Detention Center Inmate Communications Solution

 
REQUEST FOR PROPOSAL #2025-5 INTRODUCTION: Christian County Sheriff’s Office is accepting proposals for Request for Proposal #2025-5 Christian County Sheriff's Office Detention Center Inmate Communications Solution in accordance with the requirements stated herein.  The purpose of this request for proposal is to enter into an agreement with a qualified communications solutions vendor to provide all necessary equipment, software, licensed services and  professional services, for the Christian County Detention Facility, located at 110 W. Elm Street Room 70, Ozark, MO  65721.   The successful bidder will be responsible for inmate voice calls, video calls, messaging, and tablet services for all of its Facilities. The vendor must be able to install, service and maintain all equipment, including the kiosks in the inmate housing units and other locations within the facility.  The vendor is also expected to perform system updates and install additional equipment when needed.  The successful vendor will be able to provide these service for a daily population of 130 inmates at the Christian County Detention Facility.
The Christian County Detention Center is a multi-level facility located in Ozark, Missouri. The building operates 24/7/365. The maximum capacity of the Detention center can reach as high as 150 inmates. The population fluctuates, but usually is around 130 inmates.  
  TERMS: Christian County seeks an initial contract term for a period of a one (1) years,  beginning on or about July 5, 2025 and ending on July 4, 2026. The County reserves the right to renew the contract for three (3) additional one-year periods.   QUESTIONS: Please submit questions online through the Christian County Electronic Bidding portal before May 16, 2025 at 9:00 a.m.  Christian County Sheriff Brad Cole will review all questions submitted and an Addendum will be issued with those answers, when applicable. 
  ADDENDUMS: If it becomes necessary to revise any portion of this RFP package, or if additional information is necessary to clarify any provision or respond to questions, the revision and/or additional information will be provided through the bidding portal.
  PREPROPOSAL/SITE VISIT CONFERENCE: A preproposal conference will be held on May 20, 2025 at 9:00 a.m.  The meeting will be held at:   Christian County Employee Services Building Purchasing Conference Room 202 W. Elm Street Ozark, Missouri  65721   The Sheriff's Office will provide a site tour of the facility after the pre-proposal conference. During the site visit you will have opportunity review the equipment onsite. Vendors are not required to attend, but are highly encouraged to attend the conference.  Please contact Purchasing at contact@example.gov to register by May 19, 2025 before 2:00 p.m. In the email you are required to provide the Company Name and Representatives that will be attending.   Only vendors in the referenced business will be allowed to participate in this conference.   ONLINE REGISTRATION:
Christian County requires online bid submittals as it helps to expedite the bidding process and to alleviate errors. Click on the following link: https://christiancountymo.ionwave.net/Login.aspx and follow the directions to register. No faxed or emailed submittals will be accepted. Christian County maintains a list of vendors in our online vendor registration database. It is the vendor’s responsibility to update contact information. The Christian County Commission office is not obligated to send invitations to vendors. Christian County fulfills its legal requirements by posting a notice in the local paper. Christian County will send out Addendums through the online portal, it will be the bidders responsibility to verify in the portal any addendums that are issued.  
RFP OPENING: Proposals will be unsealed publicly at 9:00 a.m. May 30, 2025.  Only the names of the offerors will be read aloud at the proposal opening.  Evaluations of proposal(s) will be made available upon award of contract.   BACKGROUND:
The Christian County Sheriff's Office Detention Center is located at 110 W. Elm Street in Ozark, Missouri and is a 24/7 365 days per year operation. The inmate population ranges approximately 130 per day. Christian County Sheriff's Office currently uses HomeWAV, LLC., for the Detention Center Inmate Phone and Video Visitation System. See HomeWAV's contract attached. We currently have two (2) kiosks per pod, for a total of twelve (12) kiosks within inmate general populations and one (1)in the booking area, and two (2) public kiosks for visitors. There are approximately twenty (20) tablets per pod and nine (9) tablets in bookings.     Christian County is a first-class County without a charter form of government.  The governing body of Christian County is the County Commission.  The Commission consists of a Presiding Commissioner, a Western Commissioner, and an Eastern Commissioner.  It's County seat is in Ozark, Missouri.  The County was organized in 1859 and continues to be one of the fastest-growing counties in the state. Cities in Christian County include Billings, Clever, Fremont Hills, Highlandville, Nixa, Ozark, Sparta, and Village of Saddlebrooke.   TERMS AND CONDITIONS:
