Offender_Specimen_Collection_and_Drug_Testing_Services.pdf

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Collin County, TX

REQUEST FOR PROPOSAL

2026-327

OFFENDER SPECIMEN COLLECTION AND DRUG TESTING SERVICES

RELEASE DATE: June 22, 2026

RESPONSE DEADLINE: July 23, 2026, 2:00 pm

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

Request For Proposal #2026-327 Title: Offender Specimen Collection and Drug Testing Services

Table Of Contents

1. INTRODUCTION

2. PURPOSE/SCOPE OF WORK

3. SPECIAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. EVALUATION CRITERIA AND FACTORS

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. PRICING PROPOSAL

9. VENDOR RESPONSE AND PROPOSAL FORMAT

10. ATTACHMENTS

Attachments:

A - LEGAL NOTICE RFP 2026-327

B - Attachment B Collection Data - Total Tests

C - Attachment C Collection Data - Monthly Total Tests

D - Exceptions

E - CIQ Form

F - W9

1. INTRODUCTION

1.1. SUMMARY

Collin County’s intent of this Request for Proposal (RFP) and resulting contract/s is to provide proposers with sufficient information to prepare an RFP response for CSCD, Offender Specimen Collection and Drug Testing

Services. It is the intent to procure services from the most qualified firm (s)/organizations(s) for these services.

The Department reserves the right to award this RFP in whole or in part to multiple vendors.

1.2. TIMELINE

RFP Released: June 22, 2026

Deadline for Submission of Questions: July 9, 2026, 2:00pm

Response Submission Deadline: July 23, 2026, 2:00pm

Estimated Award of RFP: August 10, 2026

2. PURPOSE/SCOPE OF WORK

2.1. Background

Intent of Request for Proposal is to provide information to prepare an RFP response for the collection and testing of urine specimens for the presence of detectable drugs and prohibited substances. Specimens shall be screened by immunoassay and confirmed by LC/MS/MS or GC/MS. Panels shall include those listed and any additional panels that selected Offeror may wish to suggest. Proposal shall include pricing for (1) screening only, (2) confirmation after screening, and (3) screening with automatic confirmation of positives. Additional pricing may be proposed for drugs not included in the standard panel, i.e., ecstasy, steroids, etc. Additionally, proposal shall include other types of collection and testing offered, such as oral fluid testing and hair testing, and how those specimens are screened and confirmed.

2.2. Scope of Work for Offender Specimen Collection and Drug Testing Services

Collin County, TX is seeking a qualified vendor to provide comprehensive offender specimen collection and drug testing services. The cost for all services shall be included in the individual laboratory fee. Fees shall be inclusive of, but not limited to UA tech filling out forms, collection of urine, transportation, testing, reporting, and data entry, of drug testing and results for offenders under the supervision of Collin County's Community

Supervision Corrections Department (CSCD). The goal is to ensure compliance with court-ordered drug testing requirements and to support the County's efforts in monitoring and rehabilitating offenders.

The vendor shall provide the following services in accordance with all relevant standards and regulations:

1, Service Requirements:

1. Provide Proposer-provided Urinalysis (UA) collection staff. The staffing pattern is the Proposer’s option as long as it is sufficient to adequately handle the volume of traffic, including arrangements for backup coverage for court testimony, vacation, sick, etc.

i. Qualifications of the Proposer's staff that will be providing day to day services, job title, brief job description, and/or any required training, certifications, and licenses.

2. Provide Proposer-operated randomized UA testing of offenders’ functionality or processes as described in this RFP, which could include Offeror-operated Interactive Voice Response (IVR) call-in system.

3. Urinalysis services meeting the highest standards established by the state and federal governments.

4. Provide results in electronic format as described in Section 3 within 48 hours of collection. Proposer is responsible for retrieving and transporting all specimens collected for laboratory testing from all locations daily (collection sites). A detailed chain-of-custody protocol for all specimens following collection shall be discussed in offeror’s response.

5. All specimens must be tested for adulteration, dilution, and/or substitution. Proposer must include a statement advising of all methods of detecting these conditions.

