Jail_CCTV_Hardware_Parts_Software_Maintenance_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2024-RFP-0391

JAIL CCTV HARDWARE/PARTS/SOFTWARE MAINTENANCE

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: August 5, 2024

DEADLINE FOR QUESTIONS: September 12, 2024

RESPONSE DEADLINE: September 16, 2024, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Jail CCTV Hardware/Parts/Software Maintenance

1. Introduction

2. Definitions

3. Basis for Award

4. Proposer's Instructions

5. Project Details

6. Vendor Submissions

7. Final Acceptance

8. Pricing Table

9. Prevailing Wage

10. Sacramento County Standard Terms and Conditions

11. Additional Terms and Conditions

12. Environmental Purchasing Policy

13. Insurance Requirements for Contractors

14. Good Neighbor Policy

15. Web Accessibility Policy

16. Security Supplemental - Terms and Conditions

Attachments:

A - Copy of Appendix_I_RFB_2024-RFP-0391_Pricing_Sheet (

B - Information_Security_Requirements

Request for Proposal #2024-RFP-0391 Title: Jail CCTV Hardware/Parts/Software Maintenance

1. Introduction

1.1. Summary

The County of Sacramento Sheriff's Office is seeking competitive proposals for maintenance and software support at Rio Cosumnes Correctional Center (RCCC) and Sacramento Main Jail for the close circuit television system (CCTV), video presentation equipment maintenance, and all parts (new or replacement) for the associated systems. The contract period will be for a maximum of five (5) years

(initial term, plus four (4) one-year renewals, at the option of the County.

Both facilities, RCCC and Main Jail, are jail-type settings. They are seeking a contractor with the necessary expertise to maintain and support the CCTV camera system tied into the FLIR version 9.2.2

VMS. The cameras, which are visible on a client station anywhere in the facility or remotely using a VPN, require a high level of technical knowledge. The entire camera network continuously records using thirteen (13) archive servers at RCCC and twelve (12) archive servers at the Main Jail. System operability, emergencies, or troubleshooting must be addressed with minimal downtime and fast response to ensure no harm situations.

In a jail setting, the need for swift and well-coordinated emergency response cannot be overstated.

Having a well-maintained CCTV system plays critical role when timely response for various emergencies, disturbances, medical crises, power outages, etc. happen. We are looking for a contractor that can support the Sacramento County Sheriff's Office in its efforts of maintaining a safe environment for all inmates, staff and visitors associated with these facilities.

Averaged expenditure with the current vendor is approximately $400,000 per year.

1.2. Background

Current Environment:

The Rio Cosumnes Correctional Center (RCCC) currently has 634 cameras, thirteen (13) archive servers, and a Video Presentation System (VPS) with 5 monitors and a switching system. The Sacramento Main

Jail has 800 cameras, twelve (12) archive servers, and a VPS with 6 monitors and a switching system. All cameras for both Facilities are in both public, non-secure areas and secured housing areas. Both

Facilities VPS are in a non-secure, public area.

Services Required:

Contractor will provide Maintenance and Support of the CCTV system as described below. Contractor will provide all necessary personnel, labor, materials, and supplies to maintain and repair the CCTV system (hardware, software and Webclient functionality). Equipment needing replacement (if not under warranty) will be purchased by the Facility. Labor for replacement cameras will be covered under the maintenance contract regardless of warranty status.

System Troubleshooting:

Ensure all cameras are operating properly and recording. Maintain operability with minimal downtime.

Troubleshooting should be on site; remote access may be given in special circumstances. Remote access by VPN may be made available.

Enhance Performance:

Make changes to the system to meet the needs of the Facility while using existing equipment and software. These changes can include motion capturing, frame rate, and resolution. Work with the

Facility to take advantage of software features not being used or features in future versions of FLIR

Software. Confirm that system is maintaining 25 months recording.

Preventative Maintenance:

Onsite visits to ensure equipment is functioning properly. All equipment shall be checked, cameras cleaned, and focused for best performance (for approval by Facility) a minimum of once a year. A quarterly report shall be given in writing on equipment checks and status to Facility contacts.

