RFP security upgrade 5.4.2026 (2).pdf

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NORTHERN VIRGINIA JUVENILE DETENTION CENTER

RFP NO. _001-0426_____

Integrated Security System for the Juvenile Detention Center

Northern Virginia Juvenile Detention Center Attn: Johnitha McNair 200 South Whiting St, Alexandria, VA 22304 jmcnair@jdcnv.org Tel: 703-751-3700

Issued: May 5, 2026

RFP Due Date and Time: June 12, 2026 2:00 p.m. Eastern Time

OFFERORS AGREE TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS RFP IN ACCORDANCE

WITH THE REQUIREMENTS OF TERMS & CONDITIONS SPECIFIED HEREIN.

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SECTION I: PURPOSE, BACKGROUND AND SCOPE OF SERVICES

A. Purpose:

The Northern Virginia Juvenile Detention Center (the “NVJDC”) is seeking a comprehensive upgrade to its control room and integrated security system for its facility, to include software and hardware, door and mechanical locks, two-way intercom communication, integration with the fire control system and cameras.

B. Background:

The NVJDC was dedicated in 1961 and underwent renovations in the 1980s which brought its rated capacity to 70 beds. The facility is one building comprised of five distinct housing units, (one 10 bed unit, two 14 bed units and two 16 bed units), a full-service school operated by State Operated Programs - Virginia Department of Education, an indoor gymnasium, cafeteria, medical clinic, and outside recreation areas featuring a basketball court and soccer field. The NVJDC is a twenty-four (24) hour a day, seven (7) day a week facility governed by the Juvenile Detention Commission of Northern Virginia, with oversight and regulatory compliance provided by the Virginia Department of Juvenile Justice. The agency also ensures compliance with the Department of Justice and the Prison Rape Elimination Act (PREA). The NVJDC is seeking to modernize its current security system installed in the early nineties with camera upgrades in 2019.

C. Scope of Services:

The NVJDC is seeking an all-inclusive, integrated security system (the “System”) that will ensure easy upkeep and include regular maintenance and escalating response times based on severity of outages.

I. SYSTEM IMPLEMENTATION

A. General

1. The contractor shall design and install a fully functional upgraded security system and integrated control room at the juvenile detention center. The contractor shall provide design, installation, integration, and support for a comprehensive Integrated Security System (ISS) and Control Center Upgrade.

2. The Contractor shall fully develop, install, and implement a stand-alone system. The physical equipment shall become property of the NVJDC.

3. The System shall be fully operational at the go-live date determined by mutual agreement of the NVJDC and the Contractor.

4. The Contractor shall follow a published and integrated implementation process that incorporates the following phases:

a. Discovery Phase – The Contractor will conduct high level discussions introducing proposed project plan, resources, data sources, analytics, online tools, on-site and web-based technical services. The Contractor will also conduct on-site consultation(s) as needed for successful completion of the project plan.

b. Delivery Phase – The Contractor will perform analysis which shall include, but not be limited to, a needs analysis to assess and identify system gaps. The Contractor will suggest process and equipment improvements and create baseline configuration to support functionality of desired features and functions.

c. Configuration/Integration and Migration Phase – The Contractor will deliver a

3 | P a g e functional system that is fully integrated with the following components:

i. Cameras

ii. Fire alarm

iii. Door locks

iv. Intercoms

v. Two-way communication from various rooms

vi. Duress Alarms / Panic Buttons

d. Validation and Testing Phase – The Contractor will ensure system meets the business needs of the NVJDC and passes all operational and functional testing.

e. Training Phase – The Contractor will provide onsite training for all users associated with the system in the NVJDC.

f. Go-Live Phase – The Contractor will provide a technical expert to be present when legacy system is permanently shut down and placed out of production to train personnel and fix any issue that might arise. This includes restoring a clean workspace and designated disposal services. The transition to go-live shall be seamless with a minimal amount of time between shutting down the legacy system and the go-live phase for the new system

g. Final Acceptance – The acceptance period will consist of a minimum of sixty (60) consecutive calendar days, twenty-four (24) hours per day, and will begin at 8:00 AM on the first workday following “go live” on the System, during which all software shall be bug free.

h. Post Implementation Support Phase – The Contractor will provide desk-side and a solution-specific helpdesk to support operational and maintenance needs.

B. Project Staffing

1. The Contractor shall have a dedicated Project Manager assigned to this project to guide the implementation process through the go-live period who will work closely with the NVJDC’s project manager for all activities associated with the System implementation, that includes all activities and documentation associated with software, equipment, configuration, and installation. The Project Manager will prepare periodic written status reports and attend regularly scheduled project status meetings with the NVJDC’s staff.

