FY22_Digital_Imaging_Solicitation.pdf

2022-210

Digital Imaging Services

Issue Date: 3/29/2022

Questions Deadline: 4/21/2022 05:00 PM (CT)

Response Deadline: 4/28/2022 02:00 PM (CT)

Collin County Purchasing

Contact Information

Contact: Hunter Alley Senior Buyer Address: Purchasing

Admin. Building Ste. 3160 2300 Bloomdale Rd.

Ste. 3160 McKinney, TX 75071

Phone: (972) 548-4117 Fax: (972) 548-4694 Email: halley@co.collin.tx.us

Page 1 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Event Information

Number: 2022-210 Title: Digital Imaging Services Type: Request for Proposal - HT/INS Issue Date: 3/29/2022 Question Deadline: 4/21/2022 05:00 PM (CT) Response Deadline: 4/28/2022 02:00 PM (CT) Notes:

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide offerors with sufficient information to prepare a proposal which will include services to convert paper documents to digital images for electronic storage.

Ship To Information

Address: See Purchase Order McKinney, TX 75071

Billing Information

Address: Auditor Admin. Building Ste. 3100 2300 Bloomdale Rd.

Ste. 3100 McKinney, TX 75071

Bid Activities

Pre-Proposal Conference 4/12/2022 9:30:00 AM (CT)

Pre-Proposal Conference: An optional pre-proposal conference will be conducted by Collin County on Tuesday April 12, 2022, 9:30 AM at 825 N. McDonald, Suite 100, McKinney, TX 75069 in the Records Department. This is to provide an opportunity for all interested Vendors to ask questions. All prospective offeror’s are requested to have a representative present. It is the offeror’s responsibility to review documents to gain a full understanding of the requirements of the RFP.

