Y25-101-KS_Corrections_Jail_Management_System.pdf

ORANGE COUNTY FLORIDA

PROCUREMENT DIVISION

Issue Date: November 14, 2025

NOTICE IS HEREBY GIVEN that Orange County, Florida, henceforth referred to as the County is accepting sealed proposals for:

REQUEST FOR PROPOSALS #Y25-101-KS, ORANGE COUNTY CORRECTIONS

JAIL MANAGEMENT SYSTEM

TERM CONTRACT

Copies of the Request for Proposals (RFP) documents may be obtained from Orange County by download at: https://secure.procurenow.com/portal/orangecountyfl

PROPOSAL SUBMISSION DUE DATE:

Sealed Electronic offers for furnishing the above will be accepted up to 4:00 PM (local time), Thursday, January 8, 2026, via the electronic procurement portal referenced above.

To maintain a secured sealed process electronic submissions are required to be made through the OpenGov Procurement portal only at: https://secure.procurenow.com/portal/orangecountyfl.

Firms shall not be permitted to hand-deliver, mail, telephone, fax or email offers. Responses received after the submission deadline and/or transmitted outside of the designated OpenGov Procurement portal shall be rejected.

NON-MANDATORY PRE-PROPOSAL VIRTUAL CONFERENCE

All interested parties are invited to attend a Pre-Proposal Webinar Conference on Wednesday, December 3, 2025, commencing at 11:00 am. The meeting will include breaks, as needed, and adjourn on or before 4:00pm.

Interested parties may observe the meeting:

1. Virtually via WebEx Events at the following website:

https://ocfl.webex.com/ocfl/j.php?MTID=mc51ed78760b1aa7a94384229534d3f48

Access Code: 2343 402 2294 Password: Qkg3xJjHK96 Audio: 1-408-792-6300

OR:

2. By telephone at the following number: 1-408-792-6300

Access Code: 2343 402 2294

The agenda will include attendance from key personnel in the County representing the Procurement Division, User Departments and the Information Systems and Services https://secure.procurenow.com/portal/orangecountyfl https://secure.procurenow.com/portal/orangecountyfl https://ocfl.webex.com/ocfl/j.php?MTID=mc51ed78760b1aa7a94384229534d3f48

Division. This meeting will include an overview of existing procurement operations and fiscal operations.

At that time, the County’s representative will be available to answer questions relative to this Request for Proposals. Any suggested modifications may be presented in writing to, or discussed with, the County’s representative(s) at this meeting and may be considered by said representative(s) as possible amendments to the Request for Proposals.

ATTENDANCE IS NOT MANDATORY BUT IS ENCOURAGED.

NOTICE TO PROPOSERS:

To ensure that your bid is responsive, you are urged to request clarification or guidance on any issues involving this solicitation before submission of your response. Your point-of-contact for this solicitation is Kathy Saldutti, Contracting Agent at Kathy.Saldutti@ocfl.net.

QUESTIONS:

The question-and-answer module in OpenGov is being utilized for this solicitation. Timely questions concerning this solicitation shall be submitted in accordance with the deadline for questions, no later than 5:00 PM Wednesday, December 10, 2025 via the OpenGov portal.

mailto:Kathy.Saldutti@ocfl.net i

TABLE OF CONTENTS

DESCRIPTION PAGE

SECTION 1: GENERAL TERMS AND CONDITIONS 1-13

- INSTRUCTION TO PROPOSERS 1

- QUESTIONS REGARDING THIS RFP 1-2

- CONTRACT TERM 2

- INSURANCE REQUIREMENTS 3-5

- WITHDRAWL OF PROPOSAL 6

- REFERENCE CHECKS 10

- CONFIDENTIAL INFORMATION 10-11

- MISTAKES 12

SECTION 2: SPECIFICATIONS/SCOPE OF SERVICES 1-49

SECTION 3: PROPOSAL SUBMISSION REQUIREMENTS 1-28

AND DOCUMENTATION

- STATEMENT OF NO PROPOSAL 2

- PREREQUISITE REQUIREMENTS 3

- PHASE 1 PROPOSAL FORMAT 3-15

- PHASE 2 PROPOSAL FORMAT 15-23

- PHASE 3 PROPOSAL FORMAT 23-28

SECTION 4: SELECTION CRITERIA 1-2

SECTION 5: ATTACHMENTS 1-12

- FEE SCHEDULE 1-8

- PROPOSAL COVER PAGE 9

- ACKNOWLEDGEMENT OF ADDENDA 10

- AUTHORIZED SIGNATORIES/NEGOTIATORS 11-12

- DRUG-FREE WORKPLACE FORM

- CONFLICT/NON-CONFLICT OF INTEREST FORM

- E-VERIFICATION CERTIFICATION

- RELATIONSHIP DISCLOSURE FORM

- RELATIONSHIP DISCLOSURE FORM - FREQUENTLY ASKED QUESTIONS (FAQ)

- ORANGE COUNTY SPECIFIC PROJECT EXPENDITURE REPORT

- EXPENDITURE REPORT- FREQUENTLY ASKED QUESTIONS (FAQ)