6. Proposer must agree to appear and testify in court when requested at no additional cost to Collin

County or CSCD. Offeror may seek reimbursement for expenses by filing a witness fee claim form through the State of Texas. The witness fee claim form and the witness fee claims guidelines are accessible through the provided links.

o https://comptroller.texas.gov/open-search/?q=witness+fee+claim+form o https://comptroller.texas.gov/open-search/?q=witness+fee+claim+form&site=ctg_collection

7. According to the TDCJ-CJAD Financial Manual, “Offerors who provide offender services in amounts that exceed $100,000 statewide (one or more CSCDs) must have an annual independent audit of the funds received from CSCDs.” The winning Proposer must provide an independent audit on the total funds received from CSCD for each Fiscal Year (September 1 – August 31) if the $100,000 threshold is reached. This audit must be completed in accordance with TDCJ-CJAD Audit Guidelines and be submitted to TDCJ- CJAD by December 31st of the current year.

8. It is required that the Proposer's lab be certified by one of the following:

o Substance Abuse and Mental Health Services Administration (SAMSHA) o TX DPS o College of American Pathologist (CAP)

9. Proposer shall state their lab certifications and provide copies of any certifications with your proposal.

In addition, include all business license information and other credentials that indicate the Proposer is in good standing to conduct business.

10. On the pricing sheet, please state a percent discount that will be applied to services for either Collin

County staff have to perform a UA test due to Proposer’s staff being absent and/or unavailable during working hours.

11. Proposer's are required to have their staff member on site for a minimum of 40 hours per week.

Collection and Panels:

Collin County CSCD currently contracts with a private company to provide laboratory testing of urine samples collected for drug testing under a variety of situations. The current standard for testing is urine with

LC/MS/MS confirmation but GC/MS is also acceptable. However, there are some “Instant Cup Test” utilized when appropriate. The successful Proposer is responsible for retrieving and transporting all specimens collected for laboratory testing. All specimens must be tested for adulteration, dilution, and/or substitution.

Offeror must include a statement advising of all methods of detecting these conditions. The Offeror shall provide automatic confirmations for all positive screens.

1. Collection Data: Normal field collections and testing data during May 2025 through April 2026, see

Attachment B & Attachment C.

https://comptroller.texas.gov/open-search/?q=witness+fee+claim+form https://comptroller.texas.gov/open-search/?q=witness+fee+claim+form&site=ctg_collection

2. Basic Screens: The normal UA test panel includes screening by immunoassay for the screens listed below:

i. Five (5) Panel Screen – amphetamine/methamphetamine, benzodiazepine, cocaine, Opiates, THC, and automatic confirmation by LC/MS/MS if screening is positive.

ii. Six (6) Panel Screen – amphetamine/Methamphetamine, benzodiazepine, cocaine, Opiates, THC and ETG and automatic confirmation by LC/MS/MS if screening is positive.

iii. Additional Screens: Per the line listings, please provide an attachment with all other drugs tested upon an Automatic Confirmation of Positives with pricing

3. Optional Screens: Additionally, an officer may have an indication of use for another substance, such as steroids, ecstasy, or laboratory test results indicate a need for supplemental testing. The lab shall also conduct additional testing to further refine or clarify indications of the initial results. When either of the first two situations occurs, a request for supplemental testing is submitted to conduct the test (at additional costs to CSCD). Proposer shall provide a price sheet in their proposal response stating a list of the optional screens for each drug, include confirmation fees if screening is positive. This pricing will not be part of the cost of the evaluation due to the low usage and one-off nature of these tests, but will be considered firm pricing for these tests if the need arises.

i. Provide a description of the quality control procedures for specimen collection.

ii. Provide Urinalysis Testing Procedures and list of supplies.

Randomized Call-In and Web Check in System and Scheduled UA's:

While not all offenders are required to submit to drug testing, a vast majority are required to submit to drug testing. Offenders are selected/referred for urine drug testing in a variety of manners. Many are enrolled in an automated randomized drug testing system that is maintained by the contracting Proposer’s lab.

1. High risk offenders are enrolled in the system as random call-in. Random call-in requires the offender to call an IVR (Interactive Voice Response) system daily to retrieve a message as to whether or not they are required to test that day. Persons on random call-in/web check in are scheduled by the Proposer’s computerized randomization program, or customized by the supervision officer, to report and provide a specimen at least one (1) time per month. The IVR system records the date, time, and number from which they called. A file is retrieved each day and provided to CSCD with this information as well as those who failed to call or web check in to the system for that day. Immediate electronic notification is preferred. IVR call-in response (level 1) read in the nature of either of the following messages:

a. “No test today” (repeated).

b. “You must report for testing today”

2. Some offenders are required to submit a specimen on a regular and consistent basis, i.e., weekly, 2 times per week, etc. These are referred to as “Scheduled UAs.”

