RFP17-25.pdf

DOUGLAS COUNTY GOVERNMENT

Finance Department, Purchasing Division

100 Third Street, Suite 130 Castle Rock, Colorado 80104

Telephone: 303-660-7434 www.douglas.co.us

REQUEST FOR PROPOSAL (RFP)

NO. 017-25

INMATE BANKING AND COMMISSARY SERVICES

YOUR PROPOSAL RESPONSE MUST BE RECEIVED NO LATER THAN

MAY 9, 2025 @ 4:00 P.M.

PROPOSAL CERTIFICATION

We offer to furnish to Douglas County the materials, supplies, products and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein:

NAME:

ADDRESS:

CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

E-MAIL:

BY:

(Printed or Typed Name)

(Written Signature)

TAXPAYER I.D. NUMBER:

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

Proposals shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All responses should consist of one (1) PDF document with the company name as the first word in the document name. It is the sole responsibility of the respondent to ensure that their response is received on time. Proposals will not be considered which are received after the time stated.

Douglas County officially distributes solicitation documents through the Rocky Mountain E-Purchasing System only. Copies of solicitations obtained from other sources are not considered official copies and the County cannot attest to their accuracy. All BidNet website/system questions must be addressed with BidNet Vendor Support at 800-835-4603, option 2.

Douglas County Government reserves the right to reject any or all proposals, to waive formalities, informalities, or irregularities contained in a said proposal and furthermore, to award a contract for items herein, either in whole or in part, if it is deemed to be in the best interest of the County to do so. Additionally, we reserve the right to negotiate optional items and/or services with the successful respondent.

http://www.douglas.co.us/ http://www.bidnetdirect.com/colorado/douglas-county-government

SECTION ONE ~ GENERAL INFORMATION:

A. Overview:

Through this Request for Proposal (RFP), Douglas County, on behalf of the Douglas County Sheriff’s Office, hereinafter referred to as the County, respectfully requests proposals from responsible and qualified companies for a fully operational, flexible, secure, and reliable inmate banking and commissary system. The quality/reliability of the inmate banking and commissary system is a high priority. Companies who submit a response to the Request for Proposal (RFP) shall be responsible to submit technical solutions based on their programs that meet or exceed the goals and objectives set-forth herein.

The initial agreement, issued as a result of this RFP, will be for a period of five (5) years, beginning approximately June 1, 2025 to and including May 31, 2030. All proposed fees shall be firm and fixed for the initial contract period. The County shall have an option to renew this agreement for one (1) additional year, with the same terms and conditions. This agreement and/or extension to the original period of a subject agreement shall be contingent upon annual funding being appropriated, budgeted, and otherwise made available for such purposes and subject to the County’s unanimous satisfaction with the services received during the preceding agreement period.

B. Profile of Douglas County:

Douglas County was formed in 1861 as one of the first sixteen Colorado counties originally stretching from the Rocky Mountains to the Kansas border. Today the County covers almost 844 square miles highlighting the beauty of the mountains, foothills and plains along the I-25 corridor between Denver and Colorado Springs. Urban areas, include unincorporated Highlands Ranch, the City of Lone Tree, the City of Castle Pines, and the towns of Castle Rock (county seat), Parker and Larkspur. We are recognized for being one of the most family friendly communities in Colorado. The County has an estimated population of 381,500 persons.

The County provides a wide range of services that include law enforcement and public safety, planning and zoning, parks and open space, highways and streets, culture and recreation, public health and human services, elections, and general administrative services.

The three-member Board of County Commissioners (BOCC) serves as the legislative, policy-making and administrative body governing the unincorporated area of the County. The commissioners are elected at large from one of three geographical districts and serve staggered four-year terms (term-limited to two terms).