Software Maintenance:

Provide the Facility with FLIR software updates, patches, software licenses, and hot fixes. This includes software loaded on client workstations, servers, and archivers.

Emergency Repairs:

Provide the Facility with repair and/or replacement of any cameras, CCTV servers or storage systems due to failure according to the response times listed in the Service Response Time section.

Normal Business Hours:

7:00am to 4:00pm - Monday through Friday. Facility Technicians observe all regular County Holidays.

Scheduled Work:

All regularly scheduled work must be done between the hours of 7:00am to 4:00pm, Monday thru

Friday. Saturdays, Sundays, and holidays excluded unless approved in advance by the County.

Service Response Times:

Software maintenance and emergency repairs due to camera failure must adhere to the following response times.

Normal Telephone Response: 60 minutes telephone response. An automated email response is not acceptable. Customer would prefer to speak directly to technicians assigned to the facility.

Normal On-Site Response: In the event that remote service cannot correct a problem and on-site service is required, response is due within four (4) hours of call.

Emergency Repairs: Repairs/diagnosis must begin within four (4) hours of notification, twenty-four (24) hours per day, and seven (7) days per week. Customer would prefer to speak directly to technicians assigned to the facility.

Inspections:

All work done shall be checked and approved by authorized Facility personnel.

Service Record:

All work performed onsite must be recorded as an official service record created by Contractor. A copy shall be provided to an authorized County personnel at time of service. Copies of all work tickets will be emailed to the Facility contact after the completion of the work performed. Work time spent on project will also be tracked by County and emailed to Contractor at the conclusion of a job.

Security/Background Check:

RCCC and the Main Jail are correctional facilities. Work for these projects will occur in a secured area, and background security checks for all personnel will be required. At least ten (10) days prior to starting work, the Contractor shall submit full names, date of birth, social security number, and California’s driver license number, or ID number for each individual proposed to enter the work site. Contractor’s employees will not be admitted to the job site until the Sheriff’s Office has issued a clearance permitting admission of Contractor’s personnel. The Sheriff’s Office reserves the right to disallow any individual to work on the site.

FLIR Factory Certified Technician:

All technicians working on the system must be factory certified by FLIR. Contractor must include a list of

FLIR training received to date including Technician Name, Training Date and Description of Training. This is a mandatory requirement. FLIR Certification must be completed within 30 days of contract award.

Detailed Requirements for Parts:

Rio Cosumnes Correctional Center and the Main Jail rely heavily on the use of the CCTV equipment for the safety and security of the inmates & staff. The needs of the facility constantly change and the need to add new cameras to existing locations is also necessary. The following cameras & parts needed to be purchased on contract:

FLIR cameras and accessories

Axis cameras and accessories

CCTV Storage Servers and accessories

Server Requirements: Dell PowerEdge r450 with an Intel Xeon Gold Processor

Storage Requirements: Super Micro CHASSIS CASE SM 4U Chassis CSE-946LE1C-R1K66JBOD HARD

DRIVE (45) HD Toshiba 3.5" 10TB,7.2K RPM, SATA 6Gb/s,256M,512e, HF, RoHS CONTROLLER CO

LSI Mega RAID LSI00438 9380-8E 12GB/S SATA+SAS PCIE 3.0 1GB CABLE (2) CABLE 1 Meter

External MiniSAS to External MiniSAS -https://www.supermicro.com/en/products/chassis/4u/946/sc946le1c-r1k66jbod

An essential part of this contract will be the procurement of new and replacement parts, cameras and servers. Contractor shall provide a percent off list for the above items and also an hourly rate for installation.

The County will have varying camera needs during the contract term, including whole facility replacement jobs, repair parts and emergency repairs. It is the requirement of the County that quote requests for parts and labor shall be provided within ten (10) business days of the request and shall include an itemized list of all parts, labor hours, shipping and sales tax. No other charges, including, but https://www.supermicro.com/en/products/chassis/4u/946/sc946le1c-r1k66jbod not limited to, parking, travel, or administrative fees, unless agreed upon by both parties in advance, will be approved.