- LOCATION FORM

ii

- AGENT AUTHORIZATION FORM

- LEASED EMPLOYEE AFFIDAVIT

- INFORMATION FOR DETERMING JOINT VENTURE ELIGIBILITY

- SCHEDULE OF SUB-CONTRACTING - SDV PARTICIPATION FORM

- DISLOCATED WORKER PROPOSED HIRING INFORMATION

- ATTACHMENTS

A. ATTACHMENT A – MANDATORY PRE-REQUISITES CHECKLIST

B. ATTACHMENT B – ENTERPRISE SECURITY STANDARDS - INTERNAL

APPLICATIONS

C. ATTACHMENT C – ENTERPRISE SECURITY STANDARDS - EXTERNAL DATA

HOSTING STANDARD

D. ATTACHMENT D – ORANGE COUNTY INFORMATION TECHNOLOGY

STANDARDS

E. ATTACHMENT E - SECURITY QUESTIONNAIRE

F. ATTACHMENT F – SYSTEM INTERFACE REQUIREMENTS

G. ATTACHMENT G – SAMPLE CRITICAL REPORTS

SECTION 6: DRAFT CONTRACT

- CONTRACT REDLINES AND EXCEPTIONS

- DRAFT CONTRACT

SECTION 1

GENERAL TERMS AND CONDITIONS

Section 1, General Terms and Conditions | Page 1

GENERAL TERMS AND CONDITIONS

1. INSTRUCTIONS TO PROPOSERS

Proposals shall be submitted via the electronic submission portal at:

https://secure.procurenow.com/portal/orangecountyfl. Responses will be opened per the public meeting notice.

Offers by mail, hand-delivery, e-mail, telephone, or fax shall not be accepted.

Proposals submitted outside of the designated electronic submission portal shall be rejected as non-responsive regardless of where received.

The County shall not be responsible for delays caused by any occurrence. The time/date stamp clock located in the electronic submittal portal shall serve as the official authority to determine lateness of any offer. The submission deadline shall be scrupulously observed. It is the sole responsibility of the proposer to ensure that their proposal reaches the Procurement Division. The decision to refuse to consider a proposal that was received beyond the date/time established in the solicitation shall not be the basis for a protest pursuant to the Orange County Code (Procurement Ordinance).

All proposals will be opened publicly in accordance with the public notice, and the names of all timely proposers shall be read aloud.

Public Openings are held each Wednesday at 9:30am and Friday at 9:30am. A public opening of responses will be conducted at the next posted Procurement Public Meeting following the submission deadline. In the event of a County Holiday or unforeseen delay, responses shall remain sealed until the next public meeting.

Firms will be able to attend the public opening virtually, see the following instructions:

Visit: https://ocfl.webex.com/ocfl/j.php?MTID=m59bb20319c748f1e60a933cf59c7125b Meeting number: 286 177 361 Password: Go2Meeting Join by phone Option 1: 1-408-792-6300 Access code: 286 177 361 Join by phone Option 2: 1-617-315-0740 Access code: 286 177 361 Join by phone Option 3: 1-602-666-0783 Access code: 286 177 361 The physical meeting location is 400 E. South Street, 2nd Floor, Orlando, Florida 32801

2. QUESTIONS REGARDING THIS RFP

The question and answer module of OpenGov is being utilized for this solicitation. Timely questions concerning this solicitation shall be submitted in accordance with the deadline for questions: 'Question & Answer Submission Date at 'Question & Answer Submission Time EST. Consideration for modification or alteration of the documents contained in this solicitation shall be requested during the specified question period, before the applicable deadline. Answers for timely questions will be addressed in the OpenGov question and answer module or as an addenda to this solicitation depending on volume.

Participants are encouraged to subscribe as a follower and monitor all notifications.

The answers to questions or the addendum will be available on the Internet for access by potential proposers. Proposers are instructed not to contact the initiating division directly.

https://ocfl.webex.com/ocfl/j.php?MTID=m59bb20319c748f1e60a933cf59c7125b

Section 1, General Terms and Conditions | Page 2

Proposers shall not direct any queries or statements concerning their proposal to the Orange County Procurement Committee or County staff during the selection process, from the time of submission of a proposal until the execution of a contract.

Any proposer who initiates any discussions with staff in any manner other than that described below is subject to disqualification from this procurement. However, you may contact the Contracting Agent at any time during this process, including during the Black Out Period.

No oral interpretation of this Request for Proposals shall be considered binding. The County shall be bound by information and statements only when such statements are written and executed under the authority of the Procurement Division Manager.

Beyond questions and answers, any and all modifications, clarifications, interpretations and supplemental instructions will be in the form of a written addendum which, if issued, will be available for download. All addenda and questions/answers so issued shall become part of the Contract Documents and receipt shall be acknowledged as specified herein.

This provision exists solely for the convenience and administrative efficiency of Orange County. No proposer or other third party gains any rights by virtue of this provision or the application thereof, nor shall any proposer or third party have any standing to sue or cause of action arising there from.

Untimely questions are unable to be submitted in the question and answer module, thereafter respondents raising critical concerns must email 'Procurement Contact Email.

