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State of Minnesota Request for Proposal (RFP) Title: Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System Due Date: September, 10, 2018 Time: 3:00 P.M

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State of Minnesota Request for Proposal (RFP) Title: Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System Due Date: September, 10, 2018 Time: 3:00 P.M Office of State Procurement 112 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 Voice: 651.296.2600 Fax: 651.297.3996 State of Minnesota Request for Proposal (RFP) Title: Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System Due Date: September, 10, 2018 Time: 3:00 P.M. Central StandardTime RFP 57 - (11/21/2017) Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System, T-512(5) Page 2 Office of State Procurement 112 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 Voice: 651.296.2600 Fax: 651.297.3996 REQUEST FOR PROPOSAL (RFP) TITLE: OFFENDER/CLIENT/RESIDENT PHONE/KIOSK/DEBIT CARD SYSTEM DUE DATE: September 10, 2018 TIME: 3:00 P.M., CENTRAL TIME, USA PLACE: Department of Administration Office of State Procurement 50 Sherburne Avenue 112 Administration Building St. Paul, MN 55155 CONTACT: Mike Brick Acquisition Management Specialist [email protected] PHONE: 651.201.2445 FAX: 651.297.3996 CONTRACT PERIOD: The Contract term will begin on December 1, 2018, or on the date of contract execution, whichever is later, to November 30, 2023, or 60 months after the date of contract execution, with the option to extend up to 24 months, upon agreement by both parties. The response to this Request for Proposal (RFP) must be returned sealed. Sealed responses must be received in the office of the Director of the Office of State Procurement and time-stamped no later than the date and time specified above, at which time the names of the vendors responding to this RFP will be read. Late responses cannot be considered. The laws of Minn. Stat. Ch. 16C apply to this Request for Proposal. In accordance with this Request for Proposal, and subject to all conditions thereof, the undersigned agrees that its response to this RFP, or any part thereof, is an irrevocable offer for 90 days following the submission deadline date unless stated otherwise in the RFP. It is understood and agreed that the response, or any part thereof, when accepted by the appropriate department and State officials in writing, may become part of a legal and binding Contract between the undersigned vendor and the State of Minnesota. Delivery Offered days After Receipt of Order if different than called for in the Special Terms and Conditions. Prompt Payment Terms (if available): ☐__% 30; ☐ __% 15/Net 30; ☐__% 10/Net 30, ☐ Other (specify): RESPONSIBLE CONTRACTOR: 1) I am an owner or officer of the responding company, and I certify under oath that my company is in compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd. 3, and will provide verification upon request by the contracting agency. ☐ Yes 2) If my company is awarded a contract, I will submit a supplemental verification confirming subcontractor compliance with Minn. Stat. § 16C.285, subd. 5, clause (7) (see Attachment A-1). ☐ Yes 3) If my company retains additional subcontractors with which it will have a direct contractual relationship following contract award, I will submit supplemental verification confirming subcontractor compliance with Minn. Stat. § 16C.285, subd. 5, clause (7) within 14 days after retaining any such additional subcontractors (see Attachment A-2). ☐ Yes RFP 57 - (11/21/2017) Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System, T-512(5) Page 3 Checking “Yes” to all three (3) above Responsible Contractor items and submitting a response to this solicitation will constitute a signed statement affirming compliance with each of the applicable provisions as set forth in Minn. Stat. § 16C.285, subd. Name of Vendor: Phone: Address: Fax: Email: Date: Authorized Signature Printed Name of Signer: Title: Signer must be authorized to contractually obligate the vendor. Type or print clearly the name of the person who prepared the response: RFP 57 - (11/21/2017) Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System, T-512(5) Page 4 OVERVIEW This Request for Proposal (RFP) describes a relationship to be established between the State and a responder to provide Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System for the Departments of Corrections and Human Services. The RFP also specifies contractual conditions and details the basis for the responses, the subsequent review, and the final selection process. Detailed Contract obligations and measures of performance will be defined in the final negotiated Contracts. The RFP shall not be construed to limit the State’s right to issue or not issue any Contract, to reject all proposals, or to negotiate with more than one responder. Specific rights are detailed elsewhere in this RFP. Direct all correspondence and inquiries, legal questions, general issues, or technical issues regarding this RFP to: Mike Brick Acquisition Management