1.3. Contact Information

Maria Rogojina

Contract Services Officer

9660 Ecology Lane

Sacramento, CA 95827

Email: mrogojina@saccounty.gov

Phone: (916) 875-1666

Department:

DGS: CAPSD - Procurement

Department Head:

John Moestopo

Acting Purchasing Agent

1.4. Timeline

Release Project Date August 5, 2024

Site Visit Attendees List Due (refer to agenda for specific details)

August 16, 2024, 5:00pm

Mandatory Site Visit (Mandatory) August 28, 2024, 9:00am

Agenda

Rio Cosumnes Correctional Center & Main Jail

(see attached Agenda for details)

Question Submission Deadline September 12, 2024, 11:59pm

Addendum Issued (if necessary) September 11, 2024, 11:59pm

Submission Deadline September 16, 2024, 11:59pm

Award Contract September 27, 2024 mailto:mrogojina@saccounty.gov tel:(916)875-1666 https://government-project.s3.amazonaws.com/104455/a6735a3d-c499-410b-9202-487fb5879c7f_Site_Visits_Agenda.docx

2. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

3. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 90 calendar days after bid closing date above.

3.1. Pricing

Scoring Method: 0-5 points

Weight (Points): 25

3.2. On Hand Inventory

Scoring Method: 0-5 points

Weight (Points): 5

3.3. Experience

Scoring Method: 0-5 points

Weight (Points): 25

3.4. References

Scoring Method: 0-5 points

Weight (Points): 5

3.5. Quality of Response

Scoring Method: 0-5 points

Weight (Points): 20

3.6. Risk Assessment

Scoring Method: 0-5 points

Weight (Points): 5

3.7. Materials Proposed

Scoring Method: 0-5 points

Weight (Points): 15

4. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: N/A; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

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The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

5. Project Details

5.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

5.2. Project Details

Rio Cosumnes Correctional Center (RCCC) and the Main Jail (MJ) have an emergent need for a contract for Hardware/Software Maintenance and Parts as the safety and security of the incarcerated persons & staff rely on the use of the CCTV equipment. Since the facility's needs constantly change, adding new cameras to existing locations is also necessary at times.

Our system is comprised of the following:

1. FLIR (DVTEL) system, cameras and accessories

2. Axis cameras and accessories

3. CCTV Storage Servers and accessories

Server: Dell PowerEdge r450 w an Intel Xeon Gold Processor – see (spec sheet attached)

Storage: Super Micro CHASSIS CASE SM 4U Chassis CSE-946LE1C-R1K66JBOD HARD DRIVE (45) HD

Toshiba 3.5" 10TB,7.2K RPM,SATA 6Gb/s,256M,512e,HF,RoHS CONTROLLER CO LSI Mega RAID LSI00438

9380-8E 12GB/S SATA+SAS PCIE 3.0 1GB CABLE (2) CABLE 1 Meter External MiniSAS to External MiniSAS

- https://www.supermicro.com/en/products/chassis/4u/946/sc946le1c-r1k66jbod https://procurement.opengov.com/signup https://www.supermicro.com/en/products/chassis/4u/946/sc946le1c-r1k66jbod

6. Vendor Submissions

6.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

6.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

6.3. Information Security Requirements*

Please download the below documents, complete, and upload.

• Information_Security_Requir...