Budget authorization is one of the few oversight roles the Board can legally exercise with the other elected officials, who derive their responsibilities and authorities from statute. Those six elected offices include Assessor, Clerk and Recorder, Coroner, Sheriff, Surveyor and Treasurer. The County is one of four counties, along with Arapahoe, Elbert and Lincoln counties in the Eighteenth Judicial District served by the District Attorney, an elected official responsible for prosecuting all criminal case filings. On March 3, 2020 Governor Polis signed House Bill 20-1026 which split the 18th Judicial District and created a new 23rd District. Until 2025 the 18th Judicial District encompasses Arapahoe, Douglas, Lincoln and Elbert Counties. Pursuant to House Bill 20-1026, Douglas, Lincoln, and Elbert counties will encompass the new 23rd Judicial District, and Arapahoe County will remain as the sole county within the 18th Judicial District. The creation of the new judicial district is driven by the area's population growth: the four counties combined population now exceeds 1 million and is the largest district in the State House Bill 20-1026 creates the 23rd Judicial District on January 14, 2025.

The Board is directly supported by the County Manager, and the County Attorney. Appointed officials manage the remainder of the County’s functions, including a Deputy County Manager, Budget, Community Justice Services, Emergency Management, Engineering, Finance, Human Resources, Human Services, Information Technology, Facilities, Fleet and Emergency Support Services, Open Space and Natural Resources, Planning and Community Development, Public Affairs and Public Works.

The Board is charged with the responsibility of providing adequate budget appropriations to fund statutory functions, as well as responding to the service needs of the citizens. In turn, the other elected and appointed officials are charged with managing their authorized budgets to meet their statutory obligations and service demands as cost-effectively as possible. The Board is required to adopt a final budget by December 15th. The adopted budget becomes the County’s annual financial plan and mechanism to control spending.

The Board is also financially accountable for five blended component units, the Douglas County Law Enforcement Authority, the Douglas County Woodmoor Mountain General Improvement District, the Lincoln Station Local Improvement District, the Douglas County Deputy Sheriff’s Association and the Fallen Officers Fund. The Sheriff’s Forfeiture Fund, the Deputy Sheriff’s Association and the Fallen Officers Fund are subject to audit, but not to budget law, and are also included in the financial statements of the County.

C. Summary/Scope of Services/Explanation of Project:

This Request for Proposal (RFP) from the Douglas County Sheriff's Office (DCSO) seeks proposals from qualified companies to provide a comprehensive and modern Inmate Banking and Commissary System. The selected company will be responsible for implementing and maintaining a fully integrated, cloud-based ecosystem that streamlines inmate financial management, commissary operations, and related services within the Douglas County Detention Facility.

The proposed system must be a complete and robust solution encompassing all aspects of inmate banking and commissary operations, and seamlessly integrate with existing and future DCSO contracted technology platforms.

The company will be expected to provide a system that is secure, efficient, user-friendly for both staff and inmates, and compliant with all applicable regulations and industry best practices.

DCSO Budget and Logistics Unit will retain fiduciary responsibilities as it relates to inmate accounting.

The company shall be responsible for all costs associated with the installation, uninstallation, and maintenance of their equipment. This includes providing the necessary labor, parts, materials, and transportation to ensure all proposed equipment and supportive equipment remain in optimal working condition and comply with manufacturer specifications throughout the contract. The company shall maintain all hardware and software installations at the most current, quality-tested versions at no cost to the County. Any hardware and software that has reached its end-of-life or is no longer supported by the manufacture will be promptly removed from service and replaced with new equipment at the company’s expense. At no time shall the County be responsible for any costs associated with this project’s deployment or long-term operation.

The following outlines the specific services and key features required within the proposed Inmate Banking and Commissary System:

1. Cloud-Based Ecosystem:

• The entire system must be hosted in a secure, reliable, and scalable cloud environment.

• The company must ensure system availability, data security, and disaster recovery capabilities.

• DCSO requires access to the system via secure web-based interfaces.

• System must be accessible from authorized locations and devices as configured by DCSO.

• The company must manage all aspects of cloud infrastructure, including maintenance, updates, and security patching.

2. Inmate Accounting and Financial Management:

• Comprehensive Inmate Account Management:

o Individual inmate accounts for deposit, withdrawal, and transaction tracking.

o Support for various deposit methods, including but not limited to cash, credit/debit cards, and money orders.

o Automated posting of funds from authorized sources (e.g., release funds, external deposits).

o Real-time balance updates and transaction history accessible to authorized staff.

o Secure management of inactive and released inmate accounts, including escheatment processes as required by law.