2. The Contractor’s Project Manager will be responsible for coordinating all of the Contractor staff’s activities. They will ensure the Contractor’s staff follows all approved procedures and completes all assigned task in a timely, efficient and professional manner.

3. The Contractor’s Project Manager, Lead Designer, Lead Developer and other personnel identified as such shall constitute Key Personnel.

4. The Contractor will not be permitted to reassign any of the Key Personnel, unless the NVJDC approves the proposed reassignment and the proposed replacement. The proposed replacement must have experience and qualifications at the minimum equal to the personnel they are replacing. If any of the Key Personnel must be absent for an extended period, the Contractor must provide interim Key Personnel, subject to the NVJDC’s written approval.

5. The Contractor must submit any request to remove or replace Key Personnel to the

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NVJDC at least fifteen (15) calendar days in advance of the proposed action. The request must contain a detailed justification, including identification of the proposed replacement and their qualifications.

C. Project Status Reports

To provide clear ongoing communications concerning the status of the project, the Contractor shall provide the NVJDC with a biweekly report containing sufficiently detailed information to enable the NVJDC to determine the status of the project and any variance from the detailed Project Plan, schedule or budget. The status report shall include, at a minimum:

1. Technical status of the project including deliverable status, configuration status, and forecasted deliverable status for the next reporting period.

2. Resource status for the project including staff utilization.

3. Schedule status for the project including task status, milestones completed, phases completed, schedule trends and schedule summary.

4. Comparison of actual versus scheduled percent complete for the work breakdown structure.

5. Issues, risks, and resource constraints which are affecting or could affect progress including the proposed or actual resolution.

6. Proposed changes to the project work plan, reasons for the changes, and the NVJDC’s approval/disapproval determination for any proposed changes.

7. Updated detailed project work plan with approved changes highlighted.

D. Training and Documentation

1. The Contractor shall provide end user and system administrator training for all functions of the System. This includes, but is not limited to, on-site training and support to enable staff with the knowledge to navigate and use the System, download media, maintain System access / permissions, and perform System monitoring.

2. The Contractor shall perform training for the NVJDC’s staff on-site.

3. All training must be completed no later than twenty (20) days prior to going live and is a prerequisite for the NVJDC’s approval of going live.

4. The Contractor shall provide a user manual which includes step-by-step instructions for operation of each function provide by the System.

5. The Contractor shall perform separate training sessions, focused by job responsibility for end users, System administrators, and other support personnel as required by the NVJDC, with training materials provided in electronic format.

6. The Contractor must provide additional training sessions (in-person or as a webinar) within fifteen (15) days of a software version change.

7. The Contractor shall proceed in accordance with the approved Training Plan to schedule the end-user and technical systems operation /configuration training.

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E. Testing and Acceptance

A System acceptance plan outlined below is based on final acceptance of the entire System.

This acceptance plan will be further defined during the contract negotiation phase, as needed.

1. The acceptance period will consist of a minimum of sixty (60) consecutive calendar days, twenty-four (24) hours per day, and will begin at 8:00 AM on the first workday following “go live” on the System.

2. During the acceptance period, the System must remain fully operational, must operate without failure, must operate in conformance with the NVJDC’s functional business requirements, and must operate with response times acceptable to the Commission. Failure shall be defined as an occurrence when the Contractor is unable to meet standards and requirements outlined in the RFP.

3. If the System fails to meet any of the criteria above, the NVJDC shall notify the Contractor of such failure and the acceptance period starts over at 8:00 AM on the first workday following the Contractor’s correction and completion of testing of the failure.

4. The NVJDC will notify the Contractor in writing of the acceptance of the System when:

a. The performance standard is attained for the duration of the acceptance period.

b. The Contractor has completed all training requirements.

c. The Contractor has provided to the NVJDC all documentation and other deliverables.

d. All other acceptance conditions defined in the contract documents have been met.

F. Final Payment

The final payment will be remitted by the NVJDC only after the Contractor successfully achieves the final acceptance.

II. SYSTEM SUPPORT AND MAINTENANCE

A. Ongoing Technical Support

1. The Contractor shall provide ongoing maintenance of all System components with minimal downtime.

2. The Contractor shall provide toll-free live English-speaking customer service telephone support.

3. If an issue occurs, the Contractor shall address issues that can be fixed through remote internet access within one hour.

4. If an emergency occurs, the Contractor shall respond to the notice of an emergency within one (1) hour and be present on site to provide service within four (4) hours.

5. With the exception of emergency repairs, all maintenance, updates and other work shall be scheduled between 8:00 am and 4:30 pm on weekdays.

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6. The Contractor shall notify the NVJDC of any scheduled maintenance at least forty-eight

(48) hours prior to the time scheduled for maintenance.

