 27, 2026, 1:00pm

Collin County Justice Center, 4300 Community Ave., McKinney, TX 75071 (meet in lobby)

Deadline for Submission of Questions: September 4, 2026, 5:00pm

Response Submission Deadline: September 17, 2026, 2:00pm

Estimated Demonstrations Optional: October 16, 2026

Estimated Award of RFP: November 17, 2026

4. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

1. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000

iv. Professional/Errors & Omissions Liability insurance with a two (2) year extended reporting period. If you choose to have project coverage endorsed onto your base policy, this would be acceptable.

Each Occurrence/Aggregate $1,000,000

v. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $2,000,000

vi. Cyber Liability insurance for the duration of the contract for claims arising out of vendors’ services and including, but not limited to loss, damage, theft, or other misuses of data, infringement of intellectual property, invasion of privacy and breach of data. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by vendor in the contract. It shall include, but not limited to, claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion, and network security. The policy shall provide coverage for breach response costs, regulatory fines and penalties, and credit monitoring expenses with limits sufficient to respond to these obligations. If vendor maintains broader coverage and/or higher limits than the minimums shown above, Collin County requires and shall be entitled to the broader coverage and/or higher limits maintained by vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to Collin County. If coverage is written on a claims made basis, then coverage shall be maintained for three (3) years after the termination of the contract. Coverage shall be procured from an insurance company which carries a Best’s Policyholder rating of “A” or better and carries at least a Class “VIII” financial rating. Vendor shall provide certificate(s) of insurance confirming the required coverage on the standard Acord insurance certificate forms.

Additionally, Collin County doesn’t allow a limitations clause that limits the amount of damages to an amount below the required cyber liability insurance. The vendor shall be responsible for

Collin County’s data if they are breached, regardless of negligence. It shall not be the county’s responsibility to prove negligence.

Each Occurrence/Aggregate $1,000,000

2. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) days notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

3. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

4. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

5. EVALUATION CRITERIA AND FACTORS

The award of the contract shall be made to the responsible contractor, whose proposal is determined to be the best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with Texas Local Government Code

262.030.

The Evaluation Committee will review all proposals received by the Opening date and time as part of a documented evaluation process. For each decision point in the process, the County will evaluate contractors according to specific criteria and will elevate a certain number of contractors to compete against each other. The proposals will be evaluated on the following criteria.

The County will use a competitive process based upon “selection levels/phases.” The County recognizes that if a contractor fails to meet expectations during any part of the process, it reserves the right to proceed with the remaining contractors or to elevate a contractor that was not elevated before. The selection levels are described in the following sections.

Compliance Review Phase - Conformance with Mandatory Requirements (Pass/Fail)

The first part of the elevation process (the Compliance Review Phase) is to validate the completeness of the proposal and ensure that all the RFP guidelines and submittal requirements are met. Contractors may, at the discretion of the County, be contacted to submit clarifications or provide additional information. Once request has been made, contractors will have two (2) business days to respond. Incomplete or noncompliant RFPs may be disqualified.

• Conformance with RFP guidelines and submittal requirements to include proposal response to Section

6. PRICING PROPOSAL (Attachment A – Proposed Cost Worksheet), Section 2.3. Specifications

(Attachment B – Requirements)

Evaluation Phase 1 – Detailed Proposal Assessment and Cost (Maximum 100 Points)

The Evaluation Committee will conduct a detailed assessment of all proposals elevated to this Phase. See

Phase 1 below for criteria. It is anticipated that Collin County will elevate proposals scoring at least 70 points

(70%) to Evaluation Phase 2.

Evaluation Phase 2 - DEMONSTRATION, REFERENCES & INTERVIEWS (Optional - Maximum 40 Points)

The County will contact the references. These references will be asked a series of questions regarding their satisfaction with the solution and the performance of the implementation supplier. As a part of the references, the County may choose to visit sites where the proposed system is in live production.

Contractors may be invited to demonstrate their responses on-site; however, demonstrations are at the sole discretion of the committee and the committee is not obligated to request a demonstration. The demonstration is an opportunity for the evaluation committee to ask questions and seek clarification of the proposal submitted. The demonstration is not meant as an opportunity for the contractor simply to provide generic background information about the corporation or its experience. The County reserves the right to bypass Phase 2 in the evaluation process and move directly to Phase 3. See Phase 2 below for criteria.

During the interviews, the County will allow presentations to identify specific experience with systems similar to current systems operated by the County with the existing controls system and review typical graphics packages from the contractor to insure the “look and feel” of the proposed system reflects the current County control system. Several of the other evaluation criteria will be clarified and refined, including the implementation plan, technology compatibility, ability to meet facilities requirements, and cost. Proposals may be re-evaluated based upon Criteria in previous Evaluation Phases.

