SLED Opportunity · FLORIDA · CLAY COUNTY
AI Summary
Clay County, FL requests quotes for a cloud-based SaaS solution to archive, index, and manage mobile text communications from County devices for compliance, legal discovery, and records retention. The contract starts July 25, 2026, for one year with optional renewals.
Project Description:
The County is requesting Quotes for a cloud-based solution that captures, archives, stores, indexes, retains, searches, and retrieves mobile text message communications for County-owned mobile devices to support public records retention, legal discovery, compliance, and records management requirements.
The County seeks a subscription-based Software-as-a-Service (SaaS) solution that provides secure archival of mobile communications and associated records management functionality.
The Supplier shall furnish all labor, software licensing, hosting, implementation support, maintenance, updates, and technical support necessary to provide a complete mobile communications archiving solution.
Services shall include, but are not limited to:
A. Digital Communications Archiving Platform
Provide a cloud-hosted archival platform capable of:
B. Mobile Text Message Capture
Provide automated capture and archival of mobile text messaging communications from County-issued AT&T mobile devices.
The solution shall:
C. Records Retention and Compliance
The solution shall provide:
D. Security Requirements
The Contractor shall provide a solution that:
E. Hosting and System Availability
The Contractor shall:
F. Technical Support
The Contractor shall provide standard technical support services including:
The awarded contract term shall be one (1) year, beginning July 25, 2026.
The County has the option to renew the Agreement for two (2) additional one (1) year periods if it is deemed to be in the County's best interest to do so.
The Contractor may request payment no more than once monthly, based on the amount of work completed. All partial estimates and payments found to be in error shall be subject to correction in the estimates and payments subsequent thereto, and in the final estimate and payment. Payments will be made in accordance with the Florida Local Government Prompt Payment Act.
The County will discuss all instances of unacceptable equipment and/or services with the awarded Contractor. This shall be immediately rectified by the Contractor at no charge to the County, to include any labor and materials as it may apply.
During this time, the County may suspend service with the Contractor until the problem(s) are corrected or may elect to use another company on an emergency basis. A record of failure to perform or of an unsatisfactory performance may result in supplier debarment.
If the awarded Contractor fails to maintain acceptable product quality or to perform adequately in accordance with the terms, conditions and specifications established in this Request for Quotes, the County reserves the right to cancel the contract upon thirty (30) days written notice to the Contractor.
If the County and/or awarded Contractor identifies any additional services to be provided by Contractor that are not covered under the Agreement but are beneficial to the County, such additional services shall be mutually negotiated between the County and the Contractor.
I acknowledge the following:
I will respond to this solicitation in the manner that is being requested of me.
I am not to embed any documents within the questionnaire, as they may not be accessed / reviewed / evaluated.
When a document is required to be uploaded, it must be in PDF format and unlocked.
Please enter your Company's Legal Name.
Please provide the full name, title, and email address of the authorized signee for your company.
Please provide the following details for your Company's primary contact person:
Please provide your Company's remittance address.
The Address should include:
Street Address: This should include the building number, street name, and, if applicable, suite number.
City, State, and ZIP Code: The city and state should be fully spelled out (unless state abbreviations are standard), followed by the ZIP Code.
Example of a Complete Address:
John Doe
1234 Elm Street, Apt 5B
Springfield, IL 62704
Please download the W-9 below, complete, and upload.
Please download the below documents, complete, and upload.
Please enter your EIN number below.
Please enter your Company's legal name.
Please download the below documents, complete, and upload.
County Employee: Please mark yes or no if you work for Clay County as an employee.
An outside personal economic relationship which affords present or future financial benefits to an employee, his family or to individuals with whom he has business or financial ties may be considered a conflict of interest requiring evaluation by the County Manager.
This certifies that neither my family nor myself are employees of the County and will benefit financially by doing business with Clay County.
Please identify yourself, family member or other conflict of interest.
Please enter N/A if this does not apply.
Bidders are hereby notified of the provision of section 287.05701, Florida Statutes, as amended, that the Clay County Board of County Commissioners will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder.
The Bidder acknowledges they were notified of the provisions in section 287.05701, Florida Statutes.
The Bidder acknowledges that they have thoroughly reviewed the term outlined in the Scope of Work.
The Bidder acknowledges that they have thoroughly reviewed Contract No. _________, between Clay County and _______________ and agrees that the Bidder and its Sub-Contractors shall comply with all terms and conditions listed in the Agreement in addition to all federal, state, and local laws and regulations applicable to this RFB.
Are there any long lead times associated with obtaining the materials required to perform the work outlined in this informal quote?
If yes, please provide a detail summary of the the lead times for the materials required to fulfill the work outlined in this Informal Quote.
