Pulaski County Purchasing Department
201 South Broadway, Suite 440 Little Rock, AR 72201
Phone 501/340-8390; Fax 501/340-8352
RFP #: RFP-18-002
REQUEST FOR PROPOSAL
For
Public Safety Software System
Issued: February 16, 2018
Mail or Deliver Proposals to: Pulaski County Comptroller
Purchasing Department
201 South Broadway, Suite 440
Little Rock, AR 72201
Due: No later than 10:00 a.m., Thursday, March 15, 2018
All proposals must be received prior to the above date and time.
PUBLIC SAFETY SOFTWARE SYSTEM
You are invited to submit a proposal in accordance with the requirements of this solicitation,
which are contained herein. Review all pages carefully to assure clear understanding.
Proposals are to be submitted to the Purchasing Department no later than 10:00 a.m. local time,
Thursday, March 15, 2018 at which time respondents to this request will be publicly identified.
No other information regarding the proposals will be divulged until a contract is awarded by the
Purchasing Department.
Questions concerning this solicitation should be referred to Darryl D. Goodman Jr, (501) 340-
8311, fax (501) 340-8352 and email: [email protected] .
Acceptance of Request for Proposal issued by the Buyer, as indicated by submission of a
proposal by responder, will bind responder to the terms and conditions herein set forth, except as
specifically qualified in any addendum issued in connection therewith. Any alleged oral
agreement or arrangement made by a responder with any agency or the Buyer, or an employee of
Pulaski County will be disregarded.
This solicitation does not commit Pulaski County to award a contract, to pay any costs incurred
in the preparation of a proposal, or to procure or contract for the articles or goods or services.
Pulaski County reserves the right to accept or reject any or all proposals received as a result of
this request, or to cancel in part or in its entirety this proposal if it is in the best interest of Pulaski
County to do so.
REQUEST FOR PROPOSAL
FOR
PUBLIC SAFETY SOFTWARE SYSTEM
1.00 Introduction. The Pulaski County Sheriff’s Office (PCSO) hereby requests that
vendors submit proposals for a public safety software system. These proposals
shall provide all of the material requested herein, including detailed cost proposals
for the necessary hardware, software, and services. A vendor’s failure to follow
any of the provided instructions may result in rejection of the vendor’s proposal.
The PCSO is seeking to replace its existing public safety system. The PCSO is
looking for a contemporary, completely integrated solution that is one application,
with one database, provided by one vendor. In addition, the PCSO would like the
public safety software solution vendor to not only provide but to also maintain the
software and servers (including OS and DBMS) under the vendor’s standard
maintenance and service agreement.
1.01 Term. The required services are to commence not later than a date to be agreed
upon by and between Pulaski County and the company selected to maintain
security and, unless terminated sooner, shall continue in force for (3) three years,
with the option for (1) 3 year renewal. No contract will be automatically renewed
at the end of any contract term. Written confirmation shall be required.
1.02 Price Escalation. Quoted prices must remain firm for the first year of the
contract. Each year the contractor may request a price adjustment. The County
will entertain a request for escalation in accordance with the current Consumer Price
Index at the time of the request or up to a maximum 5% increase on the current
pricing, whichever is lower. For the purpose of this section, “Consumer Price
Index” shall mean the Consumer Price Index-All Urban Consumers-United States
Average-All items (CPI-U), as published by the United States Department of Labor,
Bureau of Labor Statistics. In the event of a general price schedule decrease, the
County shall be guaranteed full benefit of the price reduction.
Requests for price adjustment shall be submitted to the Pulaski County Assistant
Comptroller, 201 South Broadway, Suite 440, Little Rock, AR 72201, Fax:
501/340-8352.
1.03 Standard of Performance. The Company shall perform according to the terms
and conditions as stated herein, and according to the highest standards and
commercial practices. Instances of poor performance by the Company will be
documented and submitted to the Company for immediate review and corrective
action. Continued poor performance will be deemed a breach of the
specifications of the RFP, and shall be grounds for immediate termination of the
contract. A review meeting will be called between the Company and Pulaski
County when documented instances of poor performance occur. A plan for
corrective action agreeable to both parties will be drafted and implemented.
Pulaski County retains the absolute right to assess whether and when performance
is subsequently acceptable.
1.04 Termination and Assignment. The contract awarded in response to the RFP (the
"Contract") may be terminated by either party by giving the other not less than 30
days written notice of intent to terminate as of the date specified. The Contract
will not be assignable without prior written consent of both parties. An attempted
assignment without such consent shall be void and of no effect.
