RFP 2025-47 Jail Electronic Systems Update AE - final.pdf

REQUEST FOR PROPOSALS #2025-57

Qualifications Based Selection

A&E and Related Services

FOR THE

Design Services of the Jail Electronic Systems Update

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair PAUL SAVAS, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Ryan Rice

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: June 12, 2025

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2025-47 Jail Electronic System Update Page ii

SCHEDULE

Request for Proposals Issued……........................... May 22, 20025

Protest of Specifications Deadline........................... May 29, 2025, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... June 5, 2025, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. June 12, 2025, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, June 12, 2025 (“Closing”), to provide Design Services of the Jail Electronic Systems Update. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010- 00013948.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Ryan Rice, rrice@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:rrice@clackamas.us

RFP 2025-47 Jail Electronic System Update Page 2

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP 2025-47 Jail Electronic System Update Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2025-47 Jail Electronic System Update Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

RFP 2025-47 Jail Electronic System Update Page 5

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Reserved.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Reserved.

RFP 2025-47 Jail Electronic System Update Page 6

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County Sheriff's Office (“CCSO”), is seeking the services of a qualified Architectural and/or Engineering firm(s) to provide architectural services, structural, civil, mechanical, and electrical engineering and design for a proposed Electronic Systems Upgrade for the camera system, intercom system, and security controls located at the Clackamas County Jail (“CCJ”) in Oregon City, Oregon. The selected Consultant shall have direct experience in Correction based security design, planning and permitting, and course of construction work. Consultants will work closely with county stakeholders to develop a full set of construction documents based upon initial building designs started by the CCSO staff. Consultants will be expected to attend design and public involvement meetings both in-person and via web-based media platforms. Due to time and budget constraints, the construction phase of the project may be separated into two or more phases: Phase one would consist of construction of the new system infrastructure, and the follow-on phases completing the installation of cameras and systems and demolishment of the existing system. Phases may be separated by several months or more.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

The Clackamas County Jail, located at 2206 Kaen Rd, Oregon City, OR 97045, has occupied this site since 1959. The jail underwent a significant upgrade in 1982 bringing its bed count from 86 beds to 164 beds. In 1990, another addition was constructed to accommodate the Oregon Corrections Intake Center (“OCIC”) - adding 300 beds, administrative space, and new medical and booking facilities. In 2002 the OCIC moved to a new location, and the Clackamas County Jail absorbed the vacated space. Thirty beds were converted to an in-house laundry service - increasing the total number of jail beds to 434.

Clackamas County Jail is regularly assessed through annual Grand Jury inspection and reviews by the National Institute of Corrections and the Oregon State Sheriffs' Association. The Oregon Jail Standards Board awarded the facility a 97.4% compliance rating, one of the highest in the state. The Jail employs 127 full and part-time staff and processes approximately 16,000 offenders annually. The Clackamas County Jail offers several programs not offered in other counties; these include the GED program, Medical Assisted Treatment program (MAT), National Alliance on Mental lllness program (“NAMI”), Alcoholics Anonymous (“AA”), Narcotics Anonymous (“NA”), Church Services, and the Jail Substance Abuse Program (“JSAP”).

The proposed Jail System's Upgrade will include the demolition and replacement of existing outdated cameras and wiring in and around the jail adding new cameras in locations as needed. Secondarily, the system will include new touch screen monitors for the control room and a new integrated control system.

The system will need to be a horizontal system with redundancies and be easily maintainable.

3.3. SCOPE OF WORK

PROJECT UNDERSTANDING

The proposed Jail Electronics System's shall be based on correctional facility specific models, ideally sourced from local suppliers, which most closely matches the needs and anticipated uses as determined by the CCSO. Design attributes shall include but are not limited to integrated camera and intercom controls, programing that links the control room touchscreens with the Intercoms, emergency holding cell, call buttons for the doors, door opening, and all door positions as to secure or open.

RFP 2025-47 Jail Electronic System Update Page 7

The completed project must also meet or exceed existing codes and guidelines, as well as include sustainable elements worth a minimum of 1.5% of the project cost per state law.

Please note, both the existing system and new system will need to always maintain a level of operation. A new system, or portion of the system will need to be tested and operational before the current system is removed.