If no, please state that there are no lead times for the materials required to fulfill the work outlined in this Informal Quote.
Please upload a sample or draft of your Warranty.
The Warranty must cover both labor and parts for a minimum of ____ years.
Bidder affirms that it is a local business as defined below and in accordance with the following: Resolution No. 2018/2019-2 adopted by the Clay County Board of Commissioners.
Local Business Definition:
(A) a person or business entity which maintains a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, which provides from such permanent place of business the kinds of goods or services solicited, and which at the time of the solicitation submits the Local Business Affidavit of Eligibility; or
(B) a person or business entity which utilizes for at least 40% of the solicited work local Clay County sub-contractors or suppliers, meaning sub-contractors or suppliers which maintain a permanent place of business with full-time employees within Clay County for a minimum of twelve months prior to the date Bids or quotes were received for the purchase or contract at issue, provide from such permanent place of business the kinds of goods or services solicited, and at the time of the solicitation submit the Local Business Affidavit of Eligibility.
The authorized purchasing authority of Clay County shall have the sole discretion to determine if a person or business entity meets the definition of Local Business. Such decision shall not be disputed nor protested.
The Board of County Commissioners reserves the right to award Bids/quotes/proposals which would be in the best interest of the County or reject any and all Bids/quotes/proposals. As such, the County reserves the exclusive right to compare, contrast and otherwise evaluate the qualifications, character, responsibility and financial qualifications of all persons, firms, partnerships, companies or corporations submitting Bids or quotes in any procurement for goods and services when making an award in the best interests of the County.
Resolution No. 2018/2019-2 can be found at: https://www.claycountygov.com/departments/purchasing-division/vendor-information
Please choose one of the following to verify Local preference eligibility:
If you selected (A) or (B) in the question above, please download the below documents, complete, and upload.
A. Buy American Preference
(i) Purpose. The Board wishes to support the Buy American Act of 1933, as set forth in 41 U.S.C. Chapter 83, and the Presidential Executive Orders reiterating the intent to use the Buy American Act to the greatest extent permitted by law by providing a preference for the use of American-made Goods when County funds are expended. A domestic preference for Goods that are manufactured, assembled or produced in the United States encourages the selection and utilization of American-made Goods which in turn promotes the local and regional economy, as well as strengthens state and national economic interests. Further, a domestic preference promotes security, good government and the general convenience of the County’s citizens.
B. Applicability
A Buy American Preference shall apply when fifty-one percent (51%) of the components of the final Good manufactured, assembled or produced to be sold to the County is made in the United States and an affidavit supporting the assertion that fifty-one percent (51%) of the components of the Good is American manufactured, assembled or produced, along with supporting documentation, is submitted with the Bid or written Quote.
The Purchasing Director shall resolve any issues relating to the applicability of the Buy American Preference, and that decision on the applicability of whether a Buy American Preference applies shall not be disputed nor protested.
By selecting "Yes", the Bidder affirms that they qualify for a Buy American Preference as defined below and in the Clay County Purchasing Policy, Chapter 5, Purchasing Rules.
By selecting "No" he Bidder affirms that they do not qualify for a Buy American Preference as defined below and in the Clay County Purchasing Policy, Chapter 5, Purchasing Rules.
If you selected "Yes" in the question above, please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents and acknowledge receipt on the next question.
I have read and acknowledge the document(s) attached above for the Davis Bacon Wage Rates.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
A Section 3 “Right to Match” preference shall be afforded to enhance the opportunities and ensure that employment and other economic opportunities generated by certain HUD Housing and/or Community Development Assistance funding shall, to the greatest extent feasible, and consistent with existing Federal, State, and local law and regulations, be directed to low- and very-low income persons and to business concerns which provide economic opportunities to low- and very-low income persons of local businesses to receive awards of Clay County contracts.
A “Section 3 Business” is defined as a business that provides evidence of their Section 3 certification at the time the bid is offered to the County; evidence shall not be provided after the bid closing time.
When a qualified and responsive, non-Section 3 business submits the lowest price bid, and the bid submitted by one or more qualified and responsive Section 3 Business is within ten percent (10%) of the price submitted by the non-Section 3 business, then the Section 3 Business with the apparent lowest bid offer (i.e. the lowest Section 3 bidder) shall have the opportunity to submit, an offer to match the price(s) offered by the overall lowest, qualified and responsive bidder. In such instances, staff shall first verify if the lowest non-Section 3 bidder and the lowest Section 3 bidder are in fact qualified and responsive bidders. Next, the Purchasing Department shall determine if the lowest bidder meets the requirements of Section 287.087 F.S.