Bid Attachments

2022-210 LEGAL NOTICE.doc View Online

Legal Notice

General_Instructions_Proposals 09.03.21.docx View Online

General Instructions - Proposal - updated 09.03.21

Terms_of_Contract_Proposals_-_2.10.21.docx View Online

Terms of Contract - Proposals

Insurance updated 1-26-2015.doc View Online

Minimum Insurance Requirements

RFP-Digital_Imaging_Specifications_Updated_FINAL.doc View Online

Special Conditions & Specifications

Attachment A-sample scope of work PDF.pdf View Online

Attachment A: Sample Scope of Work

ATTACHMENT B pdf.pdf View Online

Attachment B

Page 2 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210 https://collincountytx.ionwave.net/VendorLanding.aspx?eq=ab)U5q)N$Z4_6a!Ekcj$Co(S(Mw)W)N$Y$Vtkb(W92!W(L(J!D61$Q90n(O4(Mh!K$G)Lq)X-a$O(Hxv$T$C-p4$U(C$Q$Ouw83i4!A!Qgbyu5(Zwt!X(M6f0!Y6v!N5)T!X4(K(Cux)R$U$N$L$N$Qm$K)R!Aq3$Nync)Qs)S(Hw https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)Za)W4$H!Im1_$N(X(Cci)D5r8r2mbw)Dr$Is_3v$D5(Jti!Qst(W(Jasw!Kp8u-y$E4(X(No!S$C4)W)A2$X(Pu6i$Mv$Iz6iah$B(I$Ynu5m$S42!Sa!X(L!K(Cg!D!U)B!V6(O-0ql(S)Vrn$Br4$U5$Aut$F10mzg https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)Vuu)L$U_!Qlgice$Lp(Y(A)C)J$Kk$Klxk(Ffm!X(Wm-6(E97i!H$Noz(Ssb(M!D-$G)T0)T$R(Wwp$Nsjx$R3i$N(K$F$W!At!W2(E!Ov(N3d8!Sbr!B)Nzf!Y(Fv(Ll)Qo-$J$B$Hi$U$W$U)Na!Y$B)U)Hr(K)Yxn!P)C(G)Z!O3$Nzg https://collincountytx.ionwave.net/VendorLanding.aspx?eq=u)I)Hv$Qhg!Htf$Sg(Og9r7(Hve-6al)Bny)Hj$Wqy6u$W8(S!M(Xo67(Q!E$Ux3p7(Wi(L!Ke5ta1s$Y4l)A)Ij$Bb84q(F$Fz36v_c$Nyuztq$I(Gy$X$U0!M4m!Gu(Hu!Mr01(Nxy!Ga!Bpo_8)Tiaidq!A https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)Yx)K$B3!E1$P(U_(Ular)Bkt)Bwv$O7$Frzsj(C7-!Tk(Zafh(H!Ylbgf8$Q_hp(N7n(L1oc!Vr3$Jo)Rsy)T$N(Wb$Y$Iv$U(H$Pay0zf_$Qx!Xf3!Rd3unybkll23q(Soola2!Ep(T!Texx!Sag)Z!De(Mf(Q https://collincountytx.ionwave.net/VendorLanding.aspx?eq=c1t2)S)U6$C!V$N(P(Rz)S)V87m$N$E(J!Go(E(N!M$Kb_62lx(Bw(A!Sa0$Z)F9)D2$Os(Ydm$Ms4$Rh$H(F$N$Psf!Iy!Q(P!I(Ug!Ew!H)M!Ufjw4i(Mi(C)H$Di9vj3g$Y$Fd3s$D$Q$Un521otnc1)Gj0!Aafugv8$V)O)A https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)O7u_)U$M9!Z3$Kp(F(Qm7okew032)Bs3id0s)O$X$B(Iuv02!Hct1(Hfu(Iv!O$Zrxm5(L(V!No4n$J377)Gr_)G$T(D-$Wu7c$Z$C(Cydc$A-ri-8wg1$F!K!K6ridtj3ld(Ux!N9z(Q3-8h!M!Ev)Ff_jw https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)Einnnj)U1$Dusw3mwwp!Mzioa1_$Jhjt(W(X6mhj5df)B)A2r6$At$X(Mq!L6(U(X2xp!Y$Rhw(Ks(X!Jfjr$Ps2d)O)P$Ajar(C$Y$Q9g$R(Ggtucs$Krl$I_4-!P!X(Lr809!Uy4(I!M2!Co)L!O(Ut(M)Eq3$A

Attachment C 1 of 2 Example Verification of Receipt of Boxes pdf.pdf View Online

Attachment C: Example Verification of Receipt of Boxes (pg. 1 of 2)

Attachment C 2 of 2 Example Chain of Custody pdf.pdf View Online

Attachment C: Example Chain of Custody (pg. 2 of 2)

Attachment D Example.pdf View Online

Attachment D: Example Non Scan / Holdout Items

ATTACHMENT E pdf.pdf View Online

Attachment E: Example of Information Needed

2022-210_Information_Regarding_Conflict_of_Interest_Questionnaire (1).docx View Online

Information Regarding Conflict of Interest Questionnaire

CIQ_113015.pdf View Online

Conflict of Interest Questionnaire

W-9 rev 2018.pdf View Online

W-9 Form

Requested Attachments

Conflict of Interest Questionnaire (CIQ)

W9 (Attachment required)

Proposal/Response to Section 6.0 (Attachment required)

Bid Attributes

1 eBid Notice

Collin County exclusively uses IonWave Technologies, Inc. (Collin County eBid) for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addendums which could ultimately render your bid/proposal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other means. Please initial.

(Required: Maximum 1000 characters allowed)

2 Contact Information

List the contact name, email address and phone number of the main person(s) Collin County should contact in reference to this solicitation. Contact(s) shall be duly authorized by the company, corporation, firm, partnership or individual to respond to any questions, clarification, and or offers in response to this solicitation.

(Required: Maximum 4000 characters allowed)

