2021-07-28 Meeting Minutes Pt 1COMMISSIONERS COURT-7/28/2021
Richard ]E', . Meyer
County judge
David Hall, Commissioner, Precinct I
Vern ]Lyssy, Commissioner, Precinct 2
Joel Behrens, Commissioner, Precinct 3
(wary Reese, Commissioner, Precinct 4
Catherine Sullivan, Deputy Clerk
REGULAR TERM 2021 § JULY 28, 2021
BE IT REMEMBERED THAT ON JULY 28, 2021, THERE WAS BEGUN AND HOLDEN A REGULAR
MEETING OF COMMISSIONERS' COURT.
1. Call meeting to order
Meeting called to order at 10:00 a.m. by Judge Richard Meyer
2. Invocation
Commissioner David Hall
3. Pledges of Allegiance
US Flag — Commissioner Gary Reese
Texas Flag - Commissioner Vern Lyssy
4. General Discussion of Public Matters and Public Participation.
Heard this item after Item #22
Dan Ditto of Black Mountain Energy Storage answered questions regarding lease of
County property. Judge Richard Meyer and Sara Rodriguez, County Attorney, will work
on the details to present back to Black Mountain Energy Storage.
5. Hear report from Memorial Medical Center
Jason Anglin, Memorial Medical Center CEO, presented the monthly report.
Page 1 of 7
COMM ISS ION ERS COURT — 7/28/2021
6. Approve the minutes of the July 14, 2021 meeting.
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
David Hall, Commissioner Pct 1
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
7. Consider and take necessary action to approve the Specifications and Invitation to Bid
Packet, Bid Number 2021.05 for the combined services listed below for the two-year
period beginning February 15, 2022 and ending February 14, 2024 with the option to
renew yearly for one-year terms upon Commissioners' Court approval and authorize the
County Auditor to advertise for bids. Bids will be due before 2:00:00 p.m. Tuesday,
October 5, 2021. (RM)
a. Inmate Telephone Services and Inmate Banking Software
b. Commissary Service and Fiduciary Management Services
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
8. Consider and take necessary action to approve the Field Internship Affiliation Agreement
between CCEMS and Lifesource Educational Services and authorize the EMS Director to
sign. (RM)
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 2 of 7
COMMISSIONERS COURT — 7/28/2021
9. Consider and take necessary action to approve Option A — No change. This county will
charge the same feeds in CY 2022 or Option B — The Commissioners' Court has
aooroved fee changes for CY 2022 to the TxDMV Imposition of Optional Fees Calendar
Year 2022 form and authorize the Tax Assessor -Collector to submit to the TxDMV. (RM)
Motion made to approve Option A — No Change
RESULT: APPROVED [UNANIMOUS]
MOVER: Gary Reese, Commissioner Pct 4
SECONDER: Joel Behrens, Commissioner Pct 3
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
10. Consider and take necessary action to accept $20,560.00 from auction proceeds to be
deposited in the Sheriff Department Vehicle Maintenance account. (RM)
RESULT: APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Vern Lyssy, Commissioner Pct 2
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
11. Consider and take necessary action to acknowledge an increase in the Sheriff's Forfeited
Property Fund for 2021 as follows: 2860-999-74050 Vehicle - $6,774.00 and 2860-999-
63920 Miscellaneous - $2,500.00 (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
12. Consider and take necessary action to approve the removal of four (4) vehicles from the
Calhoun County Sheriff's Office fleet and one (1) abandoned vehicle (see attached) to
be sent to auction. Proceeds for the auction will be deposited into the Sheriff's Office
Vehicle Maintenance account.
Motion made to remove the vehicles to be sent to Auction. Proceeds will
need to be presented to the Court after the sale for approval.
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 3 of 7
COMMISSIONERS COURT — 7/28/2021
13. Consider and take necessary action to authorize Commissioner Behrens to submit a
request for proposal to Texas Parks and Wildlife Departments' Non -Urban Outdoor
Recreation Grant Program for application of Calhoun County's Olivia Haterius Park
improvement project and authorize Judge Meyer to sign any necessary documentation.
(JB)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
14. Consider and take necessary action to authorize Commissioner Behrens to contract with
Kathy Smartt Grants for $500 to be paid with R & B 560 funds, to prepare a grant
application under the Texas Parks and Wildlife Department for the Olivia Haterius Park
renovation project. (JB)
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Gary Reese, Commissioner Pct 4
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
15. Consider and take necessary action to accept proceeds of $28,053.00 from CM Company
Auctions for the online auction sale of Precinct 3 R & B 560 assets approved on July 7,
2020 by the Commissioners' Court. These proceeds should be deposited into Precinct 3
R & B account 560-70750. (JB)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
David Hall, Commissioner Pct 1
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
16. Consider and take necessary action to approve the Final Plat of the Replat of Lots 17, 18
and 19 of the Saltwater Haven Subdivision situated in Port O'Connor, Texas. (GR)
Henry Danysh, G&W Engineering, presented the final plat.
RESULT: APPROVED [UNANIMOUS]
MOVER: Vern Lyssy, Commissioner Pct 2
SECONDER: Gary Reese, Commissioner Pct 4
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 4 of 7
COMMISSIONERS COURT — 7/28/2021
17. Consider and take necessary action to approve the Final Plat of American Townsite
Subdivision Tract 1720 Resubdivision No. 1. (GR)
Pass
18. Consider and take necessary action to contract with G & W for hospital roof and air
conditioning engineering. (RM)
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
19. Consider and take necessary action to transfer an Apple I -Phone ExMax Gold 256GB
from the County Judge to Human Resources. (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
20. Accept reports from the following County Offices:
County Extension Office — June 2021
1. Agriculture and Natural Resources
2. 4-H and Youth Development
3. Coastal and Marine
4. Family and Community Health
Tax Assessor - Collector — June 2021
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
21. Consider and take necessary action on any necessary budget adjustments. (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Gary Reese, Commissioner Pct 4
SECONDER:
Joel Behrens, Commissioner Pct 3
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 5 of 7
COMM ISSION ERS COURT — 7/28/2021
22. Approval of bills and payroll. (RM)
MMC
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
County
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
23. Adjourn to Executive Session.
Adjourned Regular Court —10:57 a.m.
24. Executive Session: The Commissioners' Court shall go into executive session as
authorized by V.T.C.A. Government Code Chapter 551, Subchapter D. The following is
the subject matter of the executive session and the specific section of the Open
Meetings Act permitting discussion/ deliberation in executive session.
Section 551.071 for the purpose of private consultation between the governing body and
Its attorney when the governing body seeks the attorney's advice with respect to
pending or contemplated litigation, settlement offers, and matters where the duty of the
governing body's counsel to her client pursuant to the Code of Professional responsibility
to the State Bar of Texas conflicts with the Act.
This matter concerns a declaratory suit for a prescriptive easement at Magnolia Beach.
25. Reconvene Open Session.
Reconvened Open Session —11:09 a.m.
Page 6 of 7
COMMISSIONERS COURT — 7/28/2021
26. Consider and take necessary action on matters discussed in the Executive Session.
Please see packet for declaration suit details.
RESULT: APPROVED [UNANIMOUS]
MOVER: David Hall, Commissioner Pct 1
SECONDER: Vern Lyssy, Commissioner Pct 2
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Adjourned: 11:10 a.m.
Page 7 of 7
CALHOUN COUNTY C®MMISSION ERS' C®U]fZT
✓All Agenda Items Properly Numbered
✓Contracts Completed and Signed
All 1295's Flagged for Acceptance
(number of 1295's I )
—/All Documents for Clerk Signature Flagged
On this;h.OLday of 2021 a complete and accurate packet
for Zdvof 2021 Commissioners Court Regular Session
Day Tmol
was delivered from the Calhoun County Judge's office to the Calhoun County
Clerk's Office.
). � ,,,
C oOn County Judge/Assistant
AT F0�''L'LOGIC,.. M
AUG 12 2021
COMM]SSIONERSCOURTCHECKLIST/FORMS COUNTY CLEHXNCAL888N COUNTY, TEXAS
BY: oEP
AGENDA
NO [ICE OF MEETING - 7/28j20)1
Richard H. Meyer
County judge
David Hall, Commissioner, Precinct 1
Vern ]Lyssy, Commissioner, Precinct 2
Joel Behrens, Commissioner, Precinct 3
Gary Reese, Commissioner, Precinct 4
The Commissioners'Court of Calhoun County, Texas will meet on Wednesday,
Judy 28, 2021 at 10:00 a.m. in the Commissioners' Courtroom in the County Courthouse at
211 S. Aran Street, Suite 104, Port ]Lavaca, Calhoun County, Texas.
AGENDA /�
The subject matter of such meeting is as follows: AT 4'00 oc�OCK I + M
1. Call meeting to order. JUL 2 3 2021
2. Invocation. co CLZ&E3PUT
CG0OffXAB
BY: _
Y
3. Pledges of Allegiance.
4. General Discussion of Public Matters and Public Participation.
5. Hear report from Memorial Medical Center.
6. Approve the minutes of the July 14, 2021 meeting.
Consider and take necessary action to approve the Specifications and Invitation to Bid
Packet, Bid Number 2021.05 for the combined services listed below for the two-year
period beginning February 15, 2022 and ending February 14, 2024 with the option to
renew yearly for one-year terms upon Commissioners' Court approval and authorize the
County Auditor to advertise for bids. Bids will be due before 2:00:00 p.m. Tuesday,
October 5, 2021. (RM)
a. Inmate Telephone Services and Inmate Banking Software
b. Commissary Service and Fiduciary Management Services
8. Consider and take necessary action to approve the Field Internship Affiliation Agreement
between CCEMS and Lifesource Educational Services and authorize the EMS Director to
sign. (RM)
Page 1 of 3
9. Consider and take necessary action to approve Option A — No change. This county will
charoe the same feeds in CY 2022 or Option B — The Commissioners' Court has
approved fee chances for CY 2022 to the TxDMV Imposition of Optional Fees Calendar
Year 2022 form and authorize the Tax Assessor -Collector to submit to the TxDMV. (RM)
10. Consider and take necessary action to accept $20,560.00 from auction proceeds to be
deposited in the Sheriff Department Vehicle Maintenance account. (RM)
11. Consider and take necessary action to acknowledge an increase in the Sheriff's Forfeited
Property Fund for 2021 as follows: 2860-999-74050 Vehicle - $6,774.00 and 2860-999-
63920 Miscellaneous - $2,500.00 (RM)
12. Consider and take necessary action to approve the removal of four (4) vehicles from the
Calhoun County Sheriff's Office fleet and one (1) abandoned vehicle (see attached) to
be sent to auction. Proceeds for the auction will be deposited into the Sheriffs Office
Vehicle Maintenance account.
13. Consider and take necessary action to authorize Commissioner Behrens to submit a
request for proposal to Texas Parks and Wildlife Departments' Non -Urban Outdoor
Recreation Grant Program for application of Calhoun County's Olivia Haterius Park
improvement project and authorize Judge Meyer to sign any necessary documentation.
(JB)
14. Consider and take necessary action to authorize Commissioner Behrens to contract with
Kathy Smartt Grants for $500 to be paid with R & B 560 funds, to prepare a grant
application under the Texas Parks and Wildlife Department for the Olivia Haterius Park
renovation project. (JB)
15. Consider and take necessary action to accept proceeds of $28,053.00 from CM Company
Auctions for the online auction sale of Precinct 3 R & B 560 assets approved on July 7,
2020 by the Commissioners' Court. These proceeds should be deposited into Precinct 3
R & B account 560-70750. (JB)
16. Consider and take necessary action to approve the Final Plat of the Replat of Lots 17, 18
and 19 of the Saltwater Haven Subdivision situated in Port O'Connor, Texas. (GR)
17. Consider and take necessary action to approve the Final Plat of American Townsite
Subdivision Tract 1720 Resubdivision No. 1. (GR)
18. Consider and take necessary action to contract with G & W for hospital roof and air
conditioning engineering. (RM)
19. Consider and take necessary action to transfer an Apple I -Phone ExMax Gold 256GB
from the County Judge to Human Resources. (RM)
Page 2 of 3
I iOII(-E OF IViFFTING — 7/1'81/)0)
20. Accept reports from the following County Offices:
County Extension Office — June 2021
1. Agriculture and Natural Resources
2. 4-H and Youth Development
3. Coastal and Marine
4. Family and Community Health
Tax Assessor - Collector — June 2021
21. Consider and take necessary action on any necessary budget adjustments. (RM)
22. Approval of bills and payroll. (RM)
23. Adjourn to Executive Session.
24. Executive Session: The Commissioners' Court shall go into executive session as
authorized by V.T.C.A. Government Code Chapter 551, Subchapter D. The following is
the subject matter of the executive session and the specific section of the Open
Meetings Act permitting discussion/ deliberation in executive session.
Section 551.071 for the purpose of private consultation between the governing body and
Its attorney when the governing body seeks the attorney's advice with respect to
pending or contemplated litigation, settlement offers, and matters where the duty of the
governing body's counsel to her client pursuant to the Code of Professional responsibility
to the State Bar of Texas conflicts with the Act.
This matter concerns a declaratory suit for a prescriptive easement at Magnolia Beach.
25. Reconvene Open Session.
26. Consider and take necessary action on matters discussed in the Executive Session.
r
Richard Meyer, County J
Calhoun County, Texas
A copy of this Notice has been placed on the outside bulletin board of the Calhoun County Courthouse, 211 South Ann Street,
Port Lavaca, Texas, which is readily accessible to the general public at all times. This Notice shall remain posted continuously for
at least 72 hours preceding the scheduled meeting time. For your convenience, you may visit the county's website at
www.calhouncotx.org under "Commissioners' Court Agenda" for any official court postings.
Page 3 of 3
Calhoun County Commissioners Court
Public Participation Form
NOTE: This Public Participation Form must be presented to the County Clerk or Deputy Clerk
prior to the time the agenda item (or items) you wish to address are discussed before the
Court.
Instructions: Fill out al
+..,
NAME: i 'q^
ADDRESS: c>(50
TELEPHONE: /J Z
PLACE OF EMPLOYMENT:
EMPLOYMENT TELEPHONE:
blanks. Please print or write legibly.
S C`J .-
Do you represent any particular group or organization? (5 NO (Circle one)
.d 2
If you do represent a group or organization, please provide the name, address and telephone
nyMber of the group or organization:
Tv
Which agenda item (or items) do you wish to address? va
In general, are you for or against the agenda item (or items)? /(j/
I hereby swear that any statement I make will be the truth, and nothing but the truth, to the
Signature:
#5
#6
Richard H. Meyer
County judge
David ]Hall, Commissioner, Precinct 1
Vern ]Lyssy, Commissioner, Precinct 2
Joel ]Behrens, Commissioner, Precinct 3
Gary Reese, Commissioner, Precinct 4
The Commissioners' Court of Calhoun County, Texas met on Wednesday,
July 14, 2021, at 10:00 a.m. in the Commissioners' Courtroom in the County Courthouse at
211 S. Ann Street, Suite 104, Port ]Lavaca, Calhoun County, Texas.
Attached are the true and correct minutes of the above referenced meeting.
Calhoun County,
Anna Goodman, County Clerk
6 ��4�u..� --
D � Clerk
ep
Page 1 of 1
COMMISSIONERS COURT — 7/14/2021
]Richard H. Meyer
County judge
David Hail, Commissioner, Precinct 1
Vcm ]Lyssy, Commissioner, Precinct 2
Joel Behrens, Commissioner, Precinct 3
Gary Reese, Commissioner, Precinct 4
Catherine Sullflivan, Deputy Clerk
REGULAR TERM 2021 § JULY 14, 2021
BE IT REMEMBERED THAT ON JULY 14, 2021, THERE WAS BEGUN AND HOLDEN A REGULAR
MEETING OF COMMISSIONERS' COURT.
1. Call meeting to order
Meeting called to order at 10:00 a.m. by Judge Richard Meyer
2. Invocation
Commissioner David Hall
3. Pledges of Allegiance
US Flag — Commissioner Gary Reese
Texas Flag — Commissioner Vern Lyssy
4. General Discussion of Public Matters and Public Participation.
Commissioner Behrens invited all to the Olivia VFD & Community Center Fundraiser July
17, 2021
5. Approve the minutes of the June 23, 2021 Special Workshop and the June 28, 2021
meeting.
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
David Hall, Commissioner Pct 1
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 1 of 5
COMMISSIONERS COURT-7/14/2021
6. Consider and take necessary action on a request from Dan Ditto of Black Mountain
Energy Storage to lease or purchase a 5-acre tract adjacent to the AEP substation for an
energy storage project. (RM)
Dan Ditto of Black Mountain Energy Storage gave presentation.
No action taken at this time.
7. Consider and take necessary action to acknowledge the receipt of the proposed
amendment to Article D(of the Golden Crescent Regional Planning Commission's
(GCRPC) Bylaws and authorize the County Judge to assent or dissent to the proposed
amendments. (RM)
Receipt acknowledged at this time.
RESULT: APPROVED [UNANIMOUS]
MOVER: Gary Reese, Commissioner Pct 4
SECONDER: Joel Behrens, Commissioner Pct 3
AYES: Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
8. Public Hearing on a Petition to Vacate a part of Tract 7 out of 146 acres described in File
No. 2019-01808 of the Calhoun County Official Records, Port O'Connor, Texas.
Commenced: 10:28 a.m.
Henry Danysh of G&W Engineering presented petition
Adjourned: 10:30 a.m.
9. Consider and take necessary action to Vacate a part of Tract 7 out of 146 acres
described in File No. 2019-01808 of the Calhoun County Official Records, Port O'Connor,
Texas. (GR)
RESULT:
APPROVED [UNANIMOUS]
MOVER,
Gary Reese, Commissioner Pct 4
SECONDER:
Joel Behrens, Commissioner Pct 3
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 2 of 5
COMMISSIONERS COURT-7/14/2021
10. Consider and take necessary action to approve the Final Plat of the Kuyrkendall
Subdivision (a replat of Lots 1 and 2 in Block 2 of Bayview Estates Section II, Port
O'Connor, Texas situated in the Santiago Gonzales Survey, Abstract No. 19, Calhoun
County, Texas as recorded in Volume Z, Page 475 of the Calhoun County Plat Records).
(GR)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Gary Reese, Commissioner Pct 4
SECONDER:
Joel Behrens, Commissioner Pct 3
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
11. Consider and take necessary action to close Water Street, between 13th Street and the
POC Fishing Center west of 15th Street and 141h Street between Commerce Street and
Water Street between the hours of 7:00 pm — Midnight on Friday, July 23, 2021 and
1:00 pm — 7:30 pm on Saturday, July 24, 2021 in Port O'Connor, Texas. (GR)
Road closures due to the Lone Star Shoot Out Tournament.
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Gary Reese, Commissioner Pct 4
SECONDER:
David Hall, Commissioner Pct 1
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
12. Consider and take necessary action to authorize the EMS Director to sign a contract with
Hurt's Wastewater Management for the South Station sewer system maintenance. (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
David Hall; Commissioner Pct 1
SECONDER,
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
13. Consider and take necessary action to award the bid for Infrastructure at Little
Chocolate Bayou County Park — Playground Improvements for Calhoun County, Texas
under Texas General Land Office Contract No. 20-065-064-C182 and Calhoun County
CDBG-DR 2020 Contract Work Order No. (E-1). (DH)
Motion made to award Kraftsman LP the contract.
RESULT:.
APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 3 of 5
COMMISSIONERS COURT-7/14/2021
14. Consider and take necessary action to transfer an office chair from Emergency
Management to CCEMS. (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Gary Reese, Commissioner Pct 4
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
15. Accept reports from the following County Office:
I. District Clerk — June 2021
ii. Justice of the Peace, Precinct 1— June 2021
iii. Justice of the Peace, Precinct 2 — June 2021
iv. Justice of the Peace, Precinct 3 — June 2021
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Vern Lyssy, Commissioner Pct 2
SECONDER:
David Hall, Commissioner Pct 1
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
16. Consider and take necessary action on any necessary budget adjustments. (RM)
RESULT:
APPROVED [UNANIMOUS]
MOVER:
Gary Reese, Commissioner Pct 4
SECONDER,
Joel Behrens, Commissioner Pct 3
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Page 4 of 5
COMMISSIONERS COURT-7/14/2021
17. Approval of bills and payroll. (RM)
MMC
RESULT:
APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Vern Lyssy, Commissioner Pct 2
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
County
RESULT:
APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Vern Lyssy, Commissioner Pct 2
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Payroll
RESULT:
APPROVED [UNANIMOUS]
MOVER:
David Hall, Commissioner Pct 1
SECONDER:
Vern Lyssy, Commissioner Pct 2
AYES:
Judge Meyer, Commissioner Hall, Lyssy, Behrens, Reese
Adjourned: 10:42 a.m.
Page 5 of 5
Agenda Item for
Commissioners Court — Wednesday, July 28, 2021
Consider and take necessary action to approve the Specifications and Invitation to Bid
Packet, Bid Number 2021.05 for the following combined services:
Inmate Telephone Services and Inmate Banking Software, Commissary Service and
Fiduciary Management Services for the Calhoun County Adult Detention Center for the
two year period beginning February 15, 2022 and ending February 14, 2024 with the
option to renew yearly for one year terms upon Commissioners Court approval and
authorize the County Auditor to advertise for bids. Bids will be due before 2:00:00 PM,
Tuesday, October 5, 2021.
Calhoun County, Texas
INVITATION TO BID
BID NUMBER: 2021.05
INMATE TELEPHONE SERVICES AND
INMATE BANKING SOFTWARE, COMMISSARY SERVICE
AND FIDUCIARY MANAGEMENT SERVICES
Term: Two (2) Years
Beginning February 15, 2022 and Ending February 14, 2024
With the option to renew yearly (one year terms) upon Commissioners Court Approval
SEALED BIDS ARE DUE: TUESDAY, OCTOBER 5, 2021
BEFORE 2:00:00 PM
SUBMIT SEALED BIDS TO: HONORABLE RICHARD H. MEYER, COUNTY JUDGE
CALHOUN COUNTY COURTHOUSE
211 SOUTH ANN STREET, 3RD FLOOR, SUITE 301
PORT LAVACA, TX 77979
Public Bid Opening will be conducted at 2:00:00 PM, Tuesday, October 5, 2021 in the County Judge's Office, Calhoun County
Courthouse, 211 South Ann Street, 3`d Floor, Suite 301, Port Lavaca, TX 77979
CONTENTS
• Invitation to Bid
• Bid Specifications
• General Conditions
• Required Forms
1. Calhoun County Adult Detention Center Service Application Form
For Background Check
2. Bid Form
3. Affidavit
4. Certificate of Interested Parties Form 1295
Must return when submitting your bid
S. Proof of Liability Insurance
Return a copy of your current coverage — This will provide proof that you carry at least the minimum
required coverage — Once an award is made, the awarded bidder shall provide a Certificate of Liability
Insurance that reflects that Calhoun County is an additional insured as stated in the Specifications and
General Conditions.
6. Conflict of Interest Questionnaire Form CIQ
Every bidder doing business with Calhoun County or seeking to do business with Calhoun County shall
complete Box 1 and sign and date in Box 7. Whether or not a conflict exists determines the other
information to include on the form.
7. Certification Regarding Debarment & Suspension and Other Responsibility Matters
8. Certification Regarding Lobbying
9. Disclosure of Lobbying Activities
If Not Applicable, bidder must mark NA and sign and date
10. House Bill 89 Verification
11. Residence Certification
12. W-9
13. Copy of BIDDER'S Proposed Contract
14. If applicable: Certification to conduct business as an Out -of -State Corporation in Texas
that includes the State License Number
• Current Agreement
• Current Phone Commissions (January thru May 2021)
• Current Commissary Sales/Commissions (January thru June 2021)
INVITATION TO BID
Notice is hereby given that the Commissioners Court of Calhoun County, Texas will receive
SEALED BIDS for the following services at the Calhoun County Adult Detention Center:
BID NUMBER: 2021.05, INMATE TELEPHONE SERVICES AND INMATE BANKING SOFTWARE,
COMMISSARY SERVICE AND FIDUCIARY MANAGEMENT SERVICES
BIDS are for a two year period beginning February 15, 2022 and ending February 14, 2024, with
the option to renew yearly (one year terms) upon Commissioners Court approval.
