Inmate Tablet/Phones/Video Visitation Communication

Agency: San Juan County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
Posted Date: Sep 18, 2019
Due Date: Oct 3, 2019
Solicitation No: Proposal 19-20-02
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Procurement # Description Pre-bid Bid Date File
Proposal 19-20-02 Inmate Tablet/Phones/Video Visitation Communication 9/24/19 @ 10:00 am 10/3/19 @ 5:00 pm PROP 19-20-02 Inmate Phone Video Visitation

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REQUEST FOR PROPOSALS
PROPOSAL NUMBER: 19-20-02
Inmate Tablets/Phones/ Video Visitation Communication
Return Sealed Proposals to:
SAN JUAN COUNTY
Central Purchasing Office
213 S. Oliver Drive
Aztec, NM 87410
Attn: Jaime Jones
Contract Analyst
Phone: 505-334-4548
Fax: 505-334-4561
E-Mail: jjones@sjcounty.net
CLOSING DATE: October 3, 2019
TIME: 5:00 p.m. (Local Time)
PRE-PROPOSAL
CONFERENCE: September 24, 2019
TIME: 10:00 a.m. (Local Time)
LOCATION: 871 Andrea Drive
Farmington, NM
NIGP Commodity/Services Code: 958-89 Telecommunications Management Services
Proposal of Offerors Form must be completed in full and returned with the Proposal Offer.
This proposal is subject to the Terms and Conditions shown on the following pages and any/all
additional instructions.
Do not return the Request for Proposal (RFP) in case of "No Response".
Proposal must be received in the County’s Central Purchasing Office by the Proposal Closing Date
and Local Time as indicated above. Any proposal received after the specified time and/or date will
not be accepted and will be returned to the sender unopened. Faxed Proposals will not be
accepted.
Submit Proposal Offer in an opaque, sealed envelope. Identify the envelope with Project
Name, Proposal Number, Proposal Closing Date, and Offeror Name. Submit the Proposal
Offer in accordance with the Request for Proposal.
Failure to complete the proposal documents in accordance with all instructions provided is cause
for this office to reject the proposal.
THE PROCUREMENT CODE SECTIONS 13-1-28 THROUGH 13-1-99 NMSA 1978, IMPOSES CIVIL
AND CRIMINAL PENALTIES FOR ITS VIOLATION. IN ADDITION, THE NEW MEXICO CRIMINAL
STATUTES IMPOSE FELONY PENALTIES FOR BRIBES, GRATUITIES AND KICKBACKS.
ACKNOWLEDGEMENT OF RECEIPT FORM
PROPOSAL NO.: 19-20-02
Inmate Tablets, Phones, Video Visitation Communication
37 PAGES (INCLUDING ACKNOWLEDGEMENT AND CAMPAIGN DISCLOSURE FORM)
NOTE: ONLY POTENTIAL OFFERORS WHO COMPLETE AND RETURN THIS FORM WILL
RECEIVE COPIES OF ADDENDUMS, IF ISSUED.
PROPOSAL INFORMATION:
In acknowledgement of receipt of the above referenced Proposal Packet, the undersigned agrees that
he/she has received a complete copy.
______________________________________________________________________
OFFEROR NAME
______________________________________________________________________
SIGNATURE OF AUTHORIZED REPRESENTATIVE
______________________________________________________________________
PRINTED NAME OF AUTHORIZED REPRESENTATIVE
ADDRESS: ____________________________________________________________
CITY: ______________________ STATE: _____
ZIP CODE: _______________
PHONE NO.: _____________________
FAX NO.: ______________________
E-MAIL: _______________________________________________________________
RETURN TO:
Jaime Jones
Contract Analyst
SAN JUAN COUNTY
213 South Oliver
Aztec, NM 87410
(505) 334-4548
FAX (505) 334-4561
jjones@sjcounty.net
Faxed copies of the Acknowledgement of Receipt form will be
accepted. Faxed Proposal responses will not be accepted.
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TERMS AND CONDITIONS
(Unless otherwise specified)
1. GENERAL. When the Chief Procurement Officer issues a purchase document in response to the Offeror proposal, a
binding contract is created.
2. FORM OF SUBMISSION. Each proposal shall be typewritten, preferably on standard 8 ½” x 11” paper. One (1)
original and four (4) copies of the Proposal shall be supplied. Only one Proposal may be submitted by each
individual Offeror. Proposals shall be submitted sealed. The outside package should clearly identify the
Project Name, Proposal Number, Proposal Closing Date and Name of Offeror.
In addition to the above requirements, the Offeror must provide one (1) electronic copy organized in the
format requested with each tab’s information as a separate file on a CD-R, CD-RW or Flash Drive in one of
these formats: Adobe PDF (pdf), Microsoft Word (doc), or Microsoft Excel (xls). The electronic copy must be
organized and laid out in the same format as outlined in Contents of Proposal Offer, pgs. 5-6, with each tab as
a different folder.