7. Thirty (30) days before the System goes live, the Contractor shall provide to the NVJDC a regular and preventive maintenance schedule to ensure optimal System performance.

B. System Updates

1. The Contractor shall provide regular System updates to ensure that the System software, including all third-party software, shall be the manufacturer’s “current” version. System updates performed by the Contractor shall consist of all actions necessary to ensure performance to specifications and minimize down time to software and associated hardware. The Contractor shall have ten (10) calendar days from the time an update or patch is released by the software manufacturer to process updates and patches in accordance with the requirements stated in the Software Maintenance section herein, except security vulnerability patches, which must be processed as soon as possible.

2. Maintaining the System to keep it up to date shall be included in software license costs.

3. The Contractor shall provide error correction, updates and third-party software only after obtaining the written approval of the NVJDC.

4. The Contractor shall submit to the NVJDC documentation of updates to reflect these software changes within ten (10) days of completion of the updates.

5. The Contractor shall make new releases of third-party software available to the NVJDC at the NVJDC’s option.

6. The Contractor shall support upgrades to its application based on operating system patch and upgrade requirements (for example, if the System runs on a Microsoft operating system, the software shall be patched according to the Microsoft patch and upgrade schedule without affecting usage of the application. If Microsoft decommissions a specific version of an operating system, the Contractor shall release a code compatible with next operating system upgrade prior to Microsoft ending support for current operating system, at no cost to the NVJDC).

7. The Contractor shall provide corrective patches and upgrades to address discovered security vulnerability or System availability issues within ten (10) business days.

8. Copies of all software (and software updates/upgrades made during and after the warranty period) shall be provided to the NVJDC at the end of the warranty period.

C. Software Maintenance

For all components of the System (including the component equipment) covered under the agreement resulting from this RFP, the Contractor shall provide software maintenance for the operating system, applications software, third party software and third-party tools, and database that was furnished and installed by the Contractor. Software maintenance shall include, but not be limited to, the following:

1. If the System does not meet the operational availability or function in accordance with the manufacturer’s stated functionality and performance due to errors in software, equipment or any modifications thereto, the Contractor shall correct any such errors as identified by the NVJDC. Errors shall include, but not be limited to, flaws in operations and errors due to flaws in the design and configuration of the System.

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2. Upon notification of the error by the NVJDC or discovery of the error by the Contractor, the Contractor shall dispatch trained personnel to repair, replace and correct all malfunctions required for the System to perform in accordance with the manufacturer’s stated functionality and meet the operational availability within twenty-four (24) hours from the date of notification. The Contractor shall provide documentation in machine-readable format, if any, relating to the error correction. The corrected software shall be tested by the Contractor in an off-line test environment. The Contractor shall then prepare a test and demonstrate to the NVJDC’s satisfaction that the error has been corrected and submit it to the NVJDC for review and approval before the corrected software is installed into the production System. Such corrections to the software shall be provided at no additional cost to the NVJDC. The Contractor's obligations for the performance and completion of such error correction to ensure that the System and the associated equipment meets the operational availability and functions in accordance with the manufacturer’s stated functionality and performance within the time provided above are of the essence of the resulting contract.

3. If the Contractor’s software maintenance causes and/or induces a failure, the Contractor shall be financially liable for any costs incurred by the NVJDC.

D. Software Updates

The Contractor shall notify the NVJDC whenever it is planning to complete upgrades and/or enhancements to the operating system, the application software, third-party software or third-party software tools used by the System, and after such upgrades and/or enhancements have been completed. Prior to performing the upgrades, the Contractor shall also provide the NVJDC with an analysis of the potential effects of such upgrades/enhancements on the System. This analysis shall include, at a minimum, the following:

1. Compatibility of the installed system with the new operating system or third-party software;

2. Compatibility of the upgrade with the System architecture, server and communications infrastructure;

3. Infrastructure improvements required to support the upgrade;

4. Potential increases or decreases in equipment performance;

5. The availability of product support for the current (older) version of the operating system or third-party software; and

6. The cost of the software upgrade, including testing and any other tasks which may be associated with the upgrade.

The NVJDC will then determine whether to order the upgrade. If the NVJDC selects the upgrade, the Contractor shall perform the upgrade on the System, test the System, and update the documentation, all in accordance with the contract terms and conditions.