Critical clarifications may be made via addenda, however, untimely questions may not be considered.

3. CONTRACT TERM

The contract resulting from this solicitation shall extend for a term of five (5) years.

Software License, Maintenance and Support beyond year five (5) shall be offered to the County on a year-to-year basis thereafter as described herein.

4. DRAFT CONTRACT

The Draft Contract in Section 6 of this agreement is provided for reference and redlining.

Proposed redlines, recommendations, and exceptions will only be considered for terms and conditions within the Draft Contract specified in Section 6.

Proposers are required to use the provided table format provided in Section 6, the Contract Redline and Exceptions Form, to articulate any proposed redlines to the Draft Contract provided in Section 6. This structured format must be strictly followed to ensure proper evaluation. Note, exceptions relating to Sections 1-5 will not be considered and should not be submitted.

Proposers are reminded that the purpose of this Request for Proposals (RFP) is to conduct a structured evaluation of competitive proposals. Any deviations from the prescribed RFP format, submission requirements, or fee structure, especially those involving unapproved assumptions that may affect the fee proposal, may hinder the County's ability to evaluate proposals effectively and may result in the proposal being deemed non-responsive. Strict

Section 1, General Terms and Conditions | Page 3 adherence to the submission guidelines is mandatory. Proposers are strongly encouraged to fully utilize the designated question and answer period to obtain all necessary clarifications before finalizing their proposals.

Modifications or alterations to the contract requested by proposer will only be deemed valid if mutually agreed upon in writing by both parties. The County has the right to require the selected respondent to sign the draft contract or to negotiate revisions to the contract language prior to execution of the contract, at its sole discretion.

5. INSURANCE

Vendor/Contractor agrees to maintain on a primary basis and at its sole expense, at all times throughout the duration of this contract the following types of insurance coverage with limits and on forms (including endorsements) as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Vendor/Contractor is not intended to and shall not in any manner limit or qualify the liabilities assumed by Vendor/Contractor under this contract. Vendor/Contractor is required to maintain any coverage required by federal and state workers’ compensation or financial responsibility laws including but not limited to Chapter 324 and 440, Florida Statutes, as may be amended from time to time.

The Vendor/Contractor shall require and ensure that each of its sub-Vendors/sub- Contractors providing services hereunder (if any) procures and maintains until the completion of their respective services, insurance of the types and to the limits specified herein.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VIII or better.

(Note: State licenses can be checked via www.floir.com/companysearch/ and A.M. Best Ratings are available at www.ambest.com)

Required Coverage:

Commercial General Liability - The Vendor/Contractor shall maintain coverage issued on the most recent version of the ISO form as filed for use in Florida or its equivalent, with a limit of liability of not less than $1,000,000 per occurrence.

Vendor/Contractor further agrees coverage shall not contain any endorsement(s) excluding or limiting Product/Completed Operations, Contractual Liability, or Separation of Insureds. The General Aggregate limit shall either apply separately to this contract or shall be at least twice the required occurrence limit.

Required Endorsements:

Additional Insured- CG 20 26 or CG 20 10/CG 20 37 or their equivalents.

Note: CG 20 10 must be accompanied by CG 20 37 to include products/completed operations

Waiver of Transfer of Rights of Recovery- CG 24 04 or its equivalent.

http://www.floir.com/companysearch/ http://www.ambest.com/

Section 1, General Terms and Conditions | Page 4

Note: If blanket endorsements are being submitted please include the entire endorsement and the applicable policy number.

Business Automobile Liability - The Vendor/Contractor shall maintain coverage for all owned; non-owned and hired vehicles issued on the most recent version of the ISO form as filed for use in Florida or its equivalent, with limits of not less than $500,000 (five hundred thousand dollars) per accident. In the event the Vendor/Contractor does not own automobiles the Vendor/Contractor shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

Workers' Compensation - The Vendor/Contractor shall maintain coverage for its employees with statutory workers' compensation limits, and no less than $100,000 each incident of bodily injury or disease for Employers' Liability. Elective exemptions as defined in Florida Statute 440 will be considered on a case-by-case basis. Any Vendor/Contractor using an employee leasing company shall complete the Leased Employee Affidavit.

Required Endorsements:

Waiver of Subrogation- WC 00 03 13 or its equivalent

Additional Required Coverage:

Fidelity/Commercial Crime Liability- with a limit of not less than $1,000,000 per occurrence/claim

Network Security Liability / Privacy / Media Liability - with a limit of not less than

$5,000,000 for each cyber incident

Professional Errors and Omissions (E&O), Technology E&O / Technology Products E&O (if applicable) Liability with limits of not less than $1,000,000 for each claim and in the annual aggregate.

When a self-insured retention or deductible exceeds $100,000 the COUNTY reserves the right to request a copy of Vendor/Contractor most recent annual report or audited financial statement. For policies written on a “Claims-Made” basis the Vendor/Contractor agrees to maintain a retroactive date prior to or equal to the effective date of this contract. In the event the policy is canceled, non-renewed, switched to occurrence form, or any other event which triggers the right to purchase a Supplemental Extended Reporting Period (SERP) during the life of this contract the Vendor/Contractor agrees to purchase the SERP with a minimum reporting period of not less than two years. Purchase of the SERP shall not relieve the Vendor/Contractor of the obligation to provide replacement coverage.

