CHARLOTTE COUNTY SHERIFF’S OFFICE

26601 AIRPORT ROAD

PUNTA GORDA, FLORIDA 33982

REQUEST FOR PROPOSAL

RFP# 15-002

FOR

INMATE VIDEO VISITATION SOLUTION

Request for Proposal Solicitations

Charlotte County Sheriff’s Office

Detention Bureau

26601 Airport Road, Punta Gorda, Florida 33982

Phone (941) 833-6318 Fax (941) 833-6310

PROPOSAL NUMBER: RFP # 15-002

To: All Prospective Proposers

From: Sheriff William Prummell

Subject: Solicitation Number RFP

Reference: Correctional Facility Video Visitation

Date:

Dear Potential Proposer:

The Charlotte County Sheriff’s Office, an Equal Employment Opportunity (EEO) employer does hereby announce that is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and specified in the “Scope of Services” section of the Request for Proposals (RFP) document. The successful Proposer shall prove by their qualifications, experience, availability, approach and plan for the work that he/she will best serve the overall needs of the Sheriff’s Office. The selection of the successful Proposer shall be at the Sheriff’s discretion and shall be made in a prompt manner after receipt and evaluation of all responses.

If you are interested in preparing a response to the RFP, please complete in the manner prescribed with all the requirements set forth in this RFP document. Please note that your response is a binding offer to perform in the manner you describe in the proposal response for a period not to exceed one hundred eighty (180) days from the public opening date and time. Also please be aware that under the competitive proposal process that stipulations set forth herein are fully binding on the Proposer to the extent that you confirm acceptance by your signature on the Acceptance of Conditions page.

All Proposers are advised that under Chapter 119 Florida Statutes, all responses are deemed a public record and opened to public scrutiny as provided for in said statute.

We welcome your responses to this RFP. The Charlotte County Sheriff’s Office reserves the right to reject any proposal found to be non-responsive, vague, non-conforming or irresponsible. The Charlotte County Sheriff’s Office may withdrawal all or part of this proposal at any time to protect its best interest. The desire of the Charlotte County Sheriff’s Office to pursue proposals shall in no way obligate the Sheriff neither to compensate you for your efforts nor to execute a contract with you. All proposers are asked to be thorough yet concise in their response. Failure to provide your response in manner not prescribed herein may be grounds for disqualification.

INSTRUCTIONS TO PROPOSERS

Included herein are General Terms and Provisions(Part A); the Special Terms and Conditions (Part B); the Technical Specifications (Part C); the Service Specifications (part D); and the Proposal Response (Part E), which together with all attachments, constitute the entire “Proposal Package.” Said proposal package must be the basis upon which all proposals are offered and the same (the entire proposal package) must be kept together and returned, intact by the time and at the place herein specified. The Proposer must manually sign the General Terms and Provision (Part A) and Proposal Response (part E). The Sworn Statement on Public Entity Crime must be both signed and notarized.

When awarded, this proposal package will become part of the “Contract Document.”The Proposers signature on the proposal constitutes Proposers agreement to the terms therein. READ THE ENTIRE PROPOSAL CAREFULLY BEFORE SIGNING.

NOTICE TO PROPOSERS
WHEN SUBMITTING A SEALED PROPOSAL, ALL PROPOSALS SHOULD BE CLEARLY MARKED AS A PROPOSAL DOCUMENT. THIS IDENTIFICATION SHOULD INCLUDE THE PROPOSAL NUMBER, PROPOSAL TITLE AND DATE DUE ON THE OUTSIDE OF THE ENVELOPE.

REQUET FOR PROPOSAL FOR INMATE VIDEO VISITATION

CHARLOTTE COUNTY SHERIFF’S OFFICE

PROPOSAL NUMBER

TABLE OF CONTENTS

PART A

  1. GENERAL TERMS AND CONDITIONS
  1. SCHEDULE OF PROPOSAL

PART B

SPECIAL TERMS AND CONDITIONS

  1. General Requirements
  1. Scope
  1. Purpose
  1. Preparation and Submittal of Proposal
  1. Bond of Requirements
  1. Evaluation of Proposal
  1. Awards Method
  1. Contract Terms
  1. Exceptions to Proposal
  1. Grievance to Proposal
  1. Award Without Discussion

PART C

TECHNICAL SPECIFICATIONS

Specifications and Program Requirements

PART D

SERVICE SPECIFICATIONS

Vendor Service and Customer Service Requirements

PART 3

PROPOSAL RESPONSE FORMS

All required forms to be completed, including pricing forms of various options requested.