View under ATTACHMENTS tab.   PROPOSAL RESPONSE: See the ATTRBUTES TAB for proposal response format.  
EVALUATION AND SELECTION PROCESS: The proposal evaluation and selection process will be conducted under this Request for Proposal (RFP) based on competitive negotiated procurement procedures. Interviews, discussions, negotiations, vendors may be short listed, and a Best and Final offer (BAFO)) may be held only with selected firms from those firms who meet Christian County’s requirements and fall within the competitive ranges as determined by Christian County. Christian County reserves the right to award a contract to a firm solely on the basis of this initial proposal submitted and without any further interview, discussions and negotiation. Each Proposers must comply with the requirements contained in the RFP. Christian County will evaluate each proposal to determine which is the lowest and best (i.e., Best Value). If Christian County determines that a proposal has failed to meet an acceptable level on any factor listed below, the County may reject that proposal.   EVALUATION CRITERIA: In evaluating the proposals, Christian County will use the following evaluation factors to determine the lowest and best proposal. Deviation from the requirements will be evaluated, but may, in the discretion of the Purchasing Agent, result in rejection of a proposal. 70% Total Cost 30% Adherence to RFP requirements, including but not limited to: Firm Qualifications, Declaration Page, Answers to Questions in the Attributes tab, Exceptions to our T&C's and References. Note: A poor/negative reference may result in disqualification. Bidders should consider these factors when preparing their proposals and should provide a specific response to each of the evaluation factors. Based on the evaluation process described, the Evaluation Committee comprised of Christian County employees, will review the proposals.  
CONTRACT DOCUMENTS: See Attached Christian County Agreement for Services Contract under the ATTACHMENTS TAB.  
PROPRIETARY INFORMATION:  Christian County is a governmental agency and practices open government. All records belonging to the County Commission are open records and available to all members of the public, with the exception of attorney/client documents. Therefore, any document you provide to the Commission will be considered an open record and available to anyone wanting a copy of it.   AWARD OF THE CONTRACT: The Commission will award the RFP to the lowest and best bidder. The best vendor may not be the one that provides the lowest price. Christian County Purchasing Agent reserves the right to reject in whole, or in part any and all proposals, to waive any formalities, and to accept the proposal determined to be in the best interest of the county. This solicitation may also be canceled in whole or in part if determined to be in the best interest of the county.   INSURANCE REQUIREMENTS: See insurance requirements attached in ATTACHMENTS tab.    

DECLARATION PAGE FORM: A DECLARATION PAGE FORM is provided under the ATTACHMENTS tab. The vendor hereby declares understanding, agreement, and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all terms and conditions, requirements, and specifications of this original invitation to bid. The Declaration Page must be signed in ink and include the full business address of the bidder. Proposals by partnerships must be signed in the partnership name by one or more of the general partners. Proposals by a corporation must be signed by an officer of the corporation or other person authorized to bind the corporations to the proposal. The names and titles of all the persons signing shall be typed or printed below their signatures. The vendor further agrees that upon receipt of an authorized purchase order from the Christian County Commission or when a Notice of Award is signed and issued by the Commission, a binding contract shall exist between the vendor and Christian County.

  NOTE: FAILURE TO UPLOAD A COMPLETED DECLARATION PAGE FORM MAY BE CAUSE FOR REJECTION OF YOUR PROPOSAL.    
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