• Commissary and Goods Purchasing:

o Intuitive touch-enabled web-based inmate-user interface allowing inmates to place orders from inmate tablets or kiosks, as needed.

o Automated deduction of commissary purchases from inmate accounts.

o Management of purchase limits and restrictions based on facility rules, housing location, and individual inmate status.

o Support for various commissary product categories and pricing structures.

o Include dietary and nutritional information of all products sold to inmates.

o Provide pricing information for all items sold to inmates on a regular basis.

o Provide notice to facility and inmates thirty (30) days prior to any adjustments, additions, or changes to commissary menu offerings.

• Funds Transfers and Disbursements:

o Secure inmate-to-inmate fund transfer capabilities with configurable controls and approvals.

o Automated processing of inmate release funds and disbursements via various methods (e.g., checks, prepaid cards, etc.).

o Detailed audit trails for all fund transfers and disbursements.

o Automated and secure company-to-company fund transfer capabilities to allow inmates to transfer funds from trust to current and future communication company accounts.

o Return funds received after an inmate’s release directly to the inmate without the facility’s intervention.

3. Inmate Debt Management:

• Automated Debt Tracking:

o Systematic tracking of inmate debts, including medical co-pays, booking fees, restitution, and other authorized deductions or transactions.

o Configurable debt prioritization and repayment schedules.

o Automated deduction of debt payments from inmate account deposits.

o Automated assessment of fees specified by the facility against inmate accounts on an established frequency or under specific conditions.

o Clear and transparent communication of debt balances and payment history to inmates.

• Debt Management Tools:

o Tools for authorized staff to manage and adjust debt amounts, payment plans, and waivers.

o Ability to backdate corrective transactions by authorized staff.

o Reporting on outstanding debt balances, collection rates, and debt aging.

o Integration with commissary purchasing to allow for debt repayment through commissary spending, if desired by DCSO.

4. Bank Reconciliation and Audit Controls:

• Automated Bank Reconciliation:

o Automated reconciliation of all inmate funds accounts with bank statements.

o Real-time visibility into cash positions and account balances.

o Exception reporting and alerts for discrepancies and reconciliation issues.

o Comprehensive audit logs of all financial transactions and reconciliation activities.

• Robust Audit Trails and Reporting:

o Detailed audit trails for all system activities, including user access, transactions, and configuration changes.

o Compliance with relevant financial regulations and audit standards.

o Secure and auditable record-keeping for all inmate financial data.

5. Fraud Management and Investigative Tools:

• Proactive Fraud Detection:

o System features to identify and flag potentially fraudulent transactions and activities.

o Configurable rules and alerts for suspicious patterns and anomalies.

o Real-time monitoring of transactions for fraud prevention.

• Investigative Capabilities:

o Tools for authorized staff to investigate suspected fraud, including transaction tracing, account analysis, and reporting.

o Secure access to transaction history and audit logs for investigative purposes.

o Reporting and analysis tools to identify fraud trends and patterns.

6. Robust Reporting and Business Intelligence Capabilities:

• Standard and Customizable Reports:

o Comprehensive library of standard reports covering all aspects of inmate banking and commissary operations (e.g., financial summaries, transaction reports, commissary sales, debt balances).

o Ability for DCSO staff to create and customize reports based on specific data requirements and parameters.

o Flexible report delivery options (e.g., scheduled reports, on-demand generation, various file formats).

• Business Intelligence Dashboard:

o Interactive dashboard providing real-time insights into key performance indicators (KPIs) and operational metrics.

o Visualizations and data analysis tools to support data-driven decision-making.

o Configurable dashboard views and widgets to meet the needs of different user roles.

7. User-Friendly Interface and Access Configuration Suite:

• Intuitive User Interfaces:

o User-friendly interfaces for all user roles, including detention staff, administrative personnel, and inmates (where applicable).

o Role-based access control to ensure appropriate data access and system functionality.

o Clear and concise navigation and workflows for efficient system operation.