CHARLOTTE COUNTY SHERIFF’S OFFICE

CORRECTIONS BUREAU

22601 Airport Road

Punta Gorda, Florida 33982

VENDOR______

(Include your company name and address here)

Subject: Request for Proposal # 15-002

Proposal Title: Inmate Video Visitation System

CLOSING DATE AND TIME: 5:00 P.M., local time, Friday, February 6th, 2015

PLEASE NOTE: The Charlotte County Sheriff’s Office is located in the

Eastern Time Zone

PLACE: Charlotte County Jail

VIA U/S/ MAIL, COURIER OR HAND DELIVERED

Charlotte County Sheriff’s Office

Corrections Bureau

26601 Airport Road

Punta Gorda, Florida 33982

Proposals will be received until the time and date shown and will be read aloud

Immediately thereafter at the “Place” indicated above.

Proposers Conference: MANDATORY BIDDERS CONFERENCE

9:00 A.M., local time, Friday, January16th, 2015

Charlotte County Jail Administrative conference room, 26601 Airport Road,

Punta Gorda, Florida 33982 for purposes of scheduling, it is anticipated that the Facility Tour and Bidders Conference may require three hour to complete.

(This is an estimated time.)

PART A – GENERAL TERMS AND PROVISIONS:

  1. Proposals

All proposals must be contained in a SEALED package addressed to: Lieutenant Melissa Kilby, 26601 Airport Road, Punta Gorda, Florida 33982. Sealed proposals must be received by add time and date. To prevent inadvertent opening, the proposal package must be marked as a PROPOSAL DOCUMENT (including the proposal number) on the package.

If our specifications, when included in our Request for Proposal, are not returned with your proposal, and no specific reference is made to them in your proposal, it will be assumed that all specifications will be met. When material, sketches, cuts, descriptive literature, vendor’s or manufacturer’s specifications which accompany the proposal contain information that can be construed or is intended to be a deviation from our specifications, such deviations must be specifically referenced in your proposal response.

  1. Vendor Responsibility

The responsibility for getting the proposal to the Sheriff’s Office on or before the stated time and date will be solely and strictly the responsibility of the vendor. The

Sheriff will in no way be responsible for delays caused by the United States Postal Service or a delay caused by any other occurrence, or any other method of delivery. The vendor shall be responsible for reading very carefully and understanding completely the requirements in the specifications. Proposals will not be accepted after the time specified for receipt. Such proposals shall be returned to the vendor unopened with the notation “This proposal was received after the time designatedfor the receipts and opening of proposals.”

  1. Postponement of Date for Presentation and Opening of Proposals

The Sheriff reserves the right to postpone the date for receipts and opening of proposals and will make a reasonable effort to give at least five (5) calendar days’ notice of any such postponement to each prospective Proposer.

  1. On-Line Documents

The Charlotte County Sheriff’s is publishing documents on its web page,

for the convenience of vendors wanting to do business with the Sheriff and to save tax dollars. This service is public record and the Sheriff is responsible only for documents as published. Any modification or alterations to the original document language may be cause for rejection of a proposal.

  1. Time for Consideration

Vendors warrant by virtue of proposing that the process quoted in their proposal will

be good for an evaluation period of sixty (60) calendar days from the date of proposal opening unless otherwise stated. Vendors will not be allowed to withdraw or modify their proposals after the opening time and date.

The Charlotte County Sheriff’s Office requires that, at the conclusion of the selection process, the contents of all proposals be placed in the public domain and be open to inspection by interested parties.

  1. Prices

All proposals submitted must show the net proposal price after any and all discounts allowable have been deducted. Price(s) offered are to be F.O.B. Destination. State sales tax and federal excise taxes shall not be included as the Sheriff’s Office is tax-exempt for materials sold directly to them. The Sheriff will issue exemption certificates to the successful vendor when requested.