If the lowest Section 3 bidder meets the requirements of 287.087, F.S., the Purchasing Department shall invite the lowest Section 3 bidder to submit a matching offer to the Purchasing Department which shall be submitted within five (5) business days thereafter. If the lowest Section 3 bidder submits an offer that fully matches the lowest bid from the lowest non-Section 3 bidder tendered previously, then award shall be made to the Section3 bidder. If the lowest Section 3 bidder declines or is unable to match the lowest non- Section 3 bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the lowest Section 3 bidder does not meet the requirement of Section 287.087 F.S. and the lowest non- Section 3 bidder does, award will be made to the bidder that meets the requirements of the reference state law.
Bidder must complete and submit with their bid response the Affidavit and Certification for Claiming Status as a Section 3 Business which is included as part of this solicitation and their current Section 3 certification.
Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude said Bidder from being considered for Section 3 preference on this solicitation.
A Bidder who misrepresents the Section 3 Preference status of its firm in a bid submitted to the County will lose the privilege to claim Section 3 Preference status for a period of up to one (1) year.
If necessary, the contracting agency may conduct discussions with qualified and responsive bidders determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and verify qualifications and responsiveness to solicitation requirements.
This project is subject to the provisions of Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. 1701u). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by certain HUD Housing and/or Community Development Assistance shall, to the greatest extent feasible, and consistent with existing Federal, State, and local law and regulations, be directed to low- and very-low income persons and to business concerns which provide economic opportunities to low- and very-low income persons
A Section 3 business concerned is defined as follows:
1. That is 51 percent or more owned by Section 3 residents; or
2. Whose permanent, full-time employees include persons, at least 30 percent of whom are currently Section 3 residents, or within three years of the date of first employment with the business concern were Section 3 residents; or
3. That provides evidence of a commitment to subcontract in excess of 25 percent of the dollar award of all subcontracts to be awarded to business concerns that meet the qualifications set forth in section one or two above.
In conformance with Section 3 federal regulations (24 CFR Part 135), Clay County shall direct efforts to award Section 3 covered contracts, to the greatest extent feasible, to Section 3 business concerns in the order of priority listed below:
1. Category 1 businesses: Section 3 business concerns that provide economic opportunities for Section 3 residents in the service area or neighborhood in which the Section 3 covered project is located;
2. Category 2 businesses: Applicants (as this term is defined in 42 U.S.C. 12899) selected to carry out HUD HOUSING AND/OR COMMUNITY DEVELOPMENT ASSISTANCE Youthbuild programs;
3. Category 3 businesses: Other Section 3 business concerns. A business concern seeking to qualify for a Section 3 contracting preference shall certify that the business concern is a Section 3 business concern as described above.
Please download the below documents, complete, and upload.
Please download the below documents, and acknowledge receipt on the question below.
I have read and acknowledge the document(s) for CDBG Supplemental Conditions for Construction Contracts attached above.
Please download the below documents, and acknowledge receipt on the question below.
I have read and acknowledge the documents(s) (Clay County Community Development Block Program Purchasing Policy)
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
1. Bid Opportunity List for Commodities & Contractual Services
2. Disclosure of Lobbying Activities
3. Non-Collusion Declaration and Compliance with 48 CFR § 29
4. Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion - Lower Tier Covered Transactions for Federal Aid Contracts
Will you utilize a electronic pricing table for this quote?
Choose yes to populate the electronic pricing table section.
Choose no if you will upload a pricing form in the Vendor Questionnaire
Does this informal require materials of any kind?
Will this RFB require a County Warranty Form?
If YES, the County Warranty Form (2 years) will populate in the attachments section.
If NO, the County Warranty Form (2 years) will not populate in the attachments section.
Will this RFB require the Contractor / Supplier to provide a copy of a draft Warranty?
If YES, a supplier questionnaire question will populate asking for their draft Warranty. Please adjust this language per your RFB requirements, if necessary (The number of years the Warranty is required to be valid for is blank, you will need to fill this portion in.)
Examples: ARPA, CDBG, FEMA, etc...
IF THIS SOLICITATION IS FEDERALLY FUNDED, PLEASE CHOOSE THE APPLICABLE DOCUMENTS AND SELECT "YES"
Will Local Preference be Utilized?
Will Buy American be utilized?
Will Davis Bacon Rate Wages be required?
Is this anticipated to be over $19,999.99 ?
Is this for a Continuing Agreement?
Ex. Jum/Kirby
If this is a Continuing Agreement, will the project be over 500K ?
Make sure that you do not remove the "Performance and Payment Bond" Section listed within the body of the solicitation. Double check that it is there as well. Select "YES" to acknowledge you will verify the Performance and Payment Bond section is present.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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