RFP 2026-009 Webb County Jail IP Based Intercom System.pdf

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Request for Proposals (RFP)

RFP 2026-009

“Webb County Jail IP Based Intercom System”

WEBB COUNTY CLERK - INDEX

Due: June 19, 2026 at/or before 4 pm (CT)

Webb County Commissioners Court (“County”) is soliciting competitive sealed proposals from qualified vendors (“Respondents”) to supply, install, integrate, test, and support a turnkey IP-based intercom solution that enhances inmate/staff communication, door control integration, paging, emergency notification, and complies with applicable state standards and best practices for correctional communications infrastructure. The County Jail is a medium-sized detention facility located at 1000 Washington Street. The facility houses on average 540 inmates per day and includes administrative areas, housing units, medical, visitation, intake/booking, and other secured zones. The County desires a modern, IP-capable intercom system integrated with the facility’s network, access control, CCTV, and emergency systems. The County is seeking a three (3) year initial term, with the option to extend for two (2) additional one-year terms at the County’s sole discretion. This formal solicitation will comply with the Texas Local Government Code, §262.030 (Alternative Proposal Procedures for Certain Goods and Services).

The accompanying RFP with its terms, conditions, attachments and all other forms in this RFP package are due by or before 4 pm (CST) on, June 19, 2026. RFP received after the due date and time will not be accepted.

All RFP meeting the required deadline will be read publicly at the following location in accordance with Federal and State Procurement rules.

Webb County Purchasing Department 1110 Washington St., Ste. 101

Laredo, Texas 78040

This RFP solicitation can be viewed at the following online address. Interested Respondents/individuals may submit their Statement of Qualifications by registering on Webb County’s e-Procurement site and uploading their file to our “Response Attachments” tab. All new supplier registrations must be completed one workday prior to official due date of submittal. Should anyone need assistance please contact Mr. Juan Guerrero, Contract Administrator at (956) 523-4125.

https://webbcountyebid.ionwave.net/Login.aspx

WEBB COUNTY reserves the right to reject any and all RFP, to waive informalities in the RFP process, or to terminate the RFP process at any time, if deemed in the best interest for WEBB COUNTY. In addition, WEBB COUNTY shall not, under any circumstances, be bound by or be liable for any obligations with respect to this public solicitation until such time (if at all) a construction contract been awarded and all approvals obtained in form and substance satisfactory to the WEBB COUNTY have been executed and authorized by the WEBB COUNTY Commissioners Court, and then only to the extent of such fully executed agreements.

THIS FORM MUST BE INCLUDED WITH RFP PACKAGE; PLEASE CHECK OFF EACH ITEM

INCLUDED WITH RFP PACKAGE AND SIGN BELOW TO COMPLETE SUBMITTAL /

CONFIRMATION OF EACH REQUIRED ITEM.

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“Webb County Jail IP Based Intercom System”

Reference Form

Conflict of Interest Form (CIQ)

Webb County Code of Ethics Affidavit

House Bill 89 Form

Senate Bill 252 Form

Proof of No Delinquent Tax Owed to Webb County

Signature of Person Completing this Package Date

Table of Contents Section 1. Introductions to Respondents

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1.1 Instructions to Proposers

1.2 Governing Law

1.3 Ambiguity, Conflict, or other errors in the RFP

1.4 Notification of Most Current Address

1.5 PROPOSAL Preparation Cost

1.6 Signature of Respondent

1.7 Economy of Presentation

1.8 Respondent Obligation

1.9 Intentionally Left Blank

1.10 Governing Terms

1.11 Implied Requirements

1.12 Compliance with RFP Specifications

1.13 Intentionally Left Blank

1.14 Awarded Vendor(s): Submission of FORM 1295 (Texas Ethics Commission)

1.15 Acceptance of Sealed Hard Copy PROPOSAL

1.16 Evaluation

1.17 Withdrawal of Bid

1.18 Small Business Enterprises, Minority Business Enterprises & Women’s Business Enterprises

1.19 Award

1.20 Ownership of Bid / Proposal

1.21 Disqualification of Respondent

1.22 Contractual Development

1.24 Contract Obligation

1.25 Termination

1.26 Inspections

1.27 Testing

1.29 Taxes

1.30 Non-Discrimination

1.33 Acknowledgment of Insurance Requirements

1.34 Insurance

1.35 Intentionally Left Blank

1.36 Intentionally Left Blank

1.37 Special Accommodations

1.38 Webb County Purchasing Code of Ethics Policy

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1.39 Proposal Submissions During Time of Inclement Weather, Disaster, or Emergency