1.05 Inquiries. Inquiries related to the RFP should be directed to the attention of
Darryl D. Goodman Jr., (501)340-8311, fax (501)340-8352 or email:
[email protected] . Any request for clarification must be submitted
in writing (fax is acceptable) to the Purchasing Department no later than 5:00 p.m.
on Tuesday, March 6, 2018. There will be no response to questions received late.
Any clarification given to a prospective bidder will be furnished in writing to all
prospective bidders as an amendment, if such information modifies these
specifications or is deemed to be necessary in responding to this RFP.
1.06 Opening Date. Sealed, written, competitive proposals will be received until 10:00
a.m., Thursday, March 15, 2018 in the Pulaski County Purchasing Department,
Attn.: Darryl D. Goodman Jr., 201 South Broadway, Suite 440, Little Rock, AR
72201. PROPOSAL SHALL BE IN AN ENVELOPE CLEARLY MARKED
WITH THE RFP NUMBER ON THE OUTSIDE OR IT WILL NOT BE
CONSIDERED. All proposals must be signed by an authorized officer of the
Company and must be held firm for acceptance for a minimum period of 90 days
after the opening date.
1.07 Proposal Format. Each Company should submit a base proposal in the specified
manner. Pulaski County prefers that Company's response to this RFP be
submitted in same Item (paragraph) sequence as proposal - using same Item
(paragraph) Numbers for reference. Pulaski County requests that Companies
submit one original and three (3) copies and one (1) electronic copy (via CD or
Flash Drive) of their proposals.
1.08 Proposal Materials Conservation. Proposals shall be submitted on 8-1/2 x 11
inch paper. The proposal should follow the format laid out under Section 1.07.
Binders, brochures, and materials not specified in the RFP are neither requested
nor desired. Please do not submit these with your proposal. If additional
information is required, it will be requested by the County after review of the
proposals.
1.09 Award. Pulaski County reserves the right to overlook any errors or omissions on
the part on the vendor during the RFP process and to reject any and all proposals,
or any portion thereof, and re-advertise if deemed necessary. Award will be made
to the Company whose proposal conforms to the RFP and, in the sole judgment of
Pulaski County, will be most advantageous to Pulaski County.
1.10 Contract. The contents of the RFP will be incorporated into the final Contract
documents. Due to the anticipated complexities of this contract relationship,
Pulaski County reserves the right to negotiate final terms and conditions with the
Company(ies) submitting proposals.
1.11 Cost for Proposal Preparation. Pulaski County will not reimburse Company's
cost incurred in the preparation and submission of proposals. All proposals shall
become the property of Pulaski County upon submission. The County reserves
the right to negotiate rates, terms and conditions from the selected qualified
companies, subsequent to the submission of proposals, in accordance with the
established contractual guidelines of Pulaski County, Arkansas.
1.12 Telegraphic Proposals. Telegraphic or FAX proposals sent directly to Pulaski
County offices will not be considered.
1.13 Acknowledgment of Amendments. Companies must acknowledge receipt of
amendments by letter, or FAX within 48 hours of receipt. Failure to provide such
acknowledgment may be grounds for disqualification.
1.14 Further Information. Companies are cautioned that Pulaski County is not
obligated to ask for or accept after opening date, data that is essential for a
complete and thorough evaluation of the proposal. Pulaski County may award a
contract based on initial submissions without any further discussion of such
proposals. Accordingly, each proposal should be submitted on the most favorable
and complete price and technical terms possible.
1.15 Proprietary Information. After the award of the Contract, all proposals will be
open for public inspection. Financial data, trade secrets, test data, and similar
proprietary information will, to the extent permitted by law, remain confidential
provided such material is clearly so marked by the Company prior to submission
of the RFP; however, net cost information may not be confidential.
1.16 Insurance. All proposals must contain a letter of intent from an insurance
company authorized to do business in the State of Arkansas stating its willingness
to insure the Company pursuant to the terms of any contract resulting from the
RFP. The Company shall procure and maintain, at the Company's expense, the
following insurance coverage for the period of the Contract. Certificates
evidencing the effective dates and amounts of such insurance must be provided to
Pulaski County:
a) Workers Compensation: As required by the State of Arkansas.
b) Comprehensive General Liability (Broad Form) coverage in amounts
specified under the contract for work at the facility prior to the signing of
the contract.
c) Public Liability Insurance
d) Commercial Blanket Bond Coverage (theft/fraud by employees)
e) Minimum shall be in the total amount of the contract.