• Access Configuration and Security:

o Comprehensive access configuration suite to define user roles, permissions, and security settings.

o Multi-factor authentication options for enhanced security.

o Single-Sign-On support for facility staff.

o Regular security audits and penetration testing to ensure system integrity.

8. System Integration:

• Jail Management System (JMS) Integration:

o Seamless integration with the DCSO’s current Jail Management System (Tyler Technologies).

o Automated data exchange between the Inmate Banking and Commissary System and the JMS, including inmate demographics, booking information, release dates, and disciplinary status.

o Real-time synchronization of relevant data across all systems.

• Inmate Communications Platform Integration:

o Integration with DCSO’s current and future Inmate Communications Platform(s).

o Enablement of financial transactions and commissary ordering through inmate accessible devices, if desired by DCSO.

9. Implementation, Training, and Support:

• Comprehensive Implementation Plan:

o Detailed implementation plan outlining project timelines, responsibilities, and milestones.

o Data migration and system configuration services.

o On-site or remote implementation support.

• Training and Documentation:

o Comprehensive training for all user roles on system functionality and operation.

o User manuals, online help resources, and training materials.

o Ongoing training and update training, as needed.

• Ongoing Technical Support and Maintenance:

o Dedicated technical support team available during specified hours.

o Service Level Agreements (SLAs) outlining response times and system uptime guarantees.

o Regular system maintenance, updates, and security patches.

10. Compliance and Security:

• Regulatory Compliance:

o System must comply with all relevant federal, state, and local regulations pertaining to inmate banking and commissary operations, including but not limited to PCI DSS, NCIC, and relevant banking regulations.

o Company must demonstrate expertise in regulatory compliance within the correctional environment.

• Data Security and Privacy:

o Robust security measures to protect sensitive inmate financial data and personal information.

o Compliance with data privacy regulations and best practices.

o Regular security assessments and vulnerability testing.

o Disclosure of all data breaches no matter how recent or how long ago.

Company Response:

Proposals must clearly describe how the proposed system and services will meet or exceed each of the requirements outlined in this Scope of Services section. All responses should provide detailed explanations of key features, functionalities, integration capabilities, implementation plans, training programs, and ongoing support services. Respondents are encouraged to highlight any additional features or services that would benefit the Douglas County Sheriff's Office.

D. Time Requirements/Tentative Proposal Calendar:

April 11, 2025 Request for Proposal (RFP), posted on the RME-Purchasing System April 24, 2025 MANDATORY Site Visit, see below April 28, 2025 Request for Proposal (RFP), deadline for submission of questions May 2, 2025 Request for Proposal (RFP), posting of questions/responses May 9, 2025 Request for Proposal (RFP), due date (see page one) May 2025 Interview of Finalists, if necessary May 2025 Final Selection June 1, 2025 Contract Start Date

MANDATORY SITE VISIT:

ON THURSDAY, APRIL 24, 2025 @ 8:00AM, THERE WILL BE A MANDATORY SITE VISIT RELATED

TO THIS PROJECT. THE MANDATORY SITE VISIT WILL ALLOW ALL INTERESTED PARTIES

THE OPPORTUNITY TO VIEW THE LOCATIONS AND DISCUSS THE PROJECT DETAILS. THE

MANDATORY SITE VISIT WILL BE HELD AT THE ROBERT A. CHRISTENSEN JUSTICE CENTER,

4000 JUSTICE WAY, CASTLE ROCK, COLORADO 80109. EACH PERSON MUST CLEAR SECURITY

BEFORE ENTERING THE LOBBY; THE MANDATORY SITE VISIT WILL BEGIN PROMPTLY AT

8:00AM. PLEASE CALL 720-474-6302 FOR DIRECTIONS, IF NEEDED. ONLY THOSE ATTENDING

THE MANDATORY SITE VISIT WILL BE ALLOWED TO SUBMIT A PROPOSAL RESPONSE ON

THIS PROJECT.

The Douglas County Sheriff’s Office reserves the right to change the schedule of events, as it deems necessary. In the event of a major date change, revised information will be posted on the Rocky Mountain E-Purchasing System.