E. Testing

Prior to implementing any changes on the production system, the Contractor shall test the System in a separate development/test system environment to ensure that the changes are compatible with the application and other installed components. The Contractor shall follow a consistent change control methodology to document System changes and

8 | P a g e approvals prior to implementation. Testing shall include, but not be limited to, the following activities performed by the Contractor:

1. Provide an acceptance test plan and procedures for the NVJDC’s approval.

2. Backup the database before implementing new procedures.

3. Install all changes on a separate stand-alone offline test environment.

4. Conduct pretests, and once testing confirms that the changes are compatible with the environment, then conduct testing and submit a test report. Depending on the magnitude of the upgrade, modification or change, the NVJDC may choose to witness testing. Once the test report is approved by the NVJDC, the Contractor shall plan with the NVJDC to schedule the changes to the production environment.

5. Complete a change management request form and obtain approval from the NVJDC before implementing the changes in the production environment.

6. Install the changes to the production environment and confirm with the NVJDC that the System operation is restored.

F. Management of Cyber Security Vulnerabilities

The Contractor shall monitor, evaluate, track, log, and immediately report to the NVJDC all cyber-security vulnerabilities or other vulnerabilities related to the System. The Contractor shall work with the NVJDC to address any identified vulnerabilities and mitigate all security/malware/virus alerts.

G. End of Contract Transition

1. The Contractor shall destroy all data related to the resulting agreement remaining in the Contractor’s possession after furnishing the data to the NVJDC and certify the destruction to the NVJDC in writing. Such destruction and certification will be performed at no additional cost to the NVJDC.

2. The Contractor shall assist the NVJDC as requested by the NVJDC in transitioning the services to the new provider.

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SECTION II: INSTRUCTIONS TO OFFERORS

A. Contact with NVJDC Staff, Representatives, and/or Agents:

Direct contact with NVJDC staff, representatives, and/or agents other than the Issuing Office staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior written permission of the NVJDC.

B. Pre-proposal Conference:

A pre-proposal conference will be scheduled for May 19, 2026, and is mandatory for those wishing to submit a proposal. This conference will be the only opportunity to view the location and obtain necessary onsite information. If the NVJDC receives numerous expressions of interest from potential offerors, a second pre-proposal conference may be scheduled for May 22, 2026, but a second pre-proposal conference is at the sole discretion of the NVJDC and may not occur. Due to security requirements each conference will be limited in size, and offerors will be required to provide positive identification onsite. Offerors who plan to submit a proposal must attend a pre-proposal conference. You must email Devry Jones at DJones@jdcnv.org to coordinate the scheduling process.

C. Questions and Addenda:

Offerors shall carefully examine this RFP and any Addenda. Offerors are responsible for seeking clarifications of any ambiguity, conflict, omission, or other errors in this RFP in writing. Questions shall be submitted to Devry Jones at the email provided. If the answer materially affects this RFP, the information will be incorporated into an Addendum and posted on eVA and the agency website: www.jdcnv.org. This RFP and any Addenda shall be incorporated by reference into any resulting Agreement.

Oral comments and/or instructions do not form a part of this RFP. Changes or modifications to this RFP made prior to the date and time of closing will be addressed by Addendum from the Issuing Office.

All questions shall be submitted no later than 5:00pm EST on June 1, 2026. Questions received after that time will not be considered.

D. Schedule of Events:

Event Date

RFP Issued May 5, 2026

Pre-proposal Conference(s) May 19, 2026 (possibly also May 22

Question Deadline June 1, 2026 Proposals Due June 12, 2026

E. Preparation of Proposals:

In presenting their proposals, offerors are encouraged to be thorough in addressing the specific requirements and scope of work and the Submittal Requirements set forth in Section IV. It is solely the offeror’s responsibility to ensure that all pertinent and required information is included in its proposal.

Failure to adhere to the format set forth in Section IV and to include the required information could result in a poor evaluation of the offeror’s proposal.

F. Proprietary Information/Non-Disclosure:

Offeror is advised that § 2.2-4342 of the Code of Virginia, 1950, as amended, shall govern public inspection of all records submitted by Offeror. Specifically, if Offeror seeks to protect any proprietary data or mailto:Devry%20Jones%20at%20DJones@jdcnv.org mailto:Devry%20Jones%20at%20DJones@jdcnv.org

10 | P a g e materials, pursuant to § 2.2-4342, Offeror shall: invoke the protections of this section prior to or upon submission of the data or other materials, provide a statement that identifies the data or other materials to be protected and that states the reasons why protection is necessary. Submit trade secrets, confidential documents or other proprietary information under separate cover in a sealed envelope clearly marked “PROPRIETARY”.

Information submitted that does not meet the above requirements will be considered public information in accordance with State statutes. References to the proprietary information may be made within the body of the proposal; however, all information contained within the body of the proposal shall be public information in accordance with State statutes. Trade secrets, confidential documents or proprietary information submitted by an offeror in conjunction with this RFP are not subject to public disclosure under the Virginia Freedom of Information Act (“VFOIA”). Information submitted that does not meet the above requirements will be considered public information in accordance with the VFOIA. An all-inclusive statement that the entire Proposal is proprietary and/or confidential is unacceptable. A statement that offeror’s costs and/or proposal pricing are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further consideration.