Page 3 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210 https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)Einnnj)U1$Dusw3mwwp!Mzioa1_$Jhjt(W(X6mhj5df)B)A2r6$At$X(Mq!L6(U(X2xp!Y$Rhw(Ks(X!Jfjr$Ps2d)O)P$Ajar(C$Y$Q9g$R(Ggtucs$Krl$I_4-!P!X(Lr809!Uy4(I!M2!Co)L!O(Ut(M)Eq3$A https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)M8mm)Qi$Mbk!N$Cdr(G(Lf)H)Lq$G8i$Wcs2(B!Tl35(O(C!Yz$Y(Xq-h(F!Exy$W)Aij5sigo)Kogp$Sg52b8(E$Lb$J$W(Zv$Pkn$K!Lygez!P5(Vn!H70(Hk!X!Ucwkgb)T!Q60xkza(Zfq(Umf)Hun$Ydbkb$A https://collincountytx.ionwave.net/VendorLanding.aspx?eq=qyc)Pt)Gs_u$D0!G$E(Gq(Qn)F)D$J$Pi(W3!Dpai(Ax(Eu!Vx$X(D(Oihb!B$Bfcztz)J_)Cw0w-$M(H$Y$P1$W(K$A7$P6!T-!T(G!Rrx(O!S!Ix)La!Zy(Zqck(Ij)Kkkk_b$Xs$I$D$O1$Ih4$Rsbui)V!H4m$U)Xd58)Aw(Q https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)E)I$Jy85s!Qd$U(C5(E)Voc7)Wryf$Ay$L(H4!O(B(Hhds5v!Ojzg$Qr(R(Sj6435!Bc$L8a0)Ca)W$X85(Q$L-8e$V$Bw550x8(I$U$I4u!N6o2!Z(Pcvcz3jc4vd!Qf(Jr2f!Qs!Yag)Vw!I(Qsb-(P59r8)Jw https://collincountytx.ionwave.net/VendorLanding.aspx?eq=7)P7h)Ije$Qem!Jsfhw1ziu22sy$Y(Dxicp3(L)I_km)I$Qpw$Sjto8(N!Nx(A3z(Ig!Qr$Se(I2(Ms!Xgezwuo$Tp)Y)S$Dp(Li$Bo$Hr8m6$I7(Ra$B$Iesd1smxvy0_f!S!Fu(O_6kzy!Cghk(V!N!Wzg https://collincountytx.ionwave.net/VendorLanding.aspx?eq=)My)Q$Kc-9_0u!U$Q(Ernrqvrnn(B)B4m)Ph$Onm$J(Ka!W6g(Y(Ci!Q$Afu(X_q(R!W$R9)O)Tcou$B(H$A$X$P0y(P$Y-i3$M!M!L-o3s0o4(Cl!Y(Ifbmj2!Bw!P)D!Nmsctee(N(T)L$O$Fg-f$H$Sa7sld$J$W)S!Z_g https://collincountytx.ionwave.net/VendorLanding.aspx?eq=mt4)Mn)Bymjx8c3l$Gnui!L$A(T5(Z)K)C$Vu$Cy(M!Ofi4(O(P!Hbr$Q6(N2(Oq!U4$B1e)Y)Wlb$I1-g(N$K$T$H(Lh6$B8$C!Plh!V(K8kf!X4(Y!T!O)X!Uaiqu(K(Gk)P$E4t0$R$Soog7u$A$Oy_-fm$P)Jwi3zfeg

3 Solicitation Submittals

Purchasing will temporarily only accept IFB, RFP, RFQ and Quote submittals electronically in Ionwave (eBid) or via parcel carrier until further notice. Please do not deliver your solicitation response in person. All bid openings will be completed on schedule and witnessed by Collin County Purchasing staff to ensure all procurement statutes, policies and state laws are followed. Please initial.

4 Delivery

Delivery will be F.O.B. inside delivery at Collin County designated locations and all transportation charges are to be paid by the supplier to destination. Please state delivery in calendar days from date of order.

5 Exceptions

Do you take exception to the specifications? If so, by separate attachment, please state your exceptions.

Yes No (Required: Check only one)

6 Insurance Acknowledgement

I understand that the insurance requirements of this solicitation are required and are included in the submitted pricing. A certificate of insurance shall be submitted to the Purchasing department if I am awarded all or a portion of the resulting contract. Please initial.

7 Subcontractors

State the business name of all subcontractors and the type of work they will be performing under this contract. If you are fully qualified to self-perform the entire contract, please respond with "Not Applicable-Self Perform".

