Solicitation Number: Date Issued: Procurement Officer: Phone: E-Mail Address:

Lancaster County State of South Carolina

Request for Proposals DESCRIPTION: Inmate

400161102 08/23/2016 Bryant Cook 803-285-6323 [email protected]

Phone Services

The Term "Offer" Means Your "Bid" or "Proposal". Offer must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. See Section III.. SUBMIT OFFER BY (Opening Date/Time): 11/02/2016 14:00:00 QUESTIONS MUST BE RECEIVED BY: 10/26/2016 11:00:00

(See section III ) (See Section III)

NUMBER OF COPIES TO BE SUBMITTED: SEE SECTION III PRE-BID CONFERENCE: : NA DATE & TIME:

LOCATION:NA

AWARD & The award, this solicitation, any amendments, and any related notices will be posted at the following AMENDMENTS web address: : http://www.mylancastersc.org/index.asp?Type=B_BASIC&SEC={DA265A99-48304A10-9C95-57BBA40E2A0E} Submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date.

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

TAXPAYER IDENTIFICATION NO.

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

(See "Taxpayer Identification Number" provision)

TITLE

STATE OF INCORPORATION

(business title of person signing above)

(If you are a corporation, identify the state of incorporation.)

NAME OF OFFEROR

OFFEROR'S TYPE OF ENTITY: (Check one)

(See "Signing Your Offer" provision.)

___ Sole Proprietorship

___ Partnership

___ Other_____________________________

___ Corporate entity (not tax-exempt)

___ Corporation (tax-exempt)

___ Government entity (federal, state, or local)

N-1

PAGE TWO (Return Page Two with Your Offer)

HOME OFFICE ADDRESS (Address for offeror's home office /

NOTICE ADDRESS (Address to which all procurement and contract

principal place of business)

related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code Number - Extension Facsimile _________________________________________________ Email Address

PAYMENT ADDRESS (Address to which payments will be sent.)

ORDER ADDRESS (Address to which purchase orders will be sent)

(See "Payment" clause)

(See "Purchase Orders and "Contract Documents" clauses)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision) Amendment No.

Amendment Issue Date

Amendment No.

Amendment Issue Date

N-2

Amendment No.

Amendment Issue Date

Amendment No.

Amendment Issue Date

Lancaster County Government

I. Introduction The COUNTY of LANCASTER will receive proposals for Inmate Phone Services; County Bid No. RFP: 400161102. Proposals will be received by Bryant J. Cook, County Procurement Officer, 101 North Main Street, Lancaster, South Carolina 29720 until 2:00 P.M. on Wednesday, November 2, 2016 at which time and place proposals will be publicly opened and read aloud.

II. Scope of Work •

Inmate call- control, recording, monitoring and reporting capabilities.

•

Inmate pin numbers

•

Accounts for families and friends to add money to

•

Information-sharing among other agencies.

•  • • • • • • • • • • 

Proactive 24x7 system monitoring system access for staff from any Internet enabled device. (PC, Laptop, Tablet, Smartphone…) 24x7 Technical Support Center & Help Desk for users, and families Calling restrictions, including duration and velocity Automatic management of calling restrictions Audit and activity tracking of system users Multi-level password controls Remote access control Covert Alert CrimeTip/Informant hotline Case tracking Investigative reports, such as frequently called numbers, pattern dialing reports three-way call detection and prevention Patented remote call forwarding detection

• •

Proximity tracking of calls made to cell phones All maintenance done at no cost to facility

N-3

III. Bid Submission Format A. Technical Proposal (5 Copies)1. Suitability (35% of score) – The suitability of the proposed plan to fulfill the County’s requirements and inmate needs. 2. Experience and References (35% of score) – The Offeror's experience in providing service as requested in these specifications, and references of operations of facilities similar to the County’s specs. Facility demonstrated capabilities and qualifications. 3. Price and Cost Containment Initiatives (15% of score) – Offeror’s pricing strategy and proposal for containment of future costs associated with the contract. 4. Service Capabilities (15% of score)– The Contractor’s ability to service the county efficiently based on proximity of technicians, warranties for their systems and the firm’s commitment to a delivery date and proximity to Lancaster County Courthouse..

B. Signed copy of the General Provisions and General Conditions (1 copy)Section VII of this document. The Bidder Info, Proposal, and a signed copy of the General Provisions/General Conditions should be submitted in a sealed envelope with the responder’s name, the Invitation for Bid title and ID number(found at the top of this document), and the word “Proposal”, clearly marked on the outside of the envelope. The county accepts no responsibility for any expense incurred by the responders to this RFP Submittal Instructions Bids must be submitted to the following address: Procurement 101 N. Main St PO Box 1809 Lancaster County, 29721 N-4

proposals must be clearly marked with responders name, RFP ID number, and Title. Late proposals will not be opened unless the proposals received on time are considered inadequate.