BIDS shall be for services of a qualified company with extensive experience in providing the
combined Inmate Telephone Services and Inmate Banking Software, Commissary Service and
Fiduciary Management Services.
The complete Invitation to BID Packet can be downloaded from the County's website,
www.calhouncotx.org (under Bid Notices and Results), or by contacting Peggy Hall, Assistant
Auditor, at 361-553-4610 or peggy.hall@calhouncotx.org.
A MANDATORY PRE -BID MEETING shall be held:
Date: Thursday, August 12, 2021
Time: 10:00 AM
Location: Calhoun County Adult Detention Center
302 West Live Oak Street
Port Lavaca, Texas 77979
ATTENDANCE AT THIS MANDATORY PRE -BID MEETING BY ALL PROSPECTIVE BIDDERS IS
REQUIRED AND IS A PREREQUISITE TO PROVIDING A BONAFIDE BID.
ALL BIDDERS attending the Mandatory pre -Bid Meeting shall fill out the Calhoun County Adult
Detention Center Service Personnel Application Form and return the form to each (all) of the
following by Wednesday, August 11, 2021 so that background checks may be completed before
the meeting:
1. Rachel Martinez, Jail Administrator, rachel.martinez@calhouncotx.org
2. Philip Dennis, Assistant Jail Administrator, philip.dennis@calhouncotx.org
3. Katie Dennis, katie.dennis@calhouncotx.org
4. Bobbie Vickery, Sheriff, bobbie.vickery@calhouncotx.org
Page 1 of 37
It is recommended that all BIDDERS attending the Mandatory Pre -Bid Meeting bring their
business card or a paper with their typed name, company's name, address, phone number and
email address to be presented when signing in to the Mandatory Pre -Bid Meeting.
SEALED BIDS ARE DUE:
Date: Tuesday, October 5, 2021
Time: BEFORE 2:00:00 PM
Location: County Judge's Office
Calhoun County Courthouse
211 South Ann Street, 3'd Floor, Suite 301
Port Lavaca, Texas 77979
At this time, all BIDS will be publicly opened.
ALL BIDS (one original and three copies, all in three ring binders) shall be delivered to the office
of the Calhoun County Judge in a SEALED 9 x 12 or larger envelope or box and CLEARLY MARKED
on the outside of the envelope or box: BID NUMBER 2021.05, INMATE TELEPHONE SERVICES
AND INMATE BANKING SOFTWARE, COMMISSARY SERVICE AND FIDUCIARY MANAGEMENT
SERVICES. Calhoun County does not accept faxed or emailed BIDS. Any BIDS received after the
due date and time will not be opened.
SEALED BIDS may be hand delivered or mailed to:
Honorable Richard H. Meyer, County Judge
Calhoun County Courthouse
211 South Ann Street, 3rd Floor, Suite 301
Port Lavaca, TX 77979
Commissioners Court reserves the right to waive technicalities, reject any or all BIDS, to accept
the BID deemed most advantageous to and in the best interest of Calhoun County. The award of
the BID and Contract shall be made to the responsible BIDDER, whose BID is determined to be
the most beneficial offer to Calhoun County and Calhoun County Inmates, taking into
consideration the relative importance of price and other factors set forth in the Invitation to BID.
Calhoun County, Texas is an Affirmative Action/Equal Opportunity Employer. The County does
not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender
identity, religion, age or handicapped status in employment or the provision of services. Section
3 Residents, Minority Business Enterprises, Small Business Enterprises, Women Business
Enterprises, and Labor Surplus Area Firms are encouraged to submit BIDS.
Cindy Mueller
County Auditor
Calhoun County, Texas
Page 2 of 37
BID SPECIFICATIONS
Bid Number: 2021.05
Inmate Telephone Services and Inmate Banking Software,
Commissary Service and Fiduciary Management Services
Term: Two (2) Years
Beginning February 15, 2022 and Ending February 14, 2024
With the option to renew yearly (one year terms) upon Commissioners Court approval
Commissioners Court of Calhoun County, Port Lavaca, Texas, is requesting SEALED BIDS for
Inmate Telephone Services and Inmate Banking Software, Commissary Service and Fiduciary
Management Services at the Calhoun County Adult Detention Center.
The Calhoun County Adult Detention Center is hereinafter called "DETENTION FACILITY" or
"JAIL"
I. INVITATION TO BID PACKET
1. The complete Invitation to Bid Packet can be downloaded from the County's website,
www.calhouncotx.org (under Bid Notices and Results)
2. Or by contacting Peggy Hall, Assistant Auditor, at peggy.hall@calhouncotx.org or 361-553-
4610
3. The complete Invitation to Bid Packet shall be used in preparing BIDS. Calhoun County does
not assume any responsibility for errors or misinterpretations resulting from the use of
incomplete sets of the Invitation to Bid Packet.
II. MANDATORY PRE -BID MEETING
1. A MANDATORY PRE -BID MEETING shall be held at 30:00 AM, Thursday, August 12, 2021 at
the Calhoun County Adult Detention Center, 302 West Live Oak Street, Port Lavaca, Texas.
a) ATTENDANCE AT THIS MANDATORY PRE -BID MEETING BY ALL PROSPECTIVE BIDDERS IS
REQUIRED AND IS A PREREQUISITE TO PROVIDING A BONAFIDE BID
b) ALL BIDDERS attending the Mandatory Pre -Bid Meeting shall fill out the Calhoun County
Adult Detention Center Service Personnel Application Form and return the form to each
(all) of the following by Wednesday, August 11, 2021 so that background checks may be
completed before the meeting: 1) Rachel Martinez, Jail Administrator,
rachei.martinez@calhouncotx.org; 2) Philip Dennis, Assistant Jail Administrator,
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philip.dennis@calhouncotx.org; 3) Katie Dennis, katie.dennis@calhouncotx.org; and 4)
Bobbie Vickery, Sheriff, bobbie.vickery@calhouncotx.org
c) It is recommended that all BIDDERS attending the mandatory pre -bid meeting bring their
business card or a paperwith theirtyped name, company's name, address, phone number
and email address to be presented when signing in to the mandatory pre -bid meeting.
2. All additional questions and/or questions not fully answered at the Mandatory Pre -Bid
Meeting about the meaning or intent of the Invitation to Bid are to be submitted to each
(all) of the following no later than 5:00 pm on Thursday. August 19, 2021:
a) Rachel Martinez, Jail Administrator, rachel.martinez@calhouncotx.org
b) Philip Dennis, Assistant Jail Administrator, philip.dennis@calhouncotx.org
c) Katie Dennis, katie.dennis@calhouncotx.org
d) Bobbie Vickery, Sheriff, bobbie.vickery@calhouncotx.org
It is the BIDDER'S responsibility to verify receipt of such questions.
3. No questions shall be answered orally after the Mandatory Pre -Bid Meeting. All questions
shall be submitted as stated above.
4. Answers, interpretations or clarifications of all submitted questions that are submitted by the
5:00 pm, Thursday, August 19, 2021 deadline will be answered in the form of an Addendum
and emailed to all BIDDERS that attended the Mandatory Pre -Bid Meeting by the County
Auditor's office once this Addendum has been approved by Calhoun County Commissioners
Court. No Addendum can be released until approved by Calhoun County Commissioners
Court. The BIDDER shall acknowledge the receipt of the addendum, if any.
III. SUBMISSION OF BIDS
ATTENDANCE AT THE MANDATORY PRE -BID MEETING BY ALL PROSPECTIVE BIDDERS IS
REQUIRED AND IS A PREREQUISITE TO PROVIDING A BONAFIDE BID.
SEALED BIDS ARE DUE BEFORE 2:00:00 PM, TUESDAY, OCTOBER 5, 2021 in the County Judge's
Office, Calhoun County Courthouse, 211 South Ann Street, 31d Floor, Suite 301, Port Lavaca,
Texas.
ALL BIDS (one original and three copies, all in three ring binders) shall be delivered to the office
of the Calhoun County Judge in a SEALED 9 x 12 or larger envelope or box and CLEARLY MARKED
on the outside of the envelope or box: BID NUMBER 2021.05, INMATE TELEPHONE SERVICES
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AND INMATE BANKING SOFTWARE, COMMISSARY SERVICE AND FIDUCIARY MANAGEMENT
SERVICES.
SEALED BIDS may be hand delivered or mailed to the Honorable Richard H. Meyer, County Judge,
Calhoun County Courthouse, 211 South Ann Street, 3rd Floor, Suite 301, Port Lavaca, Texas 77979.
If the BID is sent through the mail or other delivery system, the SEALED envelope or box shall be
CLEARLY MARKED "BID NUMBER 2021.05, INMATE TELEPHONE SERVICES AND INMATE BANKING
SOFTWARE, COMMISSARY SERVICE AND FIDUCIARY MANAGEMENT SERVICES" on the face of it.
A late delivery with an early postmark will not suffice.
Calhoun County is not responsible for the delivery of your BID to the office of the County Judge
or delivery to the wrong office. If you choose to send your BID by postal delivery, it is
recommended that you call the County Judge's office at 361-553-4600 to verify receipt of your
BID prior to the BID date and time.
The cell phone in the County Judge's office or the cell phone of the County Auditor's
Representative is the official clock that shall be used in determining the time the BID is received
and the time the BID will be opened. No BIDS will be accepted after the due time and date has
been reached.
Calhoun County accepts no financial responsibility for any cost incurred by and BIDDER in the
course of responding to these specifications
Faxed or emailed BIDS shall NOT be accepted
IV. REQUIRED BID SUBMITTAL INSTRUCTIONS
Return the following by Wednesday, August 11, 2021:
Calhoun County Adult Detention Center Service Personnel Application Form
Attend the Mandatory Pre -Bid Meeting at 10:00 AM, Thursday, August 12, 2021
Attendance at the Mandatory Pre -Bid Meeting by all Prospective Bidders is required and is a
prerequisite to providing a bonafide BID
Attended Mandatory Pre -Bid Meeting at the Calhoun County Adult Detention Center
Submitted Business Card or Written Contact Information at Mandatory Pre -Bid Meeting
Submit additional questions and/or questions not fully answered at the Mandatory Pre -Bid
Meeting no later than 5:00 pm on Thursday, August 19, 2021
Submitted Additional Questions and/or Questions not fully answered at Mandatory Pre -
Bid Meeting
Page 5 of 37
Return the following BEFORE 2:00:00 PM, Tuesday, October 5, 2021:
1. One (1) Original and Three (3) Copies (all in three ring binders) of all submittal information and
financial offerings and rates (BID Form) as stated in the Specifications:
Submittal in format as stated in Specifications
One (1) Original — in three ring binder
Three (3) Copies — in three ring binders
2. Required Forms:
Calhoun County Adult Detention Center Service Application Form (for Background Check)
This Form required to be returned by Wednesday, August 11, 2021
Bid Form
Affidavit
Certificate of Interest Parties, Form 1295
Proof of Liability Insurance
Conflict of Interest Questionnaire, Form CIQ
Certification Regarding Debarment & Suspension and Other Responsibility Matters
Certification Regarding Lobbying
Disclosure of Lobbying Activities
House Bill 89 Verification
Residence Certification
W-9
Copy of BIDDER'S Proposed Contract
If applicable: Certification to conduct business as an Out -of -State Corporation in Texas that
includes the State License Number
Do not fold any information
Page 6 of 37
BID shall be submitted in a SEALED 9 x 12 or larger envelope or box clearly marked on the
outside of the SEALED envelope or box: SEALED BID: BID NUMBER 2021.05, INMATE TELEPHONE
SERVICES AND INMATE BANKING SOFTWARE, COMMISSARY SERVICE AND FIDUCIARY
MANAGEMENT SERVICES
If you send your BID by UPS, FedEx, or other delivery services, the outside of this SEALED
envelope or box shall be clearly marked: SEALED BID: BID NUMBER 2021.05, INMATE
TELEPHONE SERVICES AND INMATE BANKING SOFTWARE, COMMISSARY SERVICE AND
FIDUCIARY MANAGEMENT SERVICES
SUBMIT SEALED BID BEFORE 2:00:00 PM, Tuesday, October 5, 2021 to:
Honorable Richard H. Meyer, County Judge
Calhoun County Courthouse
211 South Ann Street, Suite 301
Port Lavaca, TX 77979
IT IS UNDERSTOOD THAT the Commissioners Court of Calhoun County, Texas reserves the right
to waive any formality or irregularity, accept or reject any and/or all BIDS as it shall deem to be
in the best interest of Calhoun County. The award of the BID shall be made to the responsible
BIDDER, whose BID is determined to be the most beneficial offer to Calhoun County and Calhoun
County Inmates, taking into consideration the relative importance of price and other factors set
forth in the Invitation to Bid.
BIDS SHALL include this request (the complete BID Packet) and all additional submittal and
required documents as stated in the specifications. Any interlineations, alterations, or erasures
made before receiving time shall be initialed by the signer of the BID, guaranteeing authenticity.
Each BID shall be manually signed in ink by a person having the authority to bind the BIDDER in a
Contract and placed in a sealed envelope or box. The outside of the sealed envelope or box shall
clearly be marked with the BID number and name. Facsimile transmittals shall not be accepted.
LATE BIDS will be considered void and unacceptable. Calhoun County is not responsible for
delivery of your BID to the office of the County Judge or delivery to the wrong office. If you
choose to send your BID by postal delivery or other delivery service, it is recommended that you
call the County Judge's office at 361-553-4600 to verify receipt of your BID prior to the BID due
date and time. The cell phone in the County Judge's office or cell phone of the County Auditor's
Representative is the official clock that will be used in determining the time the BID is received
and the time the BID will be opened.
BIDS WILL BE received and publicly acknowledged at the location, date and time stated in the
specifications. BIDDERS, their representatives and interested persons may be present at the BID
opening. BIDS will be reviewed by the DETENTION FACILITY and once completed, their
recommendation will be presented to Commissioners Court for the award. After the award, the
BID tabulation will be available on the County's website (www.calhouncotx.org, under Bid
Page 7 of 37
Notices and Results) or by contacting Peggy Hall in the Auditor's office at 361-553-4610 or
peggy.hall@calhouncotx.org.
Calhoun County, Texas is an Affirmative Action/Equal Opportunity Employer. The County does
not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender
identity, religion, age or handicapped status in employment or the provision of services. Section
3 Residents, Minority Business Enterprises, Small Business Enterprises, Women Business
Enterprises, and Labor Surplus Area Firms are encouraged to submit BIDS.
V. SCOPE OF WORK
BIDS shall be for the services of a qualified company with extensive experience in providing the
combined Inmate Telephone Services and Inmate Banking Software, Commissary Service and
Fiduciary Management Services.
The BIDDER shall be engaged in the business of providing telephone services for correctional
facilities, and supplying food and other related products and services to Inmate commissary
departments of correctional facilities throughout the United States, including the DETENTION
FACILITY.
A. PURPOSE
Calhoun County's intent of this request for BID and Contract is to obtain BIDS from and the
services of a qualified company with extensive experience in providing the combined Inmate
Telephone Services and Inmate Banking Software, Commissary Service and Fiduciary
Management Services.
The Calhoun County Sheriff's Office operates a DETENTION FACILITY known as the Calhoun
County Adult Detention Center and wishes to enter into a Commissary Network Contract to
facilitate the ordering of commissary supplies by Inmates and the payment thereof (includes
Inmate Banking Software and Fiduciary Management Services); and to contract for Inmate
telephone services at the DETENTION FACILITY.
B. INFORMATION
DETENTION FACILITY'S population varies: Average daily population is 95.
DETENTION FACILITY'S Capacity is 144
All requests for information regarding the DETENTION FACILITY or technical questions related
to this BID shall be answered at the Mandatory Pre -Bid Meeting and in the form of an
addendum approved by Calhoun County Commissioners Court, if any addendum is necessary.
Page 8 of 37
Physical Address of the DETENTION FACILITY:
Calhoun County Adult Detention Center
302 West Live Oak Street, Port Lavaca, Texas 77979
JAIL Administrator:
Rachel Martinez, 361-553-4481, rachel.martinez@calhouncotx.org
Assistant JAIL Administrator:
Philip Dennis, 361-553-4482, philip.dennis@calhouncotx.org
Katie Dennis, 361-553-4483, katie.dennis@calhouncotx.org
Calhoun County Sheriff:
Bobbie Vickery, 361-553-4646, bobbie.vickery@calhouncotx.org
C. EVALUATION CRITERIA AND FACTORS
The award of the BID shall be made to the responsible BIDDER, whose BID is determined to be
the most beneficial offer to Calhoun County and Calhoun County Inmates, taking into
consideration the relative importance of price and other factors set forth in the Invitation to Bid
in accordance with the Texas Local Government Code, Chapter 262. The evaluation criteria will
be based on the following factors:
BIDDER'S TOTAL PROPOSED PRICE / FINANCIAL OFFERING
1. BIDDER'S proposed commission paid to Calhoun County (Based on gross revenue to be
defined as revenue on all calls including but not limited to international, local and long
distance calls, completed or not completed, originating from Inmate non -coin phones
including calls for which payment cannot be collected from customers)
2. Cost Proposal's compliance with minimum specifications and financial offering
BIDDER'S SUPPORT / SERVICE / WARRANTY / QUALIFICATIONS
1. Financial Stability
2. Qualifications, experience and references with other institutions similar in size to the
DETENTION FACILTY
3. Capability to provide prompt responsive service and off site technical support
4. Proposed Warranty and Maintenance Programs
5. BIDDER'S ability to perform (including documented history of making timely commission
payments as required by these specifications)
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THE PROPOSED PRODUCT AND SERVICES MEETING CALHOUN COUNTY'S NEEDS AND
REQUIREMENTS
1. Adhere to requirements of the specifications
2. BIDDER'S responsibility clearly defined
3. Calhoun County's participation and responsibility clearly defined
4. Demonstrated ability to fully meet the needs of Calhoun County including future needs
through enhancements and upgrades
5. System Features: Written in Visual Basic, Utilizes a MS SQL Database, Allows for System
Wide Settings, Allows for Individual Facility Site Settings, Database will include web based
and backed up
D. SUBMITTAL
For proper comparison and evaluation, Calhoun County requests that BIDS address, at a
minimum, the following format:
1. Cover Letter —A brief introductory letter of representation
2. Executive Summary — A brief summary highlighting the most important points in the BID
including but not limited to the following:
a) Statement indicating the company which will be providing the services and indicating any
subcontractors which will be utilized
b) Statement indicating the point of contact for BID information
c) Statement indicating the person authorized to legally obligate the company
d) Provide complete contact information to include name, address, phone, fax and email
address for the contact person
3. Degree of Compliance — A statement that all products and services quoted in the BID are in
full accordance with the specifications or a brief listing of all those specification sections to
which the BIDDER takes exception. Include latest year certification (documentation that
certifies the right to do business in the State of Texas)
4. Proposal Pricing / Delivery — Pricing shall be itemized for all items requested and included in
this BID. Brief notes referencing specific line items may be included, if necessary, for
Page 10 of 37
explanation. A schedule of delivery, transition and installation shall also be included. Sales.
tax is to be absorbed by the BIDDER.
S. Explanations and Exceptions — Explanations, exceptions, comments, etc., pertaining to the
specific sections of the specifications. All comments shall be listed and numbered in order of
the respective article of the specification.
6. Descriptive Literature — Illustrative or descriptive literature, brochures, specifications,
drawings, diagrams, etc., that provide additional product/service information with regard to
issues addressed in other areas of the BIDER'S BID.
7. Contractor Background Information —This section shall include a description of the BIDDER'S
experience with other services similar to the one described herein. This information shall
include scope of several similar jobs including magnitude and cost, customer contacts and
other information that Calhoun County can use as a basis for performance evaluation. This
section shall also include information on your organization and staff assigned to the project.
8. References — BIDDER shall submit with this BID, a list of at least three (3) references where
like services or similar projects have been performed by their company. Include name of
company, address, telephone number and name of representative.
9. Financial and Other Qualifications —The BIDDER shall provide the following information:
a) Corporate credit and financial references to include at least two bank references
b) BIDDER'S drug screen policy and background check procedures
E. ADDITIONAL SUBMISSIONS
1. Copy of all rates, surcharges and financial offerings and the following forms:
a) Calhoun County Adult Detention Center Service Application Form (For Background Check)
This Form required to be returned by Wednesday, August 11, 2021
b) Bid Form
c) Affidavit
d) Certificate of Interested Parties, Form 1295
e) Proof of Liability Insurance
f) Conflict of Interest Questionnaire, Form CIQ
Page 11 of 37
g) Certification Regarding Debarment & Suspension and Other Responsibility Matters
h) Certification Regarding Lobbying
i) Disclosure of Lobbying Activities
j) House Bill 89 Verification
k) Residence Certification
1) W-9
m) Copy of BIDDER'S Proposed Contract
n) If applicable: Certification to conduct business as an Out -of -State Corporation in Texas
that includes the State License Number
2. Theory of operation for proposed system
3. System features list with feature capabilities included in BID
4. Sample copies of all management, transaction, and financial reports available to Calhoun
county and description of format and cycle
5. Contract with rates and financial offerings
6. A transaction schedule to demonstrate BIDDER'S plans to migrate all current services to new
services without interruption and how accounting of revenue will be controlled to insure
maximum commission during transaction
F. COST SUBMITTAL / RATES AND FINANCIAL OFFERING
The cost proposal shall contain the commission percentage on gross revenue Calhoun County will
receive based on gross revenue to be defined as revenue on all calls and payment methods
originating from Inmate non -coin phones including calls for which payment cannot be collected
from customers. Payments will be paid on a monthly basis 25 days after the end of the month in
which calls were incurred.
The BIDDER will include any and all financial offerings in response to the BID. The BIDDER will
provide the following information at a minimum:
1. Details of billing and payment arrangements
2. Commission rates to be remitted and net sales calculations
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3. Sample of monthly commission statements
4. Projected revenue for DETENTION FACILITY
G. OTHER PROJECTS INVOLVED WITH
BIDDER shall provide a list of other projects they are currently involved with or will be involved
with.
H. TELEPHONE SERVICES SYSTEM REQUIREMENTS
Inmate Telephone Services is provided by using funds from the Inmate's commissary account to
purchase phone time.
1. The System shall be set up and ready for operation by February 15, 2022
2. The System to be supplied by the BIDDER shall provide for recorded and literature step by
step instructions to the Inmate for the procedure to complete free, prepaid and collect
telephone calls
3. The System shall have an internal debit system and not an outside calling card system. The
debit taxing amount shall be absorbed by the BIDDER
4. PINS become active at booking and inactive at release
5. The system shall have the ability to block three way calling
6. Ownership of all equipment shall remain with the BIDDER
7. All current cabling shall remain the property of the DETENTION FACILITY
8. Installation shall be at the expense of the BIDDER
9. The system shall include:
a) One (1) telephone at booking to provide two (2) free local and/or long distance five (5)
minute complete calls per Inmate booked at the DETENTION FACILITY with the ability to
call cell phones, local and long distance
b) Ten (10) visitation telephones
c) Three (3) portable telephones in the DETENTION FACILITY'S hallway
d) Fourteen (14) telephones in the DETENTION FACILITY'S housing locations
Page 13 of 37
INSTALLATION REQUIREMENTS
1. Turnkey Installation —BIDDER shall be responsible for all costs associated with the Inmate
telephone system, including purchase of equipment, installation, service, maintenance,
voice network and transmission, data network, and day-to-day operation. Calhoun
County shall have no responsibility for any costs associated with the system.
2. BIDDER is responsible for determining all wiring and software requirements; costs
associated with the conversion of service from current Inmate telephone system
providers to the successful new service provider. Successful BIDDER shall coordinate all
details of switching out services with the current vendor and guarantee they can have
their equipment installed in working order by February 15, 2022.
SERVICE AND SUPPORT REQUIREMENTS
1. Successful BIDDER shall be responsible for maintenance support on a twenty-four (24)
hour, seven (7) day per week basis with personal contact and response time of four (4)
hours for software services and within four (4) hours for repair service.