Page 4 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

8 Reference No. 1

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred. Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail. It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

9 Reference No. 2

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred. Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail. It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

Reference No. 3

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred. Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail. It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

Page 5 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Cooperative Contracts

As permitted under Title 8, Chapter 271, Subchapter F, Section 271.101 and 271.102 V.T.C.A. and Title 7, Chapter 791, Subchapter C, Section 791.025, V.T.C.A., other local governmental entities may wish to also participate under the same terms and conditions contained in this contract. Each entity wishing to participate must enter into an inter-local agreement with Collin County and have prior authorization from vendor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the local governmental entity requiring supplies/services. Collin County shall not be held responsible for any orders placed, deliveries made or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract. Would bidder be willing to allow other local governmental entities to participate in this contract, if awarded, under the same terms and conditions?

Yes No (Required: Check only one)

Preferential Treatment

The County of Collin, as a governmental agency of the State of Texas, may not award a contract to a nonresident bidder unless the nonresident's bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located (Government Code, Title 10, V.T.C.A., Chapter 2252, Subchapter A).

1. Is your principal place of business in the State of Texas?

2. If your principal place of business is not in Texas, in which State is your principal place of business?

3. If your principal place of business is not in Texas, does your state favor resident bidders (bidders in your state) by some dollar increment or percentage?

4. If your state favors resident bidders, state by what dollar amount or percentage.

Debarment Certification

I certify that neither my company nor an owner or principal of my company has been debarred, suspended or otherwise made ineligible for participation in Federal Assistance programs under Executive Order 12549, “Debarment and Suspension,” as described in the Federal Register and Rules and Regulations. Please initial.

Immigration and Reform Act

I declare and affirm that my company is in compliance with the Immigration and Reform Act of 1986 and all employees are legally eligible to work in the United States of America. I further understand and acknowledge that any non-compliance with the Immigration and Reform Act of 1986 at any time during the term of this contract will render the contract voidable by Collin County. Please initial.

Page 6 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Disclosure of Certain Relationships

Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity. Subchapter 6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the 7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071. Please initial.

Anti-Collusion Statement

Bidder certifies that its Bid/Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid/Proposal for the same materials, services, supplies, or equipment and is in all respects fair and without collusion or fraud. No premiums, rebates or gratuities permitted; either with, prior to, or after any delivery of material or provision of services. Any such violation may result in Agreement cancellation, return of materials or discontinuation of services and the possible removal from bidders list. Please initial.

Disclosure of Interested Parties

Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section 2252.908 applies only to a contract entered into on or after January 1, 2016. Please initial.

Notification Survey

In order to better serve our offerors, the Collin County Purchasing Department is conducting the following survey.

We appreciate your time and effort expended to submit your bid. Should you have any questions or require more information please call (972) 548-4165. How did you receive notice of this request?

Plano Star Courier Plan Room Collin County eBid Notification Collin County Website

Other (Required: Check only one)

Page 7 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Proposer Acknowledgement

Proposer acknowledges, understands the specifications, any and all addenda, and agrees to the proposal terms and conditions and can provide the minimum requirements stated herein. Offeror acknowledges they have read the document in its entirety, visited the site, performed investigations and verifications as deemed necessary, is familiar with local conditions under which work is to be performed and will be responsible for any and all errors in Proposal submittal resulting from Proposer's failure to do so. Proposer acknowledges the prices submitted in this Proposal have been carefully reviewed and are submitted as correct and final. If Proposal is accepted, vendor further certifies and agrees to furnish any and all products/services upon which prices are extended at the price submitted, and upon conditions in the specifications of the Request for Proposal. Please initial.

Critical Infrastructure Affirmation

Pursuant to section 2274.0102 of the Texas Government Code, Respondent certifies that neither it nor its parent company, nor any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government Code Section 2274.0103, or (2) headquartered in any of those countries. Please initial.

Energy Company Boycotts

Pursuant to Section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency. Please initial.

Firearm Entities and Trade Associations Discrimination

Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency. Please initial.

Bid Lines

1 Package Header

District Attorney Project: provide not to exceed cost based upon details including a breakdown by item to render project complete and operational. (refer to § 5.18.1)

Page 8 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Quantity: 1 UOM: job Total: $

Item Notes: Estimated qty is 4,600,000 pages or 2300 boxes.