1.17 Bonds. Company will be required to furnish for the life of the Contract a Performance Bond, in a form satisfactory to the County and issued by a surety
company authorized to do business in the State of Arkansas, in the amount of the
contract. An original and one (1) copy of the bond must be furnished at the time
of Contract execution.
1.18 Indemnification. The Company hereby agrees to assume all risks and
responsibilities inherent in performing the contracted services and does hereby
agree to defend, hold harmless, indemnify, release and forever discharge Pulaski
County Government and any of its guards, agents, employees, volunteers and
servants from and against any and all claims, demands, and actions, causes of
action, losses liabilities, or expenditures of any kind, including court cost and
expenses, accruing or resulting from any suits or damages of any character
resulting from injuries, damages, or death sustained by any person or persons, or
property, by virtue of the performance of this agreement either directly or
indirectly.
1.19 Software Licenses. Please provide information on how the license is calculated,
will it be on an enterprise, per user, transaction or some other basis
1.20 Damage to the Premises. The Company will assume full responsibility for any
damage to Pulaski County's equipment or premises caused by the negligent or
intentional acts or omissions for the Company's employees, agents, or guards,
ordinary wear and tear expected.
1.21 Office Contract Administrator. The contract administrator and liaison person
for all matters concerning this contract for Pulaski County will be Mike Lowery,
Chief Deputy, 2900 South Woodrow, Little Rock, AR 72204, phone number
(501) 340-6902. Email address is [email protected]
1.22 Official Company’s Representative Proposals must include the Bid Response
Form (Attachment A) to be considered. The name, mailing address, telephone
number, and email address of the bidder's authorized agent with authority to bind
the firm with respect to questions concerning the bidder's proposal must be clearly
stated in the proposal.
1.23 Code Compliance. Company will abide by all State and Federal laws and all
sanitation, safety and fire codes, regulations and other ordinances pertaining to the
Company's operations while on Pulaski County Government property.
1.24 References. In the proposal, each Company must provide a list of at least five (5)
government and or commercial clients for which the Company provides a similar
size and scope of services requested by the PCSO. The list shall include the
company name, address, and contact person with telephone and fax numbers and
a brief description of the contractual relationship to include the scope, tasks
involved, deliverable products and etc. Additionally, the vendor must provide a
separate list with a minimum of 5 references that have undergone data conversion
using the vendor’s process.
1.25 Sub-Contractor References. If the vendor is proposing to use subcontractors, a
minimum of two (2) references need to be provided for each subcontractor. All
subcontractors will be subject to the approval of the PCSO. The selected vendor
shall itself be solely responsible for the performance of all work set forth in any
contract resulting from the RFP, and for compliance with the price and other
terms provided in the contract.
1.26 Examination of Records. The Company agrees that the County or any of its duly
authorized representatives shall at any time during the term of this Contract have
access to, and the right to audit and examine, any pertinent records of the
Company related to this Contract. Such records shall be kept by the Company for
a period of not less than five (5) years from the date the records are made, unless
the County authorizes their earlier disposition. Company agrees to refund to the
County any underpayments or overcharges disclosed by any such audit, or to take
other corrective action as may be required.
1.27 Taxes Company will be responsible for collection and payment of all required
taxes (local, state, federal) relating to its operation. Pulaski County is prohibited
by ordinance from awarding contracts to companies that are delinquent in paying
Pulaski County property taxes. If your business address is within Pulaski County,
you must submit with your proposal proof of payment of real and personal
property taxes due in 2016, or your proposal may be disqualified.
2.00 Scope of Services. It is the intention of these specifications that the selected
vendor will furnish to the PCSO a mature Public Safety Software System that will
enable the effective and efficient operation of the PCSO. At a minimum, the
system shall support the following:
Optional: List of items the system should support. This is usually an overview of
the functionality detailed on the requirements spreadsheet.
Please note the following:
The PCSO is open to new technology and would like to obtain as much
information as possible about the software requirements and recommendations
for the new system from the respective vendors.
The PCSO is interested in an off-the-shelf system.
The system must be scalable and must be able to integrate with the existing and
future options the PCSO may implement.
The system shall allow the PCSO to efficiently organize, track and access the
vast amount of information that flows through the system daily, must be easy to
use, and must be searchable.
