gsr Correctional Case Management System


Solicitation ITB 071-14/gsr Correctional Case Management System...

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Hamilton County

Bid ITB 071-14/gsr

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Solicitation ITB 071-14/gsr

Correctional Case Management System Upgrade ("CCMS")

Bid designation: Public

Hamilton County

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Bid ITB 071-14/gsr Correctional Case Management System Upgrade ("CCMS") Bid Number   

ITB 071-14/gsr

Bid Title   

Correctional Case Management System Upgrade ("CCMS")

Bid Start Date

Nov 14, 2014 8:01:25 AM EST

Bid End Date

Dec 10, 2014 11:00:00 AM EST

Question & Answer End Date

Dec 2, 2014 12:00:00 PM EST

Bid Contact   

Gina Richmond Purchasing Agent II Purchasing 513-946-4321 [email protected]

Contract Duration    1 year Contract Renewal    Not Applicable Prices Good for   

Not Applicable

Bid Comments

River City Correctional Center (RCCC) is seeking pricing for a new software application solution. Email: [email protected] for a bid packet

Addendum # 1 New Documents           ITB 071-14 Addendum 1.doc

Item Response Form

Item    

ITB 071-14/gsr--01-01 - Please use attached cost sheet

Quantity   

1 each

Unit Price    Delivery Location          Hamilton County River City Correctional Center - River City Correction   3220 Colerain Ave   Cincinnati OH  45225 Qty 1

Description Use other cost sheet 

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Section 7- Distinguishing Characteristics Suppliers Note.  If you are submitting your bid in paper form include all of your forms with your proposal in a  sealed envelope.

Bidders are encouraged to identify their services’ distinguishing characteristics, which should be reviewed.   These characteristics may be beyond the scope of this project if the bidder deems they would provide value to the long-term goals of Hamilton County. 5

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Section 3- Executive Summary Suppliers Note.  If you are submitting your bid in paper form include all of your forms with your proposal in a  sealed envelope.

Name of Company: Address: Phone: Fax: Contact: E-mail:

Primary Business: 5

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Company History: 5

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PERSONAL PROPERTY TAX STATEMENT Suppliers Note: This document must be notarized. Please print and complete document and scan to upload the completed document to your bid response. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In accordance with Section 5719.042 of the Ohio Revised Code, I hereby certify that the company I represent is not delinquent in the payment of personal property taxes to the State of Ohio or any subdivision thereof.

SIGNATURE

PRINT NAME

TITLE

TO BE COMPLETED BY NOTARY PUBLIC

On _______________________________________________, there appeared before me DATE

______________________________________________________, saying that he/she is PRINT NAME

_____________________________________________________________________ of PRINT TITLE __________________________________________________________________________________________________________,

PRINT NAME OF COMPANY

and that he/she understands all of the implications of the above statement and has signed in good faith.

SIGNATURE OF NOTARY PUBLIC

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SIGNATURE OF NOTARY PUBLIC Hamilton County

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Section 6- Personnel Qualifications Suppliers Note: If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.

List names and titles of personnel that will be associated with this bid/contract. Attach work history if desired. Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6

Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6

Name: Title: Proposed Role: Industry Certification & Educational Background: Job Description: 5 6

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Job Description: Hamilton County

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Personal Reference: 5

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Work History: 5

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PROPOSAL OR BID Suppliers Note. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In compliance with the foregoing invitations for bids, and subject to all conditions set forth, the undersigned offers and agrees, after having carefully examined the specifications, if this bid is accepted within a reasonable time from the date of the opening, to furnish any or all of the items upon which prices are quoted, in accordance with the specifications applying, at the price set opposite each item. The Legal Advertisement, General Conditions, Special Conditions, Instructions to Bidders, and Specifications and Plans become a part of this proposal. Delivery, to destination as shown, on any or all of the items will be completed within the specified time period indicated in Section 4.0 of the ITB. IMPORTANT: As delivery may be a deciding factor in the award of an order, it is important that bidders furnish the information requested. TAXES: Ohio Sales Taxes are not applicable to Hamilton County purchases. TAX ID #: PRINT NAME: SIGNATURE: TITLE: NAME OF COMPANY:

NOTE:

Your attention is called to the fact that a bond or certified check must accompany this proposal if so specified in the “INVITATION.”

HAVE YOU PROPERLY SIGNED YOUR BID AND BOND? DATED

ADDRESS

PHONE NUMBER

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WARRANTY AGAINST AN UNRESOLVED FINDING FOR RECOVERY (Formerly State of Ohio Debt)

Suppliers Note: This document must be notarized. Please print and complete document and scan to upload the completed document to your bid response. If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope. In accordance with Section 9.24 of the Ohio Revised Code, I hereby certify that the company I represent does not owe any money to the State of Ohio.

. SIGNATURE

PRINT NAME

TITLE

TO BE COMPLETED BY NOTARY PUBLIC

On _______________________________________________, there appeared before me DATE _____________________________________________________, saying that he/she is PRINT NAME ________________ ____________________________________________________ of, PRINT TITLE

______________________________________________________________________ PRINT NAME OF COMPANY and that he/she understands all of the implications of the above statement and has signed in good faith.

SIGNATURE OF NOTARY PUBLIC

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Section 5- Bidder References Suppliers Note: If you are submitting your bid in paper form include all of your forms with your proposal in a sealed envelope.

Company: ITB#: ITB Name:

Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6

Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6

Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid: 5 6

Business Name: Contact Name: Address: 11/18/2014 9:51 AM Phone:

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Business Name: Contact Name: Address: Phone: E-mail: Projects similar to this bid:

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REGISTRATION FORM PLEASE READ AND ACKNOWLEDGE RECEIPT OF THIS DOCUMENT ITB#: ITB 071-14/gsr All inquiries regarding this ITB are to be e-mailed, mailed or faxed to: Gina Richmond Purchasing Agent II 138 E. Court Street, Room 507 Cincinnati, Ohio 45202 Fax #: (513) 946-4335 Email: [email protected]

The County will not entertain any oral questions regarding this ITB.  Other than specified above, no  bidder may contact any county official, employee, project team member or evaluation team member.   Bidders are not to schedule appointments or have contact with any of the individuals connected to or having decision-making authority regarding the award of this ITB.  Inappropriate contact including attempts to influence the ITB process, evaluation process or the award process by bidders or by others on their behalf will result in bid rejection. The only appropriate contact is with the Purchasing Department as listed above. Have you been banned from doing business with the State of Ohio? Is your company a “for profit” business and if yes, please specify? (i.e. Women Owned or Minority, Disadvantaged and/or Small Business Enterprise)

Please fax or e-mail this page to the Purchasing Department as soon as possible. By faxing or e-mailing this page to the Purchasing Department, you will be registering your company’s interest in this ITB, attendance at pre-bid conference, and it will ensure you will receive all addenda or correspondence.  Your signature is an acknowledgement that you have read and understand the  information contained on this page.  Hamilton County will not be responsible for the timeliness of the  delivery via U.S. Mail DATE: COMPANY NAME: ADDRESS: CITY, STATE & ZIP CODE: SALES REPRESENTATIVE’S NAME: TELEPHONE NUMBER: FACSIMILE NUMBER: EMAIL ADDRESS: NUMBER OF PEOPLE ATTENDING PREBID (IF APPLICABLE): SIGNATURE: 11/18/2014 9:51 AM

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SIGNATURE:

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SURETY BOND

Suppliers Note: This document must be notarized. Please print and complete document. The surety must be submitted with the bid. If responding electronically and submitting a bond or check, the actual bond or check must be received by 11:00 a.m. at the bid ending date and delivered to Hamilton County Purchasing 138 East Court Street Suite 507 Cincinnati, Ohio 45202. Bid proposals that do not have the actual bond or check present at the time of opening will be considered noncompliant and will not be read. We, the undersigned, are held and firmly bound unto the Board of County Commissioners of Hamilton County, Ohio, in the sum of ______________ dollars, for the payment of which we hereby jointly and severally bind ourselves and our legal representatives by these presents, signed and sealed by us, at Cincinnati, this __________________ day of ________________(month) ________(year). The condition of this obligation is such, that if the said Board of County Commissioners shall accept the proposal of _____________________, hereinafter called the bidder, and said bidder shall, within sixty (60) days after sending of notice of such award, enter into the prescribed contract in writing, with approved surety or in the case the said bidder shall fail or refuse to perfect said contract as aforesaid, and shall promptly pay all damages accruing to said Board of County Commissioners by reason of such failure or refusal, then this obligation shall be void, otherwise to be in full force and virtue. Signed and acknowledged in the presence of:

Witness ________________________________________________ Print or type name SIGN ON THIS LINE

Witness ________________________________________________Print or type name SIGN ON THIS LINE

Surety: _________________________________________________________________ PRINT OR TYPE NAME ABOVE INCORPORATED IN THE STATE OF

SIGN ON THIS LINE

CERTIFIED CHECK If you are submitting a Certified Check: Check #_________________________________dollars drawn on ____________________________________ bank is herewith submitted and deposited in lieu of bond under the same terms and conditions as set forth in the above bond. INSTRUCTIONS FOR FILLING OUT THE BOND ABOVE: The bond must be executed by an authorized surety, guaranty, or trust company. The amount of surety required will be determined by the County and set forth in the bid documents. The County shall determine the sufficiency of all sureties. If corporate surety is given, the surety or guaranty company must indicate in the bond the state in which it is incorporated. A certificate of authority authorizing the “attorney-in-fact” to sign the bond must accompany the same. A certified or cashier’s check may be submitted in lieu of the bond.

The surety or guaranty company’s own form may be substituted for the bond form in the invitation to bid.