E. General Requirements:

All proposals submitted shall become property of the County. All proposals shall include all of the information requested in this RFP and any additional data that the respondent deems pertinent to the understanding and evaluating of their proposal response. All proposals shall meet, at a minimum, all criteria outlined in the following sections. At the discretion of the County, companies submitting proposals may be requested to make presentations as part of the evaluation process. The respondent should not withhold any information from their written response in anticipation of presenting the information orally, since oral presentations may not be solicited. The County will not reimburse the respondents to this RFP for any costs associated with the preparation and submission of said proposals or in the preparation for and attendance at a presentation. The County reserves the right to request any companies submitting a proposal to clarify its proposal or to supply additional information necessary to assist in the County’s selection.

F. Federal Fingerprint/Background Checks:

This project requires access to multiple areas within the Justice Center and access to privileged County information.

As such, the successful respondent and associated personnel must pass a Federal Fingerprint/Background check prior to the start of work and access to the facility. The fingerprint/background checks will be completed by the Douglas County Sheriff’s Office. The Douglas County Sheriff’s Office reserves the right to deny access to any employee on County property, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the County and/or its population. The final approval of all personnel will be made by the Sheriff’s Office.

G. Minimum Requirements:

Companies, which respond to this RFP, shall meet all of the following minimum requirements.

1) Experience in the administration and operation of inmate banking and commissary systems.

2) The companies will provide a general history, description, and status of its company, including the most recent audited Balance Sheet and Profit and Loss Statement.

3) The company will provide information on any historical data breaches.

4) The company must have the experience and ability to provide a list of five (5) current references. All references shall include name, title, address, telephone number, and e-mail address. The failure to include references and/or the inability to contact the references shall be ample cause for rejection of your proposal response.

H. Mandatory Requirements to be Included in Proposal Response:

All proposal responses must address each of the following and be submitted with the ability to complete the work as described. Do not exclude any major or minor items of information not specifically mentioned, but which would normally and reasonably be provided. Please be advised that the greater the degree of specificity, the more likely it will be for the County to review your response favorably. Proposal responses must include, but are not limited to, the following information.

1) Include a statement related to your complete understanding and compliance with all of the general and minimum requirements and scope of services. Provide a detailed narrative of how the proposal intends to meet the objectives of the County, as outlined.

2) Provide a complete description of your company to include the number of years you have been doing business in the State of Colorado and the prior experience you have had with similar contracts/agreements.

3) Identify the key individuals that will be assigned to the Douglas County Sheriff’s Office. List, for each individual, all relevant experience. Include resumes with education and work experience for all personnel that have been identified.

4) Provide a summary of the partnership that you envision with Douglas County Sheriff’s Office. Include an illustrative narrative of what defines your companies’ qualifications and sets you apart from your competitors.

5) All responses shall include a list of five (5) current references, with a minimum of one (1) being State and/or

Local Government clients. All references shall include name, title, address, telephone number, and e-mail address for which you are currently furnishing or have in the past furnished services on a same or similar contract or agreement. The failure to include references and/or the inability to contact the references shall be ample cause for rejection of your proposal response.

6) All respondents must submit written disclosure of any known potential conflicts of interest that may result during the course of performance of the services listed herein.

7) List any and all legal disputes, mediations, arbitrations, and/or lawsuits in which you or your company has been involved in the last five (5) years, and for each, include a description of all claims asserted, a synopsis of the underlying factual allegations, and a discussion of the current status and/or outcome. For all lawsuits, identify the parties, the case number, and the court in which the lawsuit proceeded. This information should be provided in a separate sealed envelope titled “Legal Dispute Information” and submitted with your proposal response.

I. Questions/Inquires/Addendum:

All questions related to this RFP must be submitted ELECTRONICALLY ONLY through the Rocky Mountain E- Purchasing System website at (www.bidnetdirect.com/colorado/douglas-county-government). Please enter only one (1) question per line.

Questions will be received until the close-of-business on April 28, 2025. Responses to all questions will be posted on the Rocky Mountain E-Purchasing System no-later-than May 2, 2025.