The selected vendor needs to provide all services including, but not limited to,
installation, implementation, data conversion, training, monitoring, technical
support, and ongoing maintenance for the PCSO to enter into and maintain full
use of the system.
Acquisition and implementation of a new Public Safety Software System is a
project that will impact the PCSO for years to come. Key goals for the project
are to:
o Replace the legacy system currently being used with an off-the-shelf solution
that meets or exceeds the needs of the PCSO.
o Deliver a fully-integrated Public Safety Software System on time and within
budget
o Achieve sufficient knowledge transfer through training to allow staff to be
capable of and confident in using the new system
o Provide a technologically sound platform for expansion of information
services into the future
o Establish a long-term maintenance and support contract
Additional Project Objectives:
o Provide real-time access to public safety data;
o Automate data input processes;
o Reduce paper-based documentation and tracking;
o Leverage new technologies to anticipate the future needs of the PCSO;
o Successfully implement the system with minimal disruption to users and
operations.
2.01 Profile. The PCSO provides law enforcement services to Pulaski County in
Arkansas. The county includes a population of approximately 393,000. The PCSO
consists of 128 sworn officers and 100 non-sworn personnel, who are anticipated
to use the new system as follows:
Dispatch Seats 5
Workstations - Civil 16
Workstations – Records 7
Workstations – Jail 140
Mobile Units 40
The PCSO needs a contemporary, easy-to-use public safety system to reduce
redundant data entry, simplify the report review and approval process, provide
straightforward access to information, and otherwise streamline the PCSO’s
processes.
2.02 Current System. The PCSO is using a system that has been in place for over 12
years. When we first purchased the system, it was best technology at its time and
was great for its uses. Currently, we need services that encompass the entirety of
the Sheriff’s Office including CAD, Records Management, Warrants, Detention
Facility, Property, Policies, and a Case Management System for Investigations.
2.03 Project Management. The vendor must provide a dedicated project manager as
part of the project. This person will be responsible for interacting directly with his
or her counterpart here at the PCSO for the duration of the project.
2.04 System Configuration and Setup. The vendor must provide detailed system
configuration and setup services to the PCSO as part of this project. These
services are necessary to ensure that the new system is configured to match the
processes and workflow of the PCSO to reduce the learning curve and improve
the rate of adoption by the users.
2.05 Software Overview. This must include a brief overview of the software solution,
including how all of the products and modules work together.
2.06 Implementation. This must include both an overview of the general
implementation process as well as timeline which shows the major milestones of
the project from contract signing all the way through system acceptance. This
section should also include:
Training. The vendor must provide custom training on the new system to all
users. This training may be a mix of train-the-trainer and end-user training, as
agreed upon by the vendor and the PCSO. The PCSO will provide the training
facilities, workstations, network, etc. which are required for the training. The
vendor will provide training which is specific to both the products on which the
users are trained and the processes and workflows with which the users are
already familiar. Training shall be performed using a copy of the PCSO’s data
which has been converted from the existing system.
Data Migration. Vendors will be responsible for working with the PCSO to
migrate all current and archive data in Pulaski County's databases at the time of
implementation of any new application databases. Pulaski County will be
responsible for providing access to current database information to new vendor
for migration/setup purposes. The vendor must include data conversion/migration,
which should be performed in-house and not contracted or outsourced to another
vendor. The vendor will work with the PCSO to determine the precise process
(including data verification and testing) which will be used to perform the data
conversion. All data must be converted before go-live and must be available to the
users on the new system at that time.
2.07 Economic Consideration. Please submit under separate sealed envelope
marked with the RFP number and name of your company, information on
the following: a) Cost of software license
b) Costs for modifications/customizations of software
c) Additional costs for interfaces with third party applications
d) Projected maintenance fee schedule for the next five years
e) Cost of additional training after initial start-up
f) Costs for data conversion of current County data to format required by the
proposed system.
g) Specify all costs by purchase or lease pricing
h) Please specify the payment schedule your company requests.
PRICING SUBMITTED IN RFP RESPONSE WILL BE SUBJECT TO
DISQUALIFICATION, SUBMIT UNDER SEPARATE SEALED
ENVELOPE.