G. RFP DUE DATE:

Offeror shall ensure its proposal is delivered to the NVJDC no later than the Proposal Due Date and Time shown on the cover page of this RFP. Proposals received after the specified date and time will not be considered and will be returned to the Offeror unopened.

H. Proposal Binding for One Hundred Eighty (180) Days:

Offeror agrees that its proposal shall be binding and may not be withdrawn for a period of one hundred eighty (180) calendar days after the scheduled closing date of this RFP.

I. Cost incurred in Responding:

This RFP does not commit the NVJDC to pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs for the preparation thereof, nor to procure or contract for services.

J. Disposition of Proposals:

All materials submitted in response to this RFP will become the property of the NVJDC. All proposals shall be retained for official files and will become a public record after the award and subject to the Virginia Freedom of Information Act (“VFOIA”) provisions.

K. Proposal Evaluation Process:

Upon receipt of the proposals, the NVJDC will evaluate all materials submitted by responding firms and rank the proposals using the following criteria:

Criterion Points

Offeror’s Experience in Providing Similar Services 20

System Capabilities 20 Pricing 20

Approach and Capacity 15

Experience of the Project Team 10

Project Implementation 10

System Maintenance and Support 5

TOTAL 100

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L. Award:

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the factors involved in the Request for Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be conducted with each of the selected offerors.

The offeror shall state any exception to any contractual terms or conditions, including any liability provisions contained in the Request for Proposal in writing at the time of responding to such Request for Proposal if so requested by the NVJDC. Such exceptions shall be considered during negotiation but shall not be used as a basis for scoring or evaluating which offerors are selected for negotiations. Price shall be considered but need not be the sole or primary determining factor. After negotiations have been conducted with each offeror so selected, the NVJDC shall select the offeror which, in its opinion, has made the best proposal and provides the best value, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the Request for Proposal, awards may be made to more than one offeror. Should the NVJDC determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

M. Equal Opportunity Business Development:

The NVJDC encourages small businesses and businesses owned by women and minorities and disabled veteran to compete and encourages non-minority firms to provide for the participation of small businesses and businesses owned by women and minorities through subcontracting, partnerships, joint ventures, and other contractual opportunities.

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SECTION III: CONTRACT TERMS AND CONDITIONS

TIME OF PERFORMANCE

The time of performance for System implementation/maintenance shall be agreed upon with the Contractor through contract negotiations.

INSURANCE REQUIREMENTS

The Contractor will maintain during the term of the Agreement insurance of the types and in the amounts described below. All insurance policies affected by the Agreement will be primary and noncontributory to any other insurance or self-insurance maintained by the NVJDC and will be written in an ISO form approved for coverage in the Commonwealth of Virginia. Policy limits may be met via either a singular policy, or in combination with primary and excess, or umbrella, insurance policies. All policies will provide that the Contractor will receive at least thirty (30) days written notice in the event of cancellation of, or material change in, any of the policies. Unless otherwise specifically approved by the NVJDC, all general liability and automobile/vehicle liability policies will include the NVJDC and its employees as "Additional Insured", and be written as an “occurrence” base policy. If the Contractor fails to maintain the insurance as set forth in the Agreement, the NVJDC has the right, but not the obligation, to purchase such insurance at Contractor’s expense

COMMERCIAL GENERAL LIABILITY INSURANCE (“CGL”) with a limit of not less than $1,000,000 each occurrence, $2,000,000 general aggregate. CGL will cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and liability assumed under the Agreement.

WORKER'S COMPENSATION INSURANCE providing coverage as required by applicable Federal and, or, States’ statutes, and Employer's Liability Insurance. The limits of such polices will be at least $500,000 per accident/disease, and policy limit of $500,000.

AUTOMOBILE/MOTOR VEHICLE LIABILITY INSURANCE with a limit of not less than $2,000,000 combined single limit; or Bodily Injury $1,000,000 each person, $2,000,000 accident, and Property Damage $100,000 each accident. Such insurance must cover liability arising from any motor vehicle as defined by Commonwealth of Virginia laws and must include coverage for owned, hired and non-owned motor vehicles, as well as uninsured and underinsured motorists.

PRIVACY AND BREACH OF INFORMATION LIABILITY INSURANCE that shall protect the Contractor against legal liability brought by third parties alleging one or more of the following actions arising from work performed while providing services in the performance of this Agreement.

a. Dissemination of Information in Violation of Right of Privacy;

b. Collecting Information in Violation of Right of Privacy;

c. Theft and use of Information in Violation of Right of Privacy;

d. Breach of privacy due to theft of data (e.g. credit cards, financial or health related data).