Evaluation Phase 3 - Best And Final Offer (BAFO)

Contractors who are susceptible of receiving award may be elevated to Phase 2 for Best and Final

Offer. Contractor will be asked to respond in writing to issues and questions raised by the County as well as any other cost and implementation planning considerations in the proposal, and may be invited to present their responses on-site. Proposals may be re-evaluated based upon Criteria in previous Evaluation Phases.

Based on the result of the Best and Final Offer evaluation, a single contractor will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the

County, it reserves the right to contact any of the other contractors that have submitted proposals and enter into negotiations with them.

Phase 1 DETAILED PROPOSAL ASSESSMENT & COST

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Overview

See detail listed in 9.2

Points Based 20 (20% of Total)

2. General Requirements

See detail listed in 9.4

Points Based 40 (40% of Total)

3. Pricing / Fees

See detail listed in 9.6.1

Points Based 40 (40% of Total)

Phase 2 DEMONSTRATION, REFERENCES & INTERVIEWS (OPTIONAL)

No. Evaluation Criteria Scoring Method Weight (Points)

1. EXPERIENCE/CREDENTIALS/REFERENCES

The County will contact the references. These references will be asked a series of questions regarding their satisfaction with the solution and the performance of the implementation supplier.

Please see detail in 9.3, 9.6.10-9.6.12

Points Based 30 (75% of Total)

2. DEMONSTRATION AND INTERVIEWS

(OPTIONAL)

Contractors may be invited to demonstrate their responses on-site; however, demonstrations are at the sole discretion of the committee and the committee is not obligated to request a demonstration. The demonstration is an opportunity for the evaluation committee to ask questions and seek clarification of the proposal submitted. The demonstration is not meant as an opportunity for the contractor simply to provide generic background information about the corporation or its experience.

During the demonstrations and interviews, the

County will assess the “look and feel” of the proposed product using detailed scripts tailored to reflect County business processes. Several of the other evaluation criteria will be clarified and refined, including the implementation strategy and plan, technology compatibility, ability to meet business requirements, and cost. In addition to the scripted demonstrations, the County will request that all Contractors elevated to this level staff a product lab to allow County staff to “touch and feel” the product with

Contractor staff available to respond to questions.

A tentative schedule for the demonstrations has been provided in Timeline. The demonstrations, if held, will be scheduled accordingly and all presenting contractors will be notified of the time and date two (2) weeks prior to their designated time. Contractors who cannot attend may be eliminated.

Proposals may be re-evaluated based upon

Criteria in Phase 1.

The county reserves the right to bypass

Product Demonstration and Interviews in

Phase 2 in the evaluation process and move directly to Phase 3.

Points Based 10 (25% of Total)

6. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Total Project Cost as specified in the proposal documents per Attachment

A (Total of Section 1 and Section 2)

1 lump sum

TOTAL

7. GENERAL INSTRUCTIONS

Definitions

1. Offeror: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Vendor/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by an Offeror.

4. RFP: refers to Request for Proposal.

5. CSP: refers to Competitive Sealed Proposal

1. If Offeror does not wish to submit an offer at this time, please submit a No Bid.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement Portal for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your Submittal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A Submittal may not be withdrawn or canceled by the Offeror prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all

Proposals/Submittals for any or all products and/or services covered in a Request For Proposal (RFP) and Competitive Sealed Proposal (CSP), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.

7. All RFPs and CSPs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the RFP/CSP number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. RFPs and CSPs may be submitted in electronic format via Collin County eProcurement Portal.

9. All RFPs and CSPs submitted electronically via Collin County eProcurement Portal. shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the RFP and/or CSP.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all RFPs and CSPs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. RFPs, and CSPs received in the Collin County Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the RFP/CSP, guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to a RFP or CSP and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the

Collin County Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County

Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via Collin County eProcurement Portal.

i. Addenda will be transmitted to all that are known to have received a copy of the RFP/CSP and related Specifications. However, it shall be the sole responsibility of the Bidder/Quoter/Offeror to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e.

https://procurement.opengov.com/portal/collincountytx telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Offeror’s receipt of any addenda issued. Offeror shall acknowledge receipt of all addenda.

14. All materials and services shall be subject to Collin County approval.

15. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

16. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

17. Offerors taking exception to the specifications shall do so at their own risk. By offering substitutions, Offeror shall state these exceptions in the section provided in the RFP/CSP or by attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein. Collin County reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the County.

18. Minimum Standards for Responsible Prospective Offerors: A prospective Offeror must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

Collin County may request documentation and other information sufficient to determine Offeror’s ability to meet these minimum standards listed above.

19. Vendor shall bear any/all costs associated with its preparation of a RFP/CSP Submittal.

20. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Offerors during the solicitation process is subject to release under the Act.

21. The Offeror shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

22. Interlocal Agreement: Successful Offeror agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin

County. Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

23. Bid Openings: All bids submitted will be read at the County’s regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should be not construed as a comment on the responsiveness of such bid or as any indication that the County accepts such bid as responsive.

The County will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Offeror upon award of the contract and, according to state law; all bids received will be available for inspection at that time.