1.40 Questions

1.41 RFP Schedule of Events

1.45 Proposal Modifications Prior to Proposal Opening

1.48 Equal Employment Opportunity

1.49 Certification Regarding Lobbying

1.5 Conflict of Interest

1.51 Confidential/Proprietary Information

2.0 Ownership of Contract Work Product

3.0 Scope of Work

3.1 PROPOSAL Evaluation Committee

3.2 Evaluation Criteria and Selection

Section 1. Introductions to Respondents

This RFP solicitation is a public invitation to all parties interested in submitting a formal Proposal for the scope of services stipulated herein. The word “Offeror” “Proposer” and “Respondent” may be interchanged throughout the document, but have the same meaning as it pertains to this RFP; An individual, Respondent, corporation or other entity supplying information/responding to a public solicitation.

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The following items are provided as general information and instructions as required by Webb County.

1.1 Instructions to Proposers

a) Your proposal should be concise, specific, and complete and should demonstrate a thorough understanding of the terms and conditions of this proposal.

b) Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete offer are not desired. Legibility, clarity, and completeness are much more important.

c) Your proposal must be signed by an official authorized to bind your company or as an individual contractually and must be accompanied by a statement to the effect that your offer is firm for a period of not less than 60 calendar days after the closing date of Request for Proposal.

d) Proposer must provide all information required by the forms attached to include all corresponding documents required by Webb County Purchasing Agent.

e) County has the right to negotiate with proposer(s) before award for the purpose of obtaining best and final offers. All proposers will be treated fairly & equally with respect to any opportunity for discussion & revision of proposals. Revisions may be permitted (if requested by the Purchasing Agent) after submission and before award for purposes of obtaining Best and Final Offer (BAFO).

No oral interpretations will be made to any Respondent. Each request for clarification shall be requested during the pre-proposal meeting and/or questions may be submitted online via our e-procurement portal by deadlines stipulated under Section 1.41 RFP Schedule of Events -Questions/Answers. Clarifications and/or answers to questions submitted will be posted either by official addendum and/or in response to the Q&A deadlines on our e-procurement portal as per our RFP Schedule. It is, however, the Respondent's responsibility to make inquiry as to any addenda issued and/or answers posted in the e-procurement portal. All such addenda shall become part of the contract documents and all Respondents shall be bound by such addenda, whether or not received by the Respondents.

1.2 Governing Law

Respondent is advised that these requirements shall be fully governed by the laws of the State of Texas and that Webb County may request and rely on advice, decisions, and opinions of the Attorney General of Texas and General Counsel for Webb County concerning any portion of these requirements.

1.3 Ambiguity, Conflict, or other errors in the RFP

If Respondent discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, Respondent shall immediately notify the Webb County Purchasing Agent of such error in writing and request modification or clarification of the document. Modifications will be made by issuing Addenda.

Written notice will be given to all parties who have been furnished with the RFP without divulging the source of the request for the same. If the Respondent fails to notify the Webb County Purchasing Agent prior to the date and time fixed for submission of Bid, an error or ambiguity in the RFP known to Respondent, or an error or ambiguity that reasonably should have been known to Respondent, then Respondent shall not be entitled to compensation or additional time by reason of the error or ambiguity or its later resolution.

The County may also modify the RFP, no later than 48 hours prior to the date and time fixed for submission of proposals, by issuance of an Addendum to all parties who have received the RFP. All addenda will be numbered consecutively, beginning with number one (1).

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1.4 Notification of Most Current Address

Respondents in receipt of this RFP shall notify Mr. Juan Guerrero, Contract Administrator, of any address changes, contact person changes, and/or telephone number changes no later than 48 hours prior to the date and time fixed for submission of proposals. All electronic submittals can be retracted and resubmitted for same purpose prior to deadline. For instructions or additional information Mr.