SUMMARY OF WORK

Consultant shall provide services including architecture, structural engineering, mechanical, electrical and utility coordination, public outreach assistance, and the development of schematic design (SD), design development (DD) and construction document (CD) drawings and specifications, along with bidding and permitting, and construction administration through course of construction. For purposes of this RFP, consider all course of construction (site) work to be performed in one phase.

DESIGN SERVICES

Within ten (10) days of issuance of Notice to Proceed (“NTP”), the Consultant shall provide to the Project team a preliminary schedule detailing the delivery of required and anticipated services. The schedule will provide for meetings, reviews, approvals, planning, permitting and any operations required to be performed by the Project Team, Jurisdictions, or the County.

As part of the design services, the Consultant will manage and schedule the work of the Architect and all of their consultants and coordinate its services with those services provided outside this SOW, including surveying, and Master Plan updates or design.

In addition to traditional and industry established architectural and engineering services, the selected Consultant shall include the following tasks:

3.3.1 Programming/Pre-Design Phase

• Consultant shall meet with the Project Team to prioritize essential and desirable features, requirements and technology. Incorporate existing design efforts by CCSO as part of this phase to reduce or minimize the duration of this and following phases.

• From this meeting, the Consultant shall prepare a written program of the Project Team’s Requirements which will produce a framework of the main design intent and features as determined by previous meetings and programming efforts.

• Working with the Project Team and other needed stakeholder(s), the Consultant shall collect available documentation, perform site investigations, and confer with other public agencies as necessary.

• Consultant shall compile and review all information and requested design features and verify all codes and regulations will be met with the anticipated design.

3.3.2 Schematic Design (SD) Phase

• Prepare a draft schematic design including a plan detailing the building with proposed security updates. Meet with and obtain Project Team’s approval before proceeding.

• With approval of the draft SD, the Consultant shall develop a Schematic Design Collection consisting of drawings that include a site plan, preliminary plans, and sections and elevations. To the extent possible, note known or proposed security systems and construction materials on plans.

Meet with and obtain Project Team’s approval before proceeding.

• Consultant shall prepare an SD cost estimate for the project. If the estimate should exceed the anticipated costs or available funding, the Consultant shall develop and recommend concepts or design changes to reduce the cost while protecting the nature and intent of the projects designed usage.

• The Consultant shall work with the Project Team to organize and apply for any required variances through Oregon City, and permit applications and submittals through Clackamas County Building Codes.

RFP 2025-47 Jail Electronic System Update Page 8

3.3.3 Design Development (DD) Phase

• With approval of the SD documents, the Consultant shall prepare preliminary Design Development Collection consisting of more detailed drawings including plans, construction details and any changes noted or required from the SD Phase. Meet with and obtain Project Team’s approval before proceeding.

• Consultant shall develop a preliminary specification that details major components, systems and materials with input from the Project Team and based on County Standards. High level diagrams outlining systems, camera placement, doors, IDF's and MDF's shall also be provided for review by the Project Team.

• After compiling and finalizing DD Documents that include any changes or modification made from SD or DD Phases, the Consultant shall present the package to the Project Team for review and approval to move into the next phase.

3.3.4 Construction Document (CD) Phase

• With approval of the DD documents, The Consultant shall further refine, adjust and prepare

Construction Documents including any changes or required modifications from the DD Documents for approval. CD Documents shall include Drawings and Specifications detailing systems, selected materials, and all required documents for construction of the work.

• The CD Documents shall include all design requirements, calculations and specific data to meet Clackamas County conditions for permit intake and approval. The Consultant shall provide to the Project Team Drawings and Specifications for dispersal to plan centers and the County’s on-line bid solicitation site.

• The Consultant shall assist the Project Team in applying for permits necessary to complete the proposed work, and shall respond as needed to reviewer’s comments, making corrections required to complete the review and obtain permits.

3.3.5 Bidding and Construction Phase Services

• Consultant shall review, clarify, and answer questions during the bid process. Substitution requests will be reviewed by both the Project Team and Consultant, with approval given only in mutual agreement.

• Consultant shall review construction bids and may consult with the Project Team on final contractor selection.