Questions All questions regarding this RFP should be addressed to the Procurement Officer at the address indicated above, or emailed to [email protected]. All questions are to be in writing and are to allow sufficient time for distribution to all interested parties. The County of Lancaster will be the sole determiner of sufficient time.

VI. Award of Contract On the designated date and time above the proposals will be opened and later evaluated and scored by an evaluation committee. Once a winning bidder has been determined a Notice of Award will be issued to the bidder and the successful bidder will be posted on the county website: http://lcprocurement.vze.com

Lancaster County reserves the right to waive any and all formalities or altogether reject any Proposal as in the best interest of the county.

N-5

VII. General Provisions GENERAL PROVISIONS

1.

THE COUNTY OF LANCASTER RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS/PROPOSALS, TO CANCEL A SOLICITATION, AND TO WAIVE ANY TECHNICALITY IF DEEMED TO BE IN THE BEST INTEREST OF THE COUNTY.

2.

WHEN PRICE IS A DETERMINING FACTOR, UNIT PRICES WILL GOVERN OVER EXTENDED PRICES UNLESS OTHERWISE STATED IN THIS SOLICATATION.

3.

PROHIBITION OF GRATUITIES: SECTION 8-13-705 OF THE CODE OF LAWS OF SOUTH CAROLINA STATES: OFFERING, GIVING, SOLICITING, OR RECEIVING ANYTHING OF VALUE TO INFLUENCE ACTION OF PUBLIC EMPLOYEE, MEMBER OR OFFICIAL, OR TO INFLUENCE TESTIMONY OF WITNESS; EXCEPTIONS; PENALTY FOR VIOLATION; SHALL BE SUBJECT TO THE PUNISHMENT PROVIDED BY SECTION 16-9-210 AND SECTION 16-9-220.

4.

BIDDERS RESPONSIBILITY: EACH BIDDER SHALL FULLY ACQUAINT HIMSELF WITH CONDITIONS RELATING TO THE SCOPE AND RESTRICTIONS ATTENDING THE EXECUTION OF THE WORK UNDER THE CONDITIONS OF THIS BID. IT IS EXPECTED THAT THIS WILL SOMETIMES REQUIRE ON-SITE OBSERVATION. THE FAILURE OR OMISSION OF A BIDDER TO ACQUAINT HIMSELF WITH EXISTING CONDITIONS SHALL IN NO WAY RELIEVE HIM OF ANY OBLIGATION WITH RESPECT TO THIS BID OR TO THE CONTRACT.

5.

AWARD CRITERIA: THE CONTRACT SHALL BE AWARDED TO THE LOWEST RESPONSIBLE BIDDER WHOSE BID MEETS THE REQUIREMENTS AND CRITERIA SET FORTH IN THE REQUEST FOR BIDS. FOR REQUESTS FOR PROPOSALS, AND REQUEST FOR STATEMENT OF QUALIFICATIONS COST PROPOSAL MAY OR MAY NOT BE A FACTOR IN SELECTION, BASED ON THE SELECTION CRITEREA.

6.

WAIVER: THE COUNTY RESERVES THE RIGHT TO WAIVE ANY INSTRUCTION TO BIDDERS, GENERAL OR SPECIAL PROVISIONS, GENERAL OR SPECIAL CONDITIONS OR SPECIFICATIONS DEVIATION IF DEEMED TO BE IN THE BEST INTEREST OF THE COUNTY.

7.

COMPETITION: THIS SOLICITATION IS INTENDED TO PROMOTE COMPETITION. IF ANY LANGUAGE, SPECIFICATIONS, TERMS AND CONDITIONS, OR ANY COMBINATION THEREOF RESTRICTS OR LIMITS THE REQUIREMENTS IN THIS SOLICITATION TO A SINGLE SOURCE, IT SHALL BE THE RESPONSIBILITY OF THE INTERESTED VENDOR TO NOTIFY THE PURCHASING DEPARTMENT IN WRITING WITHIN FIVE

N-6

(5) DAYS PRIOR TO THE OPENING DATE. THE SOLICITATION MAY OR MAY NOT BE CHANGED BUT A REVIEW OF SUCH NOTIFICATION WILL BE MADE.

8.

REJECTION: AMBIGUOUS BIDS WHICH ARE UNCERTAIN AS TO TERMS, DELIVERY QUANTITY OR COMPLIANCE WITH SPECIFICATIONS MAY BE REJECTED OR OTHERWISE DISREGARDED IF SUCH ACTION IS IN THE BEST INEREST OF THE COUNTY.