By entering into this contract Vendor/Contractor agrees to provide a waiver of subrogation or a waiver of transfer of rights of recovery, in favor of the County for the workers’ compensation and general liability policies as required herein. When required by the insurer or should a policy condition not permit the Vendor/Contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then Vendor/Contractor agrees to notify the insurer and request the policy be endorsed with a Waiver of Subrogation or a Waiver of Transfer of Rights of Recovery Against Others endorsement.

Section 1, General Terms and Conditions | Page 5

Prior to execution and commencement of any operations/services provided under this contract the Vendor/Contractor shall provide the COUNTY with current certificates of insurance evidencing all required coverage. In addition to the certificate(s) of insurance the Vendor/Contractor shall also provide endorsements for each policy as specified above.

All specific policy endorsements shall be in the name of the Orange County Board of County Commissioners.

For continuing service contracts renewal certificates shall be submitted immediately upon request by either the COUNTY or the COUNTY’s contracted certificate compliance management firm. The certificates shall clearly indicate that the Vendor/Contractor has obtained insurance of the type, amount and classification as required for strict compliance with this insurance section. Vendor/Contractor shall notify the COUNTY not less than thirty (30) business days (ten business days for non-payment of premium) of any material change in or cancellation/non-renewal of insurance coverage. The Vendor/Contractor shall provide evidence of replacement coverage to maintain compliance with the aforementioned insurance requirements to the COUNTY or its certificate management representative five

(5) business days prior to the effective date of the replacement policy (ies).

The certificate holder shall read:

Orange County, Florida Risk Management Division 109 E. Church Street, Suite 200 Orlando, FL 32801

6. POST AWARD MEETING

Within forty-five (45) days after receipt of notification of award, Contractor shall meet with the County’s representative(s) to discuss job procedures and scheduling. This meeting may be in person or via teleconference.

7. ACCEPTANCE/REJECTION/CANCELLATION

The County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment best serves the interest of the County, or to award a contract to the next most qualified proposer if a successful proposer does not execute a contract within thirty (30) days after approval of the selection by the Board of County Commissioners or other competent authority.

The County also reserves the right to reject the proposal of any proposer who has previously failed in the proper performance of an award or to deliver on time contracts of a similar nature or who, in the County’s opinion, is not in a position to perform properly under this award. The County reserves the right to inspect all facilities of proposers in order to make a determination as to the foregoing.

Orange County reserves the right, and the Manager of Procurement Division has absolute and sole discretion, to cancel a solicitation at any time prior to approval of the award by the Board of County Commissioners when such approval is required. The decision to cancel a solicitation cannot be the basis for a protest pursuant to the Orange County Code.

Section 1, General Terms and Conditions | Page 6

8. DEVELOPMENT OR ASSISTANCE IN DEVELOPMENT OF SPECIFICATIONS/

REQUIREMENTS/ STATEMENTS OF WORK

Firms and/or individuals that assisted in the development or drafting of the specifications, requirements, statements of work, or solicitation documents contained herein are excluded from competing for this solicitation.

This shall not be applicable to firms and/or individuals providing responses to a publicly posted Request for Information (RFI) associated with a solicitation.

9. CLARIFICATION

The County reserves the right to request clarification of information submitted and to request additional information of one or more proposers.

10. WITHDRAWAL OF PROPOSAL

Any proposal may be withdrawn until the date and time set above for the submission of the proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of one hundred and eighty (180) days, to provide to the County the services set forth in this Request for Proposals, or until one of the proposals has been awarded.

11. SEALED PROPOSALS

Proposals shall be submitted via the electronic submission portal at:

https://secure.procurenow.com/portal/orangecountyfl, prior to the submission deadline. Proposals will be opened and proposer names shall be disclosed per the public meeting notice.

12. PROPOSAL PREPARATION

Costs of preparation of a response to this request for proposals are solely those of the Proposer. The County assumes no responsibility for any such costs incurred by the Proposer. The Proposer also agrees that the County bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

13. ACCOUNTING SYSTEM

The Contractor shall establish and maintain a reasonable accounting system, which enables ready identification of Contractor’s cost of goods and use of funds. The accounting system shall also include adequate records and documents to justify all prices for all items invoiced as well as all charges, expenses and costs incurred in providing the goods for at least five

(5) years after completion of this contract. The County or designee shall have access to books, records, subcontract(s), financial operations, and documents of the Contractor or its subcontractors, as required to comply with this section, for the purpose of inspection or audit anytime during normal business hours at the Contractor’s place of business. This right to audit shall include the contractor’s subcontractors used to procure goods or services under the contract with the County. Contractors shall ensure the County has these same rights with subcontractor(s) and suppliers.