*Response required

6.4. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

6.5. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Proposal Summary

B. Statement of Experience and Qualifications

*Response required

6.6. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

https://government-project.s3.us-west-2.amazonaws.com/14692/6a4b12ec-3187-447b-be8f-792f691e7555_Information_Security_Requirements.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4B33D7RRZ%2F20240911%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240911T232836Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEG8aCXVzLXdlc3QtMiJIMEYCIQCqYrHW%2FIefLivXp5Lv6Q0iUphg8y85cObVD6O0QataBgIhAJlB87QKGLbDCzaHeclj7HQjoV1PlpmsmZ2wVxjR5qJ2KowFCJj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgywHeOcpfzaHuna%2FgYq4ARAUBPg6yM9Bj6SHj2Fiy%2FNzxPFIHjljBqxURkDsSYozRzJ1k%2BewJqtnW9U9a2M4HE84H2t4ukygo8SnWEiSgH8wh3re4mx2tgGoFvyQVr%2BHZpJbYX3Y9vJTY9%2Fl2al0gUzICsZLfg%2BiAiOHhAEkne%2FuoPjjsnddJ%2BsvLj%2BuOxqe2HgItikvKx%2BhWVK0%2B2Y%2F%2FsfHxyVObwJtP5tUjYh9G%2F3fRrKNBXnQLK6H0AALjXo%2BsRzKw3s7XWLHb2kbQe8WYvFqcOt5ZRUvownZgwCrpnrVy2YOeu4NfFJDPuo5Nt67WP3sr2YkgGy%2B1T6K%2FFJjvXDBF%2FwAPC%2BZVnJAwUvrRXPadi%2BsbeggzFRwCxKcHoOxYm5JxbUAc4j2oK6vJJ9VpMlvdiwsZyjOUKJ9TamBTGuOt2WjBruk7DGql554fyE6kEfc4g%2FQfk4Uj3FyN8rL1dCeBFRR15p2WI9%2BA3FThdm18LrI4daTyF5SHRtj2P4GtS51cYKxfhAhO0a2b6Okin2KJQsUt6QHu4Fwmt9nP5o31rL6QygLTN5lbn%2F5xNuii%2FpZH8h0kam4d6ct0naZP3yfezOnX9CVY5W0w59EXwreKb7momIX8fXOHovE%2Bt6TN0R3Zxg9eNisydgCogc0z%2FILIPupCfYrrva0hJz7rHf5e0jGjbY1zp8rKDdiCQDirOGSz9WBPQRwbMEvtd3qWkVMeyi%2BIshe19R5h2%2FZq2N4O0kGRYUqYAdxP9wuOBXoemz7OiDJLV9BKk2hxors9jbm54oMC%2BFwQaYSsw%2Frqs2AgXO4iRRwad8HpT4R0rWjDCovYi3BjqaAVAUxjCLXhmp6pI2gA%2BNTyfuLI7jrlaLlURai589gboqmZ20WxQzchVGF8TXuIjYtuEfpGlgBAoh7IqDOy5ROtvuTXPs1L6feACOSSwZjteAdxgKCip9hGeY83zr8szEQcfBwYZoaZQ%2BNzd3arTNVJErXjilqUyXfGbcWFD18fM5hPsrpvGMKs1TwIWgITEmpK1j%2FYw%2BSMoCmXo%3D&X-Amz-Signature=ac4d5445216c2dafebfce3d045534a298eeeafe74e84b02eee910d81eaeca258&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Information_Security_Requirements.docx%22&x-id=GetObject

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

6.7. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

6.8. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

6.9. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

6.10. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

6.11. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

6.12. HIPAA Business Associate Exhibit to Contract*

Whereas, COUNTY, pursuant to the terms of the Agreement, wishes to disclose to CONTRACTOR and

CONTRACTOR wishes to disclose to COUNTY, certain information, some of which may constitute

Protected Health Information (PHI) including any in an electronic format (Electronic Protected Health

Information or EPHI);

Whereas, in the course of the performance of the Agreement, CONTRACTOR will be provided with access to PHI;

Whereas, COUNTY and CONTRACTOR desire to protect the privacy and provide for the security of PHI disclosed to each other in compliance with the Health Insurance Portability and Accountability Act of

1996 (HIPAA) Title 45 Code of Federal Regulations (CFR), Title 42 CFR Section 1320d, and regulations promulgated thereunder by the U.S. Department of Health and Human Services (the HIPAA Regulations) and other applicable laws and regulations.

Whereas, it appears that the CONTRACTOR is a Business Associate of COUNTY as that term is defined in the HIPAA regulations; and

Whereas, COUNTY is willing to provide CONTRACTOR and its agents with access to PHI such that

CONTRACTOR can perform under the Agreement, under the terms of this Exhibit;

Whereas, the purpose of this Exhibit is to satisfy certain standards and requirements of HIPAA and the

HIPAA Regulations, including, but not limited to, Title 45, Section 164.504(e) of the Code of Federal

Regulations (CFR), as the same may be amended from time to time.