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HAMILTON COUNTY PURCHASING DEPARTMENT

Purchasing Department 138 East Court Street, Room 507 Cincinnati, Ohio 45202 Phone: (513) 946-4355 Fax: (513) 946-4335

Assistant County Administrator:

County Administrator:

Jeff Aluotto

Christian Sigman

Board of County Commissioners: Director of Purchasing: JoAnn Cramer, CPPB

Chris Monzel, President Gregory Hartmann, Vice President Todd Portune

DATE OF ISSUANCE:

November 14, 2014

INVITATION TO BID (ITB) NUMBER:

071-14

INVITATION TO BID (ITB) NAME:

Correctional Case Management System Upgrade (“CCMS”)

Date of Pre-Bid Conference:

None Scheduled

Deadline for Receiving Final ITB - Questions:

December 2, 2014

Deadline for Receiving Final ITB - Answers:

December 3, 2014

BID OPENING DATE:

December 10, 2014

Small Business Goal:

0%

Electronic bids will be received through BidSync or Paper Sealed bids will be received at the Hamilton County Purchasing Department, Room 507, 138 East Court Street, Cincinnati, Ohio 45202, until 11:00 AM on the date listed above and will be read at that time. The Public Opening of bids will be held in conference room A. Bid forms, specifications, etc. may be obtained upon application at the Purchasing Department, or they may be electronically retrieved by accessing the following web site: http://www.hamilton-co.org/purchasing/. Responders can register with Bid Sync by calling 1-801-765-9245 or by visiting the website at www.bidsync.com. There is no charge for Hamilton County solicitations. Responders will receive notification of all postings made by Hamilton County for the commodity selections you have made. If you need HELP preparing an electronic response please feel free to contact Bid Sync Supplier support @ 1-800-990-9339 ext #1. 1 11/18/2014 9:51 AM

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BID AND PERFORMANCE BONDS A surety, in the form of a bond, cashier’s check, certified check, drawn on a solvent financial institution, and made payable to the Board of County Commissioners, Hamilton County, in the amount of five percent (5%) of the total amount of the first years bid, must accompany each bid as a guarantee that if the Bidder’s bid is accepted, a contract will be entered into. The surety must be submitted with the bid. If responding electronically and submitting a bond or check, the actual bond or check must be received by 11:00 a.m. at the bid ending date and delivered to Hamilton County Purchasing 138 East Court Street Suite 507 Cincinnati, Ohio 45202. Bids that do not have the actual bond or check present at the time of opening will be considered noncompliant and will not be read. Failure to submit the bid bond with the bid will result in disqualification of the bid. The successful Bidder may be required to furnish a corporate surety bond or certified check on a solvent bank, made payable to the Board of County Commissioners, Hamilton County, for a total up to one hundred percent (100%) of the total amount of the contract price as a guarantee for the faithful performance thereof. Bidder shall separately identify the charge for any such bond or check in its Bid on a cost per thousand dollar unit basis. The bond submitted must be issued by a company licensed to conduct business in the State of Ohio. DEPARTMENT INFORMATION Department Name: Street Address:

River City Correctional Center 3220 Colerain Avenue

City:

Cincinnati

State:

Ohio

Zip Code:

45225-1347

Bidders submitting bids must realize that other County Departments may elect to utilize this bid after its original award. All bids must include the length of time that the prices and services offered are available and effective. The pricing submitted in the bid can only be used for the effective time period specified in the original bid. Additionally, Hamilton County is permitting area Municipalities, Townships, Villages and Cities to utilize our bid opportunities after the award of the bid. In its efforts to promote small business participation in Hamilton County projects, it is the policy of the Hamilton County Board of Commissioners that no contracting decision or contract award shall be based upon race, color, creed, sex, national origin, age or other unlawful basis. However, Hamilton County is an equal business opportunity governmental entity, and has always provided and will continue to provide, equal business opportunities in accordance with this policy.

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GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS 1. The Board of County Commissioners and Hamilton County, Ohio, on behalf of RCCC, reserves the right to reject any or all bids and, unless otherwise specified by the County, to accept any item in the bid. In case of error in extending the total amount of the bid, the unit price will govern. 2. Hamilton County is an equal business opportunity governmental entity and recognizes that small businesses promote employment and economic growth. RCCC encourages the participation of small businesses on County projects. 3. In case of default by the Bidder or contractor, the Board and RCCC may procure the articles or services from other sources and hold the Bidder or contractor responsible for any excess costs occasioned thereby. 4. Prices must be stated in units or quantities specified. 5. Whenever a reference is made in the specifications or in describing the materials, supplies, or services required, of a particular trade name or manufacturer’s catalog or model number, the Bidder, if awarded the contract, will be required to furnish the particular item referred to in strict accordance with the specifications and descriptions UNLESS a departure or substitution is clearly noted and described in the bid by the Bidder and accepted by RCCC. 6. The Bidder, if awarded a contract or order, agrees to protect, defend, indemnify and hold harmless the Board of County Commissioners of Hamilton County, Ohio and RCCC and their officers, principals employees, agents and volunteers from and against any demand for payment for the use of any patented material, process, article, or device that may enter into the manufacture, construction, or from any part of the work or services performed under the contract. The Bidder further agrees to protect, defend, indemnify and hold harmless the Board of County Commissioners of Hamilton County, Ohio and RCCC from any liability, suits, actions or threatened actions and costs of every nature and description brought against it for or on account of any claimed injuries, damages or losses received or sustained by any party or parties by or from any acts of the contractor, his/her servants or agents. To this extent, the Bidder or contractor agrees to furnish adequate Public Liability and Property Damage Insurance to the satisfaction of RCCC, the amount of which will be determined by the Board of County Commissioners wherever such insurance, in the opinion of the Board, is deemed necessary. 7. The Bidders shall furnish a bond or a certified check, drawn on a solvent bank and made payable to the Board of County Commissioners, in the amount of five percent (5%) of the total amount of the first year bid as a guarantee that, if the bid is accepted, a contract will be entered into. The successful Bidder may be required to furnish a bond or a certified check drawn on a solvent bank and made payable to the Board of County Commissioners, for up to one hundred percent 3 11/18/2014 9:51 AM

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(100%) of the total amount of the contract as a guarantee of faithful performance thereof. By submitting its bid, Bidder agrees that its bid shall be irrevocable. If accepted, the Bidder must, within one hundred and twenty (120) days (unless extended by Hamilton County, in writing) after receiving notice of acceptance of said bid, be willing to: a) enter into a contract satisfactory to the Commissioners and approvable by the Prosecutor in writing for the materials, supplies, or services set forth in this ITB and b) faithfully perform said contract according to its terms, conditions and the specifications set forth therein. Bidder will promptly pay all damages and expenses occurring to said Board of County Commissioners by reason of its failure or refusal to enter into said contract. The Board of County Commissioners will treat all Bidders alike in every respect, and the Board of County Commissioners will take final action on this and all other bids no later than one hundred and twenty (120) days (unless extended by Hamilton County, in writing) after this and all other bids are opened. No bid shall be considered as accepted, nor any obligation assumed hereunder by the Board of County Commissioners, until such time as said Board of County Commissioners deposits in the U.S. Mail or e-mail a written notice, addressed to the successful Bidder or Bidders at the address given, an acceptance of the bid or award of a contract. 8. Samples, when requested, are returned at the Bidder’s expense. 9. In order for bids to receive consideration, they MUST BE RECEIVED prior to the specified time of opening and reading as designated in this ITB. 10. Bidders are required to use the system-generated bid form furnished by the Purchasing Department when submitting their bids. The forms may not be altered. If submitting a paper bid, envelopes must be sealed when submitted and the ITB number prominently written and displayed on the outside of the envelope/packages. Electronic responses must be completed online. 11. Bids having erasures or corrections thereon will be rejected unless explained or noted over the signature of the Bidder. 12. Unit price(s) must be shown as requested. 13. A particular trade name, manufacturer’s catalog or model number may be referred to in the ITB for descriptive purposes only and only to assist in interpreting the type of materials, supplies, to be used in performing the work. However if a particular trade name, manufacturer’s catalog, or model number is a required element, the Bidder’s attention is directed to Item 4 above and the Bidder must strictly adhere to that condition. 14. Vendor agrees to comply with any new laws or acts regulating public buying procedure. Hamilton County Purchasing follows the Ohio Revised Code.

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15. Concealed weapons, whether with or without a permit, are not allowed in any Hamilton County Building. ORC states that "Unless otherwise authorized by law, pursuant to the Ohio Revised Code, no person shall knowingly possess, have under the person's control, convey, or attempt to convey a deadly weapon or dangerous ordnance onto these premises." 16. The bid tabulation that is entered in the system is a preliminary summary of the bids as they were opened and announced at the bid opening. Bid prices have not been verified and are subject to change in the event mathematical errors are discovered during bid review. Other information contained in this summary is also subject to review. The awarded bid tabulation will be the final version of the bid results. 17. All rebates or other incentives available during the effective dates of the awarded bid shall be available to Hamilton County. If a savings becomes available, or if there is a rebate offered during term of the contract, the awarded Bidder must notify Hamilton County of information through [email protected].

TAXES OHIO SALES TAX:

Not applicable to County purchases.

FEDERAL EXCISE TAX:

Not applicable to purchases for essential government functions.

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1.0

Bid ITB 071-14/gsr

INTRODUCTION The Board of County Commissioners of Hamilton County, Ohio, on behalf of RCCC, is accepting electronic or sealed bids for Correctional Case Management System Upgrade ("CCMS"). The purpose of this ITB is to select a Bidder who can best meet the requirements of the ITB at the lowest cost for the specified time periods. The Bidder selected from this ITB process shall provide the services, as defined in Section 4.0, Requirements and Specifications.

1.1

Purchasing Department: The ITB, the evaluation of responses, and the award of any resultant contract shall be made in conformance with current Hamilton County procurement procedures. The mailing address for the issuing officer for sending a bid, asking questions regarding the bid process, technical issues, or the Scope of Service is: Gina Richmond, CPPB, Purchasing Agent Hamilton County Purchasing Department 138 East Court Street, Room 507 Cincinnati, Ohio 45202 All questions regarding this bid must be presented in writing and e-mailed or faxed to: [email protected] (Bid number should be entered in the subject line of the e-mail) or Fax: (513) 946-4335

1.2

Registration Process: Bidders interested in submitting bids must register by faxing or e-mailing the registration form document to: [email protected] (Bid number should be entered in the subject line of the e-mail) or Faxing to: Gina Richmond, CPPB, Purchasing Agent at (513) 946-4335 Registration helps ensure that Bidders receive all addenda and copies of all questions and answers given. If the Bidder attempts any unauthorized communication with individuals associated with this project or ITB, Hamilton County will reject the Bidder’s bid. The definition of individuals associated with this project is further defined as: 

Public Officials 6

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Project Managers and their staff assigned to the project



Issuing Officer



Individuals involved with the evaluation process



Any of Hamilton County’s external customers

Bid ITB 071-14/gsr

The integrity of the competitive bid process is very important to Hamilton County in the administration of its business affairs, the residents of Hamilton County, and the Bidders and providers that participate in the process in good faith. Behavior by Bidders and providers who violate or attempt to manipulate the competitive bid process in any way are taken very seriously. Examples of unauthorized communication are: 

Telephone calls



Letters, e-mails or faxes regarding the project or its evaluation prior to the award made to anyone other than the issuing officer



Visits in person or through a third party attempting to obtain information regarding the ITB



E-mail, except to the Purchasing Department

Communication being e-mailed, mailed or faxed regarding the legal bid process, technical aspects or Scope of Service are to be sent to the Purchasing Department. The address is listed in Section 1.1, Purchasing Department. No questions can be received after December 2, 2014, at 12:00 P.M. EST. The final responses will be e-mailed or faxed on December 3, 2014, at the close of business. Only Bidders who e-mail, fax and register for the ITB will receive copies of all questions and answers. 1.3

Bidder Disclosures: Bidder certifies that Bidder has no final judgments against it that have not been satisfied at the time of award in the total amount of fifty percent (50%) of the bid amount of this project.