Section 1, General Terms and Conditions | Page 7

14. SHORTLISTS, PROTESTS AND LOBBYING

The recommended award will be posted for review by interested parties at the Procurement Division and at: http://apps.ocfl.net/OrangeBids/AwardsRec/default.asp prior to submission through the appropriate approval process and will remain posted for a period of five (5) full business days.

Orange County Lobbyist Regulations General Information http://www.orangecountyfl.net/OpenGovernment/LobbingAtOrangeCounty.aspx

A lobbying blackout period shall commence upon issuance of the solicitation until the Board selects the Contractor. For procurements that do not require Board approval, the blackout period commences upon solicitation issuance and concludes upon contract award.

The Board of County Commissioners may void any contract where the County Mayor, one or more County Commissioners, or a County staff person has been lobbied in violation of the black-out period restrictions of Ordinance No. 2002-15.

Orange County Protest Procedures http://www.orangecountyfl.net/VendorServices/VendorProtestProcedures.aspx

Failure to file a protest with the Procurement Manager by 5:00 PM on the fifth full business day, after posting, shall constitute a waiver of bid protest proceedings.

Information regarding Procurement Committee scheduling and Board approvals is available by calling the Procurement Reception Desk at (407) 836-5635.

15. PUBLIC ENTITY CRIME

Section 287.133(3)(d), Florida Statutes, provides that the Florida Department of Management Services shall maintain a list of the names and addresses of those who have been disqualified from participating in the public contracting process under this section.

http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_infor mation/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_ve ndor_list

A person or affiliate who has been placed on The Convicted Vendor list following a conviction for a public entity crime shall not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, shall not submit bids on leases of real property to a public entity, shall not be awarded or perform work as a contractor, supplier, subcontractor, or Contractor under a contract with a public entity, and shall not transact business with any public entity in excess of the threshold amount provided in Florida Statute Section 287.017, for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on The Convicted Vendor List.

16. AVAILABILITY OF FUNDS

The obligations of the County under this award are subject to the availability of funds lawfully appropriated for its purpose by the State of Florida and the Orange County Board of County Commissioners, or other specified funding source for this procurement.

http://apps.ocfl.net/OrangeBids/AwardsRec/default.asp http://www.orangecountyfl.net/OpenGovernment/LobbingAtOrangeCounty.aspx http://www.orangecountyfl.net/VendorServices/VendorProtestProcedures.aspx http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists/convicted_vendor_list

Section 1, General Terms and Conditions | Page 8

17. TOBACCO FREE CAMPUS

All Orange County operations under the Board of County Commissioners shall be tobacco free. This policy shall apply to parking lots, parks, break areas and worksites. It is also applicable to contractors and their personnel during contract performance on county-owned property. Tobacco is defined as tobacco products including, but not limited to, cigars, cigarettes, e-cigarettes, pipes, chewing tobacco and snuff. Failure to abide by this policy may result in civil penalties levied under Chapter 386, Florida Statutes and/or contract enforcement remedies.

18. SINGLE-USE PRODUCTS

The Board of County Commissioners has established a single-use products and plastic bags policy intended to reduce the use of products which have become globally recognized as having lasting negative impacts on the environment.

Neither single-use products nor plastic bags may be sold or disbursed on County property by staff or contracted vendors, except as set forth in Orange County Administrative Regulation 9.01.03. Failure to comply with the Regulation may result in termination of the contract or other contractual remedies and may affect future contracting with the County.

The use of reusable, recyclable, biodegradable, or compostable materials is encouraged.

19. VERIFICATION OF EMPLOYMENT STATUS

The Contractor is required to be registered with the U.S. Department of Homeland Security’s E-Verify system prior to entering into a contract with Orange County. The Contractor shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the contract term. The Contractor shall include an express provision in all of its subcontracts requiring subcontractors, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. The Contractor shall obtain from its subcontractor(s) an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the contract. For more information on this process, please refer to United States Citizenship and Immigration Service site at:

http://www.uscis.gov/portal/site/uscis.

Only those employees determined eligible to work within the United States shall be employed under the contract.

By submission of a proposals in response to this solicitation, the Contractor affirms that all employees in the above categories shall undergo e-verification before placement on this contract. The Contractor shall commit to comply with this requirement by completing the E-Verification certification, attached to this solicitation.

A public employer, contractor, or subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(5)(c)1, Florida Statutes. If Orange County terminates the contract for the http://www.uscis.gov/portal/site/uscis

Section 1, General Terms and Conditions | Page 9 foregoing reason, the contractor may not be awarded a public contract for at least one (1) year after the date on which the contract was terminated, and the contractor will be liable for any additional costs incurred by Orange County as a result of the termination of the contract.

20. SCHEDULE OF SUBCONTRACTING

Proposers shall list all proposed sub-contractors to be used, including names, addresses, phone numbers, type of work subcontracted (discipline, trade or commodity), and proposed percentage of work.

21. EQUAL OPPORTUNITY

It is hereby declared that equal opportunity and nondiscrimination shall be the County’s policy intended to assure equal opportunities to every person, regardless of race, religion, sex, sexual orientation and gender expression/identity, color, age, disability or national origin, in securing or holding employment in a field of work or labor for which the person is qualified, as provided by Section 17-314 of the Orange County Code and the County Administrative Regulations.