3. Other individuals have schedules or other situations that preclude them in the regular randomized programs and are monitored/referred by their officer consistent with the requirements of the court and case management needs.

4. Additionally, a few (3 to 4 at any given time) offenders have medical situations that preclude urine drug testing and are being tested with alternative methods.

Alternative Testing:

Historically, urine has been considered the “gold standard” for forensic drug testing and the Department has and anticipates continuing to use it as the primary methodology of choice. However, the Department recognizes that there have been significant technology advances in the field and is willing to review proposals for alternative testing methodologies. Proposer's may submit with proposal alternative testing for primary or special situations (as needed) alternatives.

Occasional situations present themselves whereby urine testing does not provide for drug testing within the parameters of special circumstances. Proposer's may negotiate with a third party provider to accomplish the testing, but the Vendor must disclose any third party provider and provide adequate details about the provider. All Third-party providers must be identified and approved by CSCD.

Collection Locations and Hours of Operation:

The contracted laboratory shall provide collectors on-site at two CSCD locations:

1. Collin CSCD - 900 E. Park, Plano, TX. 1 male and 1 female tech on site. Times to be negotiated with winning Proposer.

2. Collin CSCD - 2100 Bloomdale Road, McKinney, TX. 1 male and 1 female tech on site. Times to be negotiated with winning Proposer.

3. Hours of operation are from 8:00am to 5:00pm Monday through Friday with a 1-hour lunch and 5

Saturdays 10:00am to 12:00pm throughout the year.

2. Delivery Requirements:

Electronic Submission of Results

County staff and Officers shall have access to vendor website for results, call in compliance and chain of custody.

1. Description of Operational Website and Case Management System, include interactive website link if available.

3. Reporting Requirements:

The vendor must provide the capability to integrate urine analysis testing data and automatically assess charges within Collin County CSCD's case management system.

At a minimum, the proposed solution shall:

• Support secure electronic data exchange between the vendor's system and the CSCD system, including but not limited to test results, collection data, chain of custody information and participant identifiers.

• Allow for automated, transmission of test result upon completion, without requiring manual data entry by County Staff.

• Ensure compatibility with CSCD's existing software environment.

• Maintain compliance with all applicable data security and privacy standards.

1. Financial – Monthly Billing Invoice (Excel is preferred) - Listing of all tests with the following information: Probationer, Cause#, Date, Chain-Of-Custody #, Test Panel Code, Charge to CSCD. If other departments/programs within the County need to use this contract, Proposer needs to be able to bill invoice separately to different departments/programs.

2. Statistical Reports to include the following information:

i. Number of specimens that were dilute, adulterated, and/or positive (by drug class).

ii. Comparisons between collections and results reports. Test results for all specimens collected shall be reported, including specimens that are unable to be tested for whatever reason (e.g., broken chain of custody) data shall be reported.

iii. Comparison between screens and confirmations.

iv. Report of Results with Multiple Positives

3. Access to Lab Data: Automated Search/Lookup of Results (missing or suspected missing reports).

4. RUDTP Logs (Formatted ASCII Text Files):

i. Daily log of persons not submitting a test as scheduled (Monday – Friday). (Failure to Submit Log –

FTS.)

ii. Weekly list of current active enrollments.

4. Provide an Implementation Plan for the proposed product(s)/service(s) to include but not limited to the following areas:

1. Provide a timeline and implementation plan for initiating the requirements in the event the proposal is accepted. Proposer's shall include documentation of all forensic and professional licensures and certifications.

2. Detailed plan for implementing the contract. The implementation plan shall include the following elements: the estimated implementation timeframe; an overview of project phases and project assumptions.

Conclusion

Collin County, TX is committed to ensuring the integrity and effectiveness of its offender monitoring programs.

The selected vendor will play a critical role in supporting these efforts by providing reliable and accurate drug testing services. Vendors are encouraged to submit proposals that demonstrate their ability to meet the detailed specifications, service requirements, delivery requirements, and implementation plan outlined in this scope of work.

3. SPECIAL CONDITIONS

3.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed proposals will be received for 2026-327

Offender Specimen Collection and Drug Testing Services.