• Submittals shall be reviewed by the Project Team and the Consultant and approved by the Consultant if meeting design specifications. Once received by the Consultant, submittals shall be reviewed and returned within seven (7) working days, regardless of approval, denial, or resubmittal decision. Consultant shall not be responsible for the submittal’s accuracy of dimensions, completeness of quantities, installation instructions, or directions for means and methods of contractor’s work.

• Requests for Information (RFI) shall be reviewed and responded to within four (4) working days of receipt by the Consultant. RFIs shall be submitted on a standard form agreed to by the Project Team and Consultant. Consultant shall keep a record of RFIs submitted, answered and tendered to the contractor, and include this record in close-out documentation.

3.3.6 Close-out Phase

• Consultant shall provide close-out documents to include (where applicable):

• Substitution request log

• Submittal log

• RFI log

• Redline drawings (If applicable)

• Copies of field visit notes or records

• Any other information or detail not listed derived from this project that would benefit the CCSO and CCJ in future work.

RFP 2025-47 Jail Electronic System Update Page 9

3.3.7. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2027. The intent is to maintain architectural services through final construction of project.

3.3.8. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

RFP 2025-47 Jail Electronic System Update Page 10

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Project Team 0-20 Prior Experience 0-20

Project Understanding and Approach 0-35 Communication and Availability 0-20 Supportive Information 0-05

4.3 Once a selection has been made, the Proposer will be required to submit its proposed fees for completion of the project. The proposed fees must be on a time and material basis with a not to exceed for each phase of the Work. The proposed fees must be reasonable and fair to the County, as determined solely by the County.

During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, negotiations shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP 2025-47 Jail Electronic System Update Page 11

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count.

Provide the following information in the order in which it appears below:

5.2 Cover Letter:

The cover letter should identify the proposing entity, the contact for the procurement and contract negotiation process, and be signed by an authorized representative or official.

5.3 Project Team:

This criterion relates to the Proposer's firm and key individuals qualifications, capabilities, and experience.

Provide a description of the following:

• Description of the firm.

• Credentials/experience of key individuals that would be assigned to this project. Provide description of previous experience of the key individuals working together as a team. Must be comprehensive expertise to cover all phases of the project.

• Description of what distinguishes the firm from other firms performing similar services.

5.4 Prior Experience

This criterion relates the record of past performance, including but not limited to price and cost data from previous projects, quality of work, ability to meet schedules, cost control and contract administration. Provide a description of the following:

• Provide a description of providing similar services to public entities of similar size within the past five

(5) years. Must provide project owner representative contact (phone and email) information.

5.5 Project Understanding and Approach

This criterion relates to the Proposer’s understanding of the project and the methodology and course of action used to meet the goals and objectives of the project. The issue is whether the Proposer has a clear and concise understanding of the project based on existing information. Provide a description of the following:

• Proposer’s understanding of the project as demonstrated in the RFP.

• Proposer’s awareness of key issues.

• Proposer’s awareness of project requirements to produce the necessary project deliverables on schedule and within budget.

https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2025-47 Jail Electronic System Update Page 12

• At least one page (11” X 17” allowed) of this section shall be dedicated to providing a detailed matrix illustrating tasks, subtasks and percent of overall project resources on one axis, and a timeline on the other axis. The matrix must identify the resources committed to perform the work and the proportion of the time that the firm’s staff would spend on the project, including time for specialized services.

• Proposer’s understanding of their role in the public involvement process and ability to incorporate comments from the general public and stakeholders into the overall project.

5.6 Communication and Availability

This criterion relates to accessibility and availability for project work, meetings, and other interaction with the County. Provide a description of the following:

• Ongoing projects for key staff and percent contracting availability for assignment to this project.

• Resources available to perform the work for the duration of the project.

• Accessibility for interaction with the Agency for meetings and other project tasks.

• Ability to establish and maintain functional, productive working relationships.

5.7 Supportive Information

Supportive material may include graphs, charts, photographs, resumes, references, etc., and is completely discretionary. Please note that the material included as supportive information will not be considered when scoring any sections of the Proposal other than “Supportive Information”.

5.8 Completed Proposal Certification (see the below form)

RFP 2025-47 Jail Electronic System Update Page 13

PROPOSAL CERTIFICATION

RFP #2025-47

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________