Further, the Contractor shall abide by the following provisions:

A. The Contractor shall represent that the Contractor has adopted and maintains a policy of nondiscrimination as defined by applicable County ordinance throughout the term of this contract.

B. The Contractor shall allow reasonable access to all business and employment records for the purpose of ascertaining compliance with the non-discrimination provision of the contract.

The provisions of the prime contract shall be incorporate by the Contractor into the contracts of any applicable subcontractors.

22. CONFLICT OF INTEREST

The award is subject to provisions of applicable State Statutes and County Ordinances. All proposers must disclose with their offer the name of any officer, director, or agent who is also an employee of Orange County. Further, all proposers must disclose the name of any County employee who owns, directly or indirectly, an interest of ten percent (10%) or more in the Proposer’s firm or any of its branches. Should the Contractor permanently or temporarily hire any County employee who is, or has been, directly involved with the Contractor prior to or during performance of the resulting contract, the contract shall be subject to immediate termination by the County.

23. DEBRIEFING OF PROPOSERS

Not later than thirty (30) days after Board approval of a selection or shortlist, a proposer may submit a written request to the applicable contracting agent for a debriefing on the evaluation of their proposal. The contracting agent will schedule a meeting with the Proposer for the debriefing. However, at the Proposer’s request, the debriefing may be

Section 1, General Terms and Conditions | Page 10 conducted via telephone conference. The debriefing shall include the following minimum information:

A. Key requirements of the solicitation.

B. The overall ranking of all proposals.

C. The significant weaknesses or deficiencies in the proposal in response to the requirements of the solicitation.

D. If requested, an explanation of the score received for each evaluation criteria will be provided, including costs, if applicable.

E. If applicable, a summary of the rationale for award.

F. Responses to any relevant questions of the Proposer.

Untimely debriefing requests will also be considered.

24. REFERENCE CHECKS

The contact person listed as a reference shall be someone who has personal knowledge of the Proposer’s performance during the referenced contract. Contact persons shall have been informed that they are being used as a reference and that the County may be contacting them. More than one person can be listed but all shall have knowledge of the project. DO NOT list principals or officers who will not be able to answer specific questions regarding the project.

Failure of references listed to respond to the County’s inquiries may negatively impact the evaluation of the Proposal. The reference shall be the owner or a representative of the owner.

25. CONFIDENTIAL INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State or Federal Law, all bidders/proposers should be aware that formal solicitations and the responses thereto are in the public domain.

Requests for confidential treatment will not supersede the County’s legal obligation to provide records to the public consistent with public records law. Bidders/proposers must cite specific, applicable legal grounds to support a request for confidential treatment, of any portion of a bid/proposal. Requests by bidders/proposers to keep entire bids/proposals confidential are generally not supported by public records laws. At a minimum, the County will disclose the successful bidder’s/proposer’s name, the substance of the bid/proposal, and the price.

If the bidder/proposer requests confidential treatment, bidder/proposer must submit an additional copy of the bid/proposal with the proposed confidential information redacted.

This copy must include a general description of the information redacted, and shall only be redacted in the least expansive manner necessary to effectuate the requested exemption(s).

In a separate attachment, bidder/proposer shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis

Section 1, General Terms and Conditions | Page 11 under Florida law, including a detailed justification for exempting the information from public disclosure.

Bidder/proposer shall hold harmless and indemnify the County for all claims, actions, suits, judgments, fines, costs or damages the County may incur as a result of bidder’s/proposer’s request for confidential treatment of its bid/proposal. Bidder/proposer agrees and understands that the County may make copies of, and distribute, the bid/proposal without any requested redactions, to facilitate evaluation. Bidder/proposer warrants that such copying will not violate the rights of any third party.

26. PUBLIC RECORDS COMPLIANCE

(APPLICABLE FOR SERVICE CONTRACTS)

Orange County is a public agency subject to Chapter 119, Florida Statutes. The Contractor agrees to comply with Florida’s Public Records Law. Specifically, the Contractor shall:

1. Keep and maintain public records required by Orange County to perform the service.

2. Upon request from Orange County’s custodian of public records, provide Orange County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from the public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to Orange County.

4. Upon completion of the contract, Contractor agrees to transfer at no cost to Orange County all public records in possession of the Contractor or keep and maintain public records required by Orange County to perform the service. If the Contractor transfers all public record to Orange County upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to Orange County, upon request from Orange County’s custodian of public records, in a format that is compatible with the information technology systems of Orange County.

5. A Contractor who fails to provide the public records to Orange County within a reasonable time may be subject to penalties under section 119.10, Florida Statutes.

6. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO

THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC

RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT:

Section 1, General Terms and Conditions | Page 12

PROCUREMENT PUBLIC RECORDS LIAISON

400 E. SOUTH STREET, 2ND FLOOR, ORLANDO, FL 32801

PROCUREMENTRECORDS@OCFL.NET, 407-836-5635

27. FEDERAL AND STATE TAX

The County is exempt from Federal and State Sales and Use Taxes for tangible personal property (Certificate of Registry for tax transactions under Chapter 32, Internal Revenue Code and Florida Sales/Use Tax Exemption Certificate). The Manager, Procurement Division will sign an exemption certificate submitted by the Contractor.