INSURANCE POLICIES/CERTIFICATE OF INSURANCE. Contractor will furnish the NVJDC with two (2) copies of the policies, or a certificate(s) of insurance evidencing policies, required above. The certificate(s) will specifically indicate that the insurance includes any extensions of coverage required above. In the event of cancellation of, or material change in, any of the policies, the Contractor will notify the NVJDC within at least fourteen (14) days after receiving notice of such cancellation or policy change and provide evidence that insurance coverage is in place to meet the requirements of the

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Agreement. If the Certificate indicates coverage applicable insurance policies will expire prior to completion of all terms of the Agreement, the Contractor will furnish a certificate of insurance evidencing renewal of such coverage to the NVJDC within ten (10) days of the effective date of such renewal. All certificates will be executed by a duly authorized representative of each insurer, showing compliance with the requirements of the Agreement. Failure of the NVJDC, and, or the NVJDC’s designated agents for the Agreement, to (1) demand such certificates or other evidence of full compliance with these requirements, and, or, (2) identify a deficiency from evidence that is provided, will not be construed as a waiver of the Contractor’s obligation to maintain the insurance required in the Agreement.

SUBCONTRACTOR'S INSURANCE. The Contractor will require each of his Subcontractors for work performed under the Agreement to take out and maintain during the life of the subcontract insurance coverage of the same type and limits required of the Contractor for work performed by the Subcontractor. Each Subcontractor will furnish to the Contractor two (2) copies of the policies, or certificates of insurance, evidencing the applicable insurance. The Subcontractor will comply with the same requirements regarding indications of coverage, renewal and submission of policies as is required of the Contractor. The Contractor will furnish at least one copy of the Subcontractor’s policies/certificates to the NVJDC.

INDEMNIFICATION

The Contractor shall indemnify and save harmless the NVJDC and its representatives from and against all losses and claims, demands, suits, actions, payments, and judgments arising from personal injury or otherwise, brought or recovered against the NVJDC and its representative by reason of any act, negligence or omission of the Contractor, its agents, servants or employees, in the execution of the contracted work, including any and all expense, legal and otherwise, incurred by the NVJDC or its representatives in the defense of claim or suit. This paragraph shall survive the expiration or termination of the Agreement.

APPROPRIATION OF FUNDS

Compensation pursuant to performance under the Agreement shall be subject to appropriation by the NVJDC Commission.

PAYMENT OF SUBCONTRACTORS

The Contractor is obligated to take one of the two following actions within seven (7) days after receipt of amounts paid to the Contractor by the NVJDC for work performed by any subcontractor under the Agreement:

a. Pay the subcontractor for the proportionate share of the total payment received from the

NVJDC attributable to the work performed by the subcontractor under the Agreement; or

b. Notify the NVJDC and the subcontractor, in writing, of the Contractor's intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment.

The Contractor is obligated to pay interest to the subcontractor on all amounts owed by the Contractor to the subcontractor that remain unpaid after seven (7) days following receipt by the Contractor of payment from the NVJDC for work performed by the subcontractor under the Agreement, except for amounts withheld as allowed in subsection b., above. Unless otherwise provided under the terms of the Agreement, interest shall accrue at the rate of one percent (1%) per month.

The Contractor shall include in each of its subcontracts, if any are permitted, a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with

14 | P a g e respect to each lower-tier subcontractor.

The Contractor's obligation to pay an interest charge to a subcontractor pursuant to this section may not be construed to be an obligation of the NVJDC. A Contract modification or Amendment to the Agreement may not be made for the purpose of providing reimbursement for such interest charge. A cost reimbursement claim may not include any amount for reimbursement for such interest charge.

FORCE MAJEURE

The Contractor shall not be held responsible for failure to perform the duties and responsibilities imposed by the Agreement if such failure is due to fires, riots, rebellions, natural disasters, wars, acts of terrorism, or an act of God beyond control of the Contractor, and outside and beyond the scope of the Contractor’s then current, by industry standards, disaster plan, that make performance impossible or illegal, unless otherwise specified in the Contract.

The NVJDC shall not be held responsible for failure to perform its duties and responsibilities imposed by the Agreement if such failure is due to fires, riots, rebellions, natural disasters, wars, acts of terrorism, or an act of God beyond control of the NVJDC that make performance impossible or illegal, unless otherwise specified in the Contract.