NOW, THEREFORE, in consideration of the mutual promises made herein, the parties agree as follows:

A. HIPAA REQUIREMENTS

1. Definitions

a. "Protected Health Information" or "PHI" means any information, whether oral or recorded in any form or medium, including electronic (EPHI) as that term is defined in the Security Rule: 1) that relates to the past, present, or future physical or mental condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual, and 2) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual, and shall have the meaning given to such term under HIPAA and the HIPAA Regulations, including, but not limited to, 45

CFR Section 164.501;

https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4B33D7RRZ%2F20240911%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240911T232836Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEG8aCXVzLXdlc3QtMiJIMEYCIQCqYrHW%2FIefLivXp5Lv6Q0iUphg8y85cObVD6O0QataBgIhAJlB87QKGLbDCzaHeclj7HQjoV1PlpmsmZ2wVxjR5qJ2KowFCJj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgywHeOcpfzaHuna%2FgYq4ARAUBPg6yM9Bj6SHj2Fiy%2FNzxPFIHjljBqxURkDsSYozRzJ1k%2BewJqtnW9U9a2M4HE84H2t4ukygo8SnWEiSgH8wh3re4mx2tgGoFvyQVr%2BHZpJbYX3Y9vJTY9%2Fl2al0gUzICsZLfg%2BiAiOHhAEkne%2FuoPjjsnddJ%2BsvLj%2BuOxqe2HgItikvKx%2BhWVK0%2B2Y%2F%2FsfHxyVObwJtP5tUjYh9G%2F3fRrKNBXnQLK6H0AALjXo%2BsRzKw3s7XWLHb2kbQe8WYvFqcOt5ZRUvownZgwCrpnrVy2YOeu4NfFJDPuo5Nt67WP3sr2YkgGy%2B1T6K%2FFJjvXDBF%2FwAPC%2BZVnJAwUvrRXPadi%2BsbeggzFRwCxKcHoOxYm5JxbUAc4j2oK6vJJ9VpMlvdiwsZyjOUKJ9TamBTGuOt2WjBruk7DGql554fyE6kEfc4g%2FQfk4Uj3FyN8rL1dCeBFRR15p2WI9%2BA3FThdm18LrI4daTyF5SHRtj2P4GtS51cYKxfhAhO0a2b6Okin2KJQsUt6QHu4Fwmt9nP5o31rL6QygLTN5lbn%2F5xNuii%2FpZH8h0kam4d6ct0naZP3yfezOnX9CVY5W0w59EXwreKb7momIX8fXOHovE%2Bt6TN0R3Zxg9eNisydgCogc0z%2FILIPupCfYrrva0hJz7rHf5e0jGjbY1zp8rKDdiCQDirOGSz9WBPQRwbMEvtd3qWkVMeyi%2BIshe19R5h2%2FZq2N4O0kGRYUqYAdxP9wuOBXoemz7OiDJLV9BKk2hxors9jbm54oMC%2BFwQaYSsw%2Frqs2AgXO4iRRwad8HpT4R0rWjDCovYi3BjqaAVAUxjCLXhmp6pI2gA%2BNTyfuLI7jrlaLlURai589gboqmZ20WxQzchVGF8TXuIjYtuEfpGlgBAoh7IqDOy5ROtvuTXPs1L6feACOSSwZjteAdxgKCip9hGeY83zr8szEQcfBwYZoaZQ%2BNzd3arTNVJErXjilqUyXfGbcWFD18fM5hPsrpvGMKs1TwIWgITEmpK1j%2FYw%2BSMoCmXo%3D&X-Amz-Signature=2f6b578ed064e0a2d6bd107600da7e577380c2672c7eec790f9c56354bb9e0f7&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject

b. "Individual" shall have the same meaning as the term "individual” in 45 CFR Section

164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR Section 164.502(g);

c. "Privacy Rule" shall mean the “Standards for Privacy of Individually Identifiable Health

Information”, 45 CFR Part 160 and Part 164, subparts A and E, as amended from time to time.

d. "Security Rule" shall mean the “Security Standards”, 45 CFR Parts 160, 162, and 164.