Contractors doing business with the County shall not be exempted from paying sales tax to their suppliers for materials to fulfill contractual obligations with the County, nor shall any Contractor be authorized to use the County’s Tax Exemption Number in securing such materials.

28. PROPRIETARY/RESTRICTIVE SPECIFICATIONS

If a proposer considers the specification contained herein to be proprietary or restrictive in nature, thus potentially resulting in reduced competition, they are urged to contact the Procurement Division prior to bid opening. Specifications which are unrelated to performance will be considered for deletion via addendum to this Request for Proposals.

29. MISTAKES

In the event of extension error(s), the unit prices will prevail and the proposer’s total offer will be corrected accordingly. In the event of addition errors, the extended totals will prevail and the Proposer’s total will be corrected accordingly. Any discrepancy between words and numbers will be resolved in favor of the written words. Proposers must check their submissions where applicable. Failure to do so will be at the Proposer’s risk.

Proposals having erasures or corrections must be initialed in ink by the Proposer.

30. CONTRACTUAL AGREEMENT

This solicitation shall be included and incorporated in the final contract or purchase order.

The order of contract precedence will be the contract (purchase order), solicitation, and proposal. Any and all legal actions associated with this Request for Proposals and/or the resultant contract (purchase order) shall be governed by the laws of the State of Florida.

Venue for any litigation involving this contract shall be the Ninth Circuit Court in and for Orange County, Florida.

31. PAYMENT TERMS/DISCOUNTS

The County’s payment terms are in accordance with Florida Statute 218, Local

Government Prompt Payment Act. Cash discounts for prompt payment will be considered in determining the lowest net cost for fee proposal evaluation purposes. Notwithstanding the above, discount payment terms shall not be less than net 30 calendar days from receipt of correct invoice.

mailto:ProcurementRecords@ocfl.net

Section 1, General Terms and Conditions | Page 13

32. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submission of this offer, the Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this procurement:

A. The prices in this offer have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor.

B. Unless otherwise required by law, the prices which have been offered in this proposal have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other Proposer or to any competitor; and, C. No attempt has been made or shall be made by the Proposer to induce any other person or Proposer to submit or not to submit an offer for the purpose of restricting competition.

33. ANTI-HUMAN TRAFFICKING

By submitting an offer in response to this solicitation, the respondent acknowledges that, if recommended for award, the timely execution of a Human Trafficking Affidavit is a condition of the contract.

Execution of any contract resulting from the award of this solicitation shall require respondents to attest, under penalty of perjury, that Contractor does not use coercion for labor or services as defined in Section 787.06(2), Florida Statutes. Respondents are cautioned to review this form in detail as it is a firm requirement of the Contract. The Human Trafficking Affidavit can be found at on the County's Forms and Resources website (https://www.ocfl.net/vfr).

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SECTION 2

SPECIFICATIONS / SCOPE OF SERVICES

Section 2, Scope of Services | Page 1

SPECIFICATIONS / SCOPE OF SERVICES

1. OVERVIEW

The primary objective of the Orange County Corrections Department is the acquisition and implementation of a comprehensive commercial off-the-shelf Jail Management System (JMS). The new system shall replace and enhance existing system functions at a minimum but should also add functionality that is currently being provided by either third party systems or tracked manually within the agency. Specific goals to support this objective are:

1.1 Replace the legacy Inmate Management System with a secure, responsive web designed, highly configurable Jail Management System that supports current jail management best practices and industry compliance standards.

1.2 Reduce or eliminate redundant data entry, streamline workflows, and maximize resource management through automated input processes and full integration with other critical justice systems.

1.3 Minimize or eliminate paper-based records and tracking and provide case and document management capabilities.

1.4 Real time access to data and analytics with the use of executive dashboards and robust built-in and ad hoc reporting capabilities.

1.5 Achieve sufficient knowledge transfer through training and documentation to allow in-house technical and admin staff to easily enhance and support the new system and technologies going forward.

1.6 Complete the implementation 30 months from contract award.

1.7 Implementation cutover with no more than 12-hour outage window.

1.8 Deliver a fully integrated JMS solution on time and within budget

2. ORANGE COUNTY PROFILE

Measuring 1000 square miles, Orange County is the fifth most populous county in the state of Florida with a population of 1.4 million residents. In addition, Orange County ranks among the largest tourism markets in the world with over 75 million visitors annually.

The Orange County Corrections Department (OCCD) serves the incorporated and unincorporated portions of Orange County to include major sporting events and amusement parks within its jurisdiction. OCCD supports 13 law enforcement agencies and is the fourth largest jail in Florida. Situated on 76-acres in Orlando, its secure compound encompasses seven detention facilities. The Department also operates one additional facility outside the compound - a Video Visitation Center.

Section 2, Scope of Services | Page 2

OCCD hosts a 5,175-bed facility that houses an average daily population of 2,716 inmates and processes an average of 102 inmate bookings and 97 releases daily. To manage the enterprise OCCD has over 1,000 certified officers and 515 non-certified employees.