2. Describe, in detail, your company's service and maintenance program. Include remote
programming, diagnostics, downloading and trouble -shooting. Describe how the phones
are polled, how often, and what information is gathered during remote diagnostics.
3. Wherever "Maintenance" is specified in this section, it shall mean "Software and/or
Hardware and/or other telephone equipment Maintenance, Support and repair and/or
replacement requirements".
4. All costs for maintenance, support, repair of all software and equipment will be borne by
the successful BIDDER, and will not be deducted from any commissions.
5. During the term of any contract awarded as a result of the BID, successful BIDDER agrees
to provide maintenance to diagnose problems, determine proper solutions and provide:
a) The implementation of any required solutions, changes, modifications, updates or
other services which are necessary to allow the Software, Hardware and any other
telephone equipment to perform in accordance with the specifications as set forth in
the BID
b) Upgrade the Software and/or hardware to its required performance standards as
required in the BID
c) Telephone support shall be available to accept calls regarding maintenance twenty-
four (24) hours a day, seven (7) days a week. Describe the location of your technical
services call center(s), and indicate whether, and under what circumstances, a
maintenance call from the facility will ever be answered by a service representative
located outside of the United States.
Page 14 of 37
d) Successful BIDDER shall respond to a telephone request for maintenance within four
(4) hours after the initial notification.
e) Successful BIDDER shall provide person to be available to Calhoun County for the
ability to burn calls off at any time.
6. Telephone support shall be available to accept calls from Inmate call recipients
(friends/family) regarding customer service, billing, and prepaid account setup and
funding twenty-four (24) hours a day, seven (7) days a week. Describe the location of your
customer service call center(s), and indicate whether, and under what circumstances, a
customer service call from an Inmate call recipient will ever be answered by a service
representative located outside of the United States.
TECHNICAL REQUIREMENTS AND SPECIFICATIONS
The following identifies the minimum requirements of the desired Inmate telephone system:
1. "State of the Art' technology and web based equipment with multilevel password
security access. The architecture shall be expandable to allow future growth.
2. The Inmate Phone System shall process all Inmate Calls on an outgoing, station -to -station
basis.
3. All phones shall limit one call per connection.
4. No incoming calls shall be permitted.
5. All Inmate calls shall be processed by an automated operator and shall not allow access
to a live operator at any time.
6. After the dialing sequence, the Inmate shall be put "ON HOLD". The Inmate shall NOT be
permitted to monitor call progress and shall NOT be allowed to communicate with the
called party, until the call is positively accepted.
7. The System shall be capable of informing the called party the amount that will be billed
for the call prior to acceptance of the call.
8. The system shall brand all Inmate calls with a pre-recorded message announcing the
collect call, name of the facility, and pre-recorded name of the Inmate initiating the call.
The system shall have, at a minimum, multi-lingual capabilities for English and Spanish.
9. The system shall provide as a minimum the following security, control and investigative
features:
a) Deny access to 800, 888, 877, 411, 555-1212, 900, 911, 950+1, 976 or 10-10xxx
numbers. Allow the blocking of specific telephone number such as victims, witnesses,
judges, and county staff.
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b) The system shall be capable of allowing free local calls to certain numbers such as
Public Defender, Crime Stoppers, etc.
c) Ability to control call duration on the basis of time limits and time of day restrictions.
d) The ability to set time limits and calling hours for destination numbers.
e) Provide the capability to assign and use "PIN" management with the Inmate
telephone system. Integration with the facility's Jail Management System (JMS) is
required to automate the PIN assignment process. The Calhoun County Sheriff's Office
and the DETENTION FACILITY utilizes the Southern Software JMS. The selected BIDDER
is expected to cover any expenses Southern Software JMS may require.
f) The system shall offer the option to record and monitor the visitation booths. At
present visitation booths are in use. The Inmate shall be required to enter a valid PIN
in order to initiate each visitation session. The Inmate booths currently are wired to
the Inmate phone system.
g) The system shall provide an integrated capability to monitor, record, store, and
retrieve Inmate phone conversations on a real time basis and retrieve conversations.
Recordings shall be stored online for a minimum of 36 months, with the option to
archive to DVD.
h) Recording playback function shall be able to split Inmate side of conversation from
called party side of conversation to play on separate speakers for more detailed
analysis.
i) Provide correct and accurate call detail and management reports for all calls placed
from the Inmate phones. Reports shall include as a minimum, origination number,
destination number, type of call (local, intralata, interlata/intrastate, or interstate),
number of minutes of call, reason for disconnect and total call charges. Reports shall
be available onsite to authorized County personnel, with no intervention from the
BIDDER necessary.
j) Provide accurate summary revenue reports on site from any system workstation.
Reports shall include all call types (collect, prepaid collect and debit/debit card) and
shall reflect the total revenue for each call type, subtotaled by tariff type, calls within
the Local Access Transport Area (intraLATA), calls outside the Local Access Transport
Area (interLATA), Interstate calls, and International calls.
k) The System shall be capable of producing detailed and summary reports which reveal
Inmate telephone activity, such as telephone numbers called by more than one
Inmate.
1) BIDDER shall supply one (1) user workstation.
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m) Call Detail Records —Call records and recordings shall be stored online for a minimum
of 36 months. Alternate proposals of archive storage are not acceptable. BIDDER shall
specify in their proposal where the call records and recordings will be stored, and
where backups of either will reside.
n) Inmate Messaging System - the facility may be interested in a system which allows
caller to send short duration messages (voice mail) to Inmates. All messages are to be
recorded and stored for investigative purposes within the call processing system. The
receiving called party may be charged a reasonable fee for each message.
o) The System shall offer unlimited secure, remote access capability from any PC or
laptop with high speed internet connectivity. This remote access shall (at a minimum)
enable authorized users to view call records, generate reports, monitor live
conversations, and search/retrieve/play recorded calls. Remote access activity shall
not impair system functionality or performance in any way.
p) Integration with the facility's Commissary System is required to automate the debit
calling option.
EQUIPMENT
1. All telephone equipment provided shall be new and completely operational at cutover.
2. All equipment shall comply with Part 68 FCC Rules and meet or exceed all applicable codes
and standards for installation and service.
3. All systems proposed shall meet ADA standards. The BIDDER shall provide one telephone
with TDD capability at no charge. Each TDD call shall be recorded by the Inmate phone
system, converted to text, and attached to the call recording.
4. All Inmate telephones shall be indestructible type telephones suitable for use in a
DETENTION FACILITY, tamperproof, with steel encased housings and shockproof keypads.
All handsets shall be of heavy-duty construction with no removable parts and shall be
hearing aid compatible. The hand set cord shall be armored with a stainless steel lanyard.
All phone instruments shall be waterproof, fireproof and feature DTMF dialing.
5. The Inmate telephone system shall include an armored handset cord that is resistant to
stretching and breaking. The handset cord length should be no longer than 14 inches long
as to comply with the recommendation of the Texas Commission on Jail Standards.
6. The Inmate telephone system shall include telephone equipment that is capable of being
operated with ease and includes concise instructions on the faceplate.
7. All telephone instruments shall be line powered and have UPS back-up power. No
separate power supply shall be required. The UPS back-up as other equipment, whether
or not specifically mentioned, to complete a total Inmate telephone system will be the
responsibility of the successful BIDDER and any and all costs will be borne by the
successful BIDDER and will not be deducted from Commissions.
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OTHER OPTIONS
We are interested in the optional features and technology that each BIDDER has to offer.
These value added options can be additional features of the system, integrated solutions or
external technologies that complement the Inmate calling system and enhance our ability to
perform investigations. Technologies proposed may be included in the BID at no cost or
offered at an additional price, which may be funded from commission revenue.
TELEPHONE SERVICES PAYMENT
In addition to the Federal Communications Commission, the Texas Public Utility Commission,
the Texas Commission on Jail Standards or any other governmental agency with authority or
jurisdiction over Inmate telecommunications enters, rules, orders, orjudgements that would
substantially impair or reduce gross revenue generation or allow the BIDDER to process
Inmate calls as envisioned by this Contract, the BIDDER has the immediate option to
renegotiate the commission. The renegotiation shall be presented to and approved by the
Calhoun County Commissioners Court in the form of an amendment to the Contract.
If the DETENTION FACILITY and the BIDDER cannot agree on an adjusted percentage
commission then either party may terminate this BID and Contract upon sixty (60) days
written notice. The notice shall be delivered in person or sent by registered or certified mail,
return receipt requested, proper postage paid and properly addressed to: 1) Calhoun County
Adult Detention Center, Attn: Rachel Martinez, Jail Administrator, 302 West Live Oak Street,
Port Lavaca, Texas 77979; 2) Calhoun County Sheriff, Attn: Bobbie Vickery, 211 South Ann
Street, Suite 105, Port Lavaca, Texas 77979; 3) Calhoun County Judge, Attn: Richard H. Meyer,
Calhoun County Courthouse, 211 South Ann Street, Suite 301, Port Lavaca, Texas 77979; and
4) Calhoun County Auditor, 202 South Ann Street, Suite B, Port Lavaca, Texas 77979.
TELEPHONE SERVICE FURTHER ASSURANCES
During the term of this BID and Contract, including any renewal periods, the DETENTION
FACILITY agrees to:
1. Reasonably protect the equipment against willful abuse and promptly report any damage,
service failure or hazardous conditions to the BIDDER
2. Provide, at its' own expense, necessary power and power source and suitable space for
the equipment accessible to the user and the BIDDER
3. Permit reasonable access to the DETENTION FACILITY in accordance with the DETENTION
FACILITY'S policies, without charge or prejudice to BIDDER'S employees or
representatives
4. Inmate shall only have access to telephone services from 6:00 AM to 10:00 PM each day
with the exception of the booking phone which shall be available 24 hours
5. Inmates telephone call duration shall be limited to 15 minutes in housing locations
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6. Visitation telephone call duration shall be limited to 20 minutes
7. Booking telephone duration shall be at least a 5 minute free phone call to local, long
distance and cell phones.
8. Monthly statements (recap) and backup reports, also accessible online, shall be
forwarded with each commission payment to: Calhoun County Adult Detention Center,
Attn: Rachel Martinez, Jail Administrator, 302 West Live Oak Street, Port Lavaca, Texas
77979.
9. Inmate phone cost per minute includes any applicable taxes and fees accrued that
Calhoun County is not exempt from.
10. The BIDDER shall pay any applicable taxes or fees accrued from Inmate calls to the
appropriate entity, including the State of Texas.
11. Commissions shall be paid to Calhoun County, Texas. Payment shall be made by check,
payable to Calhoun County, Attn: Rachel Martinez, Jail Administrator, 302 West Live Oak
Street, Port Lavaca, Texas 77979.
I. INMATE BANKING SOFTWARE, COMMISSARY SERVICES AND FIDUCIARY MANAGEMENT
SERVICES — MINIMUM REQUIREMENTS
1. Convert previous system information to current program with Inmate status and balances by
February 15, 2022
2. BIDDER shall supply the DETENTION FACILITY with such computer equipment and software
to enable the facility to access the system to account for Inmate welfare funds maintained by
the facility and affect purchases by Inmates from commissary supplied by the BIDDER
3. Hardware shall be installed and maintained by the BIDDER and shall remain the sole property
of the DETENTION FACILITY throughout the BID and Contract
4. BIDDER'S computer hardware and software shall be returned by the DETENTION FACILITY to
the BIDDER in the same condition, reasonable wear and tear accepted, as existed at the time
the computer hardware and software was installed
5. Program works with current Jail Management System to add new Inmates with Calhoun
Sheriff's Office Number and enters as "Active" upon booking in and "Inactive" upon release
6. Provide Commissary List specifically for Inmates with health restrictions such as diabetic, high
blood pressure, etc. Inmates on health restrictions may only order from this list.
7. Provide list of all food, hygiene, and related items available to Inmate
8. Modify list to fit the needs of the DETENTION FACILITY
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9. Provide a variety of items not currently offered — Example: Diabetic/High Blood Pressure
food options, E-Cigarettes
10. Commitment to provide profitable, secure, efficient, and reliable programs
11. Deliver on scheduled date, if holiday, prior arrangements made
12. Items are packaged with DETENTION FACILITY safety issues in mind (clear packaging)
13. Each individual Inmate order packaged separately
14. Brand name merchandise at lower prices
15. Advanced technology, scanning and vending point of sale
16. Latest technology offered / update of software, including printing of Inmate photo and/or
other
17. Identifiers on check stubs
18. Equipment replacement if current Contract is renewed or if failure occurs
19. Tech support 24/7
20. Early termination requires sixty (60) days written notice by either party. Early termination
written notice shall be delivered in person or sent by registered or certified mail, return
receipt requested, proper postage paid and properly addressed to: 1) Calhoun County Adult
Detention Center, Attn: Rachel Martinez, Jail Administrator, 302 West Live Oak Street, Port
Lavaca, Texas 77979; 2) Calhoun County Sheriff, Attn: Bobbie Vickery, 211 South Ann Street,
Suite 105, Port Lavaca, Texas 77979; 3) Calhoun County Judge, Attn: Richard H. Meyer,
Calhoun County Courthouse, 211 South Ann Street, Suite 301, Port Lavaca, Texas 77979; and
(4) Calhoun County Auditor, 202 South Ann Street, Suite B, Port Lavaca, Texas 77979
21. Sales representative shall make contact, at minimum, quarterly to discuss concerns
22. Successful BIDDER shall pay all taxes (awarded BIDDER remits all taxes on behalf of the
DETENTION FACILITY)
23. Notify DETENTION FACILITY of any substitutes or back orders prior to delivery by email, fax
or phone
24. Local and off -site backup of data
25. Commission will be reflected correctly on invoicing and paid monthly
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26. If available, phone services are compatible: Inmates area ble to place order on housed phone
with available funds given however order will be confirmed by a DETENTION FACILITY Officer
prior to order being placed.
27. Option to purchase hygiene items shall be prior to other items if balance is $5 or more
INMATE BANKING SOFTWARE REQUIREMENTS
The following are the mandatory specifications that will be required of the Inmate Banking
Software. The system shall contain all of the requirements and system features that are
outlined below. These shall currently exist in the Inmate Banking Software at the time of BID
submission for the BID to be considered.
SYSTEM REQUIREMENTS
The proposed software shall meet the following criteria to be considered compliant with the
software specifications.
System Features
1. Written in Visual Basic
2. Utilizes a MS SQL Database
3. Allows for System Wide Settings
4. Allows for Individual Facility Site Settings
5. Database will be web based and backup
The proposed Inmate Banking Software shall provide for an accurate, cashless accounting of
all Inmate monies, expenses, purchases and pay -for -stay. At a minimum, it shall contain all
of the features and reporting, including the following:
SOFTWARE FEATURES
1. Software Licensing for up to four computers to access the system
2. General Ledger with Automatic Dual Accounting Posting
3. General Ledger Reporting for all Ledger Accounts
4. Data Specific Reports for all Ledger Accounts
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5. Provide for a Trail Balance to be run at any time
6. Fiscal Year Maintenance with End of Month Reporting
7. Allow for Year End Fiscal Adjustments to be entered prior to Closing the Fiscal Year
8. Checkbook Reconciliation
9. Inmate Bail Module Complete with Reports Section
10. Inmate Receivable Module Complete with Reports Section
11. Inmate Module Complete with Reports Section
12. Automatic Check Writer with Laser or Form Fed Check Capability
13. Transaction Audit Trail by User
14. Provide for an Automatic Checkbook Reconciliation Module
15. Successful BIDDER will transfer existing account information from current system to
their system upon installation
16. Allow for the input of Inmate address and phone contact information for the purpose
of generating invoices
17. Allow to receive complete invoicing through software compatible to our current
software programming
18. Allow for an invoice to be generated through software compatible to our current
software programming
19. Provide for a Multiple Release Module to release a group of Inmates on the same
check with appropriate report
20. Onsite Commissary Inventory Module with Reports Section
21. Inmate Property Module with Reports Section
22. Indigent Module which includes the ability to rotate up to four (4) indigent packs
individually for each Inmate based upon monetary and time criteria to be determined
by the facility
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23. Allows for debt to be collected based upon a percentage of incoming funds to be
determined by the facility
24. Allows for collected funds to be applied to debts either by priority, percentage, or
defaults, commissary inventories, order spending limits and indigent parameters
25. The system shall always be in a balance with a General Ledger
26. Provide reports on cash box/drawer balance and balance history
27. Provide reports on commissary orders, order rejections and commissary sales and
products offered
28. Provide reports of frozen Inmate accounts or accounts with administrative holds or
other facility designated restrictions
29. Provide account summaries (both individual and facility) including transaction history
30. Provide for escheating of checks
31. Provide for reports on all checkbook activity by operator defined criteria
32. Provide reports of daily and monthly balances, along with daily transactions
33. Allow for accounts to be closed with a facility defined minimum balance not to be paid
to the Inmate
34. Provide for inactivity maintenance to include reporting and reclamation of moneys
35. Provide for Inmate intake (active) and release (inactive) reporting
36. Allow for multiple checkbooks to be set up in the software
37. Allow for multiple profit accounts to be maintained within the software
38. Provide for multiple facility & operator log reports
39. Provide for the ability to perform automated group charges by facility designated
criteria
40. Allow for classification of Inmates for the purpose of precluding charges being made
on those accounts
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41. Allow for the assignment of a facility designated permanent number (the Calhoun
Sheriff's Office Inmate number) for each Inmate
42. Allow for reports to be run on both the permanent number and booking number for
each Inmate
43. Allow for information from Jail Management System to be automatically entered into
commissary information
44. Allow for tax reports on non -vendor products sold by facility to Inmates
45. Allow transfer of Inmate information from current vendor data to winning BID vendor
data
INVENTORY
The BIDDER will describe the inventory management module in detail and insure that the
system provides an inventory module that will contain, at a minimum, the following
functions:
Inventory Management Features
1. Ability to track inventory levels
2. Maintain a physical inventory count sheet
3. Generate reorder and restock reports
4. Maintain a listing of all inventory items available
5. Have the ability to maintain multiple site inventories
COST RECOVERY COMPONENTS
The BIDDER shall describe, in detail, the capabilities of proposed system to implement an
effective cost recovery program. The BIDDER will provide information regarding how other
facilities have implemented a cost recovery program and the projected financial impact this
will have to Calhoun County. The BIDDER will provide examples of other facilities within the
State of Texas who have implemented similar cost recovery programs.
HARDWARE
The BIDDER shall provide the following computer hardware:
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1. One server and one workstation with associated printers with a battery backup sufficient
to carry the system
The BIDDER shall provide details regarding the computer hardware:
1. List of hardware to be provided. All hardware provided shall be new
2. Hardware support staff for Calhoun County and Training
3. Maintenance schedule for proposed equipment
4. 24/7 Support
START-UP / TRANSITION PLAN
1. BIDDER shall provide a start-up/transition plan which details and provides time frames
for all BID services, systems, software, labor, and equipment necessary for successful
commissary process.
2. BIDDER shall provide references and past experience that demonstrate the BIDDER'S
ability to successfully perform the proposed start-up/transition plan.
OPERATIONAL PLAN OPTIONS
1. BIDDER shall provide separate operation plans:
a) One including Inmate self-service kiosks in all living units and
b) One including phone integration with current phone vendor to allow for phone order
entry
2. Orders shall be bagged at an off -site location; no on -site space will be provided for
bagging of Inmate orders. BIDS which include on -site bagging will be disqualified
3. Inmates shall receive their orders within 24 hours after they have been processed (money
taken off books)
4. BIDDER shall provide a detailed operational plan and schedule for processing and
delivering the weekly commissary orders, in a complete and timely manner
5. Accompanying this BID shall be information from a facility (similar in size) with a similar
plan that the BIDDER has operated each operation plan requested in Texas. A contact
name and number from the facility shall be included
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PROPOSED OPERATING PLAN
The BIDDER shall provide the following information with regards to the proposed commissary
services.
1. Location of service center which will provide service to the DETENTION FACILITY
2. Overview of proposed operating plan to include service levels, delivery of products and
backup operating plan
3. Order packaging procedures to include order filling procedures and individual order
packaging
4. Order delivery procedures
5. Complaint resolution process
6. Projected sales with reference documentation
INMATE KIOSKS
1. BIDDER will be required to provide, install and support 10 Inmate ordering kiosks
throughout the facility
2. BIDDER will be required to provide, install and support 3 mobile kiosks
3. Wiring - Awarded BIDDER is responsible for all wiring
4. Kiosks shall be made to withstand the correctional environment
5. Kiosks shall use a shatterproof touch screen, keyboard operated kiosks will not be
accepted
6. Kiosks shall display pictures of commissary products
7. Kiosks shall be bilingual (English and Spanish, at a minimum)
8. Kiosks shall allow for Inmates to build commissary orders regardless of their balance.
Balances will be checked and deducted upon processing of orders
9. Kiosks shall be able to display the Inmate's account balance in real time as well as display
their account history (debits/credits)
10. Kiosks shall have an offender communication module (grievances, requests, etc.)
11. Kiosks shall have a facility page for posting static information
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Commissary restrictions to include at a minimum
Type of Restriction
Description
Scope
Quantity per order
Any item may be restricted to any
Per Inmate, per order
quantity
Quantity per time span
In addition to the quantity per
Per Inmate, per
order restriction, any item may
item, per time span
be restricted to any quantity
over any time span in days.
Orders per time span
Any Inmate may be restricted
Per Inmate, per time
from placing any number of
span
commissary orders over any time
span in days.
Disallowed item
Any item may be restricted
Per Inmate, per item
entirely from a given Inmate
Category quantity
Any Inmate may be restricted to
1 per Inmate, per
restriction
a given quantity of a collection of
category
related items
Category age restriction
Any Inmate may be completely
Per Inmate, per
restricted from ordering a class
category
of items on account of age
Spending limit restriction
Any Inmate may be restricted
Per Inmate, per order
to a maximum dollar amount
Spending limit override
Any Inmate may be granted a
Per Inmate, per item
spending limit override to
order a given item
Restriction grid by
Entire restriction grids including
Per Inmate, per grid
housing location, gender,
combinations of any of the above
and/or age
restrictions can be applied
automatically during the order
process based upon an Inmate's
location in the facility, gender, or
age
Page 27 of 37
OPERATION OF COMMISSARY NETWORK
The DETENTION FACILITY agrees to employ the necessary staff persons necessary to
operate the commissary, software and distribution of all commissary orders.
The BIDDER shall agree to a regular weekly schedule of when the commissary order(s)
shall be placed and delivered with the Jail Administrator.
Check Register and Bank Reconciliation
1. Ability to use pre -numbered or blank check stock
2. Ability to record bank account, routing, and check ID with magnetic ink printing
technologies to ensure that all checks recorded to the system are printed from the
system
3. Simple and Advanced on-line query capabilities including dollar ranges, date ranges,
check number ranges, payee wild card search, Inmate issuing check, and transaction
type
4. Ability to update status to cleared, voided, expired
5. Automated Bank to Book Reconciliation with the ability to record and retain bank
opening and closing balances and dates, documents cleared, bank charges and credits
6. Positive paycheck issue transfer to allow bank to flag possibly fraudulent checks
7. Automated bank reconciliation capabilities to receive check and deposit status in
electronic format from bank
INTEGRITY AND AUDIT TRAIL
Each financial transaction relating to an Inmate account shall include, at minimum, the
Inmate's account code, the date, amount, timestamp (to the millisecond), workstation ID,
officer ID, description, receipt number, cross-reference to related transactions (example:
recoverable, bank reconciliation, general journal, etc.), and the transaction code
(example: DEPCASH, DEPMO money order, EPR electronic commissary purchase, ERF
refund, CHECK, etc. [these transaction codes shall be both unlimited and 100 percent user
definable]).