3.2. INTENT OF REQUEST FOR PROPOSAL

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for Offender Specimen Collection and Drug Testing Services.

3.3. TERM

Provide for a two (2) years term contract commencing on the latter of full award and execution of the contract or September 1, 2026. The County shall have the option to renew for three (3) additional one-year periods, not to exceed five (5) years total, with all other terms remaining the same.

3.4. TRANSITIONAL PERIOD

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

3.5. POINT OF CONTACT

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

County Purchasing Department or email Susan Hayes, Senior Buyer at shayes@co.collin.tx.us.

3.6. FUNDING

Services provided will be paid for from the appropriate fiscal year funds provided by the Texas Department of

Criminal Justice-Community Justice Assistance Division (TDCJ-CJAD). Contracts are subject to availability of

TDCJ-CJAD funds. All representations made by the Department are subject to the availability of legislative appropriations and do not represent an obligation on the part of the State of Texas, the Texas Board of

Criminal Justice, the Texas Department of Criminal Justice, or the Community Justice Assistance Division.

3.7. PRICE REDUCTION

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

3.8. PRICE REDETERMINATION

A price re-determination may be considered by Collin County only at the anniversary date (September 1st of each year) of the contract. All requests for price redetermination shall be in written form, shall be submitted on or before April 1st of each year and shall include supporting documentation. Requests for price re-determination shall be based on the percentage increase for the previous twelve (12) month period in the medical component of the Consumer Price Index (CPI) (calculated to the next 1/19th of (1%) of the South region for All Urban Consumers) as published by the United State Department of Labor. For purposes of this contract, the Medical CPI shall not exceed an annual increase of 3.0%. If during the life of the contract, the

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

3.9. APPROXIMATE VALUE/USAGE

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

Estimated expenditure is $600,000.00.

UA tests will be ordered on an as-needed basis. Any other governmental entity who has an Interlocal

Agreement with Collin County and wishes to utilize this contract will contact the vendor directly and vendor will bill the entity for their usage.

3.10. TYPE OF CONTRACT

Any contract resulting from this solicitation will be in the form of the County Community Supervision and

Corrections Department (CSCD)’s standard Services for Operations Agreement Community Supervision and

Corrections Department agreement.

3.11. SAMPLES/DEMOS

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

3.12. FREIGHT/DELIVERY CHARGES:

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

3.13. CONFIDENTIAL OR PROPRIETARY INFORMATION

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

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

3.14. BACKGROUND CHECK

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

3.15. PERMITS, TAXES, AND LICENSES

The Proposer is responsible for all necessary permits, licenses, fees and taxes required to carry out the provisions of the RFP. The financial burden for such expenses rests entirely with the company providing the service under the contract.

3.16. SUBCONTRACTORS

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

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

Purchasing Department.

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

3.17. BINDING EFFECT

This resulting agreement shall be interpreted and enforced under the laws and jurisdiction of the State of

Texas. Collin County’s RFP, the Proposer’s proposal in response to the RFP and any additional negotiated conditions reduced to writing will become part of the final contract between the successful Proposer and

Collin County. This agreement then constitutes the entire understanding between the parties and is not subject to amendment unless agreed upon in writing by both parties hereto. By mutual agreement, the parties may, from time to time, promulgate scope of service documents to define the scope of services. Such scope of service documents will be incorporated into the contract agreement. Proposer acknowledges and agrees that is will perform its obligations hereunder in compliance with all applicable state, local or federal law, rules, regulations, and orders.

3.18. PROPOSAL SCHEDULE

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

RFP Released: June 22, 2026

Deadline for Submission of Questions: July 9, 2026, 2:00pm

Response Submission Deadline: July 23, 2026, 2:00pm

Estimated Award of RFP: August 10, 2026

4. INSURANCE REQUIREMENTS

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

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

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

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

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

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

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

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

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

Each Occurrence/Aggregate $1,000,000

v. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $1,000,000

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

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

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

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

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

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

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

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

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

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

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

5. EVALUATION CRITERIA AND FACTORS

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

262.030.

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

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

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

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

The following documents shall be submitted as part of the proposal. Failure to provide these documents may deem proposer as non-responsive.

• Lab certification from one of the following:

o Substance Abuse and Mental Health Services Administration (SAMSHA) o TX DPS o College of American Pathologist (CAP)

• A descriptive background of your company's history.