Guerrero can be reached at (956) 523-4149 or via email at juguerrero@webbcountytx.gov

1.5 PROPOSAL Preparation Cost

Respondents submitting PROPOSAL do so entirely at their expense. There is no express or implied obligation by the Webb County to reimburse a Respondent for any costs incurred in preparing or submitting a proposal, providing additional information when requested by the Scoring Committee or Commissioners Court, participating in any selection interviews, site visits, or participating in this procurement, when applicable.

1.6 Signature of Respondent

A transmittal letter, which shall be considered an integral part of the proposal, shall be signed by an individual who is authorized to bind the Respondent contractually. If the Respondent is a corporation, the legal name of the corporation shall be provided together with the signature of the officer or officers authorized to sign on behalf of the corporation. If applicable.

If the Respondent is a partnership, the true name of the Respondent shall be provided with the signature of the partner or partners authorized to sign. If the Respondent is an individual, that individual shall sign. If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney or equivalent document must be submitted prior to the deadline of RFP.

1.7 Economy of Presentation

PROPOSAL shall not contain promotional or display materials, except as they may directly answer in whole or in part questions contained in the RFP. Such exhibits shall be clearly marked with the applicable reference number of the question in the RFP. Bids must address the technical requirements as specified in the RFP. All questions posed by the RFP must be answered concisely and clearly. BIDs that do not address each criterion may be rejected and not considered.

1.8 Respondent Obligation

The contents of the response to RFP and any clarification thereof submitted by the selected Respondent shall become part of the contractual obligation and incorporated by reference into the ensuing contract.

1.9 Intentionally Left Blank

1.10 Governing Terms

In the event of any conflict of interpretation of any part of this overall document, Webb County’s interpretation shall govern. To include any Addendum(s) published.

1.11 Implied Requirements

Products and services not specifically mentioned in the RFP, but which are necessary to provide the functional capabilities described by the Respondent, shall be included in the PROPOSAL, if applicable.

1.12 Compliance with RFP Specifications

It is intended that this RFP describe the requirements and the response format in sufficient detail to secure comparable PROPOSAL. Failure to comply with all provisions of the RFP may result in disqualification.

1.13 Intentionally Left Blank

mailto:juguerrero@webbcountytx.gov

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1.14 Awarded Vendor(s): Submission of FORM 1295 (Texas Ethics Commission)

In accordance with House Bill 1295 (passed January 1, 2016), Vendors entering into contracts and professional agreements with Webb County will be required to complete a Certificate of Interested Parties (FORM 1295), unless contract is considered exempt as described below.

In 2017, the Texas legislature amended the law to require Form 1295 to include an “unsworn declaration” which includes, among other things, the date of birth and address of the authorized representative signing the form. The unsworn declaration, including the date of birth and address of the signatory, replaces the notary requirement that applied to contracts entered into before January 1, 2018. The TEC filing application does not capture the date of birth or street address of the signatory and it will not appear on forms that are filed using the TEC filing application.

Changes to the law requiring certain businesses to file a Form 1295 are in effect for contracts entered into or amended on or after January 1, 2018. The changes exempt businesses from filing a Form 1295 for certain types of contracts and replace the need for a completed Form 1295 to be notarized. Instead, the person filing a 1295 needs to complete an “unsworn declaration.”

FORM 1295 Exemptions: What type of contracts are exempt from the Form 1295 filing requirement under the amended law? The amended law adds to the list of types of contracts exempt from the Form 1295 filing requirement. A completed Form 1295 is not required for:

a. a sponsored research contract of an institution of higher education

b. an interagency contract of a state agency or an institution of higher education

c. a contract related to health and human services if: the value of the contract cannot be determined at the time the contract is executed; and or any qualified Respondent is eligible for the contract

d. a contract with a publicly traded business entity, including a wholly owned subsidiary of the business entity

e. a contract with an electric utility, as that term is defined by Section 31.002, Utilities Code

f. a contract with a gas utility, as that term is defined by Section 121.001, Utilities Code

Upon entering into a contract or professional agreement, the Civil Legal Department will submit a request to the awarded Respondent to both:

1. Submit a FORM 1295 online via the Texas Ethics Commission website link below.

Vendors must enter the required information on Form 1295, and print a copy of the completed form.

The form will include a certification of filing that will contain a unique certification number.