Debit Release Specifications
1. Debit release cards shall carry the MasterCard® or Visa® logo
2. Debit release card shall be FDIC insured
3. Service shall provide immediate access to funds
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4. Release cards shall provide the ability to make both pin based and signature based
transactions
5. Both pin based and signature based transactions shall be free of charge to the
cardholder
6. Release cards shall allow for the first ATM withdrawal to be free of charge to the
cardholder (from provider)
7. Release card shall have the option to be converted to a permanent re-loadable card
by the cardholder
8. Release cards shall have a toll -free customer service number located on the card.
Customer service shall be bi-lingual and accessible 24x7x365
9. Release cards shall have 24x7x365 account access
10. Facility staff shall be able to access a secure website for the purpose of loading the
Inmate funds onto a debit release card
11. BIDDER shall provide a card swipe that will allow the facility staff to populate the debit
card number on the website to reduce human error
12. Facility shall have access to reporting needs 24x7x365 via the secure website
13. The debit release card program shall be offered at no cost to the Agency
14. Release cards shall be able to load a maximum of $2,500.00
15. Inmates shall be able to activate the cards by a toll -free phone number and a secure
website. Both to be free of charge to the Inmate
16. Inmates shall have the option to register their card with the provider upon activation.
If reported lost, the provider can de -activate card and send them the remaining
balance at time of deactivation to the Inmate
INMATE BANKING AND COMMISSARY SERVICE PAYMENT
The BIDDER shall invoice the DETENTION FACILITY for all commissary items purchased
pursuant to the commissary network.
The DETENTION FACILITY shall pay such invoices from Inmate welfare funds and the
DETENTION FACILITY shall be responsible for seeking reimbursement for Inmate welfare
funds.
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J. COMMISSARY AND TELEPHONE SERVICES
Both services shall allow Inmates to retrieve their balance from the Inmate housing phone and
place their commissary order to be finalized by the phone system provided or by a DETENTION
FACILITY staff officer at no fee.
The phone systems shall retrieve Inmate information from the Jail Management System.
Phone recordings and usage of access to the internet or web -based phone system shall be
provided at no additional fee.
The DETENTION FACILITY shall not be charged for BIDDER providing signage, training, repairs,
updates, billing or collection.
K. ADDITIONAL SERVICES
The BIDDER shall provide the highlights of additional services or offerings available from the
BIDDER which will benefit the DETENTION FACILITY. The BIDDER shall only submit services and
software products that are currently available and in use at another correctional facility. The
BIDDER shall include any costs associated with the additional services.
VI. GENERAL
ADDENDA
Any interpretations, corrections or changes to this BID will be made by addenda. When
specifications are revised, the Calhoun County Auditor's Office will send the addendum to each
BIDDER that attended the mandatory pre -bid meeting once it has been approved by
Commissioners Court. No addendum can be sent out until Commissioners Court has approved
the addendum.
ASSIGNMENT
The successful BIDDER shall not sell, assign, transfer or convey any Contract resulting from this
BID, in whole or in part, without the prior written consent of the Calhoun County Commissioners
Court.
AUDIT
BIDDER shall permit the DETENTION FACILITY and/or the County Auditor's office to audit, read,
review and copy all records pertaining to this BID at no additional charge.
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AWARD OF BID
Calhoun County reserves the right to reject any or all BIDS, including without limitation the rights
to reject any or all nonconforming, nonresponsive, unbalance or conditional BIDS and to reject
the BID of any BIDDER if the County believes that it would not be in the best interest of the
DETENTION FACILITY to make an award to that BIDDER, whether because the BID is not
responsive or the BIDDER is unqualified or of doubtful financial ability or fails to meet any other
pertinent standard or criteria established by Calhoun County. Calhoun County reserves the right
to waive all informalities not involving price, time or changes in the BID, waive technicalities, and
to negotiate Contract terms with the successful BIDDER.
Calhoun County Commissioners Court shall be the sole judge in determining which BID shall be
the most advantageous to Calhoun County.
Calhoun County may conduct such investigations as Calhoun County deems necessary to assist in
the evaluation of any BID and to establish the responsibility, qualifications and financial ability of
BIDDER.
BID FORM
1. The BID Form is included in the Invitation to BID Packet
2. All blanks on the BID Form shall be completed by printing in ink or by typewriter
3. BIDS by corporations shall be executed in the corporate name by the president or a vice-
president (or other corporate officer accompanied by evidence of authority to sign). The
corporate address and state of incorporation shall be shown below the signature.
4. BIDS by partnerships shall be executed in the partnership name and signed by a partner,
whose title shall appear under the signature and the official address of the partnership shall
be shown below the signature
5. All names shall be typed or printed in ink below the signature
6. The Addendum, if any, shall be acknowledged on the BID Form
7. Evidence of authority to conduct business as an out-of-state corporation in Texas shall be
provided. State license number, if any, shall also be shown
BIDS / BIDDERS SHALL COMPLY WITH
All BIDS and BIDDERS shall comply with all Federal, State, County and local laws governing or
covering this type of service.
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CERTIFICATE OF INTERESTED PARTIES (FORM 1295)
Calhoun County Commissioners Court WILL NOT consider for action any BID with a business
entity unless it is accompanied by a completed, signed Form 1295 or a signed statement declaring
the provision of the law under which the business entity is exempt.
CERTIFICATE OF LIABILITY INSURANCE
A copy of proof that the BIDDER has Liability Insurance shall be submitted with the BIDDER'S BID.
Once the BID is awarded and before commencing work, the successful BIDDER shall be required,
at their own expense, to furnish the Calhoun County Auditor within ten (10) days of notification
of award with a certificate(s) of liability insurance (Form ACORD 25 or equivalent) showing, at
least, the minimum required insurance coverage as stated in the Calhoun County General
Conditions.
If successful BIDDER at any time neglects, refuses to provide, or cancels the insurance required,
Calhoun County shall have the right to terminate the BID and Contract or pursue any remedy
available by law.
Insurance coverage requirements in the BID and Contract will in no way be construed as limiting
the scope of indemnification.
CHANGE ORDER
No oral statement from any person shall modify or otherwise change or affect the terms,
conditions or specifications stated in the BID and Contract. All change orders to the BID and
Contract will be made in writing by the DETENTION FACILITY and taken to Commissions Court to
be approved. After Commissioners Court has approved the change order, the change order will
be sent out by the Calhoun County Auditor's Office.
COMMISSION PAYMENT
Commission payments shall be made payable to: Calhoun County
Commission payments shall be mailed directly to:
Calhoun County Adult Detention Center
Attn: Rachel Martinez, Jail Administrator
302 West Live Oak Street
Port Lavaca, TX 77979
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CONFLICT OF INTEREST
No official, employee, or agent of Calhoun County shall have financial interest, direct or indirect,
in this BID except on behalf of Calhoun County as an official, employee, or agent. Any willful
violation of this section shall constitute malfeasance in office, and any official, employee, or agent
guilty thereof shall be subject to disciplinary action under applicable laws, statutes and codes of
the State of Texas. Any violation of this section, with the knowledge, expressed or implied of the
company, corporation, firm, partnership, or individual contracting with Calhoun County shall
render the BID voidable by the Calhoun County Commissioners Court.
CONFIDENTIALITY
All information disclosed by the DETENTION FACILITY to successful BIDDER for the purpose of the
work to be don or information that comes to the attention of the successful BIDDER during the
course of performing such work is to be kept strictly confidential.
CONTRACT
This request for BID and submitted documents, when properly accepted by Calhoun County, shall
constitute a Contract equally binding between the successful BIDDER and Calhoun County. No
different or additional terms will become a part of this BID and Contract with the exception of an
Addendum, Amendment or Change Order approved by Calhoun County Commissioners Court.
DESIGN, STANDARDS AND PRACTICES
Design, strength, quality of materials and workmanship shall conform to the highest standards
of engineering practicing and/or professional services.
DISCLOSURE OF FEES AND/OR CHARGES
No other fees, taxes or charges shall be billed to the DETENTION FACILITY unless noted as an
exception to this BID. If exceptions are made to this BID, they shall be listed at the end as an
exhibit. Exceptions may void the BID.
EQUAL EMPLOYEMENT OPPORTUNITY
BIDDER shall ensure that no discrimination will occur against employees and applicants for
employment because of their ethnic background, gender, age, religious practice, familial status,
disability, or limited English language proficiency.
GENERAL CONDITIONS
The County's General Conditions (Calhoun County, Texas — General Conditions) are a part of the
BID Specifications.
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GOVERNING LAW
The BID shall be governed and construed according to the laws of the State of Texas.
For any disputes, Calhoun County, Texas shall be the County of venue for any suit involving any
dispute that may arise under this BID and Contract. The BID and Contract is performable in
Calhoun County, Texas.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS
A prospective BIDDER shall affirmatively demonstrate their responsibility. A prospective BIDDER
shall meet the following requirements:
1. Have adequate financial resources, or the ability to obtain such resources as required
2. Be able to comply with the required or proposed delivery schedule
3. Have a satisfactory record of performance
4. Have a satisfactory record of integrity and ethics
5. Be otherwise qualified and eligible to receive the award
Calhoun County may request representation and other information sufficient to determine
BIDDER'S ability to meet these requirements listed above.
NOTICES
Any notice required to be given under the provisions of this BID shall be in writing and shall be
delivered in person or sent by registered or certified mail, return receipt requested to the parties
at the following addresses:
DETENTION FACILITY: BIDDER:
Calhoun County
Attn: Calhoun County Judge
Richard H. Meyer
211 South Ann Street, Suite 301
Port Lavaca, Texas 77979
Telephone: 361-553-4600
Fax: 361-553-4444
Page 34 of 37
With a copy of any notices to the below addresses:
Calhoun County Adult Detention Center
Attn: Rachel Martinez, Jail Administrator
302 West Live Oak Street
Port Lavaca, Texas 77979
Calhoun County Sheriff
Attn: Bobbie Vickery
211 South Ann Street, Suite 105
Port Lavaca, Texas 77979
Calhoun County Auditor
202 South Ann Street, Suite B
Port Lavaca, Texas 77979
Either party may designate a different address by giving the other party written notice.
OWNERSHIP
All plans, cabling, prints, designs, concepts, etc. shall become the property of Calhoun County.
PATENTS / COPYRIGHTS
The successful BIDDER agrees to protect Calhoun County from claims involving infringements of
patents and/or copyrights.
PERFORMANCE OF BID / CONTRACT
Calhoun County reserves the right to enforce the performance of this BID and Contract in any
manner prescribed by law or deemed to be in the best interest of the County and the Inmates in
the DETENTION FACILITY in the event of breach or default of award.
PUBLIC INFORMATION ACT
All governmental information is presumed to be available to the public. Certain exceptions may
apply to the disclosure of the information. Governmental bodies shall promptly release
requested information that is not confidential by law, either constitutional, statutory, or by
judicial decision, or information for which an exception to disclosure has not been sought.
BIDDER waives any obligations to the release to the public of any documents submitted in
accordance with the BID.
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SALES TAX
Calhoun County is by statute exempt from State, City and County Sales Tax and Federal Excise
Taxes on telephone services and other services and supplies provided for use by Calhoun County;
therefore the BID shall not include these taxes.
Sales tax on taxable items (commissary items, phone cards, etc.) sold to Inmates shall be collected
by the successful BIDDER and remitted on behalf of Calhoun County and the DETENTION
FACILITY.
SIGNING OF CONTRACT
Once the award of the BID is approved by Commissioners Court, the Calhoun County Auditor's
Office shall issue a Notice of Award and the required number of unsigned counterparts of the
Contract to the successful BIDDER, for proper signatures. Within ten days thereafter the
successful BIDDER shall sign and deliver the required number of counterparts of the Contract to
Calhoun County.
SUBMITTAL OF CONFIDENTIAL MATERIAL
Any material that is to be considered as confidential in nature shall be clearly marked as such by
the BIDDER and will be treated as confidential by Calhoun County as allowed by the Local
Government Code.
SUCCESSFUL BIDDER
Successful BIDDER shall defend, indemnify and hold Calhoun County and all its officers, agents
and employees harmless from all suits, actions or other claims of any character, name and
description brought forth for or on account of injuries or damages received or sustained by any
person, persons, or property on account of any direct or indirectly negligent act or fault of the
successful BIDDER or of any agent, employee, subcontractor or supplier in the execution of, or
performance under, any Contract which may result from the award of the BID.
Successful BIDDER shall pay any judgement with cost which may be obtained against Calhoun
County growing out of such injury or damages.
Successful BIDDER shall procure and maintain, with respect to the subject matter of this BID and
Contract, appropriate insurance coverage including, as a minimum, general liability and property
damage, workers' compensation and employer's liability insurance with adequate limits to cover
BIDDER'S liability as may arise directly or indirectly from work performed under terms of this BID
and Contract. Certification of such coverage shall name Calhoun County as an additional insured
and be provided to the County upon request.
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TERM AND TERMINATION
The term of the BID shall be for a two (2) year period beginning on February 15, 2022 and ending
on February 14, 2024 and continue in full force and effect for the two (2) year period unless
terminated in accordance with the terms of this BID.
Before the end of the initial BID and Contract term, the BID and Contract has the option to renew
yearly (one year terms) upon Commissioners Court approval. Each one year renewal shall be
approved by Commissioners Court prior to the end date of the Contract.
The BID and Contract may be terminated by either party at any time for any reason upon giving
sixty (60) days written notice to the other party of such termination. The successful BIDDER shall
state therein the reasons for such cancellation. Prior written notice shall be delivered in person
or sent by registered or certified mail, return receipt requested, proper postage paid and properly
addressed to: 1) Calhoun County Adult Detention Center, Attn: Rachel Martinez, Jail
Administrator, 302 West Live Oak Street, Port Lavaca, Texas 77979; 2) Calhoun County Sheriff,
Attn: Bobbie Vickery, 211 South Ann Street, Suite 105, Port Lavaca, Texas 77979; 3) Calhoun
County Judge, Attn: Richard H. Meyer, Calhoun County Courthouse, 211 South Ann Street, Suite
301, Port Lavaca, Texas 77979; and 4) Calhoun County Auditor, 202 South Ann Street, Suite B,
Port Lavaca, Texas 77979.
Either party has immediate termination rights for cause.
VENUE
The BID will be governed and construed according to the laws of the State of Texas. All disputes
shall be held in Calhoun County, Texas. This BID is performable in Calhoun County, Texas.
Page 37 of 37
CALHOUN COUNTY, TEXAS
GENERAL CONDITIONS
General Conditions apply to all advertised Invitations to Bid (hereinafter called Bid), Request
for Proposals (hereinafter called RFP), Request for Qualifications (hereinafter called RFQ),
Contracts/Agreements/Leases (hereinafter called Contract); however these may be
superseded in whole or in part by the scope, special requirements, specifications or special
sections of Texas Government Code and/or Texas Local Government Code.
Governing Law:
Bidder/Vendor is advised that the Bid, RFP, RFQ, and/or Contract shall be fully governed by the
laws of the State of Texas and that Calhoun County may request and rely on advice, decisions
and opinions of the Attorney General of Texas and the County Attorney concerning any portion
of the Bid, RFP, RFQ, and/or Contract.
All parties agree that the venue for any litigation arising from this Bid, RFP, RFQ and/or Contract
shall be held in Port Lavaca, Calhoun County, Texas.
Completion of Bid, RFP, RFQ, and/or Contract Forms:
Once the Bid, RFP, RFQ, and/or Contract is released for bidding, Calhoun County will not answer
any questions except through an addendum that has been approved by Calhoun County
Commissioners Court or at a mandatory pre -bid meeting.
Complete, sign, and return to the Calhoun County Judge's Office the required number of Bid
forms, RFP forms, RFQ forms, and/or Contracts, and any other required information by the day
and time the Bid, RFP, RFQ, and/or Contract is due.
The Bid, RFP, RFQ, and/or Contract must be signed and dated by an officer, employee or agent
who is duly authorized to execute this Bid, RFP, RFQ, and/or Contract, and affirms that this
company, corporation, firm, partnership or individual has not prepared this Bid, RFP, RFQ, and/or
Contract in collusion with any other bidder/vendor or any official or employee of Calhoun County,
and that the contents of this Bid, RFP, RFQ, and/or Contract as to prices, terms or conditions of
said Bid, RFP, RFQ, and/or Contract have not been communicated by the individual signing nor
by any employee or agent to any other person engaged in this type of business or to any official
or employee of Calhoun County prior to the official opening of this Bid, RFP, RFQ, and/or
Contract.
The use of liquid paper or white out is not acceptable and may result in the disqualification of the
bidder's/vendor's Bid, RFP, RFQ, and/or Contract. If an error is made, the bidder/vendor must
draw a line through the error and initial each change. All responses typed or handwritten in ink
must be clear and legible.
Page 1 of 13
Submission of Sealed Bid, RFP, RFQ, and/or Contract:
All Bids, RFPs, RFQs, and/or Contracts must be delivered to the County Judge's Office in a SEALED
envelope or box. When submitting a SEALED Bid, RFP, RFQ, and/or Contract the envelope or box
must be taped and/or glued closed in order for it to be accepted as a SEALED Bid, RFP, RFQ,
and/or Contract.
The bidder/vendor must submit the original and required number of copies of their completed
Bid, RFP, RFQ and/or Contract and any additional required information/forms in a SEALED
envelope or box to the Calhoun County Judge's Office, Calhoun County Courthouse, 211 South
Ann Street, 31 Floor, Suite 301, Port Lavaca, Texas. The Bid, RFP, RFQ and/or Contract will
specify the date and time due.
The cell phone in the County Judge's office or the cell phone of the County Auditor's
Representative is the official clock that will be used in determining the time the Bid, RFP, RFQ
and/or Contract is received and the time the Bid, RFP, RFQ and/or Contract will be opened. A
late delivery with an early postmark or delivery of the Bid, RFP, RFQ and/or Contractto the wrong
office will not suffice. The door to the County Judge's office will be closed once the due date
and time has been reached and no other bids will be accepted.
Calhoun County will not be responsible for the delivery of your Bid, RFP, RFQ and/or Contract to
the office of the Calhoun County Judge. Calhoun County is not responsible for late deliveries due
to postal mail or other mail delivery services delays. Calhoun County is not responsible for the
delivery of the Bid, RFP, RFQ and/or Contract to the wrong office. Calhoun County does not
accept faxed or emailed Bids, RFPs, RFQs, and/or Contracts. If the bidder/vendor would like to
confirm the delivery of their Bid, RFP, RFQ and/or Contract, the bidder/vendor may call the
Calhoun County Judge's office at 361-553-4600. Late Bids, RFPs, RFQs, and/or Contracts will not
be accepted. Bids, RFPs, RFQs, and/or Contracts received after the deadline will not be opened
and shall be considered void and unacceptable.
Bids, RFPs, RFQs, and/or Contracts must be submitted in a SEALED 9 x 12 or larger envelope or
box, addressed as follows: Richard H. Meyer, County Judge, Calhoun County Courthouse, 211 S.
Ann St., Suite 301, Port Lavaca, TX 77979.
The outside of the SEALED envelope or box must be clearly marked: SEALED BID (RFP, RFQ or
Contract) and the name of the Bid, RFP, RFQ or Contract.
If the Bid, RFP, RFQ and/or Contract is sent by UPS, FeclEx or other delivery service, the outside
of this envelope or box must be clearly marked: SEALED Bid (RFP, RFQ or Contract) and the name
of the Bid, RFP, RFQ or Contract.
Withdrawal of Bid, RFP, RFQ, and/or Contract:
A bidder/vendor may withdraw their Bid, RFP, RFQ, and/or Contract before Calhoun County's
acceptance of the Bid, RFP, RFQ and/or Contract without prejudice to the bidder/vendor, by
submitting a written request for its withdrawal to the Calhoun County Judge and mail or hand
deliver to the address the Bid, RFP, RFQ and/or Contract was submitted to.
Page 2 of 13
A Bid, RFP, RFQ, and/or Contract that was opened are not subject to amendment, alteration, or
change for the purpose of correcting an error in the Bid, RFP, RFQ, and/or Contract price. Bids,
RFPs, RFQs, and/or Contracts containing an error may be offered "as is" or withdrawn by the
bidder/vendor in accordance with applicable State Laws.
Opening and Award of Bid, RFP, RFQ, and/or Contract:
Bidders/vendors are invited to be present at the opening and awarding of the Bid, RFP, RFQ,
and/or Contract.
Governing Forms:
In the event of any conflict between the terms and provisions of these conditions, the Bid, RFP
or RFQ specifications or contract, if applicable, shall govern. In the event of any conflict of
interpretation of any part of this overall document, Calhoun County's interpretation shall govern.
Addendums:
When specifications are revised, the Calhoun County Auditor's Office will send each
bidder/vendor that received a Bid, RFP, RFQ and/or Contract packet the addendum once it has
been approved by Calhoun County Commissioners Court. No addendum can be sent out until
Calhoun County Commissioners Court has approved the addendum.
Indemnification/Hold Harmless:
The successful bidder/vendor shall defend, indemnify and hold Calhoun County and its officials,
agents, and employees harmless from all suits, actions, or for personal injury, death and/or
property damage arising from any cause whatsoever, resulting directly or indirectly from
bidder's/vendor's performance. Bidder/vendor shall procure and maintain, with respect to the
subject matter of this Bid, RFP, RFQ, and/or Contract, appropriate insurance coverage including,
as a minimum, general liability and property damage, workers' compensation, employer's liability
and auto insurance with adequate limits to cover bidder's/vendor's liability as may arise directly
or indirectly from work performed under terms of this Bid, RFP, RFQ, and/or Contract.
Certification of such coverage shall name, by policy endorsement, Calhoun County as an
additional insured and be provided to Calhoun County upon request.
Waiver of Subrogation:
Bidder/vendor and bidder's/vendor's insurance carrier shall waive any and all rights whatsoever
with regard to subrogation against Calhoun County and its respective officials, employees, and
insurers as an indirect party to any suit arising out of personal or property damages resulting
from bidder's/vendor's performance under this Bid, RFP, RFQ, and/or Contract. Insurers and all
policies of insurance provided shall contain a provision and/or endorsement stating that the
insurance carriers and underwriters waive all rights of subrogation in favor of Calhoun County
and its respective officials, employees, and insurers.
Bonds:
If the Bid, or RFP, requires submission of bid or proposal guarantee and performance bond, there
will be a separate page explaining those requirements. Bids or RFPs submitted without the
required bid bond or cashier's checks are not acceptable.
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Taxes:
Calhoun County is exempt from all sales tax (state, city and county sales tax) and federal excise
taxes. Tax exempt forms will be furnished upon request to the Calhoun County Auditor's Office.
Pricing:
Prices for all products/goods, services, and/or contracts shall be firm for the duration of the Bid,
RFP, and/or Contract and shall be stated on the Bid, RFP, and/or Contract form. Prices shall be
all inclusive. All prices must be written in ink or typewritten and must be legible.
Pricing on all transportation, freight, and other charges are to be prepaid by the bidder/vendor
and included in the Bid, RFP, and/or Contract prices. If there are any additional charges of any
kind, other than those mentioned above, specified or unspecified, bidder/vendor must indicate
the items required and their costs or forfeit the right to payment for such items. Additional
charges added to the Bid, RFP, and/or Contract prices may void the Bid, RFP, and/or Contract.
Where unit pricing and extended pricing differ, unit pricing prevails.
Inspections:
Calhoun County reserves the right to inspect any products/goods or service location for
compliance with specifications and requirements and needs of the using department before
accepting them.
When applicable, Calhoun County reserves the right to enter upon any County leased premises
at any time to inspect said premises.
Testing:
Calhoun County reserves the right to test equipment, supplies, materials, and products/goods
bid, proposed, and/or agreed upon for quality, compliance with specifications and abilityto meet
the needs of the user. Should the equipment, supplies, materials, products/goods and/or
services fail to meet requirements and/or be unavailable for evaluation, the Bid, RFP, and/or
Contract is subject to rejection.
Material Safety Data Sheets:
Under the "Hazardous Communications Act", commonly known as the "Texas Right To Know
Act", a bidder/vendor must provide to Calhoun County with each delivery, material safety data
sheets which are applicable to hazardous substances defined in the Act. Failure of the
bidder/vendor to furnish this documentation will because to reject any Bid, RFP, and/or Contract
applying thereto.