DEFAULT AND TERMINATION

If Contractor fails or refuses to perform any of the terms of the Agreement, including poor services, work or materials, the NVJDC may, by written notice to Contractor, terminate the Agreement in whole or in part. In addition to any right to terminate, the NVJDC may enforce any remedy available at law or in equity in connection with such default, and Contractor shall be liable for any damages to the NVJDC resulting from Contractor's default. The NVJDC further reserves the right to immediately obtain such work or services from other entities in the event of Contractor’s default.

SUSPENSION OR TERMINATION OF AGREEMENT BY NVJDC

The NVJDC, at any time, may order Contractor to immediately stop work on the Agreement, and/or by thirty

(30) days written notice may terminate the Agreement, with or without cause, in whole or in part, at any time. Upon receipt of such notice, the Contractor shall immediately discontinue all services affected (unless the notice directs otherwise), and deliver to the NVJDC all data (including electronic data), drawings, specifications, reports, project deliverables, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing the Agreement whether completed or in process (unless otherwise directed by the notice).

A. If the termination or stop work order is due to the failure of the Contractor to fulfill any of its Agreement obligations, the NVJDC may take over the Work and prosecute the same to completion by contract or otherwise.

B. Should the Agreement be terminated or work is stopped not due in any way to the fault of the

Contractor, the Contractor shall only be entitled to compensation for services actually performed and materials actually supplied prior to notice of termination or to stop work and which are approved by the NVJDC and any applicable federal or state approving agency. No profit, overhead, or any other costs of any type are allowed after the date of such notice of termination or stop work order.

C. The rights and remedies of the NVJDC provided in this Section are in addition to any other rights and remedies provided by law or under the Agreement and NVJDC may pursue any and all such rights and remedies against Contractor as it deems appropriate.

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ASSIGNMENT

Contractor shall not assign, transfer, subcontract, or otherwise dispose of its rights or duties under the Agreement to any other person, firm, partnership, company, or corporation without the previous consent in writing of the NVJDC.

INDEPENDENT CONTRACTOR

Contractor shall at all times act as an independent contractor in the performance of the Agreement.

Neither Contractor nor its employees or agents shall represent themselves to be, or be deemed to be, employees of the NVJDC.

SEVERABILITY

If any provisions of the Agreement are held to be unenforceable, the Agreement shall be construed without such provisions.

WAIVER

The failure by a party to exercise any right hereunder shall not operate as a waiver of such party's right to exercise such right or any other right in the future.

CHANGES

The Agreement may be amended only by a written document executed by a duly authorized representative of each of the parties.

GOVERNING LAW AND VENUE

The Agreement is made under and shall be construed according to the laws of the Commonwealth of Virginia. Venue, in the event of litigation, shall be in City of Alexandria.

DRUG FREE WORKPLACE

During the performance of the Agreement, the Contractor agrees to (i) provide a drug-free workplace for the Contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a contractor by the NVJDC, the employees of which Contractor are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. As a condition of continued service on the contract, any Contractor personnel assigned to this project may be required to submit to an alcohol/drug test at any time.

COMPLIANCE WITH FEDERAL IMMIGRATION LAW

The Contractor shall certify that, at all times during which any term of an agreement resulting from this solicitation is in effect, it does not and shall not knowingly employ any unauthorized alien. For purposes of this section, an “unauthorized alien” shall mean any alien who is neither lawfully admitted for permanent residence in the United States nor authorized to be employed by either Title 8, section 1324a

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AUTHORIZATION TO TRANSACT BUSINESS IN THE COMMONWEALTH

Contractor hereby represents that it is organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership and is authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

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SECTION IV: PROPOSAL SUBMITTAL REQUIREMENTS

A. Proposal Submission:

8 hard copies of Proposals must be submitted prior to the Proposal Due Date to the following address:

Northern Virginia Juvenile Detention Center Attn: Johnitha McNair 200 South Whiting St, Alexandria, VA 22304

Proposals may be submitted electronically prior to the Proposal Due Date through the eVA web portal.

Offerors submitting electronic proposals shall also provide 8 hard copies of the proposals to the address above.

B. Proposal Standards:

Proposal shall meet standards of professional writing established for the type of report or written material provided, shall be thoroughly researched for accuracy of content, shall be grammatically correct and not contain spelling errors and shall be submitted in a format outlined herein.

Whenever possible, proposals submitted in response to this RFP shall comply with the following guidelines:

• Unnecessary attachments or documents not specifically asked for should not be submitted; and

• Proposals shall address the areas below, not exceeding the stated page limitations (if any).

The proposal shall be limited to a page size of 8 ½” x 11”, single space and type size shall not be less than 10-point font for each response item. If a page limit is not noted within the section below there is no page limit.