1.4

Bidder Examination of the ITB: Bidders shall carefully examine the entire ITB and any addenda thereto, all related materials and data referenced in the ITB or otherwise available, and shall become fully aware of the nature of the request and the conditions to be encountered in performing the requested services. If the Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in this ITB, it shall immediately notify the Issuing Officer of such error in writing and 7

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request clarification or modification of the document. Modifications shall be made by addenda issued pursuant to Section 1.5, Addenda to ITB. Clarification shall be given by e-mail or fax to all parties who registered without divulging the source of the request. All Bidders who plan to submit a bid must register with the Purchasing Department, Section 1.1 of this document. If a Bidder fails to notify Hamilton County prior to December 2, 2014, at 12:00 P.M. EST of an error in the ITB known to the Bidder, or if an error that reasonably should have been known to the Bidder, the Bidder shall submit its bid at the Bidder’s own risk, and if awarded the contract, the Bidder shall not be entitled to additional compensation or time by reason of the error or its later correction. 1.5

Addenda to ITB: Any addenda to this ITB will be issued by the Hamilton County Issuing Officer by fax or e-mail to all Bidders who have registered using the procedure previously mentioned in Section 1.2, Registration Process of the ITB.

1.6

Availability of Funds: This ITB is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the proposed goods or services. If, during any stage of this ITB process, funds are not allocated and available for the proposed goods or services or any portion(s) thereof, the ITB process may be cancelled. Hamilton County will notify the Bidder at the earliest possible time if this occurs. Hamilton County is under no obligation to compensate Bidder for any expenses incurred as a result of the ITB process.

2.0

SUBMISSION OF BID

2.1

Preparation of Bid: Bids must include a straightforward, concise delineation of qualifications, capabilities, and experience to satisfy the requirements of the ITB. Expensive binding, colored displays, promotional materials, graphics etc. are not necessary or desired. Bidders are encouraged to submit their bids electronically or on recycled paper and to use double-sided copying. Emphases must be concentrated on conformance to the ITB instructions, responsiveness to the ITB requirements, completeness, and clarity of content. Bidders responding to the ITB must complete all forms and attachments. Incomplete submissions by Bidders will be rejected. All bids submitted shall become the property of Hamilton County to use or, at its option, return. All bids and associated documents will be considered to be public information and will be open for inspection to interested parties unless identified as 8

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proprietary or trade secret in the bidder’s proposal and exempted from disclosure under the Ohio Public Records Act. Trade secrets or proprietary information that are recognized as such and protected by law may be withheld if clearly identified and marked as such in the bid. Each page/document containing such material must: 1. Be placed in a sealed envelope; 2. Must have the basis for non-disclosure status stamped or written in the upper right hand corner of the page and the envelope; and 3. Be placed in the required order of the response format. For Example, if Pages 1-5 are not trade secrets or otherwise exempted information and Page 6 contains a trade secret, then:  The words “Trade Secret” would be stamped in the corner of the page 6;  Page 6 would be placed in an envelope; and  The envelope that is stamped containing a “Trade Secret” is placed after page 5. DO NOT MARK EVERY PAGE OF YOUR BID AS TRADE SECRET OR OTHERWISE EXEMPTED FROM DISCLOSURE OR YOUR BID MAY BE REJECTED. It will be the Bidder’s sole responsibility to legally defend the actions of the County for withholding your documents as trade secret or otherwise exempted information if the issue is challenged. 2.2

Bid Cost: The cost of developing bids is entirely the responsibility of the Bidder and shall not be chargeable to Hamilton County under any circumstances. The Bidder must certify that the bid and pricing will remain in effect for the duration specified. All materials submitted in response to the ITB will become the property of Hamilton County and may be returned only at Hamilton County’s option and at the Bidder’s expense.

2.3

False or Misleading Statements: Bids which contain false or misleading statements, or which provide references that do not support an attribute or condition contended by the Bidder, may be rejected. If, in the opinion of Hamilton County, such information was intended to mislead Hamilton County in its evaluation of the bid and the attribute, condition, or capability, the bid will be rejected. Bidders who mislead Hamilton County by providing demonstrations with products, features or services that are not included in their bid will have their bid rejected.

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2.4

Bid ITB 071-14/gsr

Bidder Representative’s Signature: An individual who is authorized to contractually bind the Bidder shall sign the bid. The signature must indicate the title or position the individual holds with the Bidder. Entities, which sign contracts in the name of the Bidder, must provide the name of a corporate officer for signature validation by Hamilton County. Any and all unsigned bids will be rejected.

2.5

Delivery of Bids: Bidders submitting their bids electronically must submit their bid through Bid Sync by 11:00 a.m. EST on December 10, 2014. Bidders who are submitting a paper copy of their bid must mail or deliver one (1) original copy and one (1) electronic copy (CD or Thumb Drive in one printable file) of the entire written bid to the Purchasing Department at the address listed in Section 1.1, Purchasing Department no later than 11:00 A.M. EST on December 10, 2014. Sealed bids must be delivered prior to the time of the bid opening or they will be rejected. All bids must reference ITB #071-14 – Correctional Case Management System Upgrade (“CCMS”). The cost sheet issued with the bid may not be altered. Upon request, a receipt will be issued for all bids received. Bids received after the deadline will not be considered. No telegraphic, facsimile, or telephone bids will be accepted. If mailed, the Bidder should use certified or registered mail, UPS, DHL, or Federal Express with return receipt requested. It is absolutely essential that Bidders carefully review all elements in their final bids. Once opened, bids cannot be altered; however, Hamilton County reserves the right to request information or respond to inquiries for clarification purposes only.

2.6

Acceptance and Rejection of Bids: Hamilton County reserves the right to: 

Award a contract received on the basis of individual items, or on the entire list of items



Award a contract based on amount of initial term or on initial term plus optional renewal year(s)



Award or not award any portion of a contract



Award a contract to multiple Bidders



Reject any or all bids, or any part thereof



Waive any informality in the bids

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2.7

Bid ITB 071-14/gsr



Eliminate conditions or terms that are not in the best interest of Hamilton County and its residents



RCCC makes no representations or guarantees as to any minimum amounts being purchased by the County or if RCCC will purchase through this ITB.

Evaluation and Award of Contract: Preliminary Bid Review: The review process will be conducted in two (2) stages. Stage 1 will consist of a preliminary review to ensure that the bid materials adhere to the minimum requirements (and mandatory conditions) specified in the ITB and the completion of all the required forms. Bids which successfully complete the first stage will be deemed “Qualified.” Those which do not complete the first stage will be deemed “Non-Qualified.” “Non-Qualified” bids will be placed in the inactive file. Partial submissions or bids submitted after the designated deadline will be determined to be non-responsive and will be “Non-Qualified.” “Qualified” bids will then be reviewed in Stage 2 in accordance with the review process. 

Stage 1 Review “Qualified” bids in response to the ITB must meet the following requirements: 

Timely Submission – the bid is received at the designated time and address as stated on Page 1 of this ITB. Bids mailed but not received at the designated location by the specified date will be deemed “Non-Qualified” and will not be considered.



Completeness of submission – bid submission must include, at minimum: 

Required number of copies, if submitting in paper format



All sections defined in Section 6.0, Bid Format and Evaluation Process



Bid Bond



All designated attachments



Easily reproduced, single spaced, clearly formatted with type face that is easily read



Determination that the bid meets minimum qualifications outlined in this ITB

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Bids which do not meet all of the above first stage review submission requirements will be deemed “Non-Qualified” and will not be reviewed for Stage 2. 

Stage 2 Review All qualified bids will be reviewed, evaluated and rated. Comparisons among or between bids that are not appropriate will not occur. At any time during the review, and at any level of the review, Hamilton County may request additional information from the Bidder. Such information requests and Bidder’s responses must always be in writing. Information may be requested from sources other than the written bid to evaluate the Bidder. All information obtained will be used in conjunction with the data from Stages 1 and 2 to make a final selection. The evaluation will include, but will not be limited to: 

Ability to meet the timelines and requirements requested;



Overall responsiveness, viability and completeness of the bid as well as the likelihood that, in Hamilton County’s opinion and at Hamilton County’s discretion, the bid best meets or exceeds Hamilton County’s specifications;



Bidder references;



The criteria for the Stage 1 review;



Completeness of all forms;



Information in the Executive Summary;



Personnel Qualifications;



Distinguishing Characteristics;



Cost of Proposed Service or Good;



Any other facts considered relevant by Hamilton County and demonstrated by the bid or investigation by Hamilton County;



Experience with a similar project of comparable size and scope;



Experience with a similar project of comparable size and scope for Hamilton County.



Award Criteria as set forth in 2.9. 12

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2.8

Bid ITB 071-14/gsr

Bid Selection: Bid selection does not guarantee a contract will be awarded. Included in the RCCC’s determination of the lowest and best bidder is the acceptability of the terms and conditions of the Contract between the Bidder and the RCCC. The selection process includes:

2.9



All bids will be evaluated in accordance with Section 2.7, Evaluation and Award of Contract. The bid is rated based on the criteria in the ITB.



Based upon the results of the evaluation, Hamilton County will select a bidder(s) who it determines to be the lowest and best bidder(s) meeting required specifications, subject to the successful completion of contract discussions.



The lowest and best determination will be made based in part on the initial year’s pricing and all available options to renew. If a Bidder does not bid all of the renewal options, the RCCC will not consider the proposal.



If the RCCC and the bidder are able to successfully finalize the contract document details, the Purchasing Department will recommend the bidder(s) to the Hamilton County Administrator for a contract award. The Hamilton County Administrator may make a recommendation to the Board of County Commissioners for the final award of a contract.



If Hamilton County determines that the RCCC and the bidder are unable to successfully come to terms regarding the contract, Hamilton County reserves the right to terminate contract discussions with the bidder(s). The Purchasing Department will not recommend the bidder(s) to the Hamilton County Administrator. In this event, Hamilton County reserves the right to select other bidder(s) from the bid process, cancel the ITB, or reissue the ITB if this is deemed necessary.