Awards:
Calhoun County reserves the right to award this Bid, RFP, RFQ, and/or Contract on the basis of
lowest and/or best Bid, RFP, RFQ and/or Contract that met specifications in accordance with the
laws of the State of Texas, to waive any formality or irregularity, to make awards to more than
one bidder/vendor, to reject any or all Bids, RFPs, RFQs, and/or Contracts and to be the sole judge
in determining which Bid, RFP, RFQ and/or Contract will be most advantageous to Calhoun
County.
Page 4 of 13
Calhoun County will evaluate and may award a Bid, RFP, RFQ, and/or Contract based on lowest
and/or best Bid, RFP, RFQ and/or Contract meeting specifications. "Lowest and/or best Bid, RFP,
RFQ and/or Contract" means a bid or offer providing the best value considering associated direct
and indirect costs, including transport, maintenance, reliability, life cycle, warranties, the
county's past experience with the bidder/vendor and customer service after a sale.
Calhoun County reserves the right to accept and/or reject any/all of the options Bid, any/all of
the RFPs, any/all of the RFQs, and/or any/all of the Contracts as it deems to be in the best interest
of the County. An award is final only upon formal execution by Calhoun County Commissioners
Court.
Per Local Government Code, Sec. 262.027, Calhoun County reserves the right to reject all Bids,
RFPs, RFQs, and/or Contracts and to go out for new Bids, RFPs, RFQs, and/or Contracts.
In the event of tie Bids, RFPs, RFQs, and/or Contracts, the winning Bid, RFP, RFQ and/or Contract
is determined per the Texas Local Governmental Code 262.027(b).
Calhoun County, Texas is an Affirmative Action/Equal Opportunity Employer. The County does
not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender
identity, religion, age or handicapped status in employment or the provision of services. Section
3 Residents, Minority Business Enterprises, Small Business Enterprises, Women Business
Enterprises, and labor surplus area firms are encouraged to submit Bids, RFPs, RFQs, and/or
Contracts.
Assignment:
The successful bidder/vendor may not assign, sell, sublease or otherwise transfer the Bid, RFP,
RFQ, and/or Contract without first obtaining the written approval of Calhoun County
Commissioners Court.
A change in ownership or management shall cancel the Bid, RFP, RFQ, and/or Contract unless a
mutual agreement is reached with the new owner or manager to continue the Bid, RFP, RFQ,
and/or Contract under the awarded provisions and approved by Calhoun County Commissioners
Court.
Term of the Bid, RFP, RFQ, and/or Contract:
If the Bid, RFP, RFQ, and/or Contract is intended to cover a specific time period, said time will be
given in the specifications, instructions, and/or contracts.
Obligation of the Bid, RFP, RFQ, and/or Contract:
Bids, RFPs, RFQs, and/or Contracts are awarded only upon formal execution by Calhoun County
Commissioners Court. If a contract is required, the Calhoun County Judge or other person
authorized by Calhoun County Commissioners Court must sign the contract before it becomes
binding on Calhoun County. No person is authorized to sign contracts until authorized by Calhoun
County Commissioners Court. Calhoun County is not responsible for any contract signed without
Commissioners Court approval.
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Delivery
All items shall be shipped F.O.B. inside (or site location) delivery unless otherwise stated in the
specifications. Default in promised delivery (without accepted reasons) or failure to meet
specifications, authorizes Calhoun County to purchase supplies from the next lowest
bidder/vendor that met specifications.
Reiections:
Articles not in accordance with samples and specifications must be removed by the
bidder/vendor at the bidder's/vendor's expense.
All disputes concerning quality of equipment, supplies, materials, products/goods, and/or
services delivered under this Bid, RFP, RFC, and/or contract will be determined by Calhoun
County Commissioners Court or their designated representative.
Termination:
Calhoun County reserves the right to terminate the Bid, RFP, RFC, and/or Contract for default if
the bidder/vendor breaches any of the terms therein, including warranties of bidder/vendor or
if the bidder/vendor becomes insolvent or commits acts of bankruptcy. Such right of termination
is in addition to and not in lieu of any other remedies, which Calhoun County may have in law or
equity.
Default may be construed as, but not limited to, failure to deliver the proper products/goods
and/or services within the proper amount of time, and/or to properly perform any and all
services required to Calhoun County's satisfaction and/or to meet all other obligations and
requirements.
Bids, RFPs, RFQs, and/or Contracts may be terminated without cause upon thirty (30) days
written notice to either party unless otherwise specified. The bidder/vendor or Calhoun County
must state therein the reasons for such cancellation. Calhoun County reserves the right to award
cancelled Bid, RFP, RFQ, and/or Contract to the next lowest and best bidder/vendor that met
specifications and is deemed to be in the best interest of Calhoun County.
Delinquent Property Taxes:
Calhoun County reserves the right to reject any Bid, RFP, RFO, and/or Contract submitted by a
bidder/vendor owing delinquent property taxes to Calhoun County, Texas.
If the bidder/vendor subsequently becomes delinquent in the payment of Calhoun County taxes
this may be grounds for cancellation of the Bid, RFP, RFQ and/or Contract. Despite anything to
the contrary, if the bidder/vendor is delinquent in payment of Calhoun County taxes at the time
of invoicing, bidder/vendor assigns any payments to be made under this Bid, RFP, RFQ, and/or
Contract to the Calhoun County Tax Assessor Collector for the payment of delinquent taxes.
Certificate of Interested Parties — Form 1295
Section 2252.908 was added to the Government Code by the 84th Texas Legislature through
adoption of House Bill 1295.
Page 6 of 13
Senate Bill 255 adopted by the 85th Legislature Regular Session amended the law effective for
contracts entered into or amended on or after January 1, 2018.
Additional exemptions from Form 1295 requirement were added for 1) a contract with a publicly
traded business entity, including a wholly owned subsidiary of the business entity, 2) a contract
with an electric utility as defined by Section 31.002 of the Utilities Code, or 3) a contract with a
gas utility as defined by Section 121.001 of the Utilities Code.
Notarization of Form 1295 has been replaced by an unsworn statement under penalty of perjury
by an authorized representative of the business entity.
The Texas Ethics Commission promulgated rules to implement the law and established an online
portal: https://www.ethics.state.tx.us/whatsnew/elf_ info_form1295.htm.
The law states that a County may not enter into a contract with a business entity unless a
Certificate of Interested Parties (Form 1295) has been completed and provided to the County at
the time the contract is considered for action by Commissioners Court.
The term "business entity" includes a sole proprietorship, partnership or corporation (whether
for -profit or non-profit). The term "contract' includes amendment, extension or renewal of an
existing contract (Bids, RFPs, and/or RFQs also require Form 1295).
The law does not apply to a Bid, RFP, RFQ, and/or Contract between the County and another
governmental entity or state agency.
The county is required to file Form 1295 with the state within thirty (30) days of approving a
contract, and/or awarding a Bid, RFP, RFQ and/or Contract with a business entity. Governmental
transparency is the objective of the law.
A business entity must generate Form 1295 online. A business entity must use the application at
the Texas Ethics Commission website to enter the required information on Form 1295 and print
a copy of the completed form, which will include a certification of filing that will contain a unique
certification number and date filed in the box marked "Office Use Only" located at the top right
hand corner of the form.
An authorized agent of the business entity must sign and complete the bottom portion of the
printed copy of the form affirming under the penalty of perjury that the completed form is true
and correct.
Calhoun County Commissioners Court will not consider for action any Bid, RFP, RFQ and/or
Contract with a business entity unless it is accompanied by a completed and signed Form 1295 or
a signed statement declaring the provision of the law under which the business entity is exempt.
No later than thirty (30) days after Calhoun County Commissioners Court approves a contract, or
awards a Bid, RFP, and/or RFQ with a business entity, the Calhoun County Clerk will file
acknowledgement of receipt of the Form 1295 with the Texas Ethics Commission. The Texas
Ethics Commission will post the completed Form 1295 to its website within seven (7) business
days after Calhoun County acknowledges receipt of the form.
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Debarment:
Bidder/vendor certifies that at the time of submission of its (their) Bid, RFP, RFQ, and/or Contract;
the bidder/vendor, as well as the bidder's/vendor's principals, are not on the federal
government's list of suspended, ineligible or debarred bidders/vendors and that the
bidder/vendor and its (their) principals have not been placed on this list between the time of the
Bid, RFP, RFC, and/or Contract submission and the time of execution of the Bid, RFP, RFQ, and/or
Contract.
A print out of the search results, including principals, if any, from the System for Award
Management (www.SAM.gov) that includes the record date must be included with the
bidder's/vendor's Bid, RFP, RFQ and/or Contract.
If bidder/vendor or its (their) principals are placed on this list during the term of the Bid, RFP,
RFQ, and/or Contract, the bidder/vendor shall notify the Calhoun County Auditor. False
certification or failure to notify may result in termination of the Bid, RFP, RFQ, and/or Contract
for default.
Invoices and Payments:
All invoices are subject to approval by the Calhoun County Auditor's Office.
Invoices shall be billed to Calhoun County to the attention of the County Department that the
invoice pertains to and, if applicable, have all necessary backup information needed.
Invoices shall be itemized (detailed) and free of sales tax (state, city and county sales tax) and
federal excise taxes, if applicable.
Invoices that are not billed to Calhoun County to the attention of the County Department that
the invoice pertains to, not itemized (detailed) and/or free of sales tax (state, city and county
sales tax) and federal excise taxes, if applicable, may be returned to the bidder/vendor for
corrections. Calhoun County will not incur any fees and/or charges for this request and/or delay
in payment of the invoice(s) that was originally submitted incorrectly.
Approval of payment of all invoices will be made once the purchase order and invoice(s) are
properly and timely submitted to the Calhoun County Treasurer's Office by the appropriate
County department. Each County department is responsible for submitting their purchase orders
for payment to the Calhoun County Treasurer's Office by the deadline time and date set forth by
the Treasurer's office. No payment can be made or mailed out until approved by Calhoun County
Commissioners Court. Purchase order due dates/times and Commissioners Court dates/times
are subject to change.
Calhoun County's obligation is payable only and solely from funds available for the purpose of
this purchase. Lack of funds shall render the order null and void to the extent funds are not
available and any delivered but unpaid goods will be returned to the seller by the county.
Page 8 of 13
Gratuities:
Calhoun County may, by written notice to the bidder/vendor, cancel any order and/or service
without liability, if it is determined by Calhoun County that gratuities, in the form of
entertainment, gifts, or otherwise were offered or given by the bidder/vendor, or any agent or
representative of the bidder/vendor to any official, employee, or agent of Calhoun County with
a view toward securing a Bid, RFP, RFQ, Contract, order, and/or service.
In the event a Bid, RFP, RFQ, Contract, order, and/or service is canceled by Calhoun County
pursuant to this provision, the County shall be entitled, in addition to any other rights and
remedies, to recover or withhold the amount of the cost incurred by bidder/vendor in providing
such gratuities.
Warranty Product:
Bidder/vendor warrants that products/goods sold to and/or services provided to Calhoun County
shall conform to the highest commercial and/or professional standards in the industry and laws
established by the U.S. Department of Labor, U.S. Department of Homeland Security,
Occupational Safety and Health Administration and OSHA Act of 1970.
In the event products/goods sold and/or services provided do not conform to OSHA Standards,
where applicable, Calhoun County shall return the product/item for correction or replacement
at the bidder's/vendor's expense. In the event that services do not conform to OSHA Standards,
Calhoun County may immediately stop the services and seek reimbursement for said services at
the bidder's/vendor's expense.
In the event the bidder/vendor fails to make the appropriate correction within a reasonable time,
correction made by Calhoun County shall be at the bidder's/vendor's expense.
Bidder/vendor shall not limit or exclude any implied warranties and any attempt to do so shall
render this Bid, RFP, RFQ and/or Contract voidable at the option of Calhoun County.
Bidder/vendor warrants that the products/goods and/or services furnished and/or performed
will conform to the specifications, scope of work, general conditions, drawings, and/or
descriptions listed in the Bid, RFP, RFQ, and/or Contract and to the sample(s) furnished by
bidder/vendor, if any.
In the event of a conflict between the specifications, scope of work, general conditions, drawings,
and/or descriptions, the specifications shall govern.
All products/goods must be new, in first class condition, unless otherwise specified. The design,
strength and quality of materials must conform to the highest standards of manufacturing
practice.
Products/goods, and/or services supplied and/or performed under this Bid, RFP, RFQ and/or
Contract shall be subject to Calhoun County's approval.
Successful bidder/vendor shall warrant that all products/goods and/or services shall conform to
the proposed specifications and/or all warranties as stated in the Uniform Commercial Code and
Page 9 of 13
be free from all defects in material, workmanship and title. Any products/goods and are services
found defective or not meeting specifications shall be picked up and promptly replaced or
corrected to Calhoun County's satisfaction by the successful bidder/vendor at no expense to
Calhoun County.
Cancellation:
Calhoun County shall have the right to cancel for default all or any part of the undelivered portion
of an order and/or services if bidder/vendor breaches any of the terms hereof including
warranties of bidder/vendor, or if the bidder/vendor becomes insolvent or files for protection
under the bankruptcy laws. Such rights of cancellation are in addition to and not in lieu of any
other remedies, which Calhoun County may have in law or equity. Calhoun County shall not incur
any fees and/or charges related to the cancellation. The bidder/vendor shall be responsible for
any fees and/or charges that are related to the cancellation.
Force Maieure:
Force Majeure means a delay encountered by a party in the performance of its obligations under
this Bid, RFP, RFC, and/or Contract, which is caused by an event beyond the reasonable control
of that party. Without limiting the generality of the foregoing, "Force Majeure" shall include but
not be restricted to the following types of events: acts of God or public enemy; acts of
governmental or regulatory authorities; fires, floods, epidemics or serious accidents; unusually
severe weather conditions; strikes, lockouts, or other labor disputes; and defaults by
subcontractors.
In the event of a Force Majeure, the affected party shall not be deemed to have violated its
obligations under this Bid, RFP, RFQ and/or Contract, and the time for performance of any
obligations of that party shall be extended by a period of time necessary to overcome the effects
of the Force Majeure, provided that the foregoing shall not prevent this Bid, RFP, RFQ, and/or
Contract from terminating in accordance with the termination provisions.
If any event constituting a Force Majeure occurs, the affected party shall notify the other parties
in writing, within twenty-four (24) hours, and disclose the estimated length of delay, and cause
of the delay.
Waiver:
No claim or right arising out of a breach of any Bid, RFP, RFQ, and/or Contract can be discharged
in whole or in part by a waiver or renunciation of the claim or right unless the waiver or
renunciation is supported by consideration and is in writing signed by the aggrieved party.
Applicable Law:
To the extent it is applicable, this Bid, RFP, RFQ and/or Contract shall be governed by the Uniform
Commercial Code. Whenever the term "Uniform Commercial Code" is used it shall be construed
as meaning the "Uniform Commercial Code" as adopted in the State of Texas as effective and in
force on the date of this Bid, RFP, RFQ and/or Contract. Otherwise, Texas state and federal law
shall apply.
Page 10 of 13
Prohibition against Personal Interest in Bids, RFPs, RFQs, and/or Contracts:
No official, employee, or agent of Calhoun County shall have financial interest, direct or indirect,
in any Bid, RFP, RFQ, and/or Contract with Calhoun County, or shall be financially interested,
directly or indirectly, in the sale/lease to Calhoun County of any land, materials, supplies, or
service, except on behalf of Calhoun County as an official, employee, or agent. Any willful
violation of this section shall constitute malfeasance in office, and any official, employee, oragent
guilty thereof shall be subject to disciplinary action under applicable laws, statutes and codes of
the State of Texas. Any violation of this section, with the knowledge, expressed or implied of the
company, corporation, firm, partnership, or individual contracting with Calhoun County shall
render the Bid, RFP, RFQ, and/or Contract involved voidable by the Calhoun County
Commissioners Court.
Insurance:
Proof (copy of bidder's/vendor's current insurance) of the below listed insurance may be
required to be returned with the Bid, RFP, RFQ, and/or Contract.
As additional security for Calhoun County and as separate obligations of bidder/vendor not in
conjunction with any other provisions of the Bid, RFP, RFQ, and/or Contract, bidder/vendor
agrees to carry and maintain during the term of the Bid, RFP, RFQ and/or Contract the minimum
insurance coverages stated below.
Before commencing work, the successful bidder/vendor shall be required, at his own expense, to
furnish the Calhoun County Auditor within ten (10) days of notification of award with a
certificate(s) of liability insurance (Form ACORD 25 or equivalent) showing, at least, the following
minimum insurance coverage to be in force throughout the term of the Bid, RFP, RFQ, and/or
Contract. Higher rates and/or additional coverage may apply depending upon type of Bid, RFP,
RFQ, and/or Contract.
General Liability ($100,000/$300,000 or greater)
Workers' Compensation (at Statutory Limits)
Employer's Liability ($1,000,000 or greater)
Auto Insurance ($100,000 BIPP/$300,000 BIPO/$100,000 PD or greater)
Professional Liability Insurance (if applicable)
Farm Liability Insurance (if applicable)
Coverages shall apply on an occurrence basis.
The certificate(s) must reflect, by policy endorsement, that Calhoun County, Texas is an
additional insured on all required policies.
Each certificate of liability insurance (Form ACORD 25 or equivalent) to be furnished by successful
bidder's/vendor's insurance agent shall include, by endorsement to the policy, a statement that
a notice shall be given to the Calhoun County Auditor by certified mail thirty (30) days prior to
cancellation, material change, or non -renewal in coverage.
Calhoun County's receipt of or failure to object to any insurance certificates or policies submitted
by the bidder/vendor does not release or diminish in any manner the liability or obligations of
Page 11 of 13
the bidder/vendor or constitute a waiver of any of the insurance requirements for the Bid, RFP,
RFO, and/or Contract.
Replacement certificate(s) of liability insurance (Form ACORD 25 or equivalent) evidencing
continuation of such coverage and naming, by policy endorsement, Calhoun County as an
additional insured, shall be furnished to the Calhoun County Auditor's office prior to the
expiration of the current policies.
Should bidder/vendor at any time neglect, refuse to provide, or cancel the insurance required,
Calhoun County shall have the right to terminate the Bid, RFP, RFQ, and/or Contract or pursue
any remedy available by law.
The insurance coverage requirements in the Bid, RFP, RFQ, and/or contract will in no way be
construed as limiting the scope of indemnification.
OSHA Requirements:
Bidder/vendor must meet all Federal and State OSHA requirements.
The bidder/vendor hereby guarantees to Calhoun County that all materials, supplies, equipment
and/or services listed on the Bid, RFP, RFQ, Contract, Purchase Order or Invoice shall conform to
the requirements, specifications and standards promulgated by the U.S. Department of Labor
under the Occupational Safety and Health Act of 1970, as amended and in force at the date
hereof.
Protest Procedures:
All protests and disputes will be held in Port Lavaca, Calhoun County, Texas.
Any actual or prospective bidder/vendor who believes they are aggrieved in connection with or
pertaining to a Bid, RFP, RFQ, and/or Contract may file a protest. The protest must be delivered
in writing to the Calhoun County Auditor's Office, in person or by certified mail return receipt
requested prior to award. The written protest must include:
Name, mailing address and business phone number of the protesting party;
Appropriate identification of the Bid, RFP, RFQ and/or Contract being protested;
A precise statement of the reasons for the protest; and
Any documentation or other evidence supporting the protest and any alleged claims.
The Calhoun County Auditor's Office will attempt to resolve the protest, including at the County
Auditor's option, meeting with the protesting party. If the protest is successfully resolved by
mutual agreement, written verification of the resolution, with specifics on each point addressed
in the protest, will be forwarded to Calhoun County Commissioners Court.
If the Calhoun County Auditor's Office is not successful in resolving the protest, the protesting
party may request in writing that the protest be considered by Calhoun County Commissioners
Court. Applicable documentation and other information applying to the protest will be
forwarded to Calhoun County Commissioners Court, who will promptly review such
documentation and information.
Page 12 of 13
If additional information is required, Calhoun County Commissioners Court will notify the
protesting party to provide such information. The decision of Calhoun County Commissioners
Court will be final.
Public Information Act:
All governmental information is presumed to be available to the public. Certain exceptions may
apply to the disclosure of the information. Bidder/Vendor waives any obligation to the release
to the public of any documents submitted in accordance with the Bid, RFP, RFQ, and/or Contract.
Governmental bodies shall promptly release requested information that is not confidential by
law, either constitutional, statutory, or byjudicial decision, or information for which an exception
to disclosure has not been sought.
CALHOUN COUNTY AUDITOR
To request information from Calhoun County, please contact:
Cindy Mueller
Calhoun County Auditor
Calhoun County Courthouse Annex II
202 S Ann St, Suite B
Port Lavaca, TX 77979
Phone: 361-553-4610
Fax: 361-553-4614
Email: cindy.mueller@calhouncotx.org
To request a Bid, RFP, and/or RFQ packet from Calhoun County, or information on how to obtain
a packet, please contact:
Peggy Hall
Assistant Auditor
Calhoun County Courthouse Annex II
202 S Ann St, Suite B
Port Lavaca, TX 77979
Phone: 361-553-4610
Fax: 361-553-4614
Email: peggy.hall@calhouncotx.org
Bids, RFPs, and/or RFQs may also be viewed on Calhoun County's website, www.calhouncotx.org,
under Bid Notices and Results.
Page 13 of 13
REQUIRED FORMS
Bidder must return the following forms:
1. Calhoun County Adult Detention Center Service Application Form
For Background Check —This Form required to be returned by Wednesday, August 11, 2021
2. Bid Form
3. Affidavit
4. Certificate of Interested Parties Form 1295
Must return when submitting your bid
5. Proof of Liability Insurance
Return a copy of your current coverage — This will provide proof that you carry at least the minimum
required coverage — Once an award is made, the awarded bidder shall provide a Certificate of Liability
Insurance that reflects that Calhoun County is an additional insured as stated in the specifications and
General Conditions.
6. Conflict of Interest Questionnaire Form CIQ
Every bidder doing business with Calhoun County or seeking to do business with Calhoun County shall
complete Box 1 and sign and date in Box 7. Whether or not a conflict exists determines the other
information to include on the form.
7. Certification Regarding Debarment & Suspension and Other Responsibility Matters
S. Certification Regarding Lobbying
9. Disclosure of Lobbying Activities
If Not Applicable, bidder must mark NA and sign and date
10. House Bill 89 Verification.
11. Residence Certification
12. W-9
13. Copy of BIDDER'S Proposed Contract
14. If applicable: Certification to conduct business as an Out -of -State Corporation in Texas
that includes the State License Number
CALHOUN COUNTY ADULT DETENTION CENTER
SERVICE PERSONNEL APPLICATION FORM
(For Background Check)
• Complete the form and return
• Return by Wednesday, August 11, 2021 to the each of the following:
1. Rachel Martinez, Jail Administrator, rachel.martinez@calhouncotx.org
2. Philip Dennis, Assistant Jail Administrator, philip.dennis@calhouncotx.org
3. Katie Dennis, katie.dennis@calhouncotx.org
4. Bobbie Vickery, Sheriff, bobbie.vickery@calhouncotx.org
Calhoun County Adult Detention Center
Service Personnel Application
Name:
Primary Phone: _
Emergency Contact (Name/Number):
Mailing Address:
Email Address;
Secondary Phone:
Street City State Zip
SSN: Driver License:State #
DOB: Place of Birth: City State
Sex; F or M Other names used (aka's, maiden,etc,)
Race: Foreign Languages;
Current Employment: Title:
Have you ever been employed by a correction facility?