2. Submit a FORM 1295 hard copy (completed & signed by an Authorized Agent of the Awarded

Respondent), to the Civil Legal Department.

FORM 1295, Completion Instructions, and Login Instructions are available via the Texas Ethics Commission Website at: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

1.15 Acceptance of Sealed Hard Copy PROPOSAL

Webb County will accept hard copy Proposal Proposals, Respondents must provide one original and four (4) copies in a sealed envelope. Sealed envelope must contain the name and number of RFP on the top right corner of envelope and be delivered sealed to the following address prior to deadline (See RFP Schedule – Section 1.41)

Webb County Purchasing Agent’s Office 1110 Washington Street, Suite 101 Laredo, Texas 78045 https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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Attn: Juan Guerrero, Contract Administrator

BIDs received after the published deadline to submit will not be accepted and will be returned to Respondent unopened. Webb County encourages all interested parties to register on our e- Proposal portal https://webbcountyebid.ionwave.net/Login.aspx Click on “Supplier Registration” and submit your PROPOSAL online. For assistance on supplier registration please contact Mr.

Juan Guerrero, Contract Administrator with the Purchasing Department at (956) 523-4125 or email at juguerrero@webbcountytx.gov

1.16 Evaluation

Webb County reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process) that might affect the County’s judgment as to the appropriateness of an award to the best evaluated Respondent. This information may be appended to the PROPOSAL evaluation process results. Information on a service provider from reliable sources, and not within the service provider’s proposal, may also be noted and made part of the evaluation file. Webb County shall have sole responsibility for determining a reliable source. If applicable.

1.17 Withdrawal of Bid

For hard copy submittals, the Respondent may withdraw its PROPOSAL by submitting a written request over the signature of an authorized individual to the Purchasing Agent any time prior to the submission deadline. The Respondent may thereafter submit a new hard Proposal prior to the deadline in accordance with Section 1.15 (Acceptance of Sealed Hard Copy Bid).

If Respondent submitted PROPOSAL electronically (https://webbcountyebid.ionwave.net/Login.aspx) Respondent may retract and resubmit PROPOSAL prior to deadline without notification to the Purchasing Agent. Modification or withdrawal of the Proposal in any manner, oral or written, will not be considered if submitted after the deadline.

1.18 Small Business Enterprises, Minority Business Enterprises & Women’s Business Enterprises Webb County encourages all Small Business Enterprises (SBE), Minority Business Enterprises (MBE), and Women’s Business Enterprises (WBEs) to participate in this solicitation. Webb County will email the corresponding information to further promote participation of all SBEs, MBEs, and WBEs to the following email address MWBE@texasagriculture.gov

1.19 Award

Webb County may contract for the construction, alteration, rehabilitation, or repair of a facility only after the entity advertises for bids for the contract in a manner prescribed by law, receives competitive bids, and awards the ITB/RFP to the lowest responsible Respondent by official action taken by the Webb County Commissioners Court, when applicable.

1.20 Ownership of Bid / Proposal

All BIDs/PROPOSALs become the property of Webb County and will not be returned to Respondents.

1.21 Disqualification of Respondent

Upon submission of Proposal proposals, a Respondent offering to sell supplies, materials, services, or equipment to Webb County certifies that the Respondent has not violated the antitrust laws of this state codified in Section 15.01, et seq, Business & Commerce Code, or the Federal Antitrust Laws, and has not communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all PROPOSAL may be rejected if the County believes that collusion exists among the Respondents/Respondents.

https://webbcountyebid.ionwave.net/Login.aspx mailto:juguerrero@webbcountytx.gov mailto:MWBE@texasagriculture.gov

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1.22 Contractual Development

The contents of the RFP and the selected PROPOSAL will become an integral part of the contract, but may be modified by provisions of the contract as negotiated and in accordance with any and all applicable Local, State, and Federal regulations/provisions. Therefore, the Respondent must be amenable to inclusion in a contract of any information provided (in writing) either in response to this RFP or subsequently during the selection and negotiation process, if any.

1.24 Contract Obligation

Webb County Commissioners’ Court must award the contract, and the County Judge or other County Official authorized by Webb County Commissioners Court must sign the contract before it becomes binding on Webb County or the Respondent. Elected Officials and Department heads are not authorized to sign contracts/agreements for Webb County for the exception of General Counsel with final approval and signature by the Webb County Judge. Binding agreements shall remain in effect until all products and/or services covered by an executed agreement/contract have been satisfactorily delivered and accepted by Webb County.

