Project Information

Bid Title

Computer-Aided Dispatch, Law Enforcement Records Management and Jail Management System

Issuing Agency

Clay County

Location

Florida

Published Date

Mar 18, 2025

Closing Date

Apr 21, 2025

Government Level

State & Local

Status

Closed

Ref. #

24/25-025

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Project ID: 24/25-025

Title: Computer-Aided Dispatch, Law Enforcement Records Management and Jail Management System

Addenda: 0

Release Date: 2/6/2025

Due Date: 4/21/2025

Post Information

Posted At:Fri, Feb 7, 2025 3:48 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The Clay County Board of County Commissioners (County) is seeking Proposals with the intent of awarding an Agreement for computer-aided dispatch (CAD), mobile data system (MDS), Law Enforcement Records Management System (LERMS) and Jail Management (JMS) software to be utilized in the County’s Public Safety answering points (PSAPs), by emergency responders in the field and the County Detention Department. The stakeholder agencies that will utilize the software acquired via the RFB are as follows:

• Clay County Sheriff’s Office – CAD, Mobile Data, LERMS and JMS
• Clay County Fire and Rescue – CAD and Mobile Data
• City of Green Cove Springs – CAD, Mobile Data and LERMS
• Town of Orange Park – CAD, Mobile Data and LERMS

Bidders shall submit all inquiries regarding this RFB in the "Question and Answer" tab of the RFB. See "Inquiries/Questions" in the "Instructions to Bidders" below for more information.

Bidders are prohibited from contacting, by any means, whether orally, telephonically, electronically or in writing, any member of the Board, any County employee, including the County Manager, the County Attorney or the Commission Auditor, any member of the designated Evaluation Committee or any agent of the County regarding the Request for Bids in any respect during the Request for Bid Period. The Request for Bid Period during which no contact may occur commences from the date of publication of the notice of a Request for Bids and ends upon a Bid Decision becoming final, i.e. after the notice of bid protest period of 72 hours has expired. However, in the event of a notice of protest, the no contact rule continues in place during the Protest Period and does not end until a resolution of the protest has occurred and become final. The following exceptions exist to the no-contact rule:

1. Inquiries may be submitted to the Purchasing Department if specifically provided in the Request for Bids;
2. Pre-bid conferences provided for in the Request for Bids; and
3. Formal presentations by Bidders to the designated Evaluation Committee or to the Board or any committee thereof specifically contemplated in the Request for Bids.

The Board reserves the right and power to reject any and all Bids without cause and to waive technical and non-technical or non-material defects in the Request for Bids or submittal of any Bid, and in its discretion to re-advertise the Request for Bids. The Board reserves the right to award Request for Bids which would be in the Best Interest of the County. Interested vendors are advised that the Clay County Board of County Commissioners has a local preference policy and Buy American policy. The complete policy for both can be viewed at: https://www.claycountygov.com/government/purchasing/vendor-information.

FOLLOWING THE BID OPENING AND TABULATION, A “NOTICE OF INTENT TO AWARD BID” OR A “NOTICE OF REJECTION OF ALL BIDS” WILL BE POSTED ON THE INTERNET AT: https://procurement.opengov.com/portal/claycounty?status=all.

THIS WEBPAGE CAN ALSO BE ACCESSED FROM THE HOMEPAGE OF THE COUNTY’S WEBSITE AT: https://www.claycountygov.com/government/purchasing/formal-bid-solicitations

PROSPECTIVE BIDDERS ARE NOTIFIED THAT THE FAILURE TO INCLUDE A PROPER BID BOND OR OTHER SECURITY APPROVED UNDER THE COUNTY’S PURCHASING POLICY, IF REQUIRED FOR THIS REQUEST, WILL RESULT IN REJECTION OF THE BID AND SHALL, AS WELL AS THE FAILURE TO FILE A WRITTEN NOTICE OF PROTEST AND TO FILE A WRITTEN PETITION INITIATING A FORMAL PROTEST PROCEEDING WITHIN THE TIMES AND IN THE MANNER PRESCRIBED IN CHAPTER 8, SECTION I OF THE COUNTY’S PURCHASING POLICY SHALL, CONSTITUTE A WAIVER OF THE RIGHT TO PROTEST THE BID REQUEST, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL PROTEST PROCEEDING UNDER THE PURCHASING POLICY. THE COUNTY’S PURCHASING POLICY CAN BE VIEWED AT THE COUNTY’S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE HOMEPAGE ADDRESS SET FORTH ABOVE.

IF A PROSPECTIVE BIDDER IS IN DOUBT WHETHER THIS REQUEST REQUIRES A BID BOND, SUCH PROSPECTIVE BIDDER IS SOLELY RESPONSIBLE FOR MAKING APPROPRIATE INQUIRY.

THE BOARD RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS WITHOUT CAUSE AND TO WAIVE TECHNICAL AND NON- TECHNICAL OR NON-MATERIAL DEFECTS IN THE REQUEST OR SUBMITTAL OF ANY BIDS.

A PERSON OR AFFILIATE WHO HAS BEEN PLACED ON THE CONVICTED VENDOR LIST FOLLOWING A CONVICTION FOR A PUBLIC ENTITY CRIME MAY NOT SUBMIT A BID ON A CONTRACT TO PROVIDE ANY GOODS OR SERVICES TO A PUBLIC ENTITY, MAY NOT SUBMIT A BID ON A CONTRACT WITH A PUBLIC ENTITY FOR THE CONSTRUCTION OR REPAIR OF A PUBLIC BUILDING OR PUBLIC WORK, MAY NOT SUBMIT BIDS ON LEASES OF REAL PROPERTY TO A PUBLIC ENTITY, MAY NOT BE AWARDED OR PERFORM WORK AS A CONTRACTOR, SUPPLIER, SUBCONTRACTOR, OR CONSULTANT UNDER A CONTRACT WITH ANY PUBLIC ENTITY, AND MAY NOT TRANSACT BUSINESS WITH ANY PUBLIC ENTITY IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO FOR A PERIOD OF 36 MONTHS FROM THE DATE OF BEING PLACED ON THE CONVICTED VENDOR LIST.

Timeline

Clay Today Advertisement Date:

February 6, 2025

OpenGov Advertisement:

February 6, 2025

Pre-Bid Meeting (Non-Mandatory):

February 20, 2025, 1:00pm

Microsoft Teams
Meeting ID: 287 832 065 075
Passcode: 22jb98Ra

Last Date of Inquiries:

March 12, 2025, 4:30pm

Final Addendum:

April 2, 2025, 4:30pm

Bid Due:

April 21, 2025, 4:00pm

Bid Open:

April 22, 2025, 9:00am

Clay County Administration Building
Fourth Floor
477 Houston Street
Green Cove Springs, Florida 32043

Evaluation Committee Meeting:

Please visit the County's Calendar to review the Evaluation Committee Meeting Date for this RFP. https://www.claycountygov.com/government/calendar-of-events

Recommendation to Board of County Commissioners:

Please visit the County's Calendar to review the Board of County Commissioners Meeting Date for this RFP. https://www.claycountygov.com/government/agendas-and-minutes

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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