If yes, give division, department, location, title & dates of employment:
Are you a victim of, related to, or a friend of any offender or releasee now supervised by
CCADC?Yes No
If yes, Name of Offender Facility: Relation:
Are you related to a victim or a friend of a victim of any offender or releases now
Supervised by CCADC? Yes No
If yes Name of Offender Facility:
List inmate(s) that you are visiting in unit visitation/ knew prior to Incarceration:
Name of Offender: Facility,
Relation:
Relation:
1• Applicant Initials
Please indicate program area(s) of interest for Your volunteer services
Church: Alcoholics Anonymous: GED Classes: _ Other:
If other, Please specify:
Criminal History
Have you ever served time In any adult correctional facility? Yes No
If Yes, Years served: — State: ID#
Have you ever been a member of a gang? Yes No
If yes, name and description of gang:
Do you have any criminal charges currently pending? Yes No
If yes, please explain:
Are you now or have you ever been on parole or probation? Yes No
if yes, please explain:
Ever forfeited property/bond resulting from being charged with a criminal act? Yes
if yes, please explain:
Have you ever been convicteo of a crime? Felony:
When:
No
Misdemeanor
Where:
Charges: Disposition
e
Signature:
Date:
CCADC Admin. Approved
Declined
Signature:
Date:
I understand and agree to speak with inmates, only if required, on the area that I am working on. I will not solicit mine
or anyone else's personal or professional business services to any inmate while they are in custody. All persons entering
are expected to be ethical, respectful and trustworthy. Inappropriate contact, gestures, behavior, verbal comments or
lack of professionalism will not be tolerated with inmates or staff and may cause denial of work in this facility.
2. Applicant Initials
MICUSTR II
• Complete the Bid Form and Return
BID FORM
FINANCIAL OFFERINGS AND RATES
Bid Number: 2021.05
Inmate Telephone Services and
Inmate Banking Software, Commissary Service and Fiduciary Management Services
Please Type. If handwritten, shall be in ink and legible. White out is not acceptable.
BIDDER'S NAME & ADDRESS
TELEPHONE SERVICES
SIGN ON BONUS:
BIDDER may pay the DETENTION FACILITY (Payable to CALHOUN COUNTY) a CASH SIGN ON
BONUS upon the execution of the awarded Contract.
Cash Sign on Bonus to CALHOUN COUNTY: $
MONTHLY GUARANTEED REVENUE & COMMISSION PERCENTAGE TO CALHOUN COUNTY
COMMISSIONS
From phone calling card or phone time used charges AND the Gross Billed Revenue on ALL CALLS:
1. Minimum Monthly Guaranteed Revenue: $ per month
2. Minimum Monthly Guaranteed Percentage:
The payment to CALHOUN COUNTY shall never be less than the Minimum Monthly Guaranteed.
Page 1 of 4
FOR EACH CALL MADE BY AN INMATE, THE CHARGE SHALL BE:
Collect Calling Rates
CALLTYPE
PER CALL CHARGE
(CONNECT FEE)
1ST MINUTE
EACH ADDITIONAL
MINUTE
Local
Instrastate/IntraLATA
Instrastate/InterLATA
Interstate
Prepaid & Debit Calling Rates
CALL TYPE
PER CALL CHARGE
(CONNECT FEE)
1ST MINUTE
EACH ADDITIONAL
MINUTE
Local
Intrastate/IntraLATA
Intrastate/InterLATE
Interstate
International Debit
Domestic interstate rates apply for calls to U.S. territories including American Samoa, Guam,
Northern Mariana Islands, Puerto Rico and U.S. Virgin Islands. All non-U.S. destinations are rated
as international.
Call rates shown do not include local, city, county, state and federal taxes, regulatory fees and
billing fees.
Non-Commissionable Billing Fees:
1. Payment Processing Fee (Live Agent) $
2. Payment Processing Fee (IVR or Internet) $
3. Bill Statement Fee (Collect & Direct Billing only) $
4. All Other Fees free or waived
The BIDDER shall pay any applicable taxes or fees accrued from inmate calls to the appropriate
entity, including the State of Texas.
Page 2 of 4
COMMISSARY SERVICES
MONTHLY GUARANTEED REVENUE & COMMISSION PERCENTAGE TO CALHOUN COUNTY
IMPORTANT: All revenue and commission payable to CALHOUN COUNTY must be clearly defined
for both operation options: Inmate Self -Service Kiosks and Phone Order Entrv.
Revenue/Commission shall reflect interfacing with the current Jail Management System
INMATE SELF-SERVICE KIOSKS
1. Minimum Monthly Guaranteed Revenue:
2. Minimum Monthly Guaranteed Commission Percentage:
3. Number of days to deliver items ordered:
PHONE ORDER ENTRY
1. Minimum Monthly Guaranteed Revenue:
2. Minimum Monthly Guaranteed Commission Percentage:
3. Number of days to deliver items ordered:
ADJUSTED GROSS SALES
$ per month
o�
days
$ per month
days
Adjusted gross sales are gross sales less the sales of non-commissioned items as determined by
the BIDDER. The commission will be based on the adjusted gross commissary sales.
GROSS MONTHLY SALES
LESS
LESS
LESS
= ADJUSTED COMMISSIONABLE SALES
%COMMISSION RATE
= CALHOUN COUNTY'S COMMISSARY PROFIT
The payment to CALHOUN COUNTY shall never be less than the Minimum Monthly Guaranteed.
Inmates shall be charged a cost that includes applicable tax on product prices and taxes shall be
paid by the BIDDER to the appropriate entity, including the State of Texas.
The BIDDER shall pay any applicable taxes or fees accrued from Commissary items to the
appropriate entity, including the State of Texas.
Page 3 of 4
ACKNOWLEDGEMENT OF ADDENDUM, IF ANY:
Addendum No. 1 Received
Yes or No
OUT OF STATE CORPORATIONS:
Certification of authority to conduct business as an Out -of -State Corporation in Texas shall be
provided. State license number, if any, shall also be shown.
Provided Not Applicable
Yes or No
The undersigned affirms that they are duly authorized to execute this BID and that this company,
corporation, firm, partnership or individual has not prepared this BID in collusion with any other
BIDDER, that the contents of this BID as to prices, terms or conditions of said BID have not been
communicated by the undersigned nor by their employees or agents to any official, employee, or
agent of Calhoun County or any other person engaged in this type of business prior to the official
opening of this BID.
The undersigned affirms that they have not given, offered to give, nor intends to give at any time
hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount,
trip, favor, or service to any official, employee, or agent of Calhoun County in connection with this
BID.
The undersigned affirms that they have read the entire Invitation to Bid Packet and fully
understands and has followed all requirements.
FAILURE TO SIGN BELOW SHALL DISQUALIFY THE BID
DATE
AUTHORIZED SIGNATURE & TITLE
NAME & TITLE OF AUTHORIZED SIGNATURE (PRINT OR TYPE)
EMAIL (PRINT OR TYPE)
PHONE NUMBER
Page 4 of 4
AFFIDAVIT
• Complete the Affidavit and return with your Bid
STATE OF TEXAS {}
AFFIDAVIT
COUNTY OF CALHOUN {}
The undersigned certifies that the bid price contained in this bid has been carefully checked and is submitted as correct
and final and if bid is accepted, agrees to pay for said lease upon the conditions contained in the Agricultural Lease,
Specifications and General Conditions.
BEFORE ME, the undersigned authority, on this day personally appeared
known to me to be the person whose name is subscribed to the following, who, upon oath says:
I am the Manager, Secretary, or other Agent or Officer or the Principal of the Bidder in the matter of the bid to which
this affidavit is attached, and I have full knowledge of the relations of the bidder with the other firms in this same line
of business, and the bidder is not a member of any trust, pool or combination to control the price of leases bid on, or
to influence any person to bid or not to bid thereon.
I affirm that I am duly authorized to execute this bid, that this company, corporation, firm, partnership or individual
has not prepared this bid in collusion with any other bidder.
I further affirm that the bidder has not given, offered to give, nor intends to give at any time hereafter any economic
opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to any official, employee
or agent of Calhoun County in connection with the submitted bid. The contents of this bid as to price, terms or
conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other
person engaged in this type of business or to any official, employee or agent of Calhoun County prior to the official
opening of this Bid.
Affiant
Printed Name and Title of Affiant
Name of Bidder (Company)
Address
Phone Number
Fax Number
Email Address
SWORN TO AND SUBSCRIBED BEFORE ME by the above Affiant, who, on oath, states that the facts contained in the
above are true and correct, this day of , 20
Notary Public in and for County, Texas
CERTIFICATE OF INTERESTED PARTIES, FORM 1295
• Form 1295 must be filled out online, printed, #6 completed including signature
and returned with bidder's bid. The copy included is a Sample Copy Only.
• Return completed Form 1295 with your bid
#1 Vendor's Name, City, State and Country
#2 Calhoun County, Texas
#3 Bid Number 2021.05
Inmate Telephone Services and Inmate Banking Software, Commissary Service
and Fiduciary Management Services
February 15, 2022 thru February 14, 2024
On #4 and #5, complete only the one that applies to you
#4 Fill in the correct information if this applies
OR
#5 Mark an X in the Box if this applies
#6 Fill in the correct information and print
When you print you should see a Certificate Number and Date in the upper right hand
box that is marked "Office Use Only".
Be sure that all of #6 is completed and signed.
Do not leave out any information.
The form does not need to be notarized. It is an Unsworn Declaration.
CERTIFICATE OF INTERESTED PARTIES FORM 1295
OFFICE USE ONLY
Complete Nos. 1 - 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
♦`�
1 Name of business entity filing form, and the city, state and country of the business
entity's place of business.
2 Name of governmental entity or state agency that is a party to the contract for
which the form is being filed.
♦
3 Provide the identification number used by the governmental entity or state agency to t kR identify the contract,
and provide a description of the services, goods, or other property to be provided is contract.
4
City, State, Country
ature of Interest (check applicable)
Name of Interested Party
(place of business)
♦ ...J//
Controlling Intermediary
r
5
' I ❑
Check only if thereterested Party.
6 UNSWORN DE[CZ- N
My name is — 3`` , and my date of birth is
My addrerIN*
(street) (city) (state) (zip code) (country)
Ilkunder penally of perjury that the foregoing is true and correct.
Executed in County, State of , on the day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
ADD ADDITIONAL PAGES AS NECESSARY
Form provided by Texas Ethics Commission v ..ethics.state.tx.us Revised 12/22/2017
Calhoun County, Texas -
POLICY OF COMPLIANCE
SECTION 2252.908 TEXAS GOVERNMENT CODE
Approved by Commissioners Court January 28, 2016
Amended by Commissioners Court January 31, 2018
BACKGROUND
Section 2252.908 was added to the Government Code by the 84' Texas Legislature through the adoption
of House Bill 1295. The law states that the County may not enter into a contract with a business entity
unless a Certificate of Interested Parties (Form 1295) is provided to the county at the time the contract is
considered for action by Commissioner's Court. The term "business entity" includes a sole
proprietorship, partnership or corporation (whether for -profit or non-profit). The term "contract" includes
amendment, extension or renewal of an existing contract. The law does not apply to a contract between
the County and another governmental entity or state agency. The county is required to file Form 1295
with the state within 30 days of approving a contract with a business entity. Governmental transparency
is the objective of the law.
Senate Bill 255 adopted by the 85" Legislature Regular Session amended the law effective for contracts
entered into or amended on or after January 1, 2018. Additional exemptions from Form 1295
requirement were added for 1) a contract with a publicly traded business entity, including a wholly owned
subsidiary of the business entity, 2) a contract with an electric utility as defined by Section 31.002 of the
Utilities Code, or 3) a contract with a gas utility as defined by Section 121.001 of the Utilities Code.
Notarization of Form 1295 has been replaced by an unworn statement under penalty of perjury by an
authorized representative of the business entity.
The Texas Ethics Commission promulgated rules to implement the law and established an online portal
https://ww��.ethics.state.tx.ushvhatsne�r/elf into form1295 him. A business entity will generate Form
1295 online. Calhoun County will acknowledge online the receipt of Form 1295 after a contract is
executed. Within seven business days, Form 1295 will be available for public viewing on the
Commission's website.
COMPLAINCE
Calhoun County Commissioners Court will not consider for action any contract or bid with a business
entity unless it is accompanied by a completed, signed Form 1295 or a signed statement declaring the
provision of the law under which the business entity is exempt.
No later than 30 days after Commissioner's Court approves a contract or awards a bid with a non-exempt
business entity, the County Clerk will file acknowledgement of receipt of the Form 1295 with the Ethics
Commission.
PROOF OF LIABILITY INSURANCE
Current Certificate of Liability Insurance
• Return a copy of your current Certificate of Liability Insurance with your bid.
This copy of your current insurance will provide proof that you carry at least
the minimum required coverage. At this time, this copy does not require listing
Calhoun County as an additional insured.
• Once an award is made, the awarded bidder must provide Calhoun County
a Certificate of Liability Insurance that reflects that Calhoun County is an
additional insured.
See General Conditions and Specifications
Conflict of Interest Questionnaire
Form CIQ
• Complete and return this form with your bid
• Every vendor doing business with Calhoun County or seeking to do business with
Calhoun County must complete Box 1 and sign and date in Box 7.
Whether or not a conflict exists determines the other information to include
on the form.
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who
Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An
offense under this section is a misdemeanor.
1J Name of vendor who has a business relationship with local governmental entity.
2
❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate-)
3 Name of local government officer about whom the information is being disclosed.
Name of Officer
4 Describe each employment or other business relationship with the local government officer, or a family member of the
officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes FIND
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes E-1 No
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
6
❑Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
7
Signature of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www. ethics. state.tx. us Revised 11/30/2015
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code maybe found at http://www.statutes.legis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code 6176.0010-a): "Business relationship" means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, state, or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than $100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code & 176.006(a) and (a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any
gift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application, response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity; or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer, described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a); or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www. ethics.state.tx. us Revised 11/30/2015
Certification Regarding Debarment & Suspension
And Other Responsibility Matters
Complete and return this form with your bid
CERTIFICATION REGARDING DEBARMENT & SUSPENSION
AND OTHER RESPONSIBILITY MATTERS
In accordance with the Executive Order 12549, the prospective primary participant certifies to the best of
his / her knowledge and belief, that its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment
rendered against them for commission of fraud or a criminal offence in connection with obtaining,
attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a
public transaction; violation of federal or state antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction or records, making false statements, or receiving
stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(federal, state, or local) with commission of any of the offenses enumerated in paragraph (1) (b) of
this certification.
d. Have not within a three-year period preceding this application / proposal had one or more public
transactions (federal, state, or local) terminated for cause of default.
e. Acknowledge that all sub -contractors selected for this project must be in compliance with paragraphs
(1) (a — d) of this certification.
Name and Title of Authorized Agent
Signature of Authorized Agent
I am unable to certify to the above statements. My explanation is attached.
Date
DEBARMENT & SUSPENSION
Executive Order 12549--Debarment and Suspension
Source: The provisions of Executive Order 12549 of Feb. 18, 1986, appear at 51 FR 6370, 3 CFR, 1986
Comp., p. 189, unless otherwise noted.
By the authority vested in me as President by the Constitution and laws of the United States of America,
and in order to curb fraud, waste, and abuse in Federal programs, increase agency accountability, and
ensure consistency among agency regulations concerning debarment and suspension of participants in
Federal programs, it is hereby ordered that:
Section 1. (a) To the extent permitted by law and subject to the limitations in Section 1(c), Executive
departments and agencies shall participate in a system for debarment and suspension from programs and
activities involving Federal financial and nonfinancial assistance and benefits. Debarment or suspension
of a participant in a program by one agency shall have government -wide effect.
(b) Activities covered by this Order include but are not limited to: grants, cooperative agreements,
contracts of assistance, loans, and loan guarantees.
(c) This Order does not cover procurement programs and activities, direct Federal statutory entitlements
or mandatory awards, direct awards to foreign governments or public international organizations, benefits
to an individual as a personal entitlement, or Federal employment.
Sec. 2. To the extent permitted by law, Executive departments and agencies shall:
(a) Follow government -wide criteria and government -wide minimum due process procedures when they
act to debar or suspend participants in affected programs.
(b) Send to the agency designated pursuant to Section 5 identifying information concerning debarred and
suspended participants in affected programs, participants who have agreed to exclusion from
participation, and participants declared ineligible under applicable law, including Executive Orders. This
information shall be included in the list to be maintained pursuant to Section 5.
(c) Not allow a party to participate in any affected program if any Executive department or agency has
debarred, suspended, or otherwise excluded (to the extent specified in the exclusion agreement) that party
from participation in an affected program. An agency may grant an exception permitting a debarred,
suspended, or excluded party to participate in a particular transaction upon a written determination by the
agency head or authorized designee stating the reason(s) for deviating from this Presidential policy.
However, I intend that exceptions to this policy should be granted only infrequently.
Sec. 3. Executive departments and agencies shall issue regulations governing their implementation of this
Order that shall be consistent with the guidelines issued under Section 6. Proposed regulations shall be
submitted to the Office of Management and Budget for review within four months of the date of the
guidelines issued under Section 6. The Director of the Office of Management and Budget may return for
reconsideration proposed regulations that the Director believes are inconsistent with the guidelines. Final
regulations shall be published within twelve months of the date of the guidelines.
See. 4. There is hereby constituted the Interagency Committee on Debarment and Suspension, which shall
monitor implementation of this Order. The Committee shall consist of representatives of agencies
designated by the Director of the Office of Management and Budget.
Sec. 5. The Director of the Office of Management and Budget shall designate a Federal agency to perform
the following functions: maintain a current list of all individuals and organizations excluded from
program participation under this Order, periodically distribute the List to Federal agencies, and study the
feasibility of automating the list; coordinate with the lead agency responsible for government -wide
debarment and suspension of contractors; chair the Interagency Committee established by Section 4; and
report periodically to the Director on implementation of this Order, with the first report due within two
years of the date of the Order.
Sec. 6. The Director of the Office of Management and Budget is authorized to issue guidelines to
Executive departments and agencies that govern which programs and activities are covered by this Order,
prescribe government -wide criteria and government -wide minimum due process procedures, and set forth
other related details for the effective administration of the guidelines.
Sec. 7. The Director of the Office of Management and Budget shall report to the President within three
years of the date of this Order on Federal agency compliance with the Order, including the number of
exceptions made under Section 2(c), and shall make recommendations as are appropriate further to curb
fraud, waste, and abuse.
Implementation in the SRF Programs
A company or individual who is debarred or suspended cannot participate in primary and lower -tiered
covered transactions. These transactions include SRF loans and contracts and subcontracts awarded with
SRF loan funds.
Under 40 C.F.R. 32.510, the SRF agency must submit a certification stating that it shall not knowingly
enter into any transaction with a person who is proposed for debarment, suspended, declared ineligible, or
voluntarily excluded from participation in the SRF program. This certification is reviewed by the EPA
regional office before the capitalization grant is awarded.
A recipient of SRF assistance directly made available by capitalization grants must provide a certification
that it will not knowingly enter into a contract with anyone who is ineligible under the regulations to
participate in the project. Contractors on the project have to provide a similar certification prior to the
award of a contract and subcontractors on the project have to provide the general contractor with the
certification prior to the award of any subcontract.
In addition to actions taken under 40 C.F.R. Part 32, there are a wide range of other sanctions that can
render a party ineligible to participate in the SRF program. Lists of debarred, suspended and otherwise
ineligible parties are maintained by the General Services Administration and should be checked by the
SRF agency and all recipients of funds directly made available by capitalization grants to ensure the
accuracy of certifications.
Additional References
C 40 C.F.R. Part 32: EPA Regulations on Debarment and Suspension.
Certification Regarding Lobbying
• Complete and return this form with your bid
Certification Regarding Lobbying
(To be submitted with each bid or offer exceeding $100,000)
The undersigned certifies, to the best of his or her knowledge and belief, that:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,
to any person for influencing or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal
loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal
contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(c) The undersigned shall require that the language paragraph 1 and 2 of this anti -lobbying certification
be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and
disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995).
The Contractor, , certifies or affirms the truthfulness and accuracy of each
statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that
the provisions of 31 U.S.C. § 3801 at seq., apply to this certification and disclosure, if any.
Signature of Contractors Authorized Official
Printed Name and Title of Contractor's Authorized Official
Date
Disclosure of Lobbying Activities
• Complete and return this form with your bid
If Not Applicable, vendor must mark NA and sign and date
Approved by OMB
0348-0046
Disclosure of Lobbying Activities - -
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352
(See reverse for oublic burden disclosure)
1. Type of Federal Action:
2. Status of Federal Action:
3. Report Type:
a. contract
a. bid/offer/application
a. initial filing
_ b. grant
_ b. initial award
_ b. material change
c. cooperative agreement
c. post -award
d. loan
For material change only:
e. loan guarantee
Year quarter
£ loan insurance
Date of last report
4. Name and Address of Reporting Entity:
5. If Reporting Entity in No. 4 is Subawardee, Enter
Prime Subawardee
Name and Address of Prime:
Tier , if Known:
Congressional District, if known:
Congressional District, if known:
6. Federal Department/Agency:
7. Federal Program Name/Description:
CFDA Number, if applicable:
8. Federal Action Number, ifknown:
9. Award Amount, ifknown:
10. a. Name and Address of Lobbying Registrant
b. Individuals Performing Services (including address iJ'
(f individual, last name, first name, MI):
dffferent from No. IOa)
(last name, first name, M1):
11. Information requested through this form is
authorized by title 31 U.S.C. section 1352. This
Signature:
disclosure of lobbying activities is a material
representation of fact upon which reliance was placed
Print Name:
by the tier above when this transaction was made or
entered into. This disclosure is required pursuant to 31
Title:
U.S.C. 1352. This information will be reported to the
Congress semi-annually and will be available for public
Telephone No.: Date:
inspection. Any person who fails to file the required
disclosure shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such
failure.
Federal Use Only
Authorized for Local Reproduction
Standard Form - LLL (Rev. 7-97)
INSTRUCTIONS FOR COMPLETION OF SF-LLL, DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity, whether sub awardee or prime Federal recipient,
at the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31
U.S.C. section 1352. The filing of a form is required for each payment or agreement to make payment to any
lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a
covered Federal action. Complete all items that apply for both the initial filing and material change report. Refer
to the implementing guidance published by the Office of Management and Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to
influence the outcome of a covered Federal action.
2. Identify the status of the covered Federal action
3. Identify the appropriate classification of this report. if this is a follow-up report caused by a material change
to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of
the last previously submitted report by this reporting entity for this covered Federal action.
4. Enter the full name, address, city, State and zip code of the reporting entity. Include Congressional District,
if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be, a
prime or subaward recipient. Identify the tier of the sub awardee, e.g., the first sub awardee of the prime is the 1st
tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants.
5. If the organization filing the report in item 4 checks "Sub awardee," then enter the full name, address, city,
State and zip code of the prime Federal recipient. Include Congressional District, if known.
6. Enter the name of the federal agency making the award or loan commitment. Include at least one
organizational level below agency name, if known. For example, Department of Transportation, United States
Coast Guard.
7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter
the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans, and
loan commitments.
8. Enter the most appropriate Federal identifying number available for the Federal action identified in item 1
(e.g., Request for Proposal (RFP) number; Invitations for Bid (IFB) number; grant announcement number; the
contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency).
Included prefixes, e.g., 'RFP-DE-90-001."
9. For a covered Federal action where there has been an award or loan commitment by the Federal agency,
enter the Federal amount of the award/loan commitment for the prime entity identified in item 4 or 5.
10. (a) Enter the full name, address, city, State and zip code of the lobbying registrant under the Lobbying
Disclosure Act of 1995 engaged by the reporting entity identified in item 4 to influence the covered Federal action.
(b) Enter the full names of the individual(s) performing services,and include full address if different from 10(a).
Enter Last Name, First Name, and Middle Initial (MI).
11. The certifying official shall sign and date the form, print his/her name, title, and telephone number.
According to the Paperwork Reduction Act, as amended, no persons are required to respond to a collection of information
unless it displays a valid OMB control Number. The valid OMB control number for this information collection is OMB No. 0348-
0046. Public reporting burden for this collection of information is estimated to average 10 minutes per response, including time
for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of
information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction
Project (0348-0046), Washington, DC 20503 Approved by OMB 0348-0046
House Bill 89 Verification
• Complete and return this form with your bid
HOUSE BILE 89 VERIFICATION
CERTIFICATION REQUIRED BY TEXAS GOVERNMENT CODE SECTION 2270.001
the undersigned representative of
Representative
(hereafter referred to as Company) being an
Company or Business Name
adult over the age of eighteen (18) years of age, verify that the Company named above, under
the provisions of Subtitle F, Title 10, Texas Government Code Chapter 2270:
1. Does not currently boycott the country of Israel; and
2. Will not boycott the country of Israel during the term of the contract with Calhoun
County, Texas.