2.08 Attorney General Opinion No. 2012-107. As codified, Act 569 of 2009 provides as follows: County governments in
Arkansas are the repository for vast numbers of public records necessary for the
regulation of commerce and vital to the health, safety, and welfare of the citizens
of the state. These records are routinely kept in electronic format by the county
officials who are the custodians of the records. It is the intent of this section to:
Ensure that all public records kept by county officials are under the complete care,
custody, and control of the county officials responsible for the records; and
Prevent a computer or software provider doing business with a county from
obtaining complete care and control of county records and from becoming the de
facto custodian of the records.
As used in this section:
1) "Administrative rights" means permissions and powers, including without
limitation the permissions and powers to access, alter, copy, download, read,
record, upload, write, or otherwise manipulate and maintain records kept by a
county official;
2) "Electronic record" means a record created, generated, sent, communicated,
received, or stored by electronic means; and
3) "Public records" means writings, recorded sounds, films, tapes, electronic or
computer-based information, or data compilations in any medium required by
law to be kept or otherwise kept and that constitute a record of the
performance or lack of performance of official functions that are or should be
carried out by a public official or employee, a governmental agency, or other
agency wholly or partially supported by public funds or expending public
funds. All records maintained in county offices or by county employees within
the scope of employment are public records.
4) “Public records" does not mean software acquired by purchase, lease, or
license.
A county official required by law to maintain public records and who in the
normal performance of official duties chooses to keep and maintain the records in
an electronic record retains administrative rights and complete access to all the
records.
2.09 Network and Client Hardware Specifications. This must include minimum and
recommended specifications for network architecture and client workstations.
Required network specifications should include Desktop Latency, Desktop
Bandwidth, Mobile Latency, Mobile Bandwidth, and WAN Upload and
Download Bandwidth
Required workstation specifications should include Processor, Memory, Disk
Space, Display, and Operating system.
2.10 Requirements Common to all Application software Groups a) All source codes required to reload and regenerate the software application
may be required to be provided to Pulaski County or be held by a third
party
b) At the end of the application software contract, the vendor must provide
Pulaski County with all County data used by applications in a current SQL
database compatible format. Full documentation for data must also be
provided in a digital format.
c) All software provided to Pulaski County must adhere to all Pulaski
County, State of Arkansas, and Federal Laws, regulations and guidelines
as published. To ensure compliance, the company shall provide annual
software upgrades and appropriate documentation for installation into
existing systems.
d) In all cases where monetary transactions are processed and recorded by
the application software the application software must adhere to and
reinforce generally accepted accounting practices.
2.11 Staff and Capacity to Perform Work. The Company shall submit information
showing:
Qualifications of staff that will be assigned to the County account
Number of Staff Personnel
Staff Expertise
Staff Time & Availability
2.12 Miscellaneous Information. This must include the following information:
a) Source Code Escrow Policy
Include a detailed summary of the company’s Source Code Escrow policy.
b) Company Financials
Provide an overview of the company’s financial history and position in the
software market, including figures such as recent annual revenue and growth
rate.
c) Issues and Assumptions
Describe any issues or assumptions that could impact the successful outcome
of the project.
d) Forms
Provide completed forms requested herein such as, but not limited to, the
affidavit provided as an attachment.
3.00 TITLE VI CIVIL RIGHTS ACT COMPLIANCE AND ASSURANCES:
The successful bidder, and all sub-recipients, sub-grantees, sub-contractors,
successors, transferees, and/or assignees shall:
a. Comply with Title VI of the Civil Rights Act of 1964 as amended (42 U.S.C.
§ 2000d et seq., 78 stat. 252), prohibiting discrimination on the basis of race,
color, national origin, age, sex, and disability through its applicable federal
statutory or regulatory authorities, or other pertinent directives, circulars,
policy, memoranda, and/or guidance and will give assurance that it will
promptly take measures necessary to ensure such;
b. Abide by all applicable Federal provisions, and Pulaski County requests,
regarding access to records, accounts, documents, information, facilities, and
staff;
c. Comply with all program and/or compliance reviews, and/or complaint
investigations conducted by Pulaski County or any Federal department or
agency;
d. Maintain and preserve all project records for a minimum of three (3) years or
as further required by Pulaski County and Federal record retention
requirements;
e. Assure that all records or materials are timely, completely, and accurately
provided to Pulaski County upon request, and
f. Comply with data collection and evaluation requirements, as required by
Pulaski County, related laws, or program guidance.
DISADVANTAGE BUSINESS ENTERPRISES
Pulaski County, in accordance with the provisions of Title VI of the Civil Rights
Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations,
hereby notifies all bidders that it will affirmatively ensure that in any contract
entered into, pursuant to this advertisement, disadvantaged business enterprises
will be afforded full and fair opportunity to submit bids in response to this
invitation and will not be discriminated against on the grounds of race, color, or
national origin in consideration for an award.