I HAVE READ, UNDERSTAND AND AGREE TO THE GENERAL PROVISIONS AS LISTED ABOVE.

SIGNED ____________________ Typed or Printed Name ____________________ Name of Company______________________________Date____________________

GENERAL CONDITIONS

1.

DEFAULT: IN CASE OF DEFAULT BY THE CONTRACTOR, THE COUNTY RESERVES THE RIGHT TO PURCHASE ANY OR ALL ITEMS IN DEFAULT IN THE OPEN MARKET, CHARGING THE CONTRACTOR WITH ANY EXCESSIVE COSTS. SHOULD SUCH CHARGE BE ASSESSED, NO SUBSEQUENT BIDS OF THE DEFAULTING CONTRACTOR WILL BE CONSIDERED UNTIL THE ASSESSED CHARGE HAS BEEN SATISFIED.

2.

HOLD HARMLESS: THE SUCCESSFUL BIDDER SHALL INDEMNIFY AND HOLD HARMLESS THE COUNTY OF LANCASTER AND ALL COUNTY OFFICERS, AGENTS AND EMPLOYEES FROM ALL SUITS OR CLAIMS OF ANY CHARACTER BROUGHT BY REASON OF INFRINGING ON ANY PATENT TRADEMARK OR COPYRIGHT.

3.

CONTRACT ADMINISTRATION: QUESTIONS OR PROBLEMS ARISING AFTER AWARD OF THIS CONTRACT SHALL BE DIRECTRED TO THE PURCHASING AGENT, 101 N. MAIN ST., LANCASTER, SC 29720, OR BY CALLING (803) 285-6323. THE COUNTY ADMINISTRATOR OR HIS DESIGNEE MUST AUTHORIZE ALL CHANGE ORDERS IN WRITING. LANCASTER COUNTY SHALL NOT BE BOUND TO ANY CHANGE IN THE ORIGINAL CONTRACT UNLESS APPROVED BY THE COUNTY ADMINISTRATOR.

4.

FORCE MAJURE: THE CONTRACTOR SHALL NOT BE LIABLE FOR ANY EXCESS COSTS IF THE FAILURE TO PERFORM THE CONTRACT ARISES OUT OF CAUSES BEYOND THE CONTROL AND WITHOUT FAULT OR NEGLIGENCE OF THE CONTRACTOR. SUCH CAUSES MAY INCLUDE, BUT ARE NOT RESTRICTED TO N-7

ACTS OF GOD OR OF THE PUBLIC ENEMY, ACTS OF THE GOVERNMENT IN EITHER ITS SOVEREIGN OR CONTRACTUAL CAPACITY, FIRES, FLOODS, EPIDEMICS, QUARANTINE RESTRICTIONS, STRIKES, FREIGHT EMBARGOES AND UNUSUALLY SEVERE WEATHER; BUT IN EVERY CASE, THE FAILURE TO PERFORM MUST BE BEYOND THE CONTROL OF BOTH THE CONTRACTOR AND SUBCONTRACTOR AND WITHOUT EXCESS COSTS FOR FAILURE TO PERFORM, UNLESS THE SUPPLIES OR SERVICES TO BE FURNISHED BY THE SUCONTRACTOR WERE OBTAINABLE FROM OTHER SOURCES IN SUFFICIENT TIME TO PERMIT THE CONTRACTOR TO MEET THE REQUIRED DELIVERY SCHEDULE.

5.

PUBLICITY RELEASES: CONTRACTOR AGREES NOT TO REFER TO AWARD OF THIS CONTRACT IN COMMERCIAL ADVERTISING IN SUCH A MANNER AS TO STATE OR IMPLY THAT THE PRODUCTS OR SERVICES PROVIDED ARE ENDORSED OR PREFERRED BY THE USER.

6.

BIDDERS MUST CLEARLY MARK AS “CONFIDENTIAL” EACH PART OF THEIR BID WHICH THEY CONSIDER TO BE PROPRIETARY INFORMATON THAT COULD BE EXEMPT FROM DISCLOSURE UNDER SECTION 30-4-4C CODE OF LAWS OF SOUTH CAROLINA, 1976, (1986 CUM SUPP) FREEDOM OF INFORMATION ACT. THE COUNTY RESERVES THE RIGHT TO DETERMINE WHETHER THIS INFORMATION SHOULD BE EXEMPT FROM DISCLOSURE AND NO LEGAL ACTION MAY BE BROUGHT AGAINST THE COUNTY OR ITS AGENTS FOR ITS DETERMINATION IN THIS REGARD.

I HAVE READ, UNDERSTAND AND AGREE TO THE ABOVE.

SIGNED _____________________Typed or Printed Name ____________________ Name of Company____________________________Date______________________

N-8