Award Criteria In making any award of this ITB, the Committee's evaluation will include, but not be limited to, consideration of the following factors:  Experience in Uniface development, maintenance and support;  Experience in Oracle database maintenance and support;  Experience in IBM server maintenance and support;  Experience in Microsoft .Net framework development, maintenance, and support;  Experience in Visual Studio development, maintenance, and support;  Experience in C+ development, maintenance, and support;  Cost, both initial and ongoing;  Ownership options for Custom Application Software and Source Code 13

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     3.0

Bid ITB 071-14/gsr

Terms and conditions associated with any licensed software product(s) Bidder exceptions to terms and conditions of this ITB or a proposed contract; Bidder's willingness to negotiate and enter into a contract with terms and conditions satisfactory to Hamilton County, including satisfactory product warranties. The ability to interface with CMSNet software for the purpose of future development; and The length and terms of the warranty period offered by Bidder.

TERMS AND CONDITIONS: The contents of the ITB and the commitments set forth in the selected bids shall be considered contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract documents with the selected Bidder. The final contract will also contain additional provisions other than those that are set forth in this Section 3.0.

3.1

Type of Contract: The evaluation of bids submitted in response to this ITB may result in the issuance of a contract. The contract shall incorporate the terms, conditions, and requirements of the ITB, the Hamilton County Prosecutor, the Bidder’s bid, and all other agreements that may be reached. Bidder's willingness to enter into a contract with terms and conditions acceptable to Hamilton County is a material consideration in the overall evaluation of the acceptability of the bid. The successful Bidder’s bid, this ITB, and other applicable addenda will become part of the final contract and will merge into the contract.

3.2

Contract Period, Funding and Invoicing: The contract for the development, implementation and acceptance of the solution will be written for a period of one (1) year and contain a one (1) year Warranty Period following acceptance of the software solution by Hamilton County, during which period Vendor will correct any deficiencies in the solution and deliverables at its expense. Vendor shall also include as a part of its bid, pricing for support and maintenance contract(s) for four (4) additional one year periods that may be purchased and/or renewed at the sole option of Hamilton County. There is no guarantee that any of the support and maintenance contracts will be awarded by Hamilton County pursuant to this ITB. Contract reimbursement will be based on successful completion, approval and acceptance of all deliverables, equipment, software and services over the period of the contract and successful operation of 14

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the complete solution in accordance with the requirements of the contract and this ITB. The Bidder can claim payment only for services already provided. Payment by Hamilton County is normally made within forty-five (45) days after verification and acceptance of the equipment, software and services in full operating condition, including acceptable invoices presented by the Bidder and any required documentation. 3.3

Patent or Copyright Liabilities: The Bidder will protect, defend, indemnify and hold free and harmless the Board of County Commissioners of Hamilton County, Ohio and RCCC, their officers, employees, principals, agents and volunteers (the "Indemnified Parties") from and against all claims that any of the designs, programming, software, technology, or other products or services to be supplied under this ITB and ensuing contract infringes a U.S. patent or copyright. The Bidder will pay all resulting costs, losses, liabilities and damages of every kind whatsoever, direct and indirect, resulting from any such infringement, including attorney’s fees and related costs to defend the Indemnified Parties against such claims. Hamilton County will promptly notify the Bidder in writing of all claims and the Bidder will have control of the defense and all related settlement negotiations. If such claim has occurred, or is likely to occur, Hamilton County agrees to permit the Bidder, at Bidder’s option and expense, either to procure for Hamilton County the right to continue using the designs, programming, software, technology, or other products to be supplied under this ITB and ensuing contract, or to replace or modify the same with at least equal functionality and reliability so that they become noninfringing but still meet the requirements of the ITB.

3.4

Indemnification The Bidder shall agree to protect, defend, indemnify and hold harmless the Board of County Commissioners of Hamilton County, Ohio and RCCC, and their officers, principals, employees, agents and volunteers, (the “Indemnified Parties”) from and against any and all losses, penalties, damages, injuries, settlements, costs or liabilities of every kind and character, arising in any way out of or in connection with the acts, errors or omissions of the Bidder, its employees, officers, agents or independent contractors, which are related either directly or indirectly to the performance of services or provision of materials under the Contract. The Bidder shall agree to pay all damages, costs and expenses of the said Indemnified Parties in defending any action arising out of the aforementioned acts, errors or omissions.

3.5

Confidentiality and Security: Any Bidder or contractor engaging in any service for Hamilton County requiring them to come into contact with confidential Hamilton County information will be required to hold confidential such data made available to them and agree to confidentiality contract provisions approvable by the Hamilton County Prosecutor.

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3.6

Bid ITB 071-14/gsr

Hamilton County Employees: Selected Bidder warrants that, for the duration of the contract and all amendments or renewals with Hamilton County for this project, Bidder will not solicit Hamilton County employees to work for Bidder.

3.7

Criminal History Record Checks and Fingerprinting Due to the nature of work to be performed, Hamilton County requires a criminal history background check (federal, state, and local) and fingerprinting of all Bidder’s assigned employees and all subcontractors. Criminal History record checks shall be required for all personnel assigned to this account throughout the Contract Period. RCCC reserves the right to request additional Criminal History record checks as necessary to fulfill the requirements of the State of Ohio’s Law Enforcement Automated Data System (“LEADS”) policy and all revisions of that policy. Bidder shall supply all information necessary to perform these record checks. Bidder agrees to pay any fees associated with such record checks or fingerprinting. Further, Hamilton County reserves the right to deny assignment of any personnel to this project due to their confirmed criminal history. Bidder shall report any known past or future criminal charges to RCCC Project Director immediately upon their acquisition of this information.

3.8

Insurance Requirements: GENERAL CONDITIONS Bidder’s Insurance Provisions During the Agreement and for such additional time as may be required, Bidder shall provide, pay for, and maintain in full force and effect the insurance outlined herein for coverage at not less than the prescribed minimum limits covering Bidder’s activities, those activities of any and all subcontractors or those activities anyone directly or indirectly employed by Bidder or subcontractor or by anyone for whose acts any of them may be liable. Certificates of Insurance Before starting work, Bidder shall give RCCC a Certificate of Insurance completed by Bidder’s duly authorized insurance representative certifying that at least the minimum coverage required herein is in effect; specifying the form that the liability coverage’s are written on; and, confirming liability coverage’s shall not be cancelled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of issuance without thirty (30) days advance written notice to:

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Hamilton County Risk Manager Room 707 138 East Court Street Cincinnati, OH 45202 Facsimile: 513-946-4330 Each policy required by this clause, except worker’s compensation and professional liability, shall endorse “the Board of County Commissioners of Hamilton County, Ohio and its officials, employees, agents, and volunteers” as an additional insured. The additional insured endorsement shall be on an ACORD or ISO form. The Bidder shall furnish the Hamilton County Risk Manager and the Purchasing Department with a Certificate of Insurance describing the insurance specified under the agreement. The Certificate shall be provided on an ACORD 25 form or equivalent. The Bidder shall furnish the Hamilton County Risk Manager and the Purchasing Department with a copy of the Worker’s Compensation Insurance Certificate if it is not described in the ACORD 25 insurance certificate. Failure of Hamilton County to demand such Certificate or other evidence of full compliance with these insurance requirements or failure of Hamilton County to identify a deficiency from evidence provided shall not be construed as a waiver of Bidder’s obligation to maintain such insurance. The acceptance of delivery by Hamilton County of any Certificate of Insurance evidencing that the required coverage and limits does not constitute approval or agreement by Hamilton County that the insurance requirements have been met or that the insurance policies shown in the Certificates of Insurance are in compliance with the requirements. Hamilton County shall have the right, but not the obligation, of prohibiting the Bidder or its subcontractor(s) from conducting business with Hamilton County until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by Hamilton County. If Bidder fails to maintain the insurance as set forth herein, Hamilton County shall have the right, but not the obligation, to purchase said insurance at Bidder’s expense. Alternatively, the Bidder’s failure to maintain the required insurance may result in termination of this Agreement at Hamilton County’s option. If any of the coverages are required to remain in force after final payment, an additional certificate evidencing continuation of such coverage shall be submitted with Bidder’s final invoice. All Certificates of Insurance shall reference the project/contract number for which the insurance is being provided.

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Insurer Qualifications To the extent feasible, all insurance shall be provided through companies admitted to do business in the State of Ohio. Insurance policies provided by companies not admitted to do business in the State of Ohio shall be reviewed by the Hamilton County Risk Manager. Each company shall minimally have an A.M. Best rating of A: VII. In addition, certified copies of all insurance policies or amendatory endorsements required shall be provided to the County within ten (10) days of Bidder’s written request for those copies.

Insurance Primary All coverage required of Bidder shall be primary over any insurance or self funded program carried by Hamilton County. Any insurance or self insurance maintained by Hamilton County shall be excess of the Bidder’s insurance and shall not contribute to it. No Reduction or Limit of Obligation By requiring insurance, Hamilton County does not represent that coverage and limits shall necessarily be adequate to protect Bidder. Insurance effected or procured by Bidder shall not reduce or limit Bidder’s contractual obligation to indemnify and defend Hamilton County for claims or suits which result from or are connected with the performance of this Agreement. Additional Insured To the extent commercially available at no additional cost, the policy or policies providing insurance as required, with the exception of professional liability (if applicable) and workers’ compensation, shall defend and include the Board of County Commissioners, Hamilton County, Ohio and its officials, officers, employees, agents, and volunteers as additional insureds on a primary basis for work performed under or incidental to this Agreement. The form of the Additional Insured endorsement shall be the most recent edition of Insurance Services Office CG 20 10 (Form B) or its equivalent. If any of the Additional Insureds have other insurance applicable to the loss, it shall be on an excess or contingent basis. The amount of Bidder’s insurance shall not be reduced by the existence of such other insurance. Severability of Interests Bidder shall require all insurance policies in any way related to the goods or services provided under this Agreement and secured and maintained by Bidder to include a severability provision or an endorsement waiving “cross claim exclusion between insureds” verbiage contained therein. Bidder shall require of subcontractors, by appropriate written agreements, similar waivers are included in subcontractor’s insurance policies. 18 11/18/2014 9:51 AM