C. Unnecessarily Elaborate Responses:

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this RFP are not desired and may be construed as an indication of the respondent's lack of cost consciousness. Elaborate or expensive artwork, design, and visual and other presentations are neither necessary nor desired by the NVJDC.

D. Format of Proposals

Offeror shall respond to this RFP with a written proposal in the format outlined below. The proposal shall include, at a minimum, the following sections, each under separate tabs and in the order below:

Additional instructions are in Section II of this RFP.

I. RFP Cover Page

II. Offeror’s Experience in Providing Similar Services III. Experience of the Project Team IV. Approach and Capacity V. System Capabilities

VI. Project Implementation VII. System Maintenance and Support VIII. Pricing

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IX. Information required in each section.

I. RFP Cover Page:

Offerors shall complete and sign the cover page of this RFP and submit with proposal.

II. Offeror’s Experience in Providing Similar Services

Provide examples of a minimum of three (3) and a maximum of ten (10) past projects where the Offeror has provided services for similar systems within the last five (5) years from the date of issuance of this RFP. Preference will be given to projects performed for governmental or non-profit institutions. Limit the number of pages to two (2) pages per project. At a minimum, Offerors shall provide the following information: name of an individual that can provide information regarding the quality of services provided by the Offeror; contact person’s email address, and phone number; description of the services provided by the Offeror for the client, value of the initial system implementation project and the subsequent maintenance and support contract.

III. Experience of the Project Team Provide resumes and experience statement for Key Personnel members of the team, to include, at a minimum, all key employees stated in the Statement of Work. Focus specifically on other similar projects. Describe how that prior experience relates to the position that the person will perform on this Project. Indicate percentage of time the project team members will be assigned to this Project. Limit your response to 1 page per resume.

Provide a project organizational chart and demonstrate whether team members have previously successfully worked together.

IV. Approach and Capacity

Offeror shall define how they intend to implement the system, from selection through installation to ongoing maintenance and operations. Offeror, at a minimum, shall include: implementation milestones, specific installation steps, programming, replacement parts process, back-end system and remote management implementation, equipment warranty information, training plan, and ability to add features. The Offeror shall provide detailed specifications and capabilities of the proposed software. The Offeror shall describe any proposed innovative options and methods which will provide cost savings and/or overall quality improvements to the services provided under the current systems.

V. System Capabilities

• Complete the technical requirements

• Describe in detail how Offeror’s solution fulfills the NVJDC’s project goals and statement of work.

• Describe in detail how the solution works to meet the NVJDC’s requirements. Include screenshots of specific examples.

• Describe in detail available options or recommended options.

• Specify equipment and hardware necessary for this procurement.

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• Specify the minimum and preferred database hardware and software operating environment.

• Identify the browser language and version of software that will be used in the proposed system.

• Itemize all hosting, storage, retrieval, legacy data handling, ancillary services, and PCI compliance updates.

VI. Project Implementation

• Provide a complete project timeline including all major milestones.

• Describe in detail project planning, implementation, execution, and go-live.

• Describe in detail training schedule, goals, and what is to be accomplished when training is completed.

• Describe communication protocols between the Offeror and the NVJDC, and the process for addressing implementation and testing issues.

• Describe processes that will be used to test the integrity and compatibility of data.

• Provide a narrative Project Plan. The Project Plan must show all required tasks, which tasks are on the critical path, and how the tasks are to be accomplished.

The following milestones shall be included:

1. Delivery

2. Installation and configuration

3. Initial testing (testing out of the box)

4. Initial conversion and testing (testing with NVJDC data)

5. Full conversion

6. Training

7. Implementation

8. “go-live”

9. Final acceptance

The Project Plan must show who (individual or group) is assigned each task with a timetable for accomplishment. Offeror must clearly identify which tasks will be performed by the Contractor and which are the responsibility of the NVJDC. The Offeror shall include a description of the deliverables as they relate to the required tasks as specified in the Project Plan. The Offeror must include how the proposed payment schedule relates to the Project Plan.

• Provide a detailed transition and implementation plan timeline in Gantt chart (PDF format).

VII. System Maintenance and Support

• Describe in detail escalation process of addressing minor, serious, and emergency issues, along with the Offeror’s definition of what defines each category.

• Describe in detail software and hardware support during warranty period and after warranty period.

• Submit the proposed Service Level Agreement for system maintenance and support services.

• Identify life expectancy of the system, and when would they be replacing each item/element under normal usage.

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VIII. Pricing

• Provide itemized lump sum pricing for the implementation services, to include all labor, equipment, supplies, and travel necessary to successfully implement the system, and complete the required trainings.

• Provide itemized annual pricing for all available levels of support and maintenance plans offered for the first three (3) years of the Agreement.