• A brief biography and complete resume and licenses of the person(s) who will operate/manage the services provided by Vendor.

• Vendor to provide a copy of the Vendor’s organizational chart.

• Detailed response to requirements as outlined in the Scope of Work

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

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

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

(70%) to Evaluation Phase 2.

Evaluation Phase 2 – Demonstration of Solution (Optional - Maximum 30 Points)

During the interviews, the County will allow presentations to demonstrate their product and/or clarify any questions that the evaluating committee might have. Several of the other evaluation criteria will be clarified and refined, including the implementation plan, ability to meet facilities requirements, and cost. Proposals may be re-evaluated based upon Criteria in previous Evaluation Phases.

Evaluation Phase 3 – Best And Final Offer

Contractors who are susceptible of receiving award may be elevated to Phase 3 for Best and Final

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

Based on the result of the Best and Final Offer evaluation, a single contractor or contractors will be identified as the finalist/s for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the County, it reserves the right to contact any of the other contractors that have submitted proposals and enter into negotiations with them.

PHASE 1 - DETAILED PROPOSAL ASSESSMENT & COST

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor's Understanding of Services Required

The thoroughness of the proposal and the extent to which the content of the proposal addresses the Services, Delivery, Reporting, and Implementation Plan Requirements detailed in this Scope Of Work.

Points Based 30 (30% of Total)

2. Firm Overview and Staff Qualifications

Vendor’s qualifications, including licenses and certifications, documented experience and, accomplishments in providing similar services.

Points Based 25 (25% of Total)

3. Client References

Vendor’s past performance in providing similar services

Points Based 15 (15% of Total)

4. Cost of Services

Pricing and fees per Data Collection -

Attachment B & Attachment C

Reward Low Cost 30 (30% of Total)

PHASE 2 - DEMONSTRATIONS AND INTERVIEWS (OPTIONAL)

No. Evaluation Criteria Scoring Method Weight (Points)

1. DEMONSTRATIONS AND INTERVIEWS

(OPTIONAL)

The Evaluation Committee may conduct interviews and site visits; however, this is at the sole discretion of the Evaluation

Committee and the Committee is not obligated to request it. The interview and site visit is an opportunity for the County Evaluation

Committee to ask questions and seek clarification of the proposal submitted. The interview is not meant as an opportunity for the Vendor to simply provide generic background information about the corporation or its experience. The interviews and site visits, if held, will be scheduled accordingly and all

Vendors selected for a site visit and or interview will be notified of time and date.

Points Based 30 (100% of Total)

6. GENERAL INSTRUCTIONS

6.1. DEFINITIONS

1. Proposer: refers to submitter.

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

3. Submittal: refers to those documents required to be submitted to Collin County, by a Proposer.

4. RFP: refers to Request for Proposal.

5. CSP: refers to Competitive Sealed Proposal

6.2. GENERAL INSTRUCTIONS

1. If Proposer does not wish to submit an proposal at this time, please submit a No Proposal response.

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

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

Submittal.

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

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

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

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

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

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

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

CSP.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

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

Collin County may request documentation and other information sufficient to determine

Proposer’s ability to meet these minimum standards listed above.

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

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

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

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

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

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

County accepts such proposal as responsive.

The County will make a determination as to the responsiveness of proposals 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 Proposer upon award of the contract and, according to state law; all proposals received will be available for inspection at that time.

24. Proposer 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.

7. TERMS OF CONTRACT

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

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments to the contract will be made in writing by Collin County's Community Supervision Corrections Department (CSCD) and with the support of the

Collin County Purchasing Agent.

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

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

County Employees.

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

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

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

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

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

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

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

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

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

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

i. In accordance with Section 2253.021 of Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of $25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

ii. In accordance with Section 2253.021 of Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of $100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas

Insurance Code).

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

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

14. Collin County's Community Supervision Corrections Department (CSCD), and support of Collin County's

Purchasing Department, shall serve as Contract Administrator or shall supervise agents designated by

Collin County.

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

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

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

18. Invoices shall be mailed directly to Collin County's Community Supervision Corrections Department

(CSCD), 2100 Bloomdale Road, Suite 12262, McKinney, Texas 75071 and to the County Auditor's Office, 2300 Bloomdale Road, Suite 3100, McKinney, Texas 75071. All invoices shall show:

i. Collin County Purchase Order Number;

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Purchasing Department within five (5) working days.

30. Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County.