RFP #26-24 Integrated Justice Information and Management System Modernization

RFP #26-24 INTEGRATED JUSTICE INFORMATION AND MANAGEMENT
SYSTEM MODERNIZATION FOR CLAYTON COUNTY, GEORGIA
INFORMATION AND INSTRUCTIONS TO PROPONENTS
1. Services Required: This Request for Proposals ("RFP") from qualified Proponents
("Proponent" or "Proponents") is for an Integrated Justice Information and Management
System Modernization for Clayton County ("County"), Georgia. A detailed Scope of Services
("SOS") is set forth in this RFP.
2. Solicitation Method: This solicitation is being conducted in accordance with all applicable
provisions of the Clayton County Code of Ordinances including Code Sec. 2-114 -
Competitive sealed proposal process. By submitting a proposal in reference to this
solicitation, a Proponent acknowledges that it is familiar with all laws applicable to this
solicitation, including, but not limited to, the County's Code of Ordinances, which laws are
incorporated into this RFP by reference.
3. Minimum Qualifications: Each Proponent and its team members shall have the minimum
experience set forth in this RFP.
4. Certificate of Authority to Transact Business in Georgia: Each Proponent shall submit
documentation that demonstrates it is duly authorized to conduct business in the State of
Georgia with its proposal. If the Proponent is not a Georgia corporation, Proponent is
requested to submit a Certificate of Authority to Transact Business in the State of Georgia.
This requirement also applies to Joint Venture (JV) Team Members, Subconsultants, and
Subcontractors.
5. Business License: Proponent is requested to submit a copy of its current, valid business
license with its Proposal. If the Proponent is a Georgia corporation, Proponent is requested
to submit a valid county or city business license. If Proponent is a joint venture, Proponent is
requested to submit valid business licenses for each member of the joint venture. If the
Proponent is a not a Georgia corporation, Proponent is requested to submit a copy of its
current, valid business license issued by its home jurisdiction.
6. Professional License: Proponent must attach a copy any professional license required