If it becomes necessary to revise any part of this RFP or if additional data is necessary to enable an exact interpretation of the provisions of this request, an addendum will be issued. It is the responsibility of the respondent to ensure that they have received all addendums prior to submitting their RFP response.

http://www.bidnetdirect.com/colorado/douglas-county-government

SECTION TWO ~ PROPOSAL CONDITIONS AND PROVISIONS

All proposals must be submitted in accordance with all terms, conditions, specifications, and stipulations contained herein. Respondents shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this RFP, which shall become part of the final contract.

All proposals must be signed by a duly authorized official of the company. The completed and signed proposal (together with all required attachments) must be upload to the Rocky Mountain E-Purchasing System before the due date and time shown on Page 1.

All participating respondents, by their signature hereunder, shall agree to comply with all of the conditions, requirements and instructions of this RFP as stated or implied herein. Any alteration, erasure, or interlineation by the respondent in this RFP shall constitute cause for rejection by the County. Exceptions or deviations to this RFP must not be added to the RFP pages and must be on company letterhead and accompany the proposal response.

All respondents are required to complete all the information requested in this RFP. Failure to do so may result in the disqualification of your proposal response.

Proposals shall be firm quotations subject to acceptance or rejection within ninety (90) days of the proposal opening date.

The County reserves the right to negotiate optional items and/or services with the successful respondent.

The successful respondent will be required to provide proof of and the required limits of liability insurance, including Workers’ Compensation. This proof of insurance must be in the form of a “Certificate of Insurance” and must show coverage in the amounts specified by the Laws of the State of Colorado for the duration of a contract issued as a result of this RFP. Additionally, the County must be notified of any changes occurring in this coverage and the successful respondent must demonstrate to the County that such changes do not in any way affect the minimum liability insurance required for this proposal.

All information submitted in response to this RFP may be subject to disclosure under the Open Records Act.

Respondents are discouraged from providing information that they consider confidential and/or privileged as part of a response to this RFP. If any portion of your response is identified as proprietary and/or confidential, a redacted copy must be uploaded to the Rocky Mountain E-Purchasing System with your original response.

The successful respondent may be required, as a provision of this RFP, to submit proof of compliance with governmental health and safety codes, regulations and standards, as appropriate.

The County reserves the right to waive any technical or formal errors or omissions and to reject any and all proposals, or to award a contract for the items herein, either in part or in whole, if it deems it to be in the best interest of the County to do so.

No proposal shall be accepted from, and no contract will be awarded to, any person, companies or corporation that is in arrears to the County, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any County contract, or that may be deemed irresponsible or unreliable by the County. The successful respondent may be required to submit satisfactory evidence that they have a practical knowledge of the particular work, as described, and that they have the necessary financial resources to perform and complete the work outlined in this RFP.

The successful respondent agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the County of Douglas, securing all necessary licenses and permits in connection with this RFP.

All materials furnished or services performed under the terms of a contractual agreement issued as a result of this RFP shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act of 1970 (Public Law 91-596), as well as with other applicable federal, state and local codes.

This RFP requires a formal contract to be prepared by the County. The successful respondent will properly sign and furnish any documents that may be required by the County within ten (10) days (unless a longer period is allowed by the County) from the date of receipt of the formal contract forms.

All respondents must take into consideration that only the County’s contract documents will be used in the finalization of any agreement issued as a result of this RFP. Respondents are responsible for reviewing such documents prior to submitting their proposal response.

ETHICAL STANDARDS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or RFP therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any County employee or representative, the proposal response shall be disqualified and shall not be reinstated.

ETHICSPOINT/NAVEX GLOBAL:

Douglas County is committed to an environment where open, honest communications are the expectation, not the exception. Douglas County has implemented a phone and Internet-based reporting system called EthicsPoint/Navex Global. The reporting system allows employees to report issues or concerns that they may have in an anonymous and confidential manner. We consider it a critical component in providing a safe, secure, and ethical workplace.