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Duration of Coverage All required coverage shall be maintained without interruption during the entire term of this Agreement. The products and completed operations coverage under the Commercial General Liability policy shall maintain coverage for the entire term of this Agreement, plus an additional two (2) years, following final acceptance of the product(s) or the service(s) by Hamilton County. Continuous Operation Bidder’s general liability insurance policy must be endorsed to reflect the fact that Hamilton County and any tenants shall continue to operate business activities of Bidder and that no property used in connection with Hamilton County and tenants’ activities shall be considered by Bidder’s insurance company as being in the care, custody, or control of Bidder. Retroactive Date and Extended Reporting Period If any insurance required herein is to be issued or renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage shall be no later than the commencement date of the project. Further the policy shall state that in the event of cancellation or non-renewal, claim discovery period or “tail coverage” shall be 1 year beyond the cancellation date. Subcontractor’s Insurance Bidder shall cause each subcontractor employed by Bidder to purchase and maintain insurance of the types specified below. When requested by Hamilton County, the Bidder shall furnish copies of Certificates of Insurance evidencing coverage for each subcontractor. Joint Ventures If Bidder is a joint venture involving two (2) or more entities, then each independent entity shall satisfy the limits and coverage specified here or the joint venture shall be named insured under each policy specified. Waiver of Subrogation Bidder shall require all insurance policies in any way related to the work and secured and maintained by Bidder to include clauses stating each underwriter shall waive all rights of recovery, under subrogation or otherwise, against Hamilton County. Bidder shall require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

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Cooperation Bidder and Hamilton County agree to fully cooperate, participate, and comply with all reasonable requirements and recommendations of the insurers and insurance brokers issuing or arranging for issuance of the policies required here, in all areas of safety, insurance program administration, claim reporting and investigating, and audit procedures. Adjustment of Losses Any Hamilton County’s first party loss insured under the policies required herein shall be adjusted by Bidder and Hamilton County, as their interest may appear, and made payable to Hamilton County as trustee for the insured’s as their interest may appear, subject to the requirements of any applicable mortgagee clause. Hamilton County, as trustee, shall have the power to adjust and settle any loss with the insurers unless one of the parties in interest objects in writing within five (5) days after the loss to Hamilton County’s exercise of this power. If such objection is made, an arbitrator mutually acceptable to the parties in interest and Hamilton County shall be chosen promptly. Hamilton County, as trustee, shall in such case make settlement with the insurers in accordance with the directions of such arbitrator. If distribution of the insurance proceeds by arbitration is required, the arbitrators shall direct such distribution. Replenishments of Limits At Bidder’s expense, all limits must be maintained at all times due to claims on this project or any other project. Failure to do so may result in cancellation of this Agreement at Hamilton County’s sole discretion. If Bidder fails to renew, replace or replenish the coverage required, Hamilton County may do on Bidder’s behalf and deduct the cost from Bidder’s payments. Insurance Limits and Coverage To the extent applicable, the amounts and types of insurance shall conform to the minimum terms, conditions, and coverage of Insurance Service Office (ISO) policies, forms, and endorsements. If Bidder has any self-insured retentions or deductible under any of the following minimum required coverage, Bidder must identify on the Certificate of Insurance the nature and amount of such self-insured retentions or deductible and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductible shall be Bidder’s sole responsibility. Commercial General Liability Bidder shall maintain commercial general liability insurance covering all operations by or on behalf of Bidder on an occurrence basis against claims for personal injury (including bodily injury and death) and property damage (including loss of use). Such insurance shall have these minimum limits and coverage: 20 11/18/2014 9:51 AM

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Minimum Limits:    

$1,000,000 each occurrence $2,000,000 general aggregate $2,000,000 products and completed operations aggregate $100,000 fire liability

Coverage:           

Equivalent to most recent ISO commercial general liability form ISO CG 00 01 Products and completed operations coverage maintained for at least two (2) years Blanket contractual liability Broad form property damage Severability of interest Personal injury Incidental medical malpractice (as applicable) (only needed when a Bidder is offering onsite services with Bidders personnel on site) Waiver of subrogation Joint venture as named insured (as applicable) Additional insured endorsement If this is a construction project contract, then the general aggregate limit shall apply to each project.

Automobile Liability Bidder shall maintain business auto liability covering liability insurance arising out of any auto (including owned, hired, and non owned autos) assigned to or used in performance of the work contemplated under this Contract. The policy shall be at least as broad as the current version of the ISO CA 00 01 form. Minimum Limits:  $1,000,000 combined single limit each accident Coverage:  Additional insured endorsement  Specific waiver of subrogation  Contractual liability Worker’s Compensation Bidder shall maintain workers’ compensation and employer’s liability insurance. Minimum Limits: 

Worker’s compensation-statutory limit meeting the requirements under the laws of Ohio

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Bid ITB 071-14/gsr

Employer’s liability $1,000,000 bodily injury for each accident $1,000,000 bodily injury by disease for each employee $1,000,000 bodily injury disease aggregate

Umbrella/Excess Liability Bidder shall maintain umbrella/excess liability insurance on an occurrence basis in excess of the underlying insurance described in Commercial General Liability insurance, and Business Automobile Liability insurance, which is at least as broad as each and every one of the underlying policies. The amounts of insurance required in section 3.6 Insurance, General Liability, Business Auto Liability and Umbrella/Excess Liability may be satisfied by Bidder purchasing coverage for the limits specified or by any combination of underlying and umbrella limits, so long as the total amount of insurance is not less than the limits specified in General Liability, Business Auto Liability and Umbrella/Excess Liability when added together. 

Minimum Limits: $3,000,000 combined single limit and aggregate limit.

Coverage:          3.9

Additional insured endorsement Pay on behalf of wording Concurrency of effective dates with primary Blanket contractual liability Punitive damages coverage (where not prohibited by law) Aggregates: apply where applicable in primary Care, custody, and control-follow form primary Drop down feature Specific waiver of subrogation

DEBARMENT AND SUSPENSION Bidder will, upon notification by any federal, state, or local government agency, immediately notify Hamilton County of any debarment or suspension of Bidder being imposed or contemplated by the federal, state or local government agency. Bidder will immediately notify Hamilton County if it is currently under debarment or suspension by any federal, state, or local government agency.

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3.10

Bid ITB 071-14/gsr

WARRANTY The Contract shall require specific warranties for all Deliverables. Such warranties will include, but not necessarily be limited to, the following. 1. Bidder shall agree to warrant and guarantee that all hardware items provided by or through Bidder or Bidder’s subcontractors will be new and of original manufacturer and meet or exceed all Bidder or manufacturer specifications. 2. Bidder shall warrant that, under normal use and service, and while properly maintained, all items provided or maintained by Bidder during the Initial Contract Period or any optional renewal period shall continue to operate properly in accordance with manufacturer’s specifications and with the requirements and performance standards contained in the Contract without additional charges. Bidder shall agree that, should it discontinue providing products which Bidder replaces with new products that contain functionalities equivalent to or greater than the functionalities contained in the replaced product, such products shall not increase operational costs for RCCC or County. Bidder will agree to provide such replacement products at the same or at a lower price than proposed for the replaced product. 3. Bidder will “pass-through”, or otherwise assign or transfer, applicable Third Party Software (“TPS”) and Hardware warranties delivered to RCCC subject to the terms and conditions of any TPS and Hardware manufacturers. Bidder will agree to expedite all TPS or Hardware claims and will be the party primarily responsible for the resolution of TPS or Hardware claims at all times during the Initial Contract Period any optional renewal period. 4. Bidder shall warrant that it has clear and marketable title to any software, hardware, or any other product or Deliverable sold or provided to RCCC in connection with this ITB or any subsequent Contract except as restricted by TPS licenses. Bidder shall warrant that it has the right to license to the County all software provided or offered by or through Bidder under this ITB or any subsequent Contract, and to re-license to RCCC in accordance herewith all TPS and commercial software supplied under the Contract. 5. Bidder shall warrant and represent that Deliverables provided pursuant to the Contract shall be provided and performed in a professional manner in accordance with applicable professional standards. Bidder further represents and warrants that Bidder, its employees, and approved contractors have the proper expertise, skills, training and professional education to render the services and provide the deliverables as required by this ITB. 6. Bidder shall warrant that the Deliverables, goods and services, provided pursuant to its response to this ITB and any subsequent Contract entered into

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by the parties shall meet or exceed the specifications and requirements described in this ITB and in such Contract. 7. Bidder shall warrant that the System provided to RCCC under any Contract entered into as a result of this ITB shall have a Product Availability of at least 98% availability during the warranty period, as further described and defined below and in in Section 3.12, Product Performance Standard and Remedies. 8. In the case of Deliverables which are not part of the scope of this ITB and are provided by Bidder upon request by Hamilton County through addenda to the Contract, Bidder shall warrant such Deliverables to be free from defects in material and workmanship for a period designated by Hamilton County following acceptance of the Deliverables by Hamilton County during which period the Bidder shall make any required repairs or replacements at no additional charges to Hamilton County. 9. Bidder shall warrant that the Deliverables and the System provided pursuant to any contract entered into as a result of this ITB process shall function in accordance with the technical specifications, requirements and functional descriptions contained in this ITB for a period of one(1) year following written Acceptance by the Board of County Commissioners and RCCC during which period any defects, defective components or failures of the System or portions thereof or of System functionality shall be repaired or replaced by the Bidder at no additional cost to the County or RCCC. 3.11

OWNERSHIP OF CAS Hamilton County prefers obtaining ownership of any Custom Application Software (“CAS”) developed by Bidder pursuant to a Contract entered into as a result of this ITB, including full and complete rights over the CAS Source Code, to use, alter, reverse engineer or dispose of such CAS and Source Code as it may deem appropriate and in the best interests of Hamilton County without further legal process or confidentiality requirements. Ownership options provided by Bidder will be considered by Hamilton County in its selection under this ITB.

3.12

PRODUCT PERFORMANCE STANDARD AND REMEDIES The performance standard for System Product Availability during the warranty period and at all times thereafter supported by contract with the successful bidder shall be defined as all material systems available 98% of Prime Time Hours each month. For RCCC, Prime Time Hours is twenty-four (24) hours a day, seven (7) days a week. When any item provided fails to perform adequately in accordance with the performance standard, the Bidder shall adjust, repair, or replace the item. If, after a ten (10) calendar day period, the Bidder is unable to restore the item to attain or exceed the above specified Product Availability level, the Bidder shall be given written notice to cure the problem. If, after receiving written notice the Bidder

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is unable to cure the problem within five (5) additional calendar days, Hamilton County may declare the Bidder in default. Hamilton County will retain the right to terminate any Contract between Bidder and Hamilton County and recover its damages, including any costs associated with repair or replacement. If the Hamilton County should declare the Bidder in default of any such Contract, Bidder agrees to forfeit any Performance Bond provided to the extent necessary to cover Hamilton County’s damages. 3.13

MAJOR DOWNTIME When a serious failure of a Bidder supported application occurs that substantially impairs RCCC users from the normal performance of their duties for a period greater than forty-eight (48) hours, it shall be considered a Major Downtime incident. Bidder shall take action immediately to troubleshoot and repair the cause of the problem. If Bidder is unable to cure the problem within forty-eight (48) hours of notification of the problem by Hamilton County or discovery by Bidder, Bidder may be declared in default of the terms of the contract, and Hamilton County shall be entitled to terminate the contract and recover any costs incurred by the default, including costs associated with repair or replacement of the software solution. If Hamilton County should declare the Bidder in default of the Contract, Bidder agrees to forfeit any Performance Bond provided to the extent necessary to cover Hamilton County’s damages.