The Vendor’s attention is directed to the fact that the tax laws of the State of Florida, including but not limited to Chapter 212. Florida Statute, apply to this proposal matter and that all applicable taxes and fees shall be deemed to have been included in the Vendor’s proposal as part of his material cost, when applicable.

  1. Proposal Errors

When errors are found in the extension of the proposal process, the unit price will govern. Proposals having erasures or corrections must be initialed in ink by the vendor.

  1. Proposal Obligation and Disposition

The contents of the proposal and any clarifications thereto submitted by the successful vendor shall become part of the contractual obligation and incorporated by reference into the ensuing contracts. All proposals become the property of the Charlotte County Sheriff’s Office and will not be returned to the vendor.

  1. Laws, Statutes and Ordinances

The terms and conditions of the Request for Proposal and the resulting contract or activities based upon the Request for Proposal shall be construed in accordance with the laws, statutes and ordinances applicable to Charlotte County. Where State Statutes and Regulations are referenced, they shall apply to this Request for Proposal and to the resulting contract.

  1. Information and Descriptive Literature

Vendors must furnish all information requested in the proposal. If specified, each vendor must submit cuts, sketches, descriptive literature and / or complete specifications covering the products offered. Reference to literature submitted with previous proposal will not satisfy the provision. Proposals which do not comply with these requirements will be subject to rejection.

  1. Proposal Submittal Costs

Submittal of a proposal is solely at the cost of the vendor and the Sheriff’s Office in no way is liable or obligates itself for any cost accrued to the vendor in coming up with the submitted proposal.

  1. Public Entity Crimes

Pursuant to Florida Statute 287.132-133 (1) (a), effective July 01, 1989, the Charlotte County Sheriff, as a public entity, may not accept any proposal from, award and contract to, or transact any business in excess of the threshold amount proved in Section 287.017, F. S., for category two (currently $25,000) with any person or affiliate on the convicted vendor list for a period of 36 months from the date that person or affiliate was placed on the convicted vendor list unless that person or affiliate has been removed from the list pursuant to Section 287.132 and 287.133 does note restrict your submission.

  1. No Proposal

If the receipt of this request for Proposal is not acknowledged, Vendor’s name may be removed from the vendors’ mailing list.

  1. Compliance with Occupational Safety and Health Act

Vendor Certifies that all material, equipment, etc., contained in their proposal meets all O.S.H.A. requirements.

  1. Acceptance and Rejection

The Sheriff of Charlotte County, Florida, reserves the right to reject any or all proposals, for cause, to waive irregularities, if any, in any proposal or proposals which in the judgment of the Sheriff is in the best interest of Charlotte County. The Sheriff reserves the right to select the Vendor that willmost meet the needs of the Charlotte County Sheriff’s office, and the selection will not necessarily be made solely on the cost as the proposal process utilized is not a competitive bid process.Persons or entities submitting proposals which do not meet the mandatory requirements will be considered in non-compliance and will be disqualified. After evaluation of proposals and approval by the Sheriff’s Office, all vendors will be notified of the selected vendor.

  1. Public Record

Any and all material submitted in response to this Request for Proposal will become a public document pursuant to Section 119.07, Florida Statute. This includes material which the respondent might consider to be confidential or trade secret. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07, Florida Statute.

  1. Licenses, Permits, and Taxes

Proposer shall be responsible for all costs associated with obtaining all licenses, permits, and taxes required to operate in the State of Florida. Also, Proposer shall comply with all Federal, State, and local codes, laws, ordinances, regulations, and other requirements at no cost to the Sheriff’s Office.

  1. Assignment

Proposer shall not assign the contract between the Sheriff’s Office and Proposer, in whole or in part, to a third party without the written consent from the Sheriff’s Office.

Upon the Sheriff Offices consent, any such purchaser, may assign any and all of the right and responsibilities of the proposer. The Sheriff may assign any and all rights and obligations hereunder without the consent but upon written notice thereof to the other party (1) to an Affiliate; (2) pursuant to any sale or transfer of all or substantially all of its business or assets; (3) to any merger or reorganization; or (4) as part of a bona fide pledge to a third party lending institution of collateral of the assignor’s rights hereunder. The parties acknowledge that proposer is an independent contractor. Nothing in this RFP is intended nor shall be construed to create an agency relationship, an employer / employee relationship or a joint venture relationship among the parties.