Supplier Notes:

No bid

Additional notes (Attach separate sheet)

Package Items

1.1 Cost per page for scanning at 300 dpi b/w

(Response required)

Quantity: 1 UOM: page Price: $ Total: $

(Attach separate sheet)

1.2 Cost per hour for document preparation

(Response required)

Quantity: 1 UOM: hour Price: $ Total: $

(Attach separate sheet)

1.3 Cost per page for scanning in greyscale

(Response required)

(Attach separate sheet)

1.4 Cost per page for scanning at 300 dpi color

(Response required)

(Attach separate sheet)

1.5 Cost per page for scanning at 600 dpi color

(Response required)

(Attach separate sheet)

Page 9 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

1.6 Cost per page for scanning pages larger than 8.5” x 14”

(Response required)

(Attach separate sheet)

1.7 Cost per document index field

(Response required)

Quantity: 1 UOM: each Price: $ Total: $

(Attach separate sheet)

1.8 State price for Laserfiche Brief Case preferred option of delivery (Response required)

(Attach separate sheet)

1.9 State price for Harddrive/CD/DVDs

(Response required)

(Attach separate sheet)

1.10 State price for FTP delivery of images and indexing

(Response required)

(Attach separate sheet)

1.11 Cost per page for contractor validation

(Response required)

Page 10 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

1.12 Additional fees of converting media (example: CD) to electronic records

Quantity: 1 UOM: job Price: $ Total: $

(Attach separate sheet)

2 Package Header

Projects referenced in § 5.18 (Purchasing, Juvenile Probation, Sherriff's Office, Public Works, and others). Provide not to exceed cost based upon details including a breakdown by item to render project complete and operational.

Quantity: 1 UOM: job Total: $

Item Notes: Estimated qty is 864,000 pages or 432 boxes.

(Attach separate sheet)

Package Items

2.1 Cost per page for scanning at 300 dpi b/w.

(Response required)

Quantity: 1 UOM: page Unit Price: $ Total: $

(Attach separate sheet)

2.2 Cost per hour for document preparation.

(Response required)

Quantity: 1 UOM: hour Unit Price: $ Total: $

(Attach separate sheet)

2.3 Cost per page for scanning in greyscale.

(Response required)

(Attach separate sheet)

2.4 Cost per page for scanning pages larger than 8.5” x 14”.

(Response required)

Page 11 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

2.5 Cost per document index field.

Quantity: 1 UOM: each Unit Price: $ Total: $

(Attach separate sheet)

2.6 State price for Laserfiche Brief Case preferred option of delivery.

(Response required)

(Attach separate sheet)

2.7 State price for Harddrive/CD/DVDs.

(Response required)

(Attach separate sheet)

2.8 State price for FTP delivery of images and indexing.

(Response required)

(Attach separate sheet)

2.9 Cost per page for contractor validation.

(Response required)

Page 12 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Supplier Information

Company Name:

Contact Name:

Address:

Phone:

Fax:

Email:

Supplier Notes

The undersigned hereby certifies the foregoing proposal submitted by the company listed below hereinafter called “offeror” is the duly authorized agent of said company and the person signing said proposal has been duly authorized to execute same. Offeror affirms that they are duly authorized to execute this contract; this company; corporation, firm, partnership or individual has not prepared this proposal in collusion with any other offeror or other person or persons engaged in the same line of business; and that the contents of this proposal as to prices, terms and conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal.

Print Name Signature

Page 13 of 13 pages Deadline: 4/28/2022 02:00 PM (CT) 2022-210

Revised 9/03/2021

1.0 GENERAL INSTRUCTIONS

1.0.1 Definitions

1.0.1.1 Offeror: refers to submitter.

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

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

1.0.1.4 RFP: refers to Request for Proposal.

1.0.1.5 CSP: refers to Competitive Sealed Proposal

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

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

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

1.4 Collin County exclusively uses ionWave Technologies, Inc. (Collin County eBid) 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.

1.5 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.

1.6 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.

1.7 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.

1.8 No oral, telegraphic or telephonic Submittals will be accepted. RFPs and CSPs may be submitted in electronic format via Collin County eBid.

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

1.10 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. 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.

1.11 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.

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

1.13 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 eBid.

1.13.1 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. Collin County eBid https://collincountytx.ionwave.net/, 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.

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

1.15 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.

1.16 Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only.