4.0

REQUIREMENTS AND SPECIFICATIONS The intent of this ITB is to secure pricing for a one (1) year Initial Contract Period containing a one (1) year Warranty Period after acceptance, and four (4) optional one (1) year maintenance and support contract periods at the sole option of Hamilton County. Bidders must submit bids with pricing for the Initial Contract Period containing the one (1) year warranty and each of the four (4) optional maintenance and support contract periods. If for some reason you believe you can offer Hamilton County a better price by submitting pricing for a term other than what was specified you must fax or e-mail a timely question to the issuing agent asking that we modify the term of the bid. This does not mean that your request will be granted to amend the bid document. Hamilton County will carefully consider all requests and will have the right to reject any request it considers to not be in its best interest. Bidders wishing to submit bids are encouraged to utilize the question and answer period available during the bid process to make certain that Hamilton County receives the best possible pricing. Bidders who submit bids with pricing in a manner other than what was established for the bid will be disqualified.

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Bid ITB 071-14/gsr

Example: If Hamilton County asks for pricing for one (1) year with a one (1) year warranty and four (4) optional one (1) year maintenance contracts, and you propose a only a one year contract your bid will be disqualified. 4.1

Background The River City Correctional Center (“RCCC”) is one of 18 community based correctional facilities in the state of Ohio located in Camp Washington, Hamilton County. RCCC receives referrals from 22 counties, all within Ohio. There are 4 pods: A – High Risk, B – Re-entry, C – Sex Offenders/DUI and D – Females. The average length of stay is 4-6 months with the max stay being 180 days. There are 1,200 - 1,300 interviews performed each year but only 500-550 are actually admitted. RCCC, like most of the other facilities, uses an application developed with Lotus Notes 7 to track the information related to residents during their incarceration as well as to record all day-to-day facility-related operations. While usable, the existing application is not easy to maintain being 9 years old and there are very few developers who can be employed to maintain the software or add additional features. In addition, the current software does not accommodate all aspects or needs for the users at RCCC. A separate ACCESS database, referred to as the ‘Referral database’, contains data that is necessary for intake personnel to track information that is needed for various audits and grants. As an overview, RCCC is seeking a new software application solution that would do the following:      

4.2

Replace their old software/database system; Combine data from the different databases currently being used into a single repository; Have the flexibility to allow for future modifications to both the database and front-end software; Be able to generate any and all necessary documents when needed; Allow statistical information to be generated that can be used for analysis or grant requests; and Have the potential to interface with other Hamilton County departments (future enhancements).

Scope This requirements document will define the necessary components, processes and functions that need to be included in a new software application for River City Correctional Center. The software application should have a single entry point for all departments with multiple levels of security that determine what functions a user is allowed to utilize. A day-forward approach will be used so there is no need to account for legacy data or conversion processes. 26

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The system will not have any external interfaces at this time, but should be flexible enough to allow access to and from other systems (e.g. Hamilton County CMS application). The primary areas that would utilize this system, as defined by RCCC personnel are: Intake (Front), Intake (Back), Medical, Quality Assurance, Operations, Security, Employment, the Women’s pod and Information Systems. A user from each area was selected to discuss their area and help build the requirements for the new application. Functional Requirements

4.3

The proposed software solution shall, at a minimum, perform the following functions: Intake - Front 1.

2. 3. 4.

5. 6. 7. 8. 9. 10. 11.

12.

Track each referral that is made to RCCC and the type of referral:  Direct  Green Sheet Judicial Release Automatically assign an Intake Officer from an established rotation. Track whether a Probation Supervision Investigation (PSI) was started. Allow user to track all basic data once the referral is received including: name, demographics, referral number, intake number, current status, referring judge, referring county, charge Track basic information relating to the interview process including: date of interview, location of interview, was resident remanded or on bond. Track the result of the interview, including reasons for denial. Generate Approval/Disapproval letter that is sent to referring judge. Track correct addresses for all referring courts and outside agencies. Provide a listing of the approved referrals so that they can be accepted or refused into the facility once the Judge enters the sentence. Allow for referrals to be accepted and additional data entered or updated. Allow user to generate the ‘Screening Packet’ for those who are accepted. The packet includes:  Cognitive Behavior Therapy agreement (CBT)  Authorization to Release Information  Food Allergy Notice  Allowable Items Sheet  Visitation Details Track when the following were received:  ORAS Assessment  PSI  Record History  Release Documents

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13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23.

24.

Bid ITB 071-14/gsr

Allow intake personnel the ability to send email notifications to a group detailing who will be arriving the following day. Allow for the referral number and intake number to be auto-generated by the system, but begin at values designated by RCCC. Generate report: Admissions for a Time Period Generate report: Terminations (Successful/Unsuccessful broken down by category) Generate report: Referrals from Court for a Time Period Generate report: Active Residents By Referring Judge Generate report: Pending Admissions Generate Report: Clermont County- list of Referrals from Clermont County Generate Report: Discharge Analysis Generate Report: List Referrals with Judge, Disposition, Intake Officer, Case# ORAS Score Generate Report: Medical – Medications dispensed and Medications Generate Report: Report by PODs A,B,C, and D listing Active Residents by Full Name Generate Report: Listing all Active Residents from ALL PODs

Intake - Back Identifier Description 1. Provide a list of names that have been approved for placement 2. Allow user to activate a name which will then prompt the user to enter intakespecific data such as admit date/time, pod, bed #, locker #, U/A required, medications on-hand, highest level of education, tattoos/scars 3. Track if resident chooses to leave program during the intake process. 4. Track emergency contact information and allow for more than one contact. 5. Generate Intake Package consisting of:  Admission Checklist  Confidentiality of Alcohol and Drug Treatment  Face Sheet  Fee Charge For Locks/Grooming Policy  Consent to Chemical Dependency Treatment/Grievance Procedures  Confiscated Money Policy/Recreation Waiver Liability 6. Generate Medical Package 7. Generate Emergency Contact Form 8. Track confiscated items 9. Generate Report: Confiscated Items Form 10. Track items issued from intake 11. Generate Report: Items Issued From Intake 12. Track when confiscated property should be picked up:  10 days for in-county placements  30 days for out-of-county placements 13. Track when phone cards are issued. 28 11/18/2014 9:51 AM

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14. 15. 16.

17. 18. 19. 20. 21.

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Track information related to phone calls that are made. When, to whom and for how long. Generate Report: Phone Log History Track the different types of searches that take place:  Strip  Random  Pod  Shakedown (Facility) Generate Report: Searches for a Date Range Track who will have breathalyzer tests and what the result is. Track instances where a resident is placed in a secure room and periodic checks need to be made (Special Surveillance) Allow the ability to set urine analysis (U/A) logs prior to each day so that cups are ready when new admissions are brought in. Track how many of each type of property a resident is allowed to have. This can change based upon pod placement.

Medical Identifier Description 1. Track information related to Medical History and Screening form. This includes current vital measurements, family history and current medical providers. 2. Provide ability for users to enter ‘alerts’ for a given resident that will notify other users when that name is retrieved or displayed. 3. Generate documents related to the medical packet for resident signature and track that they were administered.  Medical History and Screening  Consent to Treatment Form  Medical Tuberculin PPD Test Form  Emergency Contact Form  Meal Declaration 4. Allow for resident to electronically sign once for all applicable documents. 5. Track the initial Mental Status Overview 6. Generate Report: Mental Status Overview Form 7. Allow user to enter information for a Psychology Consultation Referral 8. Generate Report: Psychological Referral Form 9. Display a list of the current Psychology Referrals 10. Allow on-site clinical personnel to enter in information related to the referral and capture signature. 11. Track information on the Medical Department Inter-Department memo which includes quick look-up information. 12. Create a quick view of the Inter-Department memo from medical for all personnel to view. 13. Track information related to the Medicine-Administered Record (MAR). 29 11/18/2014 9:51 AM

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14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29.

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Allow user to enter reason for medicine not being administered. Meds cannot be ‘refused’ as a condition of placement at the facility. Track all diet orders and food restrictions so that kitchen staff can look it up or generate a document. Allow user to enter in information relating to the Physical Assessment Generate Report: Physical Assessment Form Create a view of Residents who still need the physical assessment completed (must be done within 2 weeks of admission) Allow users to enter and track information related to sick calls. Track all Off-site treatments and notes that come back from an appointment. Generate Report: Off-Site Healthcare / Emergency Room Referral Form Track all doctor’s orders electronically. Track the authorization and double-checking of medical notes. Allow physicians the ability to ‘sign-off’ on notes in the system using either electronic signature or a PIN value. Track all ‘transferred’ orders coming from another facility. Track information related to the Medical Discharge Instructions Generate Report: Medical Discharge Instructions Allow all users to enter notes about a resident and enable a quick view for others to see. Create a dashboard for medical to see all items that need to be addressed including:  Physical Exams still needed  Injuries from Incidents that need to be addressed  Orders to be reviewed  Lab Tests that need results  Sick Calls that need to be addressed  TB tests that need to be read  Medical Notes that are still unsigned  Unscreened Residents  Medical Notes where the stats have not been entered  Medications approaching their stop date  Residents needing a discharge summary  Follow up with clinics if appointments were made for follow-up treatment

Case Management/Coordinator Identifier Description 1. Allow Case Manager Coordinator to assign Case Manager to each resident. 2. Allow for Case Managers to be designated as pod specific for assignment purposes. When a resident changes pods, they will get a new Case Manager. 3. Allow for data entry related to client (self) assessment forms:  TCU – CEST  TCU – CTS 30 11/18/2014 9:51 AM

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4. 5. 6. 7. 8. 9. 10. 11. 12. 13.

14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30.