4.00 County Preference. When the bid represents items manufactured or grown, or
offered for sale by business establishments having their principal place of
business in the County, with the quality being equal to articles offered by
competitors outside the county, then the bidder shall be allowed a differential of
not to exceed three percent (3%) of the purchase price in determining the low bid.
However, in each instance in which this bid preference is requested, the bidder
must inform the County of the request before the date and time fixed for opening
the bids and furnishes satisfactory proof thereafter. Absent contracts regarding
federal money, where there are equal or tie bids, preference shall be given to
residents or firms located and doing business in the County. (See Attachment C)
to request County Preference.
5.00 Contractor/Vendor Disclosure. All Contractors/Vendors prior to entering into a
contract with Pulaski County shall be required to fill out the Pulaski County’s
Contractor/Vendor Disclosure Form (See Attachment D)
6.00 Financial Consideration. Submit cost of the proposal in a separate sealed
envelope clearly marked with the RFP number, and the name of your Company.
7.00 Proposal Evaluation The County will review all accepted proposals with
particular emphasis on the following:
Flexibility and ease of use
Functionality, as determined by the Project Team’s evaluation of how well the
vendor’s product meets the requirements of this RFP
Technological currency and compatibility
Observed performance
Cost and pricing structure for product
Vendor capability, financial stability and demonstrated ability to meet
commitments proposed in response to this RFP
Implementation strategy, methodology and plan
Training
Experience and credibility of proposed implementation team
Customer references for product and implementation services
The weights to be assigned for each evaluation criterion will be announced at the
opening of the proposals. Proposal evaluations are the sole responsibility of the
County and as such the County is the final authority on the evaluation process.
8.00 Contracting Limitations. Pulaski County's contracting limitations are
incorporated into, and made a part of the RFP. (See page titled "Contract
Information".)
9.00 RFP Response Checklist. Companies are cautioned to exercise care in the
preparation and submission of their proposals. The following items are
particularly highlighted for response:
Sealed competitive proposals are due at the Purchasing Department no later
than 10:00 a.m. local time on the day specified for receipt of proposals. SIGN
AND DATE PROPOSAL (CLEARLY IDENTIFY PROPOSAL AND
OPENING TIME/DATE ON EXTERIOR OF SEALED PROPOSAL
ENVELOPE) per paragraph 1.06.
Any amendments to the RFP issued by Pulaski County must be acknowledged
within 48 hours of receipt per paragraph 1.13.
Clearly mark any proprietary material (may not include net cost information)
per paragraph 1.15.
Identify official representative(s) per paragraph 1.22.
Provide references per paragraph 1.24.
Clearly identify Base Proposal and any voluntary alternates or options per
paragraph 2.07.
Complete Vendor Disclosure per paragraph 5.00.
Provide Executive Summary that includes a minimum of the following
information:
a) Company Overview: Current context, history, year the company was
established, type of ownership of the company and parent company (if
applicable), philosophy/approach to doing business, sectors in which the
vendor does business, financial status and company health, and the current
number of agencies under maintenance and support.
b) Company Executives: Provide a detailed list of company executives,
including education, experience, and current responsibilities within the
company.
c) Benefits: Describe how working with the vendor would be to the PCSO’s
particular benefit.
d) Support and Maintenance: This must include a complete description of the
maintenance and support services which are offered by the vendor as part
of this proposal.
CONTRACT INFORMATION
A. Pulaski County may not contract with another party:
1. For a period of time which continues past the end of a fiscal year unless the
contract allows cancellation by the County upon 30 days written notice whenever
there are no funded appropriations for the contract. (Pulaski County's standard
non-appropriation clause is attached.)
2. To pay any penalties or charges for late payment or any penalties or charges
which in fact are penalties for any reason.
3. To indemnify, defend, or hold harmless any party for any liability and damages.
4. Upon default, to pay all sums to become due under a contract.
5. To pay damages, legal expenses or other costs and expenses of any party.
6. To continue a contract once the equipment has been repossessed or the service
discontinued.
7. To conduct litigation in a place other than Pulaski County, Arkansas
8. To agree to any provision of a contract which violates the laws or constitution of
the State of Arkansas.
9. To engage in arbitration or other alternate dispute resolution.
10. To enter into a lease/purchase agreement which allows for less than the fair
market value at the end of the lease.