Specialist Fax: 651.297.3996 Department of Administration E-mail: [email protected] Office of State Procurement 50 Sherburne Avenue 112 Administration Building St. Paul, MN 55155 SCHEDULE OF EVENTS This section provides a tentative schedule of the critical project dates. Responders should carefully examine and make certain they have a clear understanding of the requirements of the specified project milestones and the associated dates. Event Date Scheduled Issue of RFP July 30, 2018 Facility Visits Week of August 13, 2018 Cutoff Date for Questions August 22, 2018, 10:00 AM CST Response Due Date September 10, 2018, 3:00 PM CST FACILITY VISITS All facilities will be available for on-site visits during the week of August 13, 2018. Background reviews are required before entering a facility. In order to have access to the sites Respondents will be required to complete the Security Check Form/Intent to Collect Private Confidential Data, Appendix E. The Security Check Form/Intent to Collect Private Confidential Data Form must be completed for each individual attending on-site facility visits. Completed forms must be submitted no later than 10:00 A.M. August 6, 2018. If forms have not been completed and submitted by 10:00 A.M. August 6, 2018 then the vendor may be denied entry into a facility. When the form is completed scan and email the form to the following: [email protected] After emailing the completed Security Check Form, Respondents must call the contact listed for each facility in Appendix D no later than 10:00 A.M. C.T. August 10, 2018 to confirm attendance for a site visit. On-site visits will only be allowed on the date and times provided in Appendix D. Site visits are not mandatory but attendance is highly recommended. SUBMITTING QUESTIONS The deadline for submitting questions is August 22, 2018, 10:00 AM CST. Questions must be submitted in writing to the Acquisition Management Specialist (AMS) listed above. All questions received by the cutoff date and time will be responded to via an addendum to official solicitation holders. Contact regarding this RFP with any State personnel other than the AMS may result in rejection of the response. RFP 57 - (11/21/2017) Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System, T-512(5) Page 5 PROPOSAL PREPARATION NOTE: Responses are to be prepared and presented in the same sequential order as the questions and requests for comments are presented in this document. Responses deviating from the request for proposal format and organization may be removed from further consideration. Responses are expected to provide a straightforward and concise description of the responder’s ability to meet the requirements. Submit 1 (one) ORIGINAL and 17 COPIES of the response in written form. Do not include the pricing components (sheets) which are to be submitted separately as stated below. The original copy of the response must be signed by an authorized member of the firm and marked Original. Only submit one pricing document (no extra copies) in a separate sealed envelope marked Pricing Proposal. Responses are to be sealed in mailing envelopes or packages with the responder’s name and address clearly written on the outside. Also submit an electronic copy (on CD or Flash Drive) of your RFP entire response, including pricing documents (unprotected Excel document). Once the RFP is awarded, the original copies will be kept, but all other copies and the electronic copies may be destroyed. Costs for developing a response to this RFP are entirely the responder’s responsibility and shall not be chargeable to the State of Minnesota or to any agency thereof. RFP 57 - (11/21/2017) Offender/Client/Resident Phone/Kiosk/Debit-Credit Card System, T-512(5) Page 6 GENERAL TERMS, CONDITIONS AND INSTRUCTIONS INTRODUCTION This Request for Proposal does not commit the State to award any Contract or to pay any costs incurred by the vendors responding. The following terms set forth the minimum requirements of the State and may be included in the Contract entered into by the State and the Contract Vendor. Any materials submitted may be incorporated by reference in the final Contract. All general proposal terms, specifications and special conditions form a part of this RFP and will apply to any Contracts entered into as a result thereof. The State reserves the right to accept or reject any or all responses or parts of responses and to waive informalities therein. All responses must be prepared as stated herein and properly signed. Address all correspondence and inquiries regarding this RFP to the Acquisition Management Specialist shown on page one. THIS IS A REQUEST FOR PROPOSAL; NOT A PURCHASE ORDER. 1. ESTIMATED AMOUNT. If there is an estimated total dollar value of the Contract listed in the Special Terms and Conditions, this shall not be construed as either the minimum or the maximum amount. It shall also be understood and accepted by the responder that any quantities shown in this RFP are estimated quantities only and impose no obligation upon the State either minimum or maximum.
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