Pursuant to 2270.001, Texas Government Code:
1. 'Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise
taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations
specifically with Israel, or with a person or entity doing business in Israel or in an Israeli -controlled
territory, but does not include an action made for ordinary business purposes; and
2. "Company" means o for -profit sole proprietorship, organization, association, corporation, partnership,
Joint venture, limited partnership, limited liability partnership, or any limited liability company,
including a wholly owned subsidiary, majority -owned subsidiary, parent company or affiliate of those
entities or business associations that exist to make a profit.
Signature of Representative
Print Name & Title
Date
State law requires certification from a Company for contracts (which includes contracts formed
through purchase orders) involving goods or services regardless of the amount.
Residence Certification
Complete and return this form with your bid
RESIDENCE CERTIFICATION
Pursuant to Texas Government Code §2252.001 et seq., as amended, Calhoun County requests
Residence Certification. §2252.001 et seq. of the Government Code provides some restrictions
on the awarding of governmental contract; pertinent provisions of §2252.001 are stated below:
Sec. 2252.001 (3) "Nonresident bidder" refers to a person who is not a resident.
❑ 1 certify that
(4) "Resident bidder" refers to a person whose principal place of
business is in this state, including a contractor whose ultimate
parent company or majority owner has its principal place of
business in this state.
is a "Nonresident Bidder" of Texas
(Company Name)
as defined in Government Code §2252.001 and our principal place of business is
(City and State)
❑ 1 certify that
(Company Name)
defined in Government Code §2252.001.
Signature of Authorized Agent
Printed Name and Title of Authorized Agent
Date
is a "Resident Bidder" of Texas as
W-9
Request for Taxpayer
Identification Number and Certification
Complete and return this form with your bid
�
Request for Taxpayer
Give Form to the
Form
(Rev. October 2018)
Identification. Number and Certification
requester. Do not
Departmera of the Treasury
send to the IRS.
Internal Revenue Service
► Go to www.irs.gov/FormWg for Instructions and the latest information.
t Name (as shown on your Income tax return). Name is required on this line; do not leave this line blank.
2 Business name/disragarded entity name, if different from above -
m
3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the
4 Exemptions (codes apply only to
following seven boxes.
certain entities, not Individuals; sae
o.
c
❑ Individuallecle proprietor or ❑ CCorporation ❑ SCorporation ❑ Partnership ❑ Trust/estate
instructions on page 3):
a
e
angle -member LLC
Exempt payee code (if any)
❑ Umited liability company. Enter the tax classification (C=C corporation, S=S corporation. P=Partnership) ►
0 2
Note: Check the appropriate box in the line above for the tax classification of the single -member owner. Do not check
Exemption from FATCA reporting
�i
LUC if the LLC is classed as a single -member LLC that Is disregarded from the owner unless the owner of the LLC Is
another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single -member LLC that
code (if any)
a. o
is disregarded from the owner should check the appropriate box for the tax classification of Its owner.
❑ Other (see instructions) ►
4boc.sm•sccuwmanwnwaao-t u. usJ
h
5 Address (number, street, and apt. or suite no.) See instructions.
Requester's name and address (optional)
CALHOUN COUNTY
202 S ANN ST, PORT LAVACA TX 77979
6 City, state, and ZIP code
361-553.4610 FAX:361-553-4614
7 Ust amount number(s) here (optional)
Enter your TIN In the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entitles, it is your employer Identification number (EIN). If you do not have a number, see How to get a
TIN, later.
Note: if the account Is In more than one name, see the Instructions for line 1. Also see What Name and
Number To Give the Requester for guidelines on whose number to enter.
Under penalties of perjury, I certify that:
1. The number shown on this form Is my correct taxpayer identification number (or I am waiting for a number to be Issued to me); and
2. 1 am not subject to backup withholding because: (a)1 am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all Interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3.1 am a U.S, citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) Indicating that I am exempt from FATCA reporting Is correct.
Certification instructions. You must cross out Item 2 above If you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return. For real estate transactions, Item 2 does not apply. For mortgage Interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an Individual retirement arrangement (IRA), and generally, payments
other than Interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
aIgn I signature of
Here US. person► Date ►
General Instructions
Section references are to the Internal Revenue Code unless otherwise
noted.
Future developments. For the latest information about developments
related to Form W-9 and Its instructions, such as legislation enacted
after they were published, go to www.ks gov/FcvmW9.
Purpose of Form
An Individual or entity (Form W-9 requester) who is required to file an
Information return with the IRS must obtain your correct taxpayer
identification number (TIN) which may be your social security number
(SSN), individual taxpayer identification number (ITIN), adoption
taxpayer identification number (ATIN), or employer Identification number
(EIN), to report on an Information return the amount paid to you, or other
amount reportable on an Information return. Examples of information
returns include, but are not limited to, the following.
• Form 1099-INT (interest earned or paid)
• Form 1099-DIV (dividends, Including those from stocks or mutual
funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
• Form 1099-5 (stock or mutual fund sales and certain other
transactions by brokers)
• Form 1099-S (proceeds from real estate transactions)
• Form 1099-K (merchant card and third party network transactions)
• Form 1098 (home mortgage Interest), 1098-E (student loan Interest),
1098-T (tuition)
• Form 1099-C (canceled debt)
• Form 1099-A (acquisition or abandonment of secured property)
Use Form W-9 only If you are a U.S. person (including a resident
alien), to provide your correct TIN.
If you do not mtum Form W-9 to the requester with a TIN, you might
be subject to backup withholding. See What is backup withholding,
later.
CaL No. 10231X Form W-9 (Rev. 10-2018)
COPY OF BIDDER'S PROPOSED CONTRACT
• Submit a copy of your proposed contract
OUT-OF-STATE CORPORATIONS
If Applicable: Submit Certification to conduct business as an Out -of -State
Corporation in Texas that includes the State License Number
If Not Applicable, please disregard
Be sure to mark the space on page 4 of the Bid Form "NA"
RENEWAL
mms
ORIGINAL AGREEMENT
Renewal — February 15, 2021 thru February 14, 2022
Original Agreement— February 15, 2019 thru February 14, 2021
RENEWAL OPTION
FOR THE AGREEMENT FOR
INMATE TELEPHONE SERVICES, RESIDENT BANKING SOFTWARE,
COMMISSARY SERVICES & FIDUCIARY MANAGEMENT SERVICES
THE STATE OF TEXAS
COUNTY OF CALHOUN
WHEREAS, Calhoun County, Texas acting through their Adult Detention Center hereinafter
called the "JAIL" and Inmate Calling Solutions, LLC hereinafter called "Company" did enter into an
AGREEMENT dated December 19, 2018 for the AGREEMENT beginning February 15, 2019 and ending
February 14, 2021.
In the AGREEMENT, the JAIL did grant unto COMPANY the option to renew yearly (one year
terms) upon Commissioners Court approval prior to the end date of the preceding contract and both
the JAIL and COMPANY agree to said renewal. THEREFORE, the AGREEMENT term shall be extended
for an additional year, the additional year running from February 15, 2021 and continuing through
February 14, 2022.
JAIL and COMPANY agree that during the additional year, the AGREEMENT will continue as
written.
EXECUTED this the /49 day of )C�16 /'Kar7 . 2021.
JAIL:
CALHOUN COUNTY, TEXAS
CALHOUN COUNTY ADULT DETENTION CENTER
211 S Ann St, Ste 301
Port TX 77979
Richard H. Meyer, Calho n ountyJudge Date Signed
ATTEST:
AN VADMAN^HOUN COUNTYCLERK
�lNb
By: Deputy CleTe
COMPANY:
Inmate Calling Solutions, LLC
2200 Danbury St
San Antonio TX 78217
Zak
y 2/2/2021
Signature of AufhDi ¢ed Representative Date Signed
Mike Kennedy, Vice President Sales & Marketing
Printed Name & Title
AGREEMENT
FOR
INMATE TELEPHONE SERVICES, RESIDENT
BANKING SOFTWARE, COMMISSARY
SERVICES & FIDUCIARY MANAGEMENT
SERVICES
THIS AGREEMENT, entered into and begun as of the day of February. 2014. by and
between Inmate Calling Solutions, LLC
, withprinciple offices at
NAME OF VENDOR
2200 Danbury Street, San Antonio, Texas 78217 (hereinafter
referred to as "Company" and Calhoun County Adult Detention Center, a correctional institution
in the State of Texas, located at 302 West Live Oak St., Port Lavaca, Texas 77979 (hereinafter
called "Jail').
WHEREAS, the Company is engaged in the business of providing telephone services for
correctional facilities, and supplying food and other related products and services to inmate
commissary departments of correctional facilities throughout the United States, including the
Jail.
WHEREAS, the Jail operates a jail known as the Calhoun County Adult Detention Center and
wishes to enter into a Commissary Network Agreement to facilitate the ordering of commissary
supplies by inmates and the payment of thereof; and to contract for inmate telephone services at the
Jail.
NOW thereof, in consideration of the mutual promises and conditions herein contained, it is agreed
between the parties:
I. RESIDENT BAiN'6CING/COMMISSARY SERVICES HARDWARD AND SOFTWARE
During the term of this Agreement the Company shall supply the Jail w7th such computer
equipment and software to enable the Jail to access the system to account for inmate welfare
funds maintained by the Jail and effect purchases by inmates from commissary supplied by the
Company.
During the term of this Agreement, such hardware will be installed and maintained
by the Company and shall remain the sole property of the Jail.
At termination of this Agreement, all such computer hardware and software shall be returned
Pagel of 10
by the Jail to the Company in the same condition, reasonable wear and tear accepted, as
existed at the time such equipment was installed.
2. OPERATION OF COMMISSARY NETWORK .
The Jail agrees to employ the necessary staffperson(s) necessary to operate the commissary,
software, and distribute all commissary orders.
The Company will agree to a regular weekly schedule of when the commissary order will be
placed and delivered with the Jail Administrator.
3._ RESIDENT BANKING/COMMIS ARY SERVICES PAYMENT
The Company will invoice the Jail for all commissary items purchased pursuant to the
commissary network.
The Jail will pay such invoices from inmate welfare funds and the Jail will be responsible for
seeking reimbursement for inmate welfare funds.
4. RESIDENT BANKING/COMMISSARY SERVICES SERVICE FEE
The Jail will be paid a service fee for the services to be provided by it hereunder equal to
36 O/u of adjusted gross sales. Adjusted gross sales are gross sales less the sales of
non-commissioned items as determined by the Company and listed on Exhibit A to this
Agreement.
In the event that the inmate's funds available to purchase commissary products are inhibited in
any way by change in policy from the Jail, the service fee paid to the facility shall be reduced
accordingly by the Company.
Inmates will be charged a cost that includes applicable tax in product prices and taxes will be
paid by the Company to the State when applicable.
The Company will pay any applicable taxes or fees accrued from Commissary items to the
appropriate entity, including the State of Texas.
Commissary commissions will be paid to the Calhoun County Proceeds Account.
5.TELEPHONE SERVICES SCOPE OF A REEMENT
The Jail hereby agrees to contract the Company for the services described herein, and the
Company agrees to provide such services at the time and in the manner and subject to the
Page 2 of 10
following terns and conditions:
Innate Telephone Services is provided by the selling ofprepold calling cards to inmates or
by using funds from the imnate's commissary accottnt to purchase phone time.
Company will pay the Jail (payable to Calhoun County) a cash sign on bonus in the amount of
$ 0.00 upon the execution of this agreement.
Upon the beginning of this agreement Company will provide the Jail a total of $ 0.00
worth (face value) of phone calling cards for free or in place of phone calling cards a check in
the amount of $ 0.00 payable to Calhoun County.
Thereafter each card will be sold to the Jail at a N/A % discount off the face value of each card.
Jail shall retain the right to resell each card for their full value to the inmates.
For each call made by an inmate the charge will be(see schedule)per minute to the phone calling
card (see schedule). The per minute cost or call cost will include any applicable taxes,
From the phone calling card or phone time used charges AND the Gross Billed Revenue on
ALL CALLS (see schedule), 65 % will go to the Jail and 35 % to the Company
and the payment to the Jail will never be less than $ 3,625.00 per month.
Inmate phone cost per minute includes any applicable taxes and fees accrued.
The Company will pay any applicable taxes or fees accrued from inmate calls to the appropriate
entity, including the State of Texas.
Commissions will be paid to Calhoun County, Texas. Payment will be made by check, payable
to Calhoun County, Attn: Michelle Velasquez, Jail Administrator, 302 West Live Oak St., Port
Lavaca, TX 77979.
Company will provide Jail with a phone at booking that allows two free 5 minute, local andlor
long distance, completed calls per inmate booked into the Jail with the ability to call cell
phones.
6. COMMISSARY AND TELEPHONE SERVICES
Both Companies allow inmates to retrieve their balance from the innate housing phone and
place their Commissary order to be finalized by the phone system provided or a Jail staff officer
at no fee.
Page 3 of 10
The phone systems will retrieve inmate information from the jail management system.
Phone recordings and usage of access to the internet or web -based phone system will be
provided at no additional fee.
Jail will not be charged for Company providing signage, training, repairs, updates, billing or
collection.
Collect Call Fees
Cali Type
Connect Fee
Surcharge.
19 Minute
Each Additional Minute
Local
$0.00
$0.21
$0.21
Intrrlata
$0.00
$0.21
_
$0.21
Interlata
$0.00
$0.21
$0.21
Interstate
$0.00
$0.21
$0.21
Prepaid Phone Card Fees
Cal[TVpe
Connect Fee
Surcharge
1st Minute
Each Additional Minute
Local
WOO
$0.21
$0.21
Interlata
$0.00
$0.21
$0.21
Interlata
$0.00
$0.21
$0.21
Interstate
$0.00
$0.21
$0.21
International
$0.00
$0.95
$0.95
7. TELEPHONE SERVICES SYSTEM REQUIREMENTS
The system to be supplied by the Company must provide for recorded and literature step by
step instructions to the inmate for the procedure to complete free, pre -paid and collect
telephone calls.
The system must have an internal debit system and not an outside calling card system.
The Jail must have the ability to monitor, record, and make reports of all telephone calls made
or received on the system at no additional charge.
The system must provide the Jail with the ability to digitally record all telephone calls and
system shall have in custody PIN capabilities which will be blocked once inmate is released.
PINS become active at booking and inactive at release.
Page 4 of 10
Visitation phones shall have the ability to have live and recorded monitoring and to digitally
record by the Jail.
The system will provide called party automated blocking of collect inmate calls.
The system shall have the ability to block three (3) way calling.
The system must provide live monitoring and digital recording of all calls placed and received
by all telephones placed in the jail.
Company will provide equipment for the system without cost to the Jail and inmate telephone
services consisting of coinless telephone for use by inmate for making all calls including free,
collect and pre -paid calls.
The Jail shall receive from the Company an Inmate Telephone System that satisfies the above
requirements.
The system shall include call -processing software capable of providing automated collect
calling.
Ownership of all equipment shall remain Hith the Company.
Ali current cabling shall remain the property of the Jail.
The Company will block or unblock calls as required by the Jail and the system will provide
the Jail with the ability to block calls and access all calls with called party information.
Installation will be the expense of the Company.
The Company will provide management, operation and installation of the Inmate Telephone
System, including but not limited to all labor, materials, equipment, permits, licenses and
telephone lines, that are required to supply, install, repair, maintain or operate the system at
no additional cost to the Jail
The system will include I telephone at booking to provide 2 free local calls (providing at least
a 5 minute complete call) per inmate booked at the Jail with the ability to call locally, long
distance and cell phones, 8 visitation telephones, 2 portable telephones in the Jail hallway, and
12 telephones in the Jail housing locations.
The Company will provide management, operation and maintenance of all system equipment
and software services and will dispatch technicians to provide on -site service within eight (8)
hours of notification of a service disruption by the Jail at no charge to the Jail.
Page 5 of 10
The Company will conduct remote polling. The Company will poll the inmate telephone:
system daily for the purpose of collecting all billable call records and for remote diagnostic
maintenance. When polling reports indicate possible trouble the Company will make the
necessary efforts to repair the problem as quickly as possible.
Billing and collection will be done by the Company. The Company will establish, maintain
and provide detailed billing and collection services for the Jail for call records originated
from the Jail facility.
Company at its own expense shall maintain sufficient records to permit determination of
funds due to the Jail. Such records shall be made available to the Jail at no charge upon
request. Reports shall include total calls, total minutes of use and type of call. The date,
time and duration of all billable calls must be submitted to the Jail on a monthly basis.
(Website, email or disk format is acceptable)
Bad debt control will be provided by the Company. The Company will work closely with
the Jail to develop controls and procedures to help control the bad debt amounts generated
from the Jail facility.
8. TELEPHONE SERVICES PAYMENT
The Company wi II forward monthly payments to the Jail on or about the 25'h day of each
month or approximately 25 days after the end of each month in question. All statements and
backup reports shall be attached to this payment.
In addition to the Federal Communications Commission, the Texas Public Utility
Commission, Texas Jail Commission or any other governmental agency with authority or
jurisdiction over inmate telecommunications enters rules, orders, orjudgments that would
substantially impair or reduce gross revenue generation or allow the Company to process
inmate calls as envisioned by this agreement, the Company has the immediate option to
renegotiate the commission.
If the Jail and the Company cannot agree on an adjusted percentage commission then either
party may terminate this agreement upon thirty (30) days written notice.
9. TELEPHONE SERVICES FURTHER ASSURANCES
During the term of this agreement, including any renewal periods, the Jail agrees to:
Reasonably protect the equipment against willfiil abuse and promptly report any
damage, service failure or hazardous conditions to the Company.
2. Provide, at it's own expense, necessary power and power source, and suitable space for
Page 6 of 10
the equipment accessible to the user and the Company. I ,
3. Permit reasonable access to the Jail Facility in accordance with the Jail's policies
without charge or prejudice to Company employees or representatives.
4. Inmate will only have access to telephone services from 6:00 a.m. to 10:00 pan, each day
with the exception of the booking phone which will be available 24 hours.
5. Inmate telephone call duration will be limited to 15 minutes in housing locations.
6. Visitation telephone call duration will be limited to 20 minutes.
7. Booking telephone call duration will beat least a 5 minute tree phone call to local,
long distance and cell phones.
9. Monthly statements (recap) and backup reports, also accessible online, shall be
forwarded with each commission payment to: Calhoun County Adult Detention Center,
Attention: Michelle Velasquez, Jail Administrator, 302 West Live Oak St., Port Lavaca,
Texas77979.
10. FORCE MAJEURE
The Company shall not be held liable for any delay or failure in performance of any part of
this Agreement from any cause beyond its control and without its fault or negligence, such as
acts of God, acts of civil or military authority, governments regulations, embargoes,
epidemics, war, terrorist acts, riots, insurrections, fires, explosions, earthquakes, nuclear
accidents, floods, strikes, power blackouts, volcanic eruptions or other environmental
disturbances, unusual severe weather conditions, inability to secure products or services of
other persons or transportation facilities, or acts or omissions of transportation common
carriers.
11. LIMITATION OF LIABILITY
The Company will use due care in processing all work and agrees that it will at its own
expense, correct any errors which are due solely to the delivery of commissary,
malfunction of the Company's computers, operating systems or programs or errors or acts
of negligence by the Company employees.
The Jail agrees that the Company has made no additional warranties or representations
relied upon by the Jail to accept and execute this agreement.
The Jail agrees the Company will not be liable for any lost revenue or service disruptions
Page 7 of 10
of other service providers involved in the public communications network.
12. TERM & TERMINATION
The term of this agreement shall begin on February 15, 2019 and continue in full force and
effect for a period of two (2) years from such date unless terminated in accordance with the
terms of this agreement.
At the end of the initial agreement, the agreement has the option to renew yearly (one year
terms) upon Commissioners' Court approval. Each one year renewal must be approved by
Commissioners' Court prior to the end date of the agreement.
This agreement may be terminated by either party at any time for any reason upon giving 60
days written notice to the other party of such termination. Written notice must be delivered in
person or sent by registered or certified mail, return receipt requested. Either party has
immediate termination rights for cause.
13. GOVERNING LAW
This agreement shall be governed by the laws of the State of Texas.
For any disputes, Calhoun County, Texas will be the County of venue for any suit involving
any dispute that may arise under this agreement.
Company agrees to charge inmates appropriate sales tax and or fees and remit all such sales
tax and or fees for this Commissary and Telephone operation on behalf of the Jail.
14. AUDIT
The Jail will be permitted by the Company to audit, read, review and copy all records
pertaining to this agreement at no additional charge.
15. NOTICES
Notices are to be made in writing and directed to the following:
Jail:
Calhoun County
Attn: Calhoun County Judge
211 S. Ann, Room 301
Port Lavaca, Texas 77979
Tel: 361-553-4600
Fax:361-553-4444
Company:
Inmate Calling Solutions, LLC
2200 Danbury Street
San Antonio, TX 78217
Page 8 of 10
16. DISCLOSURE OF FEES AND OR CHARGES:
No other fees or charges may be billed to the Jail unless noted as an exception to this
agreement. If exceptions are made to this agreement, they must be listed at the end as an
exhibit_ Exceptions may void the agreement.
17. ENTIRE AGREEMENT WAIVER
This agreement constitutes the entire agreement between the parties with respect to the
provisions of delivery services, and there are no other further written or oral understandings
or agreements with respect thereto.
No variation or modification of the agreement and no waiver of its provisions shall be valid
unless in writing and signed by the duly authorized offices of the Company and the Jail.
This Agreement supersedes all other agreements between the parties for the provision of
Inmate Telephone Services and ; or Resident Banking Software, Commissary Service and
Fiduciary Management Services.
IN WITNESS HEREOF, the parties have executed this Inmate Telephone Services and Resident
Banking Software, Commissary Service and Fiduciary Management Services as of the year and date
written.
This Agreement begins February 15, 2019 and ends on February 14, 2021 with the option to renew
yearly (one year terms) upon Commissioners' Court approval. Each one year renewal must be
approved by Commissioners' Court prior to the end date of the agreement.
JAIL
Calhoun Countv Adult Detention Center
Jail
Name &UIJU "I
it i ature)
nnted Name &Title
is / n 4
Date Signed
COMPANY
Inmate Calling Solutions, LLC
Name of Company (Print)
Name &Title (Signature)
Michael Kennedy, VP Sales & Marketing
Printed Name & Title
1--.2-/ s/ i (:�,
Date Signed
Page 9 of 10
EXHIBIT
Use this page(s) to attach exhibits
Example: Exhibit on how commissions are determined and list of non-commissioned items
Page 10 of 10
EXHIBIT A
HOW COMMISSIONS ARE CALCULATED
The commission will be based on the weekly,
adjusted gross commissary sales.
Adjusted gross sales are gross sales less postage sales
or other noncommissioned sales.
GROSS MONTHLY SALES
LESS POSTAGE SALES
LESS ADJUSTMENTS
LESS SALES TAX
= ADJUSTED COMMISSIONABLE SALES
36% PROPOSED COMMISSION RATE
= Calhoun County Sheriffs Office
Commissary Profit
C kk L
PHONE COMMISSIONS
January thru May 2021
Client IDt 4030 - Calhoun County, T%
Calhoun County Adult Detention Center
302 West Live Oak
Pert Lavaca, Texas 77979
Attention! Michelle Velastiuez, Sall Administrator
Tariff Type
Call Type
- Call Count
Minutes
Gross Revenue
%
Commission
Earned
Local
Collect ..
_-
-
$___ _..__. _ .
65.0%
#
PrePald
_ _ 2,332
18,753
$ 3,938.13
. a-_
..'_
$-2,559.78
Debit Card
-
$
65.0%
$
Debit
1,477
10,680
$ 2,242.80
65.0%
$ 1,457.82
Total Local
3,809
29,433
$ 6,180.93
$ 4,017.60
IntraCell
Collect
-
$ -
65.0%
$ -
_..
PrePald _
It Cer
69
- - - ""
447
-�Debit
65.0%6i,02De
80
610
65.0%
$ 83.27
Total IntraCell
169
Y057
$ 144.28
E-,444S7
IntraLATA
Collect
-
65.0%PrePald
191
1,228
65.0%
$ 167.62
Debit Card
-
430
2 117
65.0%
6 .