1.25 Termination

Webb County reserves the right to terminate the agreement/contract for default if the awarded Respondent breached any of the terms stipulated on final executed agreement / contract between awarded Respondent and County, including warranties of Respondent, or if the Respondent becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies Webb County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all other requirements to Webb County’s satisfaction, and/or to meet all other obligations and requirements. Contracts may be terminated without cause in accordance with final contract/agreement termination provisions with a written notice to either party unless otherwise specified.

1.26 Inspections

Webb County reserves the right to inspect any item(s) or service location(s) for compliance with specifications and requirements and needs of the using department. If a PROPOSAL cannot furnish a sample of a proposed item for review, or fails to satisfactorily show an ability to perform, the County can reject the Respondent as inadequate.

1.27 Testing

Webb County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications, and ability to meet the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the offer is subject to rejection, if applicable.

1.29 Taxes

The Respondent and its sub-Respondents, agents and employees, as the case may be, will be responsible for the payment of all federal, state and local taxes, and deposits or contributions imposed or required by Local, State or Federal law.

1.30 Non-Discrimination

The successful Respondent will be required to comply with the Americans with Disabilities Act and with all provisions of federal, state, county and local laws and regulations to ensure that no employee or applicant for employment is discriminated against because of race, color, religion, sex, age, handicap or national origin.

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1.33 Acknowledgment of Insurance Requirements

By signing its PROPOSAL, Respondent acknowledges that it has read and understands the insurance requirements for this Proposals stipulated under Section 1.34 (Insurance). Respondent also understands that evidence of required insurance must be submitted within five (5) working days following notification of award of its Proposal offer; otherwise, Webb County may rescind its acceptance of the Respondent’s PROPOSAL. Proof of required minimum insurance will need to be submitted directly to the Webb County Civil Legal Department.

1.34 Insurance

TBD

1.35 Intentionally Left Blank

1.36 Intentionally Left Blank

1.37 Special Accommodations

To request special accommodations pursuant to the Americans with Disabilities Act (ADA), please notify the contact shown below, a minimum of 48 hours prior to a scheduled meeting.

Mr. Juan Guerrero, Contract Administrator at 956) 523-4149 or email at juguerrero@webbcountytx.gov

1.38 Webb County Purchasing Code of Ethics Policy

The County of Webb will ensure that it will promote and enforce proper ethical conduct by all Vendors, Procurement Officials, Elected Officials and County employees directly or indirectly involved in the procurement process. All vendors wishing to participate in any solicitation must sign and notarize the affidavit form included as part of this solicitation package and upload with your electronic submission or included with your hard copy sealed submission. Failure to submit form will disqualify your proposal package from being considered.

The Ethics Policy can be viewed at the Webb County Purchasing Agents website listed below for vendors to read prior to signing and submitting the affidavit form.

http://www.webbcountytx.gov/PurchasingAgent/PurchasingEthicsPolicy.pdf The Webb County Purchasing Board approved the Code of Ethics policy on April 19, 2018 and adopted by the Webb County Commissioners Court on May 14, 2018.

When responding to an Active Solicitation, Vendors shall be required to disclose donations and campaign contributions by the Vendor or any individual or entity acting on the Vendor’s behalf to the Purchasing Agent or his designee made within six (6) months prior to the date of the Active Solicitation.

Failure by a Vendor to accurately disclose such contributions may result in the Vendor’s disqualification, debarment, or contract voidance as per Section 18 of the Ethics Policy.

1.39 Proposal Submissions During Time of Inclement Weather, Disaster, or Emergency In case of inclement weather or any other unforeseen event causing the County to close for business on the date of a bid/proposal/request for statement of qualifications submission deadline, the bid/proposal/request closing will automatically be postponed until the next business day that County offices are open to the public. Should inclement weather conditions or any other unforeseen event cause delays in courier service operations, the County may issue an addendum to all known vendors interested in the project to extend the deadline. It will be the responsibility of the Respondent to notify the County of their interest in the project should these conditions impact their ability to submit a bid/proposal/statement of qualifications submission before the stated deadline.