3. DEBARRED OR SUSPENDED CONTRACTORS. A business (contractor, subcontractor or supplier) that has either
been debarred or suspended pursuant to the requirements of §13-1-177 through §13-1-180, and §13-4-11 through
§13-4-17 NMSA 1978 as amended, shall not be permitted to do business with San Juan County and shall not be
considered for award of the contract during the period for which it is debarred or suspended.
4. CONFLICT OF INTEREST. The successful Offeror covenants that neither it nor its officers, directors, agents and
employees, have any interest and shall not acquire any interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the required services.
5. AMENDMENT. An Offeror may submit an amended proposal before the due date and time. An amended proposal
shall be complete, as it will be substituted for the earlier proposal(s) and shall be clearly identified as an amendment.
The County will not merge, collate or assemble proposal materials.
6. WITHDRAWAL. An Offeror may withdraw its Proposal at any time prior to the deadline for receipt of proposals. An
Offeror desiring to withdraw a proposal shall submit a written request to the Bid/Contract Administrator signed by the
Offeror's duly authorized representative(s).
7. PROPOSAL OFFER FIRM. Responses to the RFP, including costs, shall be firm for ninety (90) days after the due
date for receipt of proposals.
8. COST OF PREPARING RFP. Any cost incurred by the Offeror in preparation, transmittal, or presentation of any
proposal or material submitted in response to this RFP shall be borne solely by the Offeror.
9. CONFIDENTIALITY. Each proposal will be kept confidential until a contract is awarded. Following award of a
contract, all documents pertaining to each proposal shall be open for public inspection, except for any material, which
is designated by the Offeror as proprietary or confidential. Proprietary or confidential data is normally restricted to
confidential financial information concerning the Offeror’s organization and data that qualifies as a trade secret in
accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The price of products offered, or
the cost of services proposed shall not be designated as proprietary or confidential information. The County will not
disclose or make public any pages of a proposal on which the Offeror has stamped or imprinted "proprietary" or
"confidential." Such data shall be readily separable from the proposal in order to facilitate eventual public inspection of
the non-confidential portion. If a citizen of this State requests disclosure of data for which an Offeror has made a
written request for confidentiality, the Central Purchasing Department shall examine the Offeror's Proposal and make
a written determination which specifies which portions of the proposal should be disclosed in accordance with
applicable New Mexico law. Unless the Offeror takes action to prevent the disclosure, the proposal will be so
disclosed. The proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of
confidential data.
10. PUBLICATION. Offeror shall secure from the County written approval prior to publication of any information that
pertains to the potential work or activities, which are solicited in this procurement.
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11. LEGAL REVIEW. Since Offerors will be bound by the specifications, terms and conditions herein, it is strongly
recommended that each Offeror obtain legal advice concerning the proposal.
12. GOVERNING LAW / VENUE. The laws of the State of New Mexico shall govern this procurement and any resulting
contract. Any action to enforce terms and conditions herein shall be brought only in the Eleventh Judicial District
Court, San Juan County, State of New Mexico.
13. CONTRACT DOCUMENTS. The Contract Documents shall consist of this Request for Proposal, the Response of the
successful Offeror, a separate written contract and the County's Purchase Order.
14. CONTRACT TERMS AND CONDITIONS. A contract between the County and the successful Offeror shall follow the
format specified by the County. The County reserves the right to impose, as it sees fit, additional terms and
conditions upon the successful Offeror, should conditions warrant. The contents of this RFP, as revised and/or
supplemented, and the successful Offeror’s proposal, will be incorporated into and become part of the contract.
Should an Offeror object to any of the County’s terms and conditions, as contained in the document, that Offeror shall
propose specific alternative language that would be acceptable to the County. General references to the Offeror’s
terms and conditions or attempts at complete substitutions are not acceptable to the County and will result in
disqualification of the Offeror’s proposal. The Offeror shall provide a brief explanation of the purpose and impact, if
any, of each proposed change, following by the specific proposed alternate wording.
Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between the
County and the selected Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.
15. CONTRACT AMENDMENTS. The County reserves the right to make changes or revisions to the scope of work as
required during the term of the contract if it determines it to be necessary or desirable. No changes, revisions,
modifications, or amendments of any of the terms or conditions of the contract specifications and requirements shall
be valid unless reduced to writing by the County. Verbal discussions or agreements shall not bind the County.
16. TERMINATION OF CONTRACT. In case of a breach on any provision of a contract, the County reserves the right to
terminate the contract, procure the services from other sources, or take other steps, as it deems appropriate.
Additionally, the County reserves the right to cancel a contract at any time, for any reason, without penalty, by giving
at least thirty (30) days written notice to the successful Offeror. Written notice shall be deemed delivered when
deposited in the United States Mail and certified.
In addition, any contract awarded as a result of the Request for Proposal may be terminated if sufficient
appropriations or authorizations do not exist. The County's decision concerning whether sufficient appropriations or
authorizations exist will be final.