2. Permitted Uses and Disclosures: CONTRACTOR may use and/or disclose PHI received by it pursuant to the Agreement and this Exhibit solely for the purpose of performing its obligations under the Agreement and this Exhibit or as otherwise required by law.

CONTRACTOR may disclose PHI to, and permit the use of PHI by, its employees, contractors, agents, or other representatives only to the extent directly related to and necessary for the performance of the Agreement and this Exhibit. CONTRACTOR shall not use or disclose PHI in any manner that would constitute a violation of HIPAA and the HIPAA regulations if so used by COUNTY.

3. Use and Disclosure for Contractor's Purposes and Data Aggregation: CONTRACTOR may, if necessary, use and disclose PHI for the proper management and administration of

CONTRACTOR's business or to carry out CONTRACTOR's legal responsibilities. CONTRACTOR may also use PHI to provide data aggregation services to COUNTY as permitted by 45 CFR

Section 164.504(e)(2)(i)(B).

4. De-Identification: Notwithstanding anything herein to the contrary, CONTRACTOR may store, analyze, access and use components of PHI that have been "de-identified" and that do not contain individually identifiable health information, provided that any such use is consistent with applicable laws and regulations.

5. Appropriate Safeguards: Prior to receipt of PHI in connection with the Agreement and

Exhibit, CONTRACTOR shall implement and maintain appropriate security safeguards to ensure that PHI is not used or disclosed by CONTRACTOR in violation of this Exhibit or applicable laws and regulations. Security measures maintained by CONTRACTOR shall include such appropriate administrative, technical and physical safeguards as are necessary to protect such PHI. Such safeguards shall be designed to protect the confidentiality and integrity of such PHI obtained, accessed or created from or on behalf of COUNTY. Upon request by COUNTY, CONTRACTOR shall provide a written description of such safeguards.

CONTRACTOR shall ensure that any sub-contract it maintains in order to meet the terms of this AGREEMENT includes the same requirements for appropriate safeguards as found in this AGREEMENT.

6. Reporting Unauthorized Uses and Disclosures: As required by 45 CFR Section 164.308(a)(2), the designated HIPAA Security Officer of CONTRACTOR shall notify COUNTY in writing within five (5) working days of its discovery of any use or disclosure of PHI not permitted by the

Agreement or this Exhibit of which CONTRACTOR or its officers, employees or agents become aware. Such notice shall include the name of each individual, with address or other identifiers where known, whose unsecured protected health information (PHI) has been, or is reasonably believed by the CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure.

a. Any unauthorized use or disclosure shall be treated as discovered by the CONTRACTOR on the first day on which such access, acquisition or disclosure is known to the

CONTRACTOR, including any person, other than the individual committing the unauthorized use or disclosure, that is an employee, officer or other agent of the

CONTRACTOR, or who should reasonably have known such unauthorized activities had occurred.

b. CONTRACTOR shall promptly identify, respond to and report to COUNTY any suspected or known "security incident" of which it becomes aware. Such term is defined in the

HIPAA Security Rule, 45 CFR Section 164.304: “the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with system operations in an information system.” CONTRACTOR’s incident report shall identify the date of the security incident, the scope of the security incident, the

CONTRACTOR's response to the security incident and the identification of the party responsible for causing the security incident, if known.

c. CONTRACTOR agrees that any sub-contractor of the CONTRACTOR that provides services to the CONTRACTOR directly related to this AGREEMENT has the same responsibilities regarding reporting unauthorized uses or disclosures as the

CONTRACTOR. CONTRACTOR further agrees that it shall ensure that these responsibilities are defined in any sub-contract it enters into in order to service this

AGREEMENT.