B. A party wishing to contract with Pulaski County should:
1. Remove any language from its contract which grants it any remedies other than:
The right to possession
The right to accrued payments
The right to expenses of de-installation
The right to expenses of repair to return the equipment to normal working
order, normal wear and tear excluded.
The right to recover only amounts due at the time of repossession and any
unamortized nonrecurring cost as allowed by Arkansas Law.
2. Include in its contract that the laws of the State of Arkansas govern the contract
and the Contractor agrees to abide by all applicable State Laws and County
Ordinances.
3. Acknowledge in its contract that contracts become effective when awarded by the
County.
Include the County's non-appropriation clause.
TERMS AND STANDARD CONDITIONS
PLEASE READ CAREFULLY 1. When submitting an "Invitation to Bid", the bidder warrants that the commodities covered by the bid
shall be free from defects in material and workmanship under normal use and service. In addition,
bidder must deliver new commodities of the latest design and model, unless otherwise specified in the
"Invitation to Bid".
2. Sales or use tax is not to be shown in bid price but is to be added by the vendor to the invoice billing to
the County. The County is not exempt from Arkansas Sales and Use Tax. Vendors are to register and
pay tax directly to the Arkansas State Revenue Department.
3. Discounts offered will be taken when the County qualifies for such. The beginning date for computing
discounts will be the date of the invoice or the date of delivery and acceptance, whichever is later.
4. When bidding other than the brand and/or model specified in the "Invitation to Bid", the brand and/or
model must be listed and descriptive literature attached to bid document.
5. Identical Bids: In the event of two or more identical low bids, Arkansas Code Annotated Section 14-22-
111 shall apply.
6. Specifications furnished with this "Invitation to Bid" are intended to establish a desired quality or
performance level, or other minimum dimensions and capacities, which will provide the best product
available at the lowest possible price. Other than designated brands and/or models approved as equal to
designated products shall receive equal consideration.
7. Samples of items when required, must be furnished free and, if not called for within 30 days from the
date of the bid opening, will become the property of Pulaski County.
8. Prices quoted shall be "Free on Board" (F.O.B.) to destination at designated facility within Pulaski
County. Charges may not be added after the bid is opened.
9. Liquidated damages shall be assessed beginning on the first day following the maximum delivery or
completion time entered on the bid form and/or provided for by the plans and specifications.
10. The Purchasing Department reserves the right to award items, all or none, or by line item(s).
11. Quality, time and probability of performance may be factors in making an award.
12. Guarantees and warranties should be submitted with the bid, as they may be a consideration in making
an award.
13. Any ambiguity in any bid as the result of omission, error, lack of clarity or noncompliance by the bidder
with specification, instructions and all conditions of bidding shall be construed in the light most
favorable to the County.
14. The bid number must be stated on the face of the sealed envelope. If it is not, the envelope will be
opened to be identified and the bid enclosed therein will not be considered or counted in the tabulation.
15. All terms and conditions stated herein shall constitute a complete and integrated document and the
covenants contained herein shall not be altered or modified by parol evidence unless such modifying
term, conditions or covenants are in writing and are signed by the vendor and the agent of Pulaski
County.
16. CONSTRUCTION:
A. When noted, the Contractor is to supply Pulaski County with evidence of having and maintaining
proper and complete insurance, specifically Worker's Compensation in accordance with the laws of
the State of Arkansas, public liability and property damage. All premiums and costs shall be paid
by the Contractor. In no way will the County be responsible in case of accident.
B. When noted, a certified check or bid bond in the amount of 5% of the total bid shall accompany bid
if bid exceeds $35,000.00 [pursuant to Arkansas Code Annotated Section 22-9-203].
C. When noted, a performance bond equaling the total amount of any bid must be provided for any
contract for the repair, alteration or erection of any public building, public structure or public
improvement.
17. Liquidated damages shall be assessed beginning on the first day following the maximum delivery of
completion time entered on the bid form and/or provided for by the plans and specifications.
18. Whenever a bid is sought seeking a source of supply for a specified period of time for materials and/or
services, the quantities of usage shown are estimated ONLY. No guarantee or warranty is given or
implied by the participants as to the total amount that may or may not be purchased from any resulting
contracts. These quantities are for the bidders' information ONLY and will be used for tabulation and
presentation of the bid and the participant reserves the right to increase or decrease quantities as
required. Bidder agrees to this condition upon the signing of this document.