17. SPECIFICATIONS. It is the intent of the County to make this Request for Proposal in such a manner as to be open to
all qualified Offerors. Any specification that tends to limit or eliminate a qualified Offeror shall be brought to the
attention of the County not less than ten (10) days before the date when responses are due. Failure to bring such a
matter to the attention of the County shall bar the Offeror from asserting a later claim in this regard.
18. INDEMNITY. The Offeror awarded the contract agrees, as material consideration for this Agreement, to defend,
indemnify, and hold harmless the County, its Elected Officials, agents, and employees from and against any and all
claims arising out of any asserted negligent act, error or omission of the Offeror, its officers, directors, employees or
agents or arising in any way from this agreement or the Offeror’s activities hereunder. The indemnity agreed to in this
paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of:
The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications
by the County, or the agents or employees of the County, or the giving of or the failure to give directions or
instructions by the County, or the agents or employees of the County, where such giving or failure to give directions or
instructions is the primary cause of bodily injury to persons or damage to property.
19. LICENSING. The Offeror awarded the contract shall possess a current license in the State of New Mexico and shall
obtain and hold such additional licenses as are reasonably required to accomplish his or her duties under this
Agreement.
20. STATUS OF OFFEROR. The successful Offeror and its officers, directors, agents and employees, are independent
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contractors performing services for the County and are not employees of the County. The Offeror and its officers,
directors, agents and employees, shall not accrue leave, retirement, insurance, bonding, or any other benefits
afforded to employees of the County. The Offeror shall perform his/her obligations under this Contract as necessary
and appropriate under all Federal, State, and local laws, codes, ordinances, rules, regulations, and standards
applicable to this type of service. The County will not supervise the Offeror in the day-to-day performance of this
Contract.
21. DISCRIMINATION / EQUAL EMPLOYMENT OPPORTUNITY / CIVIL RIGHTS. The successful Offeror shall be an
equal opportunity employer, and shall not discriminate with regard to race, age, religion, color, national origin,
ancestry, sex, sexual orientation, gender identity, spousal affiliation, physical or mental handicap or serious medical
condition as specified in N.M.S.A. 1978, §§ 28-1-7 (as amended) in the performance of this contract. The successful
Offeror agrees to abide by all Federal and State laws, rules, and regulations pertaining to equal employment
opportunity, discrimination, and civil rights.
22. NOTICE. The New Mexico Procurement Code, N.M.S.A. 1978, §§ 13-1-28 through 13-1-199, imposes civil and
criminal penalties for its violation. In addition, the New Mexico Criminal Statutes impose felony penalties for illegal
bribes, gratuities and kickbacks.
23. TAXES. The Offeror awarded the Contract shall be responsible for the payment of all federal, state, and local taxes
on monies received pursuant to this Agreement.
24. ASSIGNMENT. An Offeror shall not transfer, sell, assign, sublicense, pledge or otherwise dispose of in any way its
interest in any contract which may result from this solicitation, or assign any claims for money due or to become due
under any contract, without having first obtained the prior written consent of the County to do so. Any attempt by an
Offeror to do any of the foregoing without such consent shall be null and void, and may result in disqualification of the
Offeror or termination of any contract resulting from this solicitation. The County's consent to any of the foregoing
shall not constitute consent to any other act, nor shall such consent relieve the Offeror from any of its duties to
perform all agreements, covenants, and conditions set forth in this solicitation or any resulting contract.
25. RECORDS. All records and documents are property of San Juan County and shall be returned to San Juan County
upon termination of any contract.
26. PERFORMANCE BOND. The County reserves the right to require a performance bond from the Offeror awarded a
contract if deemed to be in the best interest of the County. The bond shall be acquired and paid for by the Offeror and
shall be in form satisfactory to the County.
27. CODES LAWS / REGULATIONS. The successful Offeror shall be properly licensed and shall meet and comply with
all applicable Federal, State, and local government codes, laws, regulations, and requirements in the performance of
the work described herein.
28. INSURANCE. The successful Offeror is required to carry and maintain during the period of the contract General
Liability, Auto and Workman’s Compensation insurance from an insurance company or companies with a Best Rating
of A, or better, licensed to do business in the State of New Mexico and admitted by the Department of the State of
New Mexico. At a minimum, each Offeror must carry comprehensive General Liability Insurance and Automobile
Insurance with combined single limits of not less than $1,000,000.00 and Workman’s Compensation in amounts as
required by the New Mexico Workers Compensation Act.
The Offeror selected for an award under this solicitation shall provide the appropriate certificates of
insurance to the County prior to award of a contract. The County shall be named as an Additional Insured on
the General Liability policy required by this section.
CONTENTS OF PROPOSAL OFFER
The proposal Offer submitted by the Offeror shall, at a minimum, contain the following:
To be considered for award of a contract pursuant to this Request for Proposal, each proposal Offer shall contain the
materials required herein, a response to the specifications and requirements and other items identified in the
Evaluation/Award section and shall comply with the format described. Failure to provide required documentation and
information as requested may result in rejection of the Offeror’s Proposal.
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