The Webb County Purchasing Agent reserves the right to make the final judgement call to extend any deadline. Should an emergency or unanticipated event interrupt normal County processes, and bid/proposal/statement of qualifications submissions cannot be received by the Webb County Purchasing mailto:juguerrero@webbcountytx.gov http://www.webbcountytx.gov/PurchasingAgent/PurchasingEthicsPolicy.pdf

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Department’s office by the exact time specified in the RFP and urgent County requirements preclude amendment to the RFP, the time specified for receipt of Bidwill be deemed to be extended to the same time of day specified in the solicitation on the first business day on which normal County processes resume.

1.40 Questions

Questions may be submitted by Respondents by signing in to our e-Proposal portal and using the “Questions” tab for submission by published deadline. All questions requiring an official response will be posted on e-bids for all interested parties to read in accordance with deadlines published under Section

1.41 (RFP Schedule of Events).

1.41 RFP Schedule of Events

Activity Time Date Responsible Party

Public Notice/Newspaper

N/A

June 2nd – June 9th

County Purchasing Office

Posted RFP on Website N/A May 29th - Until Awarded County Purchasing Office

Pre-Proposal Meeting 10 am June 9th County Purchasing Office Questions Due to County No later than 5pm June 9th Respondent Posting of Answers No later than 5pm June 10th County Purchasing Office Sealed Bids Due 4 pm (CT) June 19th Respondent Award of Contract TBD TBD Governing Body Finalization of Contract

TBD TBD Governing Body

Footnote: County reserves the right to adjust time and dates on above projected schedule if it is in the best interest for Webb County. Addendum will be issued to inform the Public and all interested parties.

A pre-proposal meeting has been scheduled for Tuesday June 9th, 2026 at 10am at the Webb County Purchasing Agent office conference room located at 1110 Washington St., Ste. 101, Laredo, TX 78040.

1.45 Proposal Modifications Prior to Proposal Opening

Any Respondent may modify its Proposal by submitting a modification or supplemental Proposal at any time prior to the scheduled closing time for receipt of bids, provided such modification or supplemental Proposal is received by County prior to the closing time. For further instructions, please refer to Section 1.17 (Withdrawal of Bid).

1.48 Equal Employment Opportunity

Attention is called to the requirements for ensuring that employees and applicants for employment are not discriminated against because of race, color, religion, sex, sexual identity, gender identity, or national origin, and other civil rights requirements.

1.49 Certification Regarding Lobbying

Contractors who apply or Proposal for an award of $100,000 or more shall provide the required certification that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer of employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining a Federal contract, grant or any other award covered by 31 USC § 1352.

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1.5 Conflict of Interest

Each Respondent must disclose any existing or potential conflict of interest relative to the performance of the requirements of this RFP. Examples of potential conflicts may include an existing business or personal relationship between the Respondent, its principal, or any affiliate or sub-Respondent, with the County or any other entity or person involved in any way in the project that is the subject of this RFP. Similarly, any personal or business relationship between the Respondent, the principals, or any affiliate or sub-Respondent, with any employee of the County or its suppliers must be disclosed. Any such relationship that might be perceived or represented as a conflict must be disclosed. Failure to disclose any such relationship or reveal personal relationships with state employees may be cause for contract termination. The County will decide if an actual or perceived conflict should result in Proposal disqualification.

Each Respondent must reveal any past or existing relationship between the Respondent, its principal, employees, or any affiliate or sub-Respondent, with any county agency, entity, county employee, or other person in anyway involved in the county’s procurement and/or contracting processes.

It shall be the sole prerogative of the County to determine if such relationship constitutes a conflict of interest. By submitting a Proposal in response to this RFP, all Respondents affirm that they have not given, nor intend to give, at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant or any employee or representative of same, in connection with this procurement and more specifically to any member of the Webb County Governing Body.

The contract or contracts in this solicitation are subject to Texas Govt. Code Sec. 2261.252(b), which prohibits the Webb County from entering into contracts with certain private vendors in which certain Webb County officers and employees have a financial interest. Each respondent shall include in its PROPOSAL a statement that it is not prohibited from entering into a contract with Webb County as a result of a financial interest as defined under Texas Govt. Code Sec. 2261.252(b).