7. Mitigating the Effect of Unauthorized Uses and Disclosures: CONTRACTOR shall take prompt corrective action to mitigate to the greatest extent possible, any harmful effects arising from any improper use and/or disclosure of PHI and shall take such other action pertaining to such unauthorized use or disclosure as may be required by applicable federal and state laws and regulations.

a. Mitigation shall include CONTRACTOR notification to each individual whose unsecured protected health information (PHI or EPHI) has been, or is reasonably believed by the

CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure. The standard for such notification shall comply with all notification requirements as specified in 45 CFR Subpart D.

b. Upon completion of such notification, the designated HIPAA Security Officer of

CONTRACTOR shall provide the COUNTY Compliance Officer a report including the following: method(s) of communication used, as specified in 45 CFR Subpart D; date such notification was made; number of individuals notified; and a copy of the content of the notification.

c. CONTRACTOR agrees that any sub-contractor of the CONTRACTOR that provides services to the CONTRACTOR directly related to this AGREEMENT has the same responsibilities regarding mitigating any unauthorized uses or disclosures as the

CONTRACTOR. CONTRACTOR further agrees that it shall ensure that these responsibilities are defined in any sub-contract it enters into in order to service this

AGREEMENT.

8. Individual Rights: CONTRACTOR shall comply with the following individual rights requirements as applicable to PHI obtained, used or maintained by CONTRACTOR:

a. Right of Access. CONTRACTOR shall provide access to PHI, at the request of COUNTY and in the time and manner designated by COUNTY, to COUNTY or, as directed, to an individual in order to meet the requirements under 45 CFR Section 164.524.

b. Right of Addendum. CONTRACTOR shall make any Addendum to PHI that COUNTY directs or agrees to pursuant to 45 CFR Section 164.526 at the request of COUNTY or an individual, and in the time and manner designated by COUNTY.

c. Documenting of Disclosures. CONTRACTOR shall document such disclosures of PHI as would be required for COUNTY to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR Section 164.528.

d. Right to Accounting of Disclosures. CONTRACTOR agrees to provide COUNTY or an individual, in the time and manner designated by COUNTY, such information collected in order to permit COUNTY to respond to a request by an individual for an accounting of disclosures of PHI in accordance with 45 CFR Section 164.528.

9. County Obligations:

a. COUNTY shall notify CONTRACTOR of any limitation in its notice of privacy practices in accordance with 45 CFR Section 164.520 to the extent that such limitation may affect

CONTRACTOR's use or disclosure of PHI.

b. COUNTY shall notify CONTRACTOR of any changes in, or revocation of, permission by an individual to use or disclose PHI, to the extent that such changes may affect

CONTRACTOR's use or disclosure of PHI.

c. COUNTY shall notify CONTRACTOR of any restriction to the use or disclosure of PHI that

COUNTY has agreed to in accordance with 45 CFR Section 164.522, to the extent that such restriction may affect CONTRACTOR's use or disclosure of PHI.

10. Contractor's Agents: CONTRACTOR shall require that any agent, subcontractor or other representative that is authorized to receive, use or have access to PHI obtained or created under the Agreement or this Exhibit shall agree in writing to adhere to the same restrictions, conditions and requirements regarding the use and/or disclosure of PHI and safeguarding of

PHI that apply to CONTRACTOR under this Agreement and Exhibit. CONTRACTOR shall implement and maintain sanctions against any agent, subcontractor or other representative that violates such restrictions, conditions or requirements and shall mitigate the effects of any such violation. Such agreement shall identify COUNTY as a third-part beneficiary with rights of enforcement in the event of any violations by CONTRACTOR's agents, subcontractors or other representatives. Additionally, the agent, subcontractor or other representative shall be required to notify CONTRACTOR of any instances of which it is aware in which the confidentiality of PHI has been breached.

11. Regulatory Compliance: CONTRACTOR shall make its internal practices, books and records relating to the use and disclosure of PHI received from COUNTY, or created or received by

CONTRACTOR on behalf of COUNTY, available to any state or federal agency, including the

U.S. Department of Health and Human Services, for purposes of determining compliance with the HIPAA Regulations.