  1. Default

The contractmay be cancelled by the Sheriff’s Office in whole or in part by written notice of default to the proposer upon no-performance or violation of the contract terms. An award may be made to the next most compliant and responsible Proposer, or articles specified may be purchased of the open market similar to those terminated. Failure of the Proposer to deliver materials or services within ten (10) days as described in the RFP, unless extended in writing by the Sheriff’s Office, shall constitute contract default. Proposer shall be responsible for any cost difference incurred by the Sheriff’s Office between the awarded contract amount and any new proposer whose services may be used for the remainder of the contract period.

  1. Termination

The Sheriff, in his sole discretion, and with or without cause therefore, may terminate the contract at any time by giving written notice of such termination and specifying the effective days thereof, at least ninety (90) days before the effective date of such termination. Upon receipt of written notice of contract termination, the parties hereto shall mutually review, within thirty (30) days, all outstanding commitments and other matters relative to the services contemplated in the RFP.

  1. Discrepancies

Should there be any discrepancy in the responses provided to the RFP and the resulting Agreement, the terms and conditions contained in the Agreement and its Amendment will prevail over the RFP, and the RFP will prevail over the responses to the RFP.

  1. Specifications are attached.
  1. General terms and provisions outlined above are acknowledged. Our proposal is

attached.

William Prummell, Sheriff

Charlotte County, Florida

Signature on File

By______

Date______

Signed______

Company Officer

______

Company Name

NOTE: THIS MUST BE RETURNED WITH YOUR PROPOSAL AFTER COMPLETION OF PARAGRAPH 23. EACH VENDOR PROPOSAL AND ANY CLARIFICATIONS TO THAT PROPOSAL SHALL BE SIGNED BY AN OFFICER OF THE COMPANY OR A DESGINATED AGENT EMPOWERED TO BIND THE FIRM IN CONTRACT. EXCEPTIONS TO THE SPECIFICATIONS, IF ANY, NOTED ON THE SPECIFICATION PAGE OR ON THE EXCEPTION FORM.

SCHEDULE OF PROPOSAL PROCESS

The following is a schedule of events concerning the proposal process.

EVENT DATE

RFP distribution / available on CCSO Web Site ( January 5, 2015

Questions due regarding RFP January 23, 2015

Mandatory attendance of vendor conference and tour of jail facility January 16, 2015

Proposal closing February 6, 2015

Award NotificationFebruary 20, 2015

Contract Negotiations Completed

Commence Services

PART B- SPECIAL TERMS AND CONDITIONS

  1. GENERAL REQUIREMENTS

The purpose of these specifications is to solicit sealed proposals for the provision and maintenance of an Inmate Video Visitation System for the Charlotte County Office’s Detention Facility. The specifications set forth are for informational purposes and are provided as a general description of the requirement. Proposer shall be responsible to submit proposal(s) based upon their design that will accomplish the intended purpose as set for the herein.

All questions about the meaning of intent of the Request for Proposal are to be directed, in writing, to:

Lieutenant Melissa Kilby

Charlotte County Sheriff’s Office

Detention Bureau

26601 Airport Road

Punta Gorda, Florida 33982

Telephone: (941)-833-6300

Fax :(941)-833-6310

E-Mail:

Interpretations or clarifications considered necessary by the Charlotte County Sheriff’s Office in response to such questions will be issued by addenda mailed or delivered to all parties recorded by the Fiscal Bureau as having received the Request of Proposal. Questions received less than ten (10) days prior to the date of the opening of proposals may not be answered. Oral or other interpretations or clarifications will be without legal effect.

A tour of the jail facilities will be schedule following the proposal conference on 9:00 A.M., local time, Friday, January16th, 2015. Proposers will meet at the Jail which is located at 22601 Airport Road, Punta Gorda Florida. The purposeof the conference will be to offer all interested parties an opportunity to discuss the proposal process, conditions of the Request for Proposal and to answer additional questions about the installation, maintenance, and service requirements for the Inmate Video Visitation System. Attendance is mandatory at the conference for any firms wishing to be considered. All questions to be discussed at the conference shall be submitted in writing prior to the Proposers Conference. Unofficial responses to verbal questions will be offered, however, any substantive questions will be addressed officially in written response.