The Board of Clark County Commissioners ("Board") is seeking proposals and intends to award one contract to a vendor for the equipment installation and maintenance of two video recording systems for the Clark County Department of Job and Family Services' ("Department") Child Advocacy Center and Visitation Center. Department will be administering the contract once executed by all parties. Interested vendors are required to follow the procedures outlined below. There will be no changes to the contract unless agreed upon by all parties. Board reserves the right to reject any or all proposals or to waive any defect in a proposal which does not materially alter the contract document. CONTRACT AWARD: The contract will be awarded to the responsible vendor whose proposal is most advantageous to Board. A potential vendor's failure to address all items in its proposal may result in its rejection. Board retains the right to cancel this RFP at any time prior to contract being awarded. Potential vendors will be notified at the earliest possible opportunity. Only Board has the authority to bind Department into a contract. Since Board maintains binding authority and has the right to refuse any proposal, no costs may be recovered for proposal preparation or any process during the RFP process or thereafter. EVALUATION: Potential vendors will be evaluated based on, in order of importance: 1 Ability to meet all specifications outlined in the Scope of Work, below; 2 Price; 3 Completeness of all required information and forms requested in this RFP; 4 Business references and Demonstration of Experience; and 5 Ability to meet County insurance requirements. Vendors may be disqualified for failure to meet any of the above requirements. Proposals will be evaluated on all five (5) criteria, which are listed in the order of importance. The selected vendor will be chosen based on the evaluation and terms that are most advantageous to Department. Board reserves the right to reject any proposals in which the potential vendor takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that the contracting authority considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the contracting authority. Board reserves the right to reject, in whole or in part, any proposal that Board has determined, using the factors and criteria Board developed pursuant to this section, would not be in the best interest of the County. Please park in the front lot of Building D. The walk-through will then move to the Visitation Center, 525 E. Home Road, Springfield, Ohio 45503. The Visitation Center is located on the same campus as Department's Gym and Training Buildings which are currently being renovated. The Center is located behind the Training Building. INQUIRY PERIOD: Vendors shall contact Contract Development at Clark_Contract_Development@jfs.ohio.gov with any questions regarding this RFP. The subject line of the email must be "Video Recording System RFP," in order to ensure timely receipt of all questions. The inquiry period opens upon release of the RFP, and closes at 2:00 p.m. EST on Thursday, August 31, 2023. Department reserves the right to disregard any questions that are not properly or timely submitted. Any questions or answers deemed to be material to all vendors will be posted on Department's website. It is the responsibility of all vendors to review the Department's website prior to submitting their proposal. Board may conduct discussions with potential vendors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP. SCOPE OF WORK: The purpose of the contract is to install two video recording systems at Department's Child Advocacy Center and Visitation Center. The two systems will require different specifications, as outlined below. Vendor shall also provide service and maintenance for the installed systems. Child Advocacy Center Recording System The selected vendor will provide and maintain a video recording system to serve as an interview recording system for the Child Advocacy Center. The Child Advocacy Center has 2 interview rooms in need of video and audio recording and 1 command center with split screen. Department is seeking a video recording system capable of the following non-exclusive list of MINIMUM specifications: 1. Ability to watch live interviews remotely 2. Ensure a Digital Video Recorder is available and functional 3. 2TB Hard Drive included 4. 4 High-Definition cameras with zoom/tilt, etc. and 4 high-definition microphones for two CAC interview rooms 5. 2 40" High Resolution Monitors w/ audio including wall mount hardware and 2 earpieces for communication between control center and interviewer for the command center room 6. Ability to download recorded video to USB 7. Ability to send video recordings via encrypted email 8. Ability to store a minimum of 365 days of recorded video 9. Ability to store files in a non-proprietary format 10. System should include an audit log 11. System must provide easy search features 12. System must have the ability to record in multiple interview rooms simultaneously 13. Ability to listen/communicate with each room separately while multiple interviews are taking place 14. Provide all necessary items for the installed equipment (including cables for all necessary equipment). 15. If possible, the system should connect to existing control buttons (for camera operation, audio, and microphones to speak with interviewers). If it is not possible, vendor should provide new control button equipment Additional features that are optional, but preferred are: 1. Audio Transcription software 2. Ability to store recorded video indefinitely CONTRACT TERM: Three-year term upon execution by Board HOW TO SUBMIT A PROPOSAL: After reviewing the sample contract (click here), vendor shall prepare a written proposal statement that addresses how all parts of the Scope of Work section below will be provided, and completely fill in a copy of the seven (7) page response sheet and forms included below. The forms can be completed electronically and printed for signature or printed and completed by hand. Original signatures shall appear on pages 4-7 of the response formsin vendor's submitted proposal. Vendor may attach additional sheets if necessary to fully provide information regarding quote and scope of work. Return all seven (7) required forms, and any other documentation necessary to fully respond to this RFP via email to Clark_Contract_Development@jfs.ohio.gov. If vendor is unable to submit the proposal electronically, it can be hand delivered to the receptionist in Building C Lobby, or mailed to 1345 Lagonda Avenue, Springfield, Ohio 45503. Mailed proposals must be received by the stated deadline. Proposals can be mailed to the same address above. Proposals shall be clearly marked on the outside of the envelope in the lower left-hand corner as follows: "Video Recording System RFP." The name and address of the vendor submitting the proposal shall also appear on the outside of the envelope. Late proposals will NOT be accepted. All protests must be filed at the following location via email to: Virginia K. Martycz, Ph.D., Director virginia.martycz@jfs.ohio.gov