1.51 Confidential/Proprietary Information

If any material in the Proposal submission is considered by Respondent to be confidential or proprietary information (including manufacturing and/or design processes exclusive to the Respondent), Respondent must clearly mark the applicable pages of Respondent’s Proposal submission to indicate each claim of confidentiality. Additionally, Respondent must include a statement on Respondent letterhead identifying all Proposal section(s) and page(s) that have been marked as confidential.

Webb County will protect from public disclosure such portions of a proposal, unless directed otherwise by legal authority, including existing open records acts. Merely making a blanket claim that the entire Proposal submission is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire Proposal submission subject to release under the Texas Public Information Act.

By submitting a PROPOSAL, Respondent agrees to reproduction by Webb County, without cost or liability, of any copyrighted portions of Respondent’s Proposal submission or other information submitted by Respondent.

2.0 Ownership of Contract Work Product

All materials produced, created, improved, maintained, or conceived by the Contractor for the Department during the term of the Agreement, including but not limited to any software, website creation and development, documentation, products, materials, advertising for television, radio, print, internet or other media, and deliverables which result from services rendered by the Contractor to the Department shall be turned over to the Department within ninety (90) days of the expiration of the Agreement, or within thirty (30) days of early termination of the Agreement, at no additional cost to the Department.

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The Department shall own all rights, title, and interest in said material, when applicable.

3.0 Scope of Work

The objective of this RFP is to select a qualified company to supply, install, integrate, test, and support a turnkey IP-based intercom solution that enhances inmate/staff communication, door control integration, paging, emergency notification, and complies with applicable state standards and best practices for correctional communications infrastructure. The County Jail is a medium-sized detention facility located at 1000 Washington Street, Laredo, Texas 78040.

The facility houses on average up to 540 inmates on a daily basis and includes administrative areas, housing units, medical, visitation, intake/booking, and other secured zones. The County desires a modern, IP-capable intercom system integrated with the facility’s network, access control, CCTV, and emergency systems.

Respondents shall provide a detailed proposal for the design, installation, configuration, testing, training, and support of an IP Intercom System including, but not limited to, the following:

Hardware Requirements

• IP intercom master stations

• IP substations/intercom stations

• Door entry/door release interface

• Paging amplifiers/speakers

• Redundant network components (as required)

• Durable, correctional-grade hardware

Software & Integration

• Centralized management software

• Integration with existing or planned access control

• Integration with CCTV/recording systems

• Emergency broadcast functionality

Network Requirements

• Support for VLANs, QoS, secure authentication

• Compliance with County network policies and cybersecurity standards

Compliance

• System must meet or exceed applicable Texas Jail Commission standards (e.g., communication reliability, redundancy, supervision, routine testing, documentation) and all applicable local/state codes.

Installation & Testing

• Site survey and system design

• Installation of devices and cabling (if included)

• Functional and acceptance test plans

• Turn-up and demonstration of full functionality

Documentation

• As-built drawings

• System rational documents

• Operation and maintenance manuals

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Training

• On-site training for administrators, IT staff, and end users

• Training materials

Warranty & Support

• Manufacturer warranty terms

• Optional extended support/maintenance agreements

Statutory and Regulatory Compliance Proposer must ensure that all products, services, system designs, installation plans, and operational procedures comply with Texas Government Code § 511.009 and all applicable rules adopted by the Texas Commission on Jail Standards (37 TAC, Part 9 — Minimum Jail Standards), including but not limited to requirements related to equipment, detection and alarm systems, life safety, and emergency communications as applicable to intercom and communications systems.

Additional Services Apart from the basic services being requested by Webb County and as outlined in this RFP, County may require additional services to be performed by the selected service provider of the Inmate Phone Service System as mutually negotiated prior to execution of a service agreement between both parties subject to approval by the Webb County Commissioners Court.

Right of Negotiation: Under the direction of the Webb County Commissioners court, discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award. Offerors must be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and revisions may be permitted after submission and before award for the purpose of obtaining best and final offers.