19. Pulaski County reserves the right to reject any and all bids, to accept in whole or in part, to waive any
informalities or technicalities in bids received, to accept bids on materials or equipment with variations
from specifications in those cases where efficiency of operation will not be impaired and unless
otherwise specified by the bidder, to accept any item in the bid. If unit prices and extensions thereof do
not coincide, Pulaski County may accept the bid for the lesser amount whether reflected by the
extension or by the correct multiple of the unit price.
20. Companies must acknowledge receipt of amendments by letter, telegram, or fax within 48 hours of
receipt. Failure to provide such acknowledgment may be grounds for disqualification.
NON-APPROPRIATION CLAUSE
Notwithstanding anything contained in this Agreement to the contrary, if the Pulaski County
Quorum Court fails to appropriate funds for subsequent period within the term of this
Agreement, the County shall not be obligated to make payments beyond the then current fiscal
appropriations period provided that Company shall have received a written notification of the
occurrence of the following events:
a) Funds are not appropriated for a subsequent period darning the Term of this
Agreement for the acquisition of services and functions which, in whole or in
part, are essentially the same services and functions for the performance of which
the services and functions were purchased;
b) County has exhausted all funds legally available for all payments due under this
Agreement; and
c) Such non-appropriation did not result from any act or failure to act of County.
Then, Company's only remedy shall be to terminate this Agreement at the end of the period
which notice is given and take possession of any equipment owned by the Company. Company
shall be entitled, however, to any payments and other payments due and owing during any
previous period.
“ATTACHMENT A”
RFP BID RESPONSE FORM
TO BE SUBMITTED WITH PROPOSAL
DEADLINE: MARCH 15, 2018 @ 10:00 A.M.
Company Name: ___________________________________
Official Representative Name: ___________________________________
Title of Official Representative: ___________________________________
Address: ___________________________________
Phone number: ___________________________________
Email Address: ___________________________________
Signature: ___________________________________
ATTACHMENT B
Debarment and Judgement Affidavit
By signing this document, I certify to the best of my knowledge and belief that the
aforementioned organization, its principles, and any subcontractors named in this proposal:
a) Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily
excluded from bidding or working on contracts issued by any government agency.
b) Have not within the five (5) year period preceding the submission of this proposal;
I. Been convicted of or had judgement render against them for fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a Federal, State or Local
Government transaction or contract.
II. Been convicted of or had a civil judgement rendered against them for violating Federal or State
antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction
of records, making false statements, or receiving stolen property.
c) Are not presently indicted for or otherwise criminal or civilly charged by a governmental entity (Federal,
State or Local) with commission of any of the offenses enumerated in paragraph (b), subparagraphs (I) and
(II) of this certification.
d) Have not within the five (5) period preceding the submission of this proposal had one or more Federal,
State or Local government transaction terminated for cause or default.
PRINT NAME TITLE
AUTHORIZED SIGNATURE DATE
ATTACHMENT C
COUNTY PREFERENCE
I hereby certify that pursuant to Arkansas Code 14-22-111 (c) the Bidder/Offeror
is eligible to receive county
preference and the principal place of business is located in Pulaski County.
BUSINESS NAME
PULASKI COUNTY BUSINESS ADDRESS
OFFICIAL TITLE OF AUTHORIZED PERSON
NAME OF AUTHORIZED PERSON
SIGNATURE OF AUTHORIZED PERSON
ATTACHMENT D
CONTRACTOR / VENDOR DISCLOUSRE
Contractor/Vendor Disclosure Form
(Use when no Federal or State Disclosure Form is required)
Company Name:
Registered with the Secretary of State’s Office to Conduct Business in Arkansas
Yes No
Identify each employee of Pulaski County to whom you, any of your
Employees owning more that 5% interest in your Company, or are a Director/Executive/Decision
Maker of your Company are immediately related.
Immediate Relation includes:
Spouse / Domestic Partner
Parents-Natural or Legal / Step / In Laws
Children/Step, Siblings-Whole / Half / Step / In Laws
Grandchildren / Step, Great Grandchildren.
__________________________________________________________
__________________________________________________________
__________________________________________________________
__________________________________________________________
Failure to disclose shall be considered a material breach and grounds for immediate termination
of this contract/agreement. Note: Any change in circumstances resulting in a conflict or
appearance of a conflict shall be reported in 30 days of change of circumstance.
Initials
_________________________
Signed Date