Bid ITB 071-14/gsr

 TCU – FMFR  TCU – PSYFORM  TCU – DAST  TCU – MAST These forms are preset forms. Have to copy into database Allow for new assessments to be added. Generate Report: Assessment Results Generate Report: Assessment Tracking Form Track individuals the resident wishes to have as visitors. Generate Report: Visitation List – visitor name Track who the resident authorizes to view/receive RCCC related information. Generate Report: Authorization to Release Information Track when the Handbook Review is completed and capture the signatures. This process must be done within 14 days of admission. Generate Report: Handbook Review Signoff Sheet Track information related to the Initial Case Plan which is based upon the ORAS assessment:  Problem  Goal  Method(s)  Initial Date  Target Date  Outcome  Signatures/Dates Generate Report: CBT Initial Treatment Plan Track information related to Group Recommendations Sheet Generate Report: Group Recommendation Sheet Track information for the Diagnostic Summary Generate Report: Diagnostic Summary Allow for scheduling groups on specific days and times (reoccurring or specific) Allow for schedules to be created for entire pod or specific residents. Allow for searching of employers who have been used during a time frame for future scheduling. Track which employers were utilized by a resident during their stay. Track progress notes that are entered for each resident throughout their stay. Generate Report: Progress Report. Include the pod notes, incidents and due process notes in the progress report. Generate an audit report of residents who are missing progress notes. Track the ‘dosage hours’ or how many programming hours were completed for each category. Generate Report: Phase Completion Certificates (need example) Track information for the Master Treatment Plan. Generate Report: CBT Master Treatment Plan Allow for system to distinguish when assessments are taken during the ‘Orientation’ phase as opposed to the ‘Re-Entry’ phase. 31

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31. 32.

33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51.

Bid ITB 071-14/gsr

Allow for Treatment Plans to be tracked as ‘Orientation’ or ‘Re-Entry’ phase. Track reviews relating to each item of a Treatment Plan. Include the following items:  Date  Progress  Note  Duration  Review Type  Location Allow for audits to be performed to make sure items of a treatment plan are being addressed. Allow for signatures to be captured for Offsite Agreement and College Visit forms. Generate Report: Offsite Agreement Generate Report: College Visitation Expectation Contract Track information related to a Case Review (Free text for specified categories, Review Date, Next Review Date, Current-Phase) Generate Report: Treatment Team Case Review Form Generate Report: Residents Needing Case Reviews. A case review should be performed each month for each resident. Track information for the Discharge Summary Checklist. Generate Report: Resident Discharge Checklist Calculate and display the ‘Total Days’ in facility in an easily accessible manner. This should calculate as (Admit Date – Current/Termination Date) Allow for staff to enter text related to the Discharge Summary. Allow for category selection when the type of discharge is selected. Allow for boilerplate language to be associated with the type of discharge selected for use on the Discharge Summary. Generate Report: Discharge Summary Generate CCIS Termination Form. Allow for Probation Officers to be automatically notified when new documents for a resident are now available. Allow for residents to be sentenced from multiple counties but serving concurrently. Allow for tracking which documents are sent to each sentencing county. Track if the resident is indigent or not. Incident Reporting/Due Process

Identifier Description 1. Allow for users to distinguish between the different levels of incidents (1-4). 2. Track information related to Incidents including: Date Time, Staff Notified, Location, Type, Level, Sanctions, injuries, use of force, corrective actions and approvals. 3. Allow for tracking the number of incidents occurring at a given level and automatically raising the next incident, at the same level, to the next higher 32 11/18/2014 9:51 AM

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4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.

Bid ITB 071-14/gsr

level. (e.g. once resident has 3 level 1 incidents, the next level 1 will automatically be put to a level ‘2’ incident.) Allow for incidents to be approved through an established hierarchy. Generate Report: Incident Report Generate Report: Incidents by Type Generate Report: Incidents by Pod Generate Report: CBT Discipline Report Allow the capture of signatures for the Behavioral Contract Generate Report: Behavioral Contract for residents who have the contract Allow for resident to waive their right to Due Process. Generate Report: Notice of Due Process Hearing Generate Report: Waiver of Due Process Allow users to schedule Due Process hearings and include who is to attend. Track necessary information from the Due Process hearing: Date, Committee members present, violation, Disposition Generate Report: Due Process Committee Notes Track information related to disciplinary issues against staff. Allow for files to be attached to the incident. Generate Report: Report of Discipline (need example)

Resident/Facility Schedules Identifier Description 1. Track scheduled events for all residents including groups, off-site and other internally scheduled items. 2. Allow for flexible scheduling options (e.g. Day of the week, begin/end date) 3. Allow for scheduling conflicts to be found and notify the user. 4. For off-site events, track if meals are required, address of destination, contact at the organization, and bus routes to be used. 5. Display all scheduled activities for a given day (pod or resident specific). 6. Track information relating to Community Service hours (Title, date, create date/time/id, hours, total hours) 7. Allow for community service types to be designated as CCIS eligible. 8. Generate Report: Community Service Hours for Date Range 9. Provide a ‘Quick View’ of resident information including: name, current location, PO, admit date, charge, security threats (history of escape/suicide) 10. Track security risks or concerns for residents including history of escape/suicide. 11. Display a list of residents who will be transferring between pods. Include actual vs. planned dates and active vs. inactive transfers.

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Visitations Identifier Description 1. Allow for visitations to include Vendors, Approved visitors from Residents, Programming, Mentors and Contractors. 2. Track information relating to a visit including Scheduled Time, Arrival Time, Ending Time, relationship/purpose for visit, locker used, badge number given, any minors that were present and associated group (if applicable). 3. Allow for visitors to be scheduled on a reoccurring basis. 4. Establish a process to track that each adult resident visitor has gone through orientation. Minors do not need the orientation. 5. Display a list of visitors in the facility at any time. 6. Allow for visits to be added at any time. 7. Generate Report: Approved Visitation Log 8. Generate Report: Visitors by Resident 9. Generate Report: Visitors by Name 10. Generate Report: Visitation Schedule by Resident 11. Generate Report: Annual list of volunteers 12. Generate Report: Total Number of Monthly Hours 13. Generate Report: Listing of all Volunteers/Vendors etc. for Date Range

Maintenance Identifier Description 1. Allow for the entry of maintenance requests. Details to capture include: Date submitted, requesting staff, location, description, corrective measures, date completed, follow-up details (and when completed) 2. Generate Report: Maintenance request form 3. Display a listing of maintenance items by their category, status and location. 4. Track information relating to preventative maintenance items ( type, schedule, date completed, completed by)

Staff Training Identifier 1. 2. 3.

Description Track data related to staff training including: Title, Date, instructor, hours, total Display a list of staff training attendance for a specific staff or for all Generate Report: Staff Training Summary Quality Assurance

Identifier Description 1. Track required information relating to Case Manager responsibilities in the

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2. 3.

Bid ITB 071-14/gsr

Orientation/Treatment and Re-Entry phases. This includes: assessments completed, all documentation accounted for and should be tracked with ‘effective’ dates. Generate Report: QA review Checklist (Treatment Phase vs. Re-Entry Phase) Generate Report: QA Aggregate Review (Treatment Phase vs. Re-Entry Phase) Operations

Identifier Description 1. Display/Generate a listing of activities for the day/week/month and whether transportation is needed. 2. Generate a Discharge Analysis Report including, name, admit date, discharge date, discharge reason, judge Security Identifier 1. 2. 3. 4. 5. 6. 7. 8.

9. 10. 11. 12. 13. 14. 15. 16. 17.

Description Allow for the tracking of medical kit checks for each shift and pod. Allow for the tracking of Emergency Exit and Fire Door Checks for each shift. Generate Report: Medical Kit/Emergency Door Logs Track the notes relevant to a given day and covers 2 shifts. One of these ‘pass on’ documents is done for each pod and by the supervisor on duty. Generate Report: ‘Pass On’ document Track information related to locker searches. This should include a process to randomly select (5) lockers per shift/pod to be searched. Generate Report: Lockers Searched for Date Range Track Urine Analysis (UA) information. This should include a process to randomly select (2) residents per pod/night. This should also be available for residents going offsite. Track information related to Recreation Yard Usage Generate Report: Recreation Yard Usage Allow for tracking residents who have lost privileges. Track information related to the different types of searches including resident, locations, type of search and contraband confiscated. Generate Report: Shakedown Schedule Track details related to Fire drills and generate a summary of the event. Generate Report: Fire Drill Procedure/Summary Track details related to Emergency Evacuations and generate a log of the events. Generate Report: Emergency Evacuation Schedule

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System-Wide Requirements Identifier 1. 2. 3. 4. 5.

Description Maintain a unique identifier for each person. Maintain a unique identifier for each referral/intake. Track daily notes for each pod and security shift. Allow the daily notes to be flagged or color-coded to designate specific items of note. Always show names by last name and then by first name Technical Requirements

Identifier Description 1. Existing hardware and network infrastructure within the facility and county will be used and not part of this project. 2. The application should work with Microsoft© XP and Win7 operating systems as well as Office 2010 Standard and Professional. 3. The system should allow for multiple levels of security including user and group level authentication. 4. Backups will be taken care of by RCCC/County staff. 5. There should be a Test environment for evaluating change orders and a Production environment for the actual day-to-day system usage. 6. System should allow for different data elements to be audited so can know who/when/what was changed. 7. System should be developed using pull-down menus. Potential Enhancements/Interfaces Identifier Description 1. Interface with CCMS to see when hearings for approved referrals are taking place. 2. Interface with CCMS to see who the Probation Officer (PO) is assigned to the case. 3. Interface with CCMS to find the charges associated with the referral. 4. Interface with CCMS to find the bond status of an individual. 5. Allow for electronic signatures to be used on necessary documents so that printed copies are not needed unless requested. 6. Allow for images of scars and tattoos to be captured, notes and stored in the database. 7. Track the mileage on vehicles used by the facility on monthly basis. 8. Track inventory for each room in the facility. This should include data elements for location, description, when purchased, vendor, quantity, cost, id number, purchase date, current condition.