3.1 PROPOSAL Evaluation Committee

The following Webb County employees are involved in the evaluation process for this procurement:

1) Leroy Medford, Executive Administrator to Commissioners Court

2) Lalo Uribe, Chief Executive Administrator to the County Judge

3) Roberto I. Quiroga, Webb County Jail Commander

Note: Do not contact these individuals about this solicitation during the restricted contact period. Please refer to our Purchasing Ethics Policy Section 6 (Restricted Contact Period).

Restricted Contact Period. The Restricted Contact Period for any solicitation shall be in effect during the time the solicitation is considered an Active Solicitation under this Code of Ethics (regardless of when a Vendor submits a proposal or Proposal for the solicitation). All Vendor communications including, but not limited to, questions, comments, requests for clarification, and general information requests, during the Restricted Contact Period, regarding any Active Solicitation, must be directed solely to the Contact Person and the Contact Person’s Designated Representatives (as defined by the Contact Person on a question-by-question basis). The Contact Person for any specific solicitation can be identified by visiting https://webbcountyebid.ionwave.net/Login.aspxto or by calling the Purchasing Department at (956) 523-4125.

VIOLATIONS. Any communication by Vendors with any Procurement Professionals, Elected Officials, or any of their respective staff members, agents, or representatives (excluding the Contact Person and Designated Representatives), regarding an Active Solicitation, will be considered a violation of the Restricted Contact Period unless the Vendor receives express written permission from the Purchasing Agent or his designee.

http://www.webbcountytx.gov/PurchasingAgent/PurchasingEthicsPolicy.pdf https://webbcountyebid.ionwave.net/Login.aspxto

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3.2 Evaluation Criteria and Selection

Evaluation Criteria Maximu m Points Evaluation Description

Technical Compliance / System Functionality 30

Evaluation of the proposer’s ability to meet or exceed all technical specifications, operational requirements, system compatibility, security features, reliability, redundancy, integration capabilities, and overall performance of the inmate intercom system.

Vendor Qualifications and Detention Facility Experience 20

Evaluation of the proposer’s demonstrated experience providing detention-grade communication systems for correctional facilities, including years of experience, relevant project history, manufacturer certifications, technical expertise, and successful installations for public sector detention facilities.

Project Implementation Plan / Installation Approach 15

Evaluation of the proposer’s project execution strategy, including implementation schedule, installation methodology, system testing and commissioning procedures, coordination with County staff, minimization of disruption to jail operations, and training provisions.

Cost Proposal / Total Cost of Ownership 20

Evaluation of overall cost reasonableness and long-term value to the County, including equipment pricing, installation costs, software licensing, warranty coverage, maintenance expenses, and total lifecycle cost of the proposed system.

Warranty, Service Support, and Maintenance Response 10

Evaluation of the proposer’s post-installation support capabilities, including warranty terms, service response times, local or regional technical support availability, preventative maintenance services, emergency support availability, and spare parts accessibility.

References / Past Performance 5

Evaluation of the proposer’s documented past performance based on client references, project success, system reliability, timeliness of project completion, responsiveness to service needs, and overall customer satisfaction for similar detention facility projects.

Total maximum points: 100

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The County may, at its discretion, request clarifications, conduct interviews, and/or require system demonstrations as part of the evaluation process. Information obtained through these methods may be used to further evaluate and score proposals.

Cost is not the sole determining factor in the award of a contract. The County intends to award a contract to the proposer whose proposal is determined to be the most advantageous to the County, taking into consideration all evaluation criteria, including technical merit, functionality, experience, implementation approach, and overall value.

Discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award. Offerors must be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and revisions may be permitted after submission and before award for the purpose of obtaining best and final offers to include any preliminary fees/pricing for the requested services. The Purchasing Agent will then submit an item to Commissioners Court for award based on the highest-ranking Respondent in accordance with the scoring criteria of this RFP and if requested by the Purchasing Agent or the Evaluation Committee, best and final offer(s) for consideration. Further the Webb County Commissioners Court reserves the right to select one qualifying respondent or more at their sole discretion and if deemed in the best interest for Webb County. The County Commissioners Court, as the governing body of the County, reserves the right to accept, reject, or modify any recommendation made by County staff or an evaluation committee regarding the ranking or selection of proposals. The Commissioners Court retains the sole and absolute discretion to determine which proposal, if any, will best serve the interests of the County and may authorize an award based on its independent judgment, regardless of staff rankings or recommendations.