24. Offeror shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

8. TERMS OF CONTRACT

1. A proposal, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of an Amendment.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Proposals must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

10. Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

11. If a contract, resulting from a Collin County RFP/CSP is for the execution of a public work, the following shall apply:

i. In accordance with Texas Government Code 2253.021, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of $25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th

Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

ii. In accordance with Texas Government Code 2253.021, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of

$100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the

56th Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

12. Purchase Order(s) shall be generated by Collin County to the vendor. Collin County will not be responsible for any orders placed/delivered without a valid purchase order number.

13. The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor/Contractor/Provider fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the County to purchase elsewhere and charge the full increase in cost and handling to the defaulting Vendor/Contractor/Provider.

14. Collin County Purchasing Department shall serve as Contract Administrator or shall supervise agents designated by Collin County.

15. All delivery and freight charges (FOB Inside delivery at Collin County designated locations) are to be included as part of the proposal price. All components required to render the item complete, installed and operational shall be included in the total proposal price. Collin County will pay no additional freight/delivery/installation/setup fees.

16. Vendor/Contractor/Provider shall notify the Purchasing Department immediately if delivery/completion schedule cannot be met. If delay is foreseen, the Vendor/Contractor/Provider shall give written notice to the Purchasing Agent. The County has the right to extend delivery/completion time if reason appears valid.

17. The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor/Contractor/Provider and the purchase order number must appear on all itemized invoices.

18. Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite

3100, McKinney, Texas 75071. All invoices shall show:

i. Collin County Purchase Order Number;

ii. Vendor’s/Contractor’s/Provider’s Name, Address and Tax Identification Number;

iii. Detailed breakdown of all charges for the product(s) and/or service(s) including applicable time frames.

19. Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251.

20. All warranties shall be stated as required in the Uniform Commercial Code.

21. The Vendor/Contractor/Provider and Collin County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

22. The Vendor/Contractor/Provider agree to protect Collin County from any claims involving infringements of patents and/or copyrights.

23. The contract will be governed by the laws of the State of Texas. Should any portion of the contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract shall remain in effect. The contract is performable in Collin County, Texas.

24. The Vendor/Contractor/Provider shall not sell, assign, transfer or convey the contract, in whole or in part, without the prior written approval from Collin County.

25. The apparent silence of any part of the specification as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specification shall be made on the basis of this statement.

26. Vendor/Contractor/Provider shall not fraudulently advertise, publish or otherwise make reference to the existence of a contract between Collin County and Vendor/Contractor/Provider for purposes of solicitation. As exception, Vendor/Contractor/Provider may refer to Collin County as an evaluating reference for purposes of establishing a contract with other entities.

27. The Vendor/Contractor/Provider understands, acknowledges and agrees that if the

Vendor/Contractor/Provider subcontracts with a third party for services and/or material, the primary

Vendor/Contractor/Provider (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor/Contractor/Provider and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor/Contractor/Provider by Collin County for any payments owed to the third party.

28. Vendor/Contractor/Provider shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.

29. Criminal History Background Check: If required, ALL individuals may be subject to a criminal history background check performed by Collin County prior to access being granted to Collin County facilities.

Upon request, Vendor/Contractor/Provider shall provide list of individuals to the Collin County

Purchasing Department within five (5) working days.

30. Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County. Therefore, Vendor agrees that Vendor will not use the information furnished for any purpose other than that stated in contract/agreement, and agrees that Vendor will not either directly or indirectly by agent, employee, or representative disclose this information, either in whole or in part, to any third party, except on a need to know basis for the purpose of evaluating any possible transaction. This agreement shall be binding upon Collin County and Vendor, and upon the directors, officers, employees and agents of each.

31. Vendors/Contractors/Providers must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of

America.

32. Certification of Eligibility: This provision applies if the anticipated Contract exceeds $100,000.00 and as it relates to the expenditure of federal grant funds. By submitting a bid or proposal in response to this solicitation, the Offeror certifies that at the time of submission, he/she is not on the Federal

Government’s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of proposal submission and time of award, the Offeror will notify the Collin

County Purchasing Agent. Failure to do so may result in terminating this contract for default.

33. Notice to Vendors/Contractors/Providers delivering goods or performing services within the Collin

County Detention Facility: The Collin County Detention Facility houses persons who have been charged with and/or convicted of serious criminal offenses. When entering the Detention Facility, you could:

(1) hear obscene or graphic language; (2) view partially clothed male inmates; (3) be subjected to verbal abuse or taunting; (4) risk physical altercations or physical contact, which could be minimal or possibly serious; (5) be exposed to communicable or infectious diseases; (6) be temporarily detained or prevented from immediately leaving the Detention Facility in the case of an emergency or “lockdown”;

and (7) subjected to a search of your person or property. While the Collin County Sheriff’s Office takes every reasonable precaution to protect the safety of visitors to the Detention Facility, because of the inherently dangerous nature…