Products/materials of like quality will be considered.

1.17 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.

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

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

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

1.18.3 have a satisfactory record of performance;

1.18.4 have a satisfactory record of integrity and ethics;

1.18.5 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.

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

1.21 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.

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

https://collincountytx.ionwave.net/

1.23 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.

1.24 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.

1.25 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.

Revised 2/10/2021

2.0 TERMS OF CONTRACT

2.1 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.

2.2 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.

2.3 No public official shall have interest in the contract, in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.

2.4 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.

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

2.6 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.

2.7 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.

2.8 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.

2.9 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.

2.10 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.

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

2.11.1 In accordance with V.T.C.A. 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).

2.11.2 In accordance with V.T.C.A. 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).

2.12 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.

2.13 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.

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

2.15 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.

2.16 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.

2.17 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.

2.18 Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite 3100, McKinney, Texas 75071. All invoices shall show:

2.18.1 Collin County Purchase Order Number;

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

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

2.19 Payment will be made in accordance with V.T.C.A., Government Code, Title 10, Subtitle F, Chapter 2251.

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

2.21 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.

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

2.23 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.

2.24 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.

2.25 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.

2.26 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.

2.27 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.

2.28 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.

2.29 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.

2.30 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.

2.31 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.

2.32 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.

2.33 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 of a Detention Facility and the type of the persons incarcerated therein, please be advised of the possibility of such situations exist and you should carefully consider such risks when entering the Detention Facility. By entering the Collin County Detention Facility, you acknowledge that you are aware of such potential risks and willingly and knowingly choose to enter the Collin County Detention Facility.

2.34 Delays and Extensions of Time when applicable:

2.34.1 If the Vendor/Contractor/Provider is delayed at any time in the commence or progress of the Work by an act or neglect of the Owner or Architect/Engineer, or of an employee of either, or of a separate contractor employed by the Owner, or by changes ordered in the Work, or by labor disputes, fire, unusual delay in deliveries, unavoidable casualties or other causes beyond the Vendor/Contractor/Provider's control, or by delay authorized by the Owner pending mediation and arbitration, or by other causes which the Owner or Architect/Engineer determines may justify delay, then the Contract Time shall be extended by Change Order for such reasonable time as the Owner/Architect/Enginner may determine.

2.34.2 If adverse weather conditions are the basis for a Claim for additional time, such Claim shall be documented by data substantiating that weather conditions were abnormal for the period of time and could not have been reasonably anticipated, and that the weather conditions had an adverse effect on the scheduled construction.

2.35 Disclosure of Certain Relationships: Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity.

Subchapter 6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the 7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071.

2.36 Disclosure of Interested Parties: Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section

2252.908 applies only to a contract entered into on or after January 1, 2016.

2.37 Vendors/Contractors/Providers must be in compliance with the provisions of Section 2252.152 and Section 2252.153 of the Texas Government Code which states, in part, contracts with companies engaged in business with Iran, Sudan, or Foreign Terrorist Organizations are prohibited. A governmental entity may not enter into a contract with a company that is listed on the Comptroller of the State of Texas website identified under Section 806.051, Section 807.051 or Section 2253.253 which do business with Iran, Sudan or any Foreign Terrorist Organization. This Act is effective September 1, 2017.

2.38 Force Majeure: No party shall be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond the affected party’s reasonable control, including, without limitation: acts of God; flood, fire or explosion; war, invasion, riot or other civil unrest; actions, embargoes or blockades in effect on or after the date of this Agreement; or national or regional emergency (each of the foregoing, a “Force Majeure Event”). A party whose performance is affected by a Force Majeure Event shall give notice to the other party, stating the period of time the occurrence is expected to continue and shall use diligent efforts to end the failure or delay and minimize the effects of such Force Majeure Event.

NOTE: All other terms and conditions (i.e. Insurance Requirements, Bond Requirements, etc.) shall be stated in the individual RFP/CSP Solicitation documents as Special Terms, Conditions and Specifications.

3.0 INSURANCE REQUIREMENTS

3.1 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.

3.1.1 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

3.1.2 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

3.1.3 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

3.1.4 Professional/Errors & Omissions Liability insurance with a two (2) year extended reporting period.