12. Inspection of Records: Within ten (10) calendar days of a written request, CONTRACTOR shall make available to COUNTY for inspection during normal business hours at

CONTRACTOR's place of business all records, books, agreements, data, systems, policies and procedures relating to the use and/or disclosure of PHI received from, or created or received by CONTRACTOR on behalf of COUNTY, for purposes of enabling COUNTY to determine CONTRACTOR's compliance with the terms of this Exhibit. In the event that protected health information (PHI) has been, or is reasonably believed by the CONTRACTOR to have been, accessed, acquired, or disclosed, pursuant to (G) of this Exhibit, this advance notice by COUNTY may be waived.

13. Audit, Inspection and Enforcement By County: With reasonable notice, COUNTY and its authorized agents or contractors may audit and/or examine CONTRACTOR's facilities, systems, policies and procedures, data and records as may be necessary to determine compliance with the terms of this Exhibit. CONTRACTOR shall promptly correct any violation of this Exhibit found by COUNTY and shall certify in writing that the correction has been made. COUNTY's failure to detect any unsatisfactory practice does not constitute acceptance of the practice or a waiver of COUNTY's enforcement rights under this

Agreement and Exhibit.

14. Compliance With Law: CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, if applicable under the terms and requirements of the Agreement and this Exhibit, the HIPAA Standards for Electronic Transactions, 45 CFR Parts 160 and 162.

15. Interpretation: Any ambiguity in this Exhibit shall be resolved in favor of a meaning that permits COUNTY to comply with HIPAA and its implementing regulations.

16. Amendment: The parties agree to amend this Exhibit from time to time as necessary for

COUNTY to comply with the requirements of HIPAA and its implementation.

17. Term and Termination:

a. The terms of this Exhibit shall remain in effect for the duration of all services provided by CONTRACTOR and for so long as CONTRACTOR shall remain in possession of any PHI received from, or created or received by CONTRACTOR on behalf of COUNTY, unless

COUNTY has agreed in accordance with this section that it is not feasible to return or destroy all PHI.

b. Upon termination of the Agreement and this Exhibit, CONTRACTOR shall recover any

PHI relating to the Agreement and this Exhibit in the possession of its subcontractors, agents or representatives. CONTRACTOR shall return to COUNTY, or destroy with consent of COUNTY, all such PHI plus all other PHI relating to the Agreement and this

Exhibit in its possession and shall retain no copies. If CONTRACTOR believes that it is not feasible to return or destroy the PHI as described above, CONTRACTOR shall so notify

COUNTY in writing. The notification shall include: i) a statement that CONTRACTOR has determined that it is not feasible to return or destroy the PHI in its possession, and ii) the specific reasons for such determination. If COUNTY agrees in its sole discretion that

CONTRACTOR cannot feasibly return or destroy the PHI, CONTRACTOR shall ensure that any and all protections, requirements and restrictions contained in this Agreement and

Exhibit shall be extended to any PHI retained after the termination of the Agreement and the Exhibit, and that any further uses and/or disclosures will be limited to the purposes that make the return or destruction of the PHI infeasible.

18. Insurance: In addition to any insurance requirements in the Agreement, CONTRACTOR shall maintain insurance, in such amounts as the COUNTY Risk Manager may deem necessary, to cover loss of PHI data and claims based upon alleged violations of privacy rights through improper use or disclosure of PHI. All such policies shall meet or exceed any minimum insurance requirements of the Agreement.

☐ Please confirm

*Response required

6.13. Iran Contracting Act Disclosure Form *

(California Public Contract Code, sections 2202-2208)

When responding to a bid or proposal or executing a contract or renewal for a County of Sacramento contract for goods or services of $1,000,000 or more, a vendor must either:

A. certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code section

2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or

B. demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

To comply with this requirement, please select one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of

$250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three-year ineligibility to bid on contracts. (Public Contract Code section 2205.)

OPTION #1 - CERTIFICATION

I certify I am duly authorized to execute this certification on behalf of the vendor/financial institution, and the vendor/financial institution is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

OPTION #2 – EXEMPTION

Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services. If you have obtained an exemption from the certification requirement under the Iran Contracting Act, please select

"EXEMPTION" below, and attach documentation demonstrating the exemption approval with your electronic submission.

☐ Certification

☐ Exemption

7. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

8.…