An option within the system allows for companies to also report an issue. As a company, you are in a position to observe not only questionable or unethical behavior by our employees but also identify areas that you would like to make a suggestion for change. By calling 1-888-337-3094 or logging-in on the Internet to www.ethicspoint.com and entering Douglas County Government, you can file a report, offer a suggestion, or voice a concern. Online instructions are available on how to use the system. The EthicsPoint/Navex Global system also offers a follow-up/response mechanism. You can be assured that this is a fast, easy, and confidential system.

NON-COLLUSIVE BIDDING CERTIFICATION:

By the submission of this proposal, the respondent certifies that:

1) The proposal has been arrived at by the respondent independently and has been submitted without collusion with any other respondent.

2) The contents of the proposal have not been communicated by the respondent; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the respondent or its surety on any bond furnished herewith and will not be communicated to any such person prior to the official opening of this proposal.

3) No respondent shall submit more than one proposal, to include an alternate proposal or proposals, for this purchase.

http://www.ethicspoint.com/

NON-DISCRIMINATION IN EMPLOYMENT:

In connection with the performance of work under a contract issued as a result of this RFP, the successful respondent must agree not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The successful respondent must further agree to insert the foregoing provision in all subcontracts hereunder.

INDEMNIFICATION:

Indemnification by the County. The County cannot and by this agreement does not agree to indemnify, hold harmless, exonerate, or assume the defense of the respondent or any other person or entity whatsoever, for any purpose whatsoever.

Indemnification by the Respondent. The respondent shall defend, indemnify and hold harmless the County, its officers, agents and employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including Workers’ Compensation claims, in any way resulting from or arising out of any agreement issued as a result of this RFP; provided, however, that the respondent need not indemnify or save harmless the County, its officers, agents and employees from damages resulting from the negligence of the County’s officers, agents and employees.

INDEPENDENT CONTRACTOR:

The respondent is an independent contractor. Notwithstanding any provision of this Agreement, all personnel assigned by the respondent to perform work under this Agreement shall be and remain at all times, employees of the respondent for all purposes. THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’

COMPENSATION BENEFITS THROUGH THE COUNTY AND IS OBLIGATED TO PAY FEDERAL AND

STATE INCOME TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP.

ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:

The respondent may not assign or otherwise transfer any of its rights or obligations under any purchase order or contract made and entered into pursuant to the County RFP without the prior written approval of the County Purchasing Division.

CANCELLATION:

The County reserves the right to cancel the whole or any part of a contract issued as a result of this RFP due to failure of the respondent to carry out any term, promise or condition of the contract. The County will issue a written notice of default to the respondent for failing to act in compliance with the terms and conditions of such contract.

EXAMINATION OF RECORDS:

The respondent agrees that the County shall, until the expiration of three (3) years after the final payment under an agreement issued as a result of this RFP, have access to and the right to examine any directly pertinent books, documents, papers and records of the respondent involving transactions of such agreement.

PRICE, PAYMENT, AND DELIVERY:

1) All prices shall be firm and fixed for the specified time frame.

2) All payment terms shall be “Net 30”; consideration will be given to any discounts offered for payments made earlier than “Net 30”, please explain.

3) In an effort to improve efficiency, Douglas County encourages the use of purchasing cards to make payments.

Under this method, payments are made after the verification of the receipt of the goods and services and following the receipt of a proper invoice. Please confirm if this would be an acceptable payment option.

4) All deliveries will be “F.O.B. ~ Destination”

TAXES:

All price quotations shall reflect all applicable tax exemptions for Douglas County:

1) Federal Registration Number: 84-6000761

2) State Registration Number: 98-04428

COOPERATIVE PURCHASING:

Douglas County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Contractor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Douglas County in the current term or in any future terms. The Contractor(s) must deal directly with any governmental agency concerning the placement of purchase orders/agreements, freight/delivery charges, contractual disputes, invoices, and payments. Douglas County shall not be liable for any costs or damages incurred by any other entity.

EXHIBITS:

1) Exhibit “A” ~ Standard Public Contract for Services (for information only)

2) Exhibit “B” ~ Commissary Item List

3) Exhibit “C” ~ Commissary Batch Report