Technology plays a critical role in OCCD’s mission to process, monitor, and document all essential information for individuals while in custody within the criminal justice system.

The current primary system in use by OCCD is GlobalTel Link/DSI’s (now ViaPath) Offender Management System (OMS) version 7.7.5. OCCD refers to this system as the Inmate Management System (IMS). IMS was implemented in 2005 and has approximately 3000 defined users (internal and external agency users) with an average of 900 concurrent users.

Being a legacy system, IMS struggles to meet the current needs of OCCD to provide industry expectations and best practices with its feature sets. Furthermore, from a technology perspective, the legacy client server architecture has many support and interoperability issues and does not allow the adoption of many current technology standards.

In addition to the current Inmate Management System, OCCD uses several third party and custom systems to bridge gaps between IMS and required agency functions. These separate systems often add additional staff workloads and the possibility for data errors due to data integration or manual data duplication issues and redundant processes.

3. CURRENT ENVIRONMENT AND SOLUTION REQUIREMENTS

3.1 System - Offender Management System (OMS) 7.7.5 from GTL

3.2 System Functional Components

3.2.1 Intake/booking

3.2.2 Charges

3.2.3 Detainer

3.2.4 Alias

3.2.5 Classification

3.2.6 Documents

3.2.7 Incident

3.2.8 Property and Clothing

3.2.9 Housing

3.2.10 Gang Module

3.2.11 Inmate Scheduling

3.2.12 Keep Separate

3.2.13 Sentencing

3.2.14 Searches

3.2.15 Social

3.2.16 Status

3.2.17 Suicide

3.2.18 PREA

3.2.19 Permanent Release

3.2.20 Temporary Releases

Section 2, Scope of Services | Page 3

3.2.21 Medical (all components involved)

3.2.22 Grievance and Appeals Processing

3.2.23 Court Operations

3.2.24 Inmate Accounting

3.2.25 Inmate Programs

3.2.26 Visitation

3.2.27 Work History

R

3.3 Technology Environment

3.3.1 Architecture: Client/Server

3.3.2 Windows Server 2016 and Windows 10 with Oracle 11.0 database

3.3.3 Hosted on premise

3.3.4 Operating and Support hours – 24/7

3.3.5 Field level Data Encryption

3.3.6 Data Transport – File Transfer Protocol (FTP), Secure File Transfer Protocol

(SFTP), Web Application Programming Interface (API) and other custom exports

3.3.7 Full system and user audit capabilities

3.3.8 Role based application security

3.3.9 Multi-user platform- Multiple users could access the same data

3.3.10 Document archive format – Portable Document Format (PDF) and Tag Image File

Format (TIFF)

3.3.11 Reporting (External and internal app) – Ad-hoc, Scheduled using third party tools.

3.3.12 Custom business rules, workflows, and functions to include identifying overdue events, supervisor overrides, reminders DO NOT HOUSE ALONE (DNHA)

3.3.13 Auto – generate jail no# per year. Example 2018 – 18000001, 2019 – 19000001 at midnight of the New Year.

3.4 Interfaces

3.4.1 Pharmacy System

3.4.1.1 One-way medication and med-pass feed from Pharmacy to Offender Management System

3.4.1.2 One-way Med-Pass push from Offender Management System to Personal Digital Assistant (Handheld, Tablet, PDA’s, etc.)

3.4.2 Medical Management System

3.4.2.1 Two-way interface from Offender Management System to Medical system.

3.4.2.1.1 Demography

3.4.2.1.2 Housing

3.4.2.1.3 Alerts

3.4.2.1.4 Medication

3.4.3 Sick Call System

3.4.3.1 Two-way interface from sick call to inmate phone system and back with

Inmate Demographics and sick call scheduling.

Section 2, Scope of Services | Page 4

3.4.3.2 Nurses approve the appointments in IMS after triage.

3.4.4 Inmate Phone System

3.4.4.1 Allows inmates to make an appointment with a doctor, dentist or nurse.

3.4.4.2 Telephone Identification (TID) number is generated by Offender

Management System.

3.4.4.3 Two-way interfaces from sick calls to inmate phone system with inmate demographics.

3.4.5 Mugshot System

3.4.5.1 Images captured image would be transferred to Offender Management System, Medical, Automated Fingerprint Identification System, State Attorney, Sheriff Office and others.

3.4.6 Financial System

3.4.6.1 One-way demographic feed to Aramark applications

3.4.6.2 Core-Banking – Inmate financial transactions

3.4.6.3 Core Warehouse – Inmate commissary

3.4.7 Citizen / Public Record web portal

3.4.7.1 BestJail website displays specific arrect information for inmates in jail.

3.4.8 Finger Printing System

3.4.8.1 Send inmate demographics and mugshot to the Florida Department of Law

Enforcement (FDLE) to verify arrest history and identification.

3.4.9 Commissary System

3.4.9.1 Aramark Commissary System and Core Banking tracks Inmate Funds and Transactions.

3.4.9.2 Select demography, arrect date,…