$ -
- -- 288.97
Total lntral-ATA
621
3,345
$ 702.45
$ 456.59
Intrastate
Collect
-
-
$ -
65.0%
$ -
PrePald
349
3,456
715.26
65.0%
$ 464.92
Debit Card
-
$ -
65.0%
$ -
_.
Debit
$82
t23i
7359
10.1765-
$ 1,545.39
$_ i,250.6b "
65.0%
$ 1,004.50
$ . 1,469.42
Interstate
Collect
-
$
65.0%
$
PrePald
94
697
$ 146.37
65.0%
$ 95.14
Debit Card
-
-
$ -
65.0%
1$ -
Debit
224
2,183
$ 458.43
65.0%
$ 297.98
Total Interstate .,...
318
2,880
$ 604.80
$ 393. 22
International
Collect
5 %
Pre
fi
Deb d
65.0
Debit
-
$ -
65.0%
$ -
Total International
_
$
$
Caribbean
Collect
65.0%
0
Debit Card
65.0%
Debit
-
$ -
65.0%
$ -
Total Caribbean
_
$
$
Canadian
collect
o
PrePald
65.0%
Debit card 14
65.0%
Debit
-
-
$
65.0%
$
Total Canadian
-
_
$ _
$
Total Collect
-
$
65.0%
$
Total PrePald
3,055
24,531
$ 5,151.51
65.0%
$ 3,348.48
Total Debit Card
-
-
$ -
65.0%
$ -
Total Peblb
3,093
22,949
$ 4109,29
65.0%
$ i3zsa
Commission Earned
6,146
47,480
S 9,970.80
; 6,481.02
Shortfall
Guaranteed Monthly
31625.00
volcornall
42
A 400
50.Otl%
Grand Total
-21101
6,302.021
Ci
Client Ib: 4030 Calhoun County, TX
Calhoun County Adult Detention Center
302 West Live Oak
Port Lavaca, Texas 77979
Attention: Michelle Velasquez, )all Administrator
Tariff Type
Call Type
Cell Count
Minutes
Gross Revenue
%
Commission
Local
Collect
-
-
$
$ -
PrePald
1,491
11,136
$ 2,338.98
65.0%
$ 1,520.34
Debit Card
-
$
65.0%
$ -
Total Local
Debit
1,619
3,110
13,481
24,619
$ 2,831.01
5,169.99
65.0°/a
$ 1,840.16
$ 3,360.49
IntraCell
Collect
-
$ . -
65.0%
$
_
Debit Card
204
-
- I,237
_._ _..-
_$--_259.77
__ -
$
_ „- 6 .0% _
_ 65.0%
_,_ 166.85
-__..
$
Total IntraCell
Debit
1 76
280
383
1,620
$ 80.43
$ 340:20
65.0%
$ -52.28
$ 221.13
Intral.ATA
Collect
-
-
$ -
65.0%
$ -
Prepaid
203
1,283
$ 269.43
65.0%
$ 175.13
,.Debit Card
De It
-
__- __ 465
-
._. 2,473-
- 519.
65.ONo
$__
-
_.63
- 337.56
Total Intral-ATA
670
3,756
$. 788.76
$ 512.69
Intrastate
Collect
-
$ -
65.0%
$ -
PrePaid
243
2,006
$ 421.26
65.0%
273.62
Debit Card
-
$ -
65.0%
$ -
_
ota intrastate "--
Debit_
-----
, . 955
_. _ -
.--- 8139
1,709.19._
_ 65,0%
_ 111097_
2,130.4
1,384,79
Interstate
Collect
-
$ -
65.0%
$ -
io3
i,29Y
$ 271.11
65.0%
$ 176.22
DePrePald
bit Card
-
$ -
65.0%
$
Total Interstate
Debit
146
249_
1,456
2 747_
$ 305.76
$,_ _. 576.87
65.0%
$ 198.74
374.97
International
Collect
-
6 Goo
-
PrePald
_
-
65.0%
>
Debit Card
6%
Total International
Debit
.. -
....r..$...
.... -
_.._65,0.%.
.$.... -
Caribbean
Collect
-
65.0%Debit
Prepaid
65
Card
-
5.0%
Total Caribbean
Debit
-
-
-
$ -
$
65.0%
$ -
$
Canadian
Collect I-
_
5 0yO
_
Prepaid
-
-
65.0
O b1t Card
_
65.0%
Total Canadian
Debit
-
-
$
65.0°h
$
Total Collect
Total PrePald
Total Debit Card
Total Debit
2,246
-
a,2b1
-
16,955
2S,9a2
$
$ 3,560.59
$ 5,495.7a
65.0%
65.0%
65.0%
0.0%
$
$ 2,314,36
$
,$
Commission Earned
Shortfall
5,507
42,887
¢ 9,006.27
$ 5,854.0E
11
Guaranteed Monthiv
Volce
Gran To
7.00
50.00
3,625 .00
OnI 5
March 2021
Calhoun County Adult Detention Center
302 West Live Oak
Port Lavaca, Texas 77979
Attention: Michelle Velasquez, Jail Administrator
Tariff Type
Cali TypeM
Gross Revenue
%
Commission
Local
Collect
$ -
65.0%
$ -
PrePald
$ 3,104.64
65.0%
$ 2,018.02
Debit Card
$ -
65.0%
$ _
Total Local -
Debit
$ 4 784.85
65.0%
$ 3,110.15
$ 7,889.49
$ 51128.17
IntraCell
Collect
-
- '.
.. _. -
65.0%.
-
_ ----_
Prepaid
259
1,855
-
$ 389.55
-
65.0%
- _ --- ---- -
$ 253.21
Debit Card
-
-
$
65.0%
$
Total IntraCell
Debit
-
80
536
$ 112,56
65.ONo
$ 73.16
339
2,391
$ 502.11
-
$ 326.37
IntraLATA
Collect
-
$ -
6-50%
$
PrePald
321
2,579
$ 541.59
65.0%
$ 352.03
Debit Card_
-
_ -,
-
-_
65.0%
$ -
Total lntraLATA
DebiE
-618
3,463
714.63
65.0%
$ 464.51
939
5,982
$ 1,256.22
$ 816.54
Intrastate-
prePald
462
4,688
984.48
65.0%
$ 639.91
Debit Card
-
-
$ -
65.0%
$
__.._
Debit
_ 1221
9,503
-$ 199b_63
_.,65.0%_
- -
-_ 1,297,16_
1,663
14,191
2,980.11
_�
-$ _ 1,937.07
Interstate-
PrePald
128
1,019
$ 213.99
65.0%
$ 139.09
Deblt Card
-
-
$ -
65.0%
$
Total Interstate
Debit
21ll
1874
$ 393.54
65.0%
$ 255.00
346
_ 2 893.
394.89
International
Collec
PrePald
65.0
_
-
65.0%
Debit C
65
Total international
C bbea
Collect
-
B8. Wo
-
Debit rd
-
5.0
Total Caribbean
Debit
-
$
65.0%
$
_
$
$
Canadian
of cc
_
Prep
Oab tDe 'rd
5.0%
Debit
-
-
-M$5,234.25
65.0%
Canadian
65.0%
$Total
Total Collect
-
PrePald
3,129
24,925
65.Total
65.0%
$ 3,402.26
Total Debit Card
-
-
$
Total Debit
4,761
30,101
-
$ 8,pA1,21
65.0%
65,0%
$
$ 5,200,79
Commission Earned
Shortrall
7,890
63,026
; 13,23s.46
; 8 6603.05
Guar t ad Monthly'
v
3 6 6.00
Grand Total
38
38.0
00°
1 .DO
8,622.05
u. i'MA eW
o zz33Ci utions
-Monthly pommisaion Repok
Aprll.2021 -
8attiement Date:.05/25/;o21
' CH9nt 10; 4930.- Calhaitq.Cqunty, TX -
Calhoun County Adult Oetenrtlon center
302 West Llve Oak' .
Port Lavaca,Texas;77979
Attention: Michelle Nalaequez, ]ail Administrator
Tariff Type
Call Type
Cal! Count
Minutes
Gross Revenue
%
Commission
Local
Collect
--
$ -
65.0%
$ -
PrePald
-Card
1,675
13,241
$ 2,780.61
65.0%
$ 1,807.40
Debit
-
$
Total Local
Debit
2,278
3,953
17,401
30,642
$ 3,654.21
- 6;434.82
65.0%
$ 2,375.24
$ 4,182.63
tntraCell
Collect65,0%
-
$ -
PrePald
-- 416
2,575$
540.75'
51.
849
Debit Card
-
-
$
65.0%
$ -
Total IntraCell - -- -
Debit
208
624
1319
3,894
$ 276.99
$--'$17.74¢
65.0°k
$ 180.04
531.63
IntraLATA
Collect
-
-
$ -
650%
$ -
PrePald
235
1,454
$ 305.34
65.0%
$ 198.47
Debit Card
-
$ -
65.0%
$
Total IntraLA A
Debit
552
787
2,956
4,4i2
$ 621,18
$-926.Sx
65.0%
$ 403.77
$ 002.24
Intrastate
Collect
-
-.M$2,
65.0%PrePald
479
a,299
65.0%
$ 586.81
Card
-
65.OWo
$ -
Total Intrastate
Deblt
787
1,266
7,157
11,456
05.0%
- -
$ 976.93
$ 1,563.74
Interstate
Collect
-
65.0Wo
PrePald
65
708
65.0%
$ 96.64
Debit Card
-
-
65.0%
$
Total Interstate
beBlt
-
239
304-
3,156
3,156
$ 514.08
$--�662.76-
65.0%
$ 334.15
$ 430.79
International
Collect
-
65.0%
Prepaid
5 o
i
Debit Card
.0 u
Total TWrtistioiial- - -- --
Debit -
-
6
6
55
55
$ 52.25
$ 52�25 -.
65.00,
$ _ 33,96 _
$ 33,96
Caribbean
Collect
-
65.0
Prepaid
Debit Card
-
-
6 ,0%
Total Caribbean
Debit
-
$ -
65.0%_
$
Canadian
Collect
-
65 0%
Prepaid
-
65.0%
Debit Card
-
65.01/0
Total Canadian-
Debit
-
-
_
$ -
$
65.OWo
$
$
Total Collect
Total FreFaltl
Total Debit Card
Total Debit
2,670
-
4,070
22,277
-
31,338
$ 4,678A7
$ -
$ 6,621.68
65.OWo
65.o,/a
65.0%
65.0%
$
$ 3,040.81
¢
$ 4,304.09
Commission Earned
Shortfall
6 940
53,615
# 13,299.85
# 7,344.110
Guaranteed Months
Gr d To I
11,00
0
3 625.00
50.40
;U9nc TP; 44�A - �glllggn l:9slijtyr TR
Calhoun County Adult Detention Center
302 West Live Oak,70.:
' <.Port Lavaca, Texaa,7701' - - -
Attention: Michelle Velasquez, ]ail Administrator
Tariff Type
Call Type
Call Count
Minutes.
Gross Revenue
%
Commission
Earned
Local -
Collect
-
$ -
65.0%
$
PrePaid
1,127
7,782
$ 1,634.22
65.0%
$ 1,062.24
Debit Card
-
$ -
65.0%
$ -
Debit
11992
15,128
$ 3176.88
65.0%
$ 2,064.97
Total Local -
3,119
22,910
$ 4,811.10 -
-
$ 3,127.22
IntraCelL____.._� _�__.._..,___Lolleck
_.....
$
$ 439.11
55.Da/:..
65.0%
$ 285.42
PrePald
293
2,091
Debit Card
-
-
$
65.0%
$
-
Debit
221
1,453
$ 305.13
65.00/a
$ 198.33
Total IntraCell
-514
" 3;544�
$ ' �-744.24
_- - -
-$ .: 483.76.
Intral,/ITA
Collect
-
-
65.0%
-
PrePald
169
1,306
$ 274.26
65.0%
$ 178.27
Debit Card
-
$
65.00/4
$ -
Debit
559
3,074
$ 645.54
65.0%
$ 419.60
Total IntraLATA
-
728
4380
$-919.80
$ 597.67
Intrastate
Collect
-
$ -
65.0%
$
PrePald
850
8 053
$ 11691.13
65.0%
$ 1,099,23
Debit
Card
-
-
$ -
65.00/a
$ -- -
Debit
435
3,812
$ 800.52
65,0%
$ 520.34
Total intrastate
1,285
11,865
$ 2,491.65
$ 1,619:57
Interstate
Collect
-
-
$ -
65.0%
$
Prepaid
8
80
$ 16.80
65.0%
$ 10.92
Debit Card
-
-
$ -
65.0%
$ -
Debit
153
1,476
$ 309.96
65.O0h
$ 201.47
Total interstate
161
1,556
$ - 326.76
$ 212.39
International
collect
-
65.0%
PrePald
-
65.0%
D Card
65.0%
Debit
65.0%
$
-
-
$ _
$
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oil5.0%De
bit Card
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65.0%Debit
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$ -
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$ _
$
gAijilglan
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------ -----
PrePaid
65.0%
11
Debit Card
65.0%
Debit
-
-
$
65.0%
$ -
Total Canadian
_
$ _
Total Collect
-
-
$
65.0%
$
Total PrePald
2,447
19,312
$ A,055.52
65.0%
$ 21636:09
Total Debit Card
-
-
$ -
65.0%
$ -
Total Debit
3,360
�
24 943
,
$ 5,238.03
65.0%
$ 3,404.72
Commission Earned
5,807
44,255
9.293.55
$ 6,040.81
Shortfall
Guaranteed Monthly
3 625.00
volcemall
0
7.50
Grand Total
6 4 .3L
CURRENT
COMMISSARY SALES/COMMISSIONS
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1Aae Belle Cassel
From:
Dustin Jenkins <Dustin.Jenkins@calhouncotx.org>
Sent:
Wednesday, July 21, 2021 3:37 PM
To:
Mae Belle Cassel
Cc:
Lori McDowell; Donna Hall
Subject:
Fwd: EMT -Basic Field Agreement
Attachments:
CCEMS 2021 Field Agreement Advanced.docx
Mae Belle,
Could you place the attached Field Internship Affiliation Agreement between CCEMS and Lifesource Educational Services
on the next Commissioners Court agenda for approval to sign? 1295 to follow.
Thanks,
Dustin
From: Chris R <cramirez911@yahoo.com>
To: Dustin Jenkins <dustin.jenkins@calhouncotx.org>
Cc: Lori McDowell <lori.mcdowell@calhouncotx.org>, Rene Garcia <rgarciaemtp@aol.com>
Date: Sun, 27 Jun 2021 16:11:10 +0000 (UTC)
Subject: EMT -Basic Field Agreement
CAUTION: This email originated from outside of the organization. Do not click links or open
Greetings!
Attached is the Field Agreement for the EMT class.
Fell free to contact me if you have any questions.
Thanks!
Chris
J. Dustin Jenkins, DMin, MBA, LP
Director of Emergency Medical Services
705 Henry Barber Way
Calhoun County, TX
dustinjenkins@calhouncotx.org
(361)571-0014
Calhoun County Texas
1
FIELD INTERNSHIP AFFILIATION AGREEMENT
THIS FIELD INTERNSHIP AFFILIATION AGREEMENT IS BETWEEN:
CALHOUN COUNTY EMERGENCY MEDICAL SERVICES
705 Henry Barber Way
Port Lavaca, Texas 77979
361.552.1140
AND
LIFESOURCE EDUCATIONAL SERVICES
EMS PROGRAM
1701 Victoria Station Apt. 711
Victoria, Texas 77904
361.649.7567
It is mutually agreed by Calhoun County Emergency Medical Services, Port Lavaca, Texas
hereinafter referred to as "EMS Service" and LifeSource Educational Services EMS Program,
Victoria, Texas hereinafter referred to as "LES", that the field internship experience for students
enrolled in the Emergency Medical Services Program conducted by LES will be provided at
Calhoun County EMS.
It is agreed that LES and the EMS service will jointly select and assign learning experiences. LES
will provide the EMS Service with a list of learning objectives and schedule of student
assignments prior to the beginning of each experience.
LES is an affirmative action/equal opportunity institution in regards to all programs and
activities. No discrimination shall be made between individuals with regard to race, color,
religion, national origin, sex, age, or handicap.
OBJECTIVES AND SCOPE OF PRACTICE OF CLINICAL INTERNSHIP
Clinical rotations are periods of supervised experience that offers the student a progression of
increasing patient care responsibilities. This agreement satisfy the training up to the 'Basic and
Advanced" level. The student will be supervised by the minimum of EMT -Basic and at a
minimum of EMT -Advanced for EMT -Advanced training. Rotations should progress from
observation, to supportive roles, and finally to where the student is performing patient care.
The student shall always be under the guidance of field faculty or a mutually approved
preceptor. The student must be in good academic standing and have passed all appropriate
skills verifications prior to scheduling rotations in a clinical area. The student is authorized to
perform only the skills/procedures that are listed within the clinical objectives. Performance of
any unauthorized skill/procedure is grounds for disciplinary action, including failure of the
course and dismissal from the program.
FIELD INTERNSHIP AFFILIATION AGREEMENT
THIS FIELD INTERNSHIP AFFILIATION AGREEMENT IS BETWEEN:
CA'LHOUN COUNTY EMERGENCY MEDICAL SERVICES
705 Henry Barber Way
Port Lavaca, Texas 77979
361,552.1140
AND
LI,FESOURCE EDUCATIONAL SERVICES
EMS PROGRAM
1701 Victoria Station Apt. 711
Victoria, Texas 77904
361,649,7567
It is mutually agreed by Calhoun County Emergency Medical Services, Port Lavaca,
Texas hereinafter referred to as "EMS Service" and LifeSource Educational Services EMS
Program, Victoria, Texas hereinafter referred to as "LES", that the field internship
experience for students enrolled in the Emergency Medical Services Program conducted
by LES will be provided at Calhoun County EMS.
It is agreed that LES and the EMS service will jointly select and assign learning
experiences. LES will provide the EMS Service with a list of learning objectives and
schedule of student assignments prior to the beginning of each experience.
LES is an affirmative action/equal opportunity institution in regards to all programs and
activities. No discrimination shall be made between individuals with regard to race,
color, religion, national origin, sex, age, or handicap.
OBJECTIVES AND SCOPE OF PRACTICE OF CLINICAL INTERNSHIP
Clinical rotations are periods of supervised experience that offers the student a
progression of increasing patient care responsibilities. This agreement satisfy the
training up to the 'Basic and Advanced" level. The student will be supervised by the
minimum of EMT -Basic and at a minimum of EMT -Advanced for EMT -Advanced training.
Rotations should progress from observation, to supportive roles, and finally to where the
student is performing patient care. The student shall always be under the guidance of
field faculty or a mutually approved preceptor. The student must be in good academic
standing and have passed all appropriate skills verifications prior to scheduling rotations
in a clinical area. The student is authorized to perform only the skills/procedures that
are listed within the clinical objectives. Performance of any unauthorized skill/procedure
is grounds for disciplinary action, including failure of the course and dismissal from the
program.
LES RESPONSIBILITIES
LES agrees to:
• Place only those students who are registered and academically qualified for
internship experience for the purpose of learning in the field setting.
• Confer with the EMS Service administration, prior to registration for each
semester, concerning the assignment of students to the EMS Service.
• Provide the EMS Service and appropriate departments with a detailed schedule
including student name, date & times of assignment, and level of student
training.
• Conduct administrative and educational activities of the LES EMS Program
according to the established policies of the LES EMS Program. These include
provisions for student's health, keeping records of students' experience, such
as records of rotations, attendance, and proficiency; and evaluation and
counseling of students with regard to performance.
• Guarantee that each student has a report of current immunizations and TB test
results. The report shall include immunization history for
diphtheria/tetanus/pertussis measles/mumps/rubella, and if applicable, HBV.
TB test results must be within one year of program entry and must be
repeated annually throughout the program.
• Guarantee that each student and faculty member has professional liability
insurance coverage. Terms of coverage or copies of the policy are available
at the LES administration office.
• Guarantee that each student and faculty member agrees to abide by the policies
and procedures as set forth by the Hospital and the LES EMS Program.
• Guarantee that each student and faculty member has successfully passed
training on the Health Information Portability & Accountability Act.
• Coordinate with other EMS Programs so as to not overload departments with
students,
• If a student sustains injury, sudden illness, or exposure to communicable disease
or bodily fluids during performance of duties; the injury, illness, or exposure
will be handled according to LES and Hospital policy. The student is
responsible for any cost of medical treatment.
EMS SERVICE RESPONSIBILITES
EMS agrees to:
• Provide for EMS Program students, without compensation to the student,
assignments'to the student for purpose of field internship experience. Provide
and assign preceptors for each student experience.
• Provide overall control and supervision of patient care.
• Provide orientation of assigned clinical site for the LES EMT Program student.
• Ensure that the LES EMT Program student abides by EMS Provider policies.
• Evaluate student performance and communicate the results to the EMS Program
Clinical Coordinator.
PRECEPTORS
The preceptor is the person responsible for overseeing the student's activities during a
rotation. The Preceptor could be an employee of the Hospital or a part time employee of
LES to oversee and evaluate student performance. Preceptors will be jointly approved
and oriented by the LES EMS Program. Preceptors are also responsible for evaluating
student clinical performance and reporting to the LES Clinical Coordinator if needed. A
list of approved preceptors will be maintained by the LES EMS Program.
SCHEDULING
Date and time parameters will be finalized prior to scheduling any rotations. If the EMS
Provider has or establishes any other affiliations, assignments will be coordinated to
avoid duplication of schedules. Students will schedule rotations through the LES
Program Clinical Coordinator according to date/time parameters set by the EMS Service,
preceptor availability, and their personal schedule. LES will submit to the EMS Provider a
schedule indicating the date, times, student name, and training level.
TERMS OF AGREEMENT
This affiliation will be effective when all parties have signed this agreement. It will be
effective for a period beginning June 1, 2021 and ending December 31, 2021; provided
however, this agreement may be terminated at any time for cause and/or violation of
the terms herein. Furthermore, either party may terminate this agreement upon ninety
(90) days written notice to the other party. A new agreement may be initiated if major
changes or revisions in policies are considered necessary by LES or the EMS Provider.
^'Calhoun County EMS
l UVN )E5 T/J Kfis
P ' Flame nature a e
itle: 7ii2c-e-m Z G F CM
i
lifeSource�EEducational Services
Chris Ramirez,/Jr. Date
Asst. Program Director -Clinical Coodinator
CERTIFICATE OF INTERESTED PARTIES FORM 1295
1of1
Complete Nos. 1- 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
2021.779968
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Lifesource Educational Services
Victoria, TX United States
Date Filed:
07117/2021
2
Name of governmental entity or state agency that is a party tot the contract for which the form is
being filed.
Calhoun County EMS
Date Acknowledged:
a
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
2021
Clinical Affiliation Agreement for EMT students
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
5
Check only if there is NO Interested Parry.
X
6
UNSWORN DECLARATION
//^,
My name is C�2�y_c /J"'a'+ Ir,_kt = and my date of birth is-�
My address is l70 / p�r` C mil `c JcYHi do`G7�+"rc. , �, 7% I ClS
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
�`'�
Executed in .-, County, State of e3 �C , on tha/ day of 20_,j�L.
(month) (year)
Signature of authorized agent of c @fi usiness entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.1.ceffd98a
CERTIFICATE OF INTERESTED PARTIES FORM 1295
lofl
Complete Nos. 1- 4 and 6 if there are interested parties.
Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2021-779968
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
Lifesource Educational Services
Victoria, TX United States
Date Filed:
07/17/2021
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
Calhoun County EMS
Date Acknowledged:
08/12/2021
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
2021
Clinical Affiliation Agreement for EMT students
Nature of interest
4
Name of Interested Party
City, State, Country (place of business)
(check applicable)
Controlling
I Intermediary
5
Check only if there is NO Interested Party. FRI
6
UNSWORN DECLARATION
My name is and my date of birth is
My is '
address
(street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in County, State of , on the _day of , 20_
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics commission