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4.4

Bid ITB 071-14/gsr

SOFTWARE AND HARDWARE MAINTENANCE RCCC reserves the right to use non-Bidder provided software in connection with or on the software solution ordered or maintained through the Contract. RCCC shall have the right to make attachments to the hardware or software items provided by or through Bidder as a part of the software solution. Unless otherwise expressly stated in the Contract, the Bidder shall be responsible as part of the cost of this Bid for the provision of all Software and associated documentation in accordance with this ITB as is necessary for the satisfactory operation of the software solution. Software Maintenance a. Bidder is responsible for the support and maintenance of any software solution provided pursuant to this ITB during any warranty period following Acceptance of the Deliverables and the software solution, and thereafter shall agree to provide support and maintenance for a period of at least four (4) additional years pursuant to a support and maintenance contract offered by Bidder. During the Warranty Period and during any period of support and maintenance provided by Bidder to the County and RCCC under separate contract, all software problems, malfunctions or failures will be corrected, all new releases, upgrades and enhancements performed, and all new software installed at no additional cost to the RCCC. This shall include all Uniface, Oracle and IBM products to the extent part of the solution provided by Bidder. b. Bidder must provide systems analyst(s) who are fully trained, experienced and knowledgeable of the operating system and the application development software(s) used by RCCC. c. Bidder’s systems analyst(s) must call back or respond on-site within one (1) hour from the time a call for service is placed. Bidder must begin evaluating and providing solution(s) within four (4) hours from the time the call is placed, or provide a solution by phone. For items requiring only Prime Time Hour support, the response shall be within four (4) Prime Time Hours. A Systems Analyst must be on-site and available during RCCC Business Hours (8 AM – 4 PM). The Contract with the successful Bidder will provide that Hamilton County shall be entitled to recover the costs of its damages incurred by Bidder’s failure to respond as described. Damages may be in addition to such other remedy or remedies pursued by Hamilton County to recover its costs and damages, including termination of the Contract between Bidder and RCCC for default. d. Bidder must notify RCCC Project Director within thirty (30) days of availability of all releases of enhancements, including, but not limited to upgrades, patches,

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Bid ITB 071-14/gsr

and service packs, to existing and future third-party software. Bidder shall install, evaluate, and fully implement enhanced releases of third-party software during the Contract Period for all software purchased under this ITB. Software changes must be fully disclosed to and approved by RCCC Project Director, who will seek the approval of all RCCC Project Managers, prior to implementation. The Bidder’s labor involved in the installation and implementation of enhanced releases of third-party software is included in the bid price and shall be at no additional cost to Hamilton County during contract period, warranty, and support contract periods. e. CCMS support and maintenance shall include satisfactory documentation. “Satisfactory documentation” in the case of CCCMS shall include readable documentation for the software in clear and concise language which enables the County to read, use, and modify the software as it deems necessary. Documentation shall include, but not be limited to, adding a description to each new program written in the CCMS which shall consist of a full description detailing how the new program is designed to work. This description shall be submitted to RCCC for approval prior to entry. Hardware Support a. The Bidder must have sufficient parts available in order to minimize repair time. b. Project Manager(s), Database Administrator(s), and/or Programmer(s)/ Analyst(s) and field engineers for contracted Hardware support vendor must be on call to repair any hardware problem that may occur within the Contract Period. c. Project Manager(s), Database Administrator(s), and/or Programmer(s)/ Analyst(s) and field engineer(s) for contracted Hardware support vendor must call back or respond on-site within one (1) hour from the time the call for service is placed. d. Hamilton County shall be entitled to recover costs and damages associated with Bidder’s failure to respond as described above. Recovery by Hamilton County of such costs and damages shall be in addition to and not in lieu of other remedies which the County may pursue for damages or losses it may incur as a result of Bidder’s failure to meet the requirements of the Contract, including termination. Uniface Support Bidder shall: A. Provide on-site support for Uniface problems during Prime Time Hours;

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B. Install software patches and upgrades to the Uniface client, as approved by County; C. Install new runtime licenses, as requested, on client workstations; D. Maintain Uniface runtime licenses as needed on workstations (RCCC estimates a need for approximately 90 licenses); E. Be the first line of support for all Uniface software problems; F. Purchase for Hamilton County a support contract with Uniface to maintain Uniface runtime licenses, Uniface developer licenses, and Solid database licenses (RCCC estimates a need for approximately 90 licenses). This support contract shall provide Hamilton County with all Uniface updates and patches available for the Contract Period for the Uniface software at no additional cost to County. The Bidder will invoice the appropriate RCCC agencies for Uniface runtime licenses, as specified by the RCCC Project Director. G. Maintain the configuration of all existing runtime licenses and install or upgrade any patches in Uniface as described herein. CCMS Database Server Support Bidder shall provide support for the database servers and related Hardware, operating software, database software and data. This support shall be supplied 24x7 for the Initial Contract Period and any optional renewal period(s). Bidder shall be responsible for diagnosing and resolving all problems with the database servers. This support includes, but may not be limited to: A. Repair and/or fix a broken CCMS database; B. Repair and/or fix an out-of-service condition for a CCMS database; C. Preventive maintenance activities, including:  User security maintenance;  Addition, editing, and deletion of users as requested;  Creation, editing, or modification of files as necessary;  Monitoring file system usage;  Creation, editing, and modification of administrative shell scripts;  Regularly reviewing error log;  Regularly reviewing backup log;  Implementing software upgrades and/or patches for database server software, not including the ADMP;  Consulting and answering questions, as necessary;

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5.0

Bid ITB 071-14/gsr

BID FORMAT AND EVALUATION PROCESS To expedite and simplify the process for evaluating bids, and to assure each bid receives the same orderly review, it is required that all paper bids be submitted in the format as described in this section. Bids must contain all the elements of information specified without exception. When submitting an electronic bid, scan and upload the required forms. If submitting a paper bid, bid sections must be numbered corresponding to the following format: Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7

5.1

Cover Sheet/Bid Bond Cost Sheet/Line Items Executive Summary Required Forms Bidder References Personnel Qualifications Distinguishing Characteristics

Section 1 - Cover Sheet/Bid Bond: State the bid number, name and date. See pages 1-3 of this document for Cover Sheet and Bid Bond information.

5.2

Section 2 – Cost Sheet/Line Items: For electronic bids, please do not submit a cost sheet. Fill out the line items electronically through Bid Sync. If submitting a paper bid, the cost sheet must be filled out in its entirety. Bids submitted with escalations and/or footnotes indicating changes or negotiations in price may be disqualified. Please review Cost Sheet Instructions and sample Cost Sheet (Attachment A).

5.3

Section 3 – Executive Summary: Provide the following information relative to the company (available electronically): 

Location of Company – Provide the address for the company’s headquarters and name of the Bidder’s local office nearest to the City of Cincinnati, Ohio (if applicable). Include a contact name, address, and phone number.



Bidder’s Primary Business – State the company’s primary line of business, the date established, the number of years of relevant experience, and the number of employees.

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5.4

Bid ITB 071-14/gsr



Company History – Provide a brief history of Bidder’s organization. State briefly the programmatic and administrative experience qualifying the Bidder to perform the proposed services. Include the Bidder’s mission statement, philosophy of service, and any special qualifications.



Service Location - Specify the location of the nearest representative for hardware and/or software maintenance who will support/maintain the database servers.

Section 4 – Required Forms: All questionnaires and all bid forms must be filled out in their entirety and included in this section.

The required forms are listed below and are electronically accessible:

5.5



Registration Form



Proposal or Bid Form



Personal Property Tax Form



Warranty Unresolved finding



Surety Bond Form



Cost Sheet (Attachment A)

Section 5 – Bidder References: The Bidder must list at least three (3) references* for whom products/services were sold/provided similar in nature and functionality to those requested by Hamilton County. Bidders must list all Hamilton County Departments for whom products/services were received within the last 5 years. Each reference must be accompanied by (Available electronically):      

Company Name Address Phone Number, E-mail and Fax Number Contact Person Nature of Relationship and Service Performed Time Period of Contract

*If references cannot be provided, explain why

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5.6

Bid ITB 071-14/gsr

Section 6 – Personnel Qualifications: For key personnel who will be working on the project, please submit resumes with the following (Available electronically):

5.7



Proposed Role



Job Description



Industry Certification(s) and Educational Background



Work History



Personal Reference (company name, contact name and phone number, scope and duration of project)

Section 7 – Distinguishing Characteristics (available electronically): Bidders are encouraged to identify their services’ distinguishing characteristics, which should be reviewed. These characteristics may be beyond the scope of this project if the Bidder deems they would provide value to the long-term goals of Hamilton County.

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Bid ITB 071-14/gsr

Attachment A- Cost Sheet ITB# 071-14 River City Correctional Center Correctional Case Management System Upgrade (“CCMS”) DESCRIPTION

TOTAL COST WITH 1 YEAR WARRANTY

SQL Server DBMS Software:

Installation:

Training (Hours):

Database Server, Backup Software, Backup Tapes: COST OF INITIAL CONTRACT AND 1 YEAR WARRANTY: Optional Maintenance Support Contracts Beginning After Expiration of Warranty :

$

TOTAL COST INCLUDING INITIAL CONTRACT, WARRANTY PERIOD AND OPTIONAL MAINTENANCE AND SUPPORT CONTRACTS:

$

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Name of Company: ________________________________________________ Address: ________________________________________________________ City:__________________________State:______________Zip: ___________ Phone:_____________________________Fax:_________________________ E-mail: __________________________________________________________ Signature:____________________________________ Date:____________

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Bid ITB 071-14/gsr

Hamilton County Purchasing Department 138 East Court Street ▪ Room 507 ▪ Cincinnati, OH 45202 ▪ Phone (513) 946-4355 ▪ Fax (513) 946-4335 Bid Information: www.hamilton-co.org/purchasing/ Surplus Auction: www.hamiltoncountyohioauction.com/ps

Addendum #1 November 18, 2014 ITB #071-14 - Correctional Case Management System Upgrade (“CCMS”)

To All Registered Vendors: #1 Question: “Experience in Uniface development, maintenance and support" - Please could you provide a definition of Uniface and how this relates to the CCMS? Answer: Uniface used as the application development tool. Uniface encapsulates SQL, which can be used to create the CCMS database system. #2 Question: "Experience in Oracle database maintenance and support" and in Attachment A- Cost Sheet a database is listed as "SQL Server DBMS Software" - Please could you confirm the preferred database? Answer: SQL is the language used to for managing the data held in a database management system. SQL is the preferred database. #3 Question: "The ability to interface with CMSNet software for the purpose of future development" - Please could you provide a definition of CMSNet and how this relates to the CCMS? Answer: CMSNet is the entire Hamilton County Court System database system. It relates to CCMS by being able to in the future share (pull) information within the two databases. #4 Question: Please could you confirm the expected number of users for the CCMS? Answer: Number of users would be 80-90 which fluctuates depending on the current active/employed users.

Sincerely,

JoAnn Cramer JoAnn Cramer, CPPB Purchasing Director

Unlocking Tomorrow’s Possibilities Today! 11/18/2014 9:51 AM

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Hamilton County

Question and Answers for Bid #ITB 071-14/gsr - Correctional Case Management System Upgrade ("CCMS")

Bid ITB 071-14/gsr

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OVERALL BID QUESTIONS There are no questions associated with this bid.    Question Deadline: Dec 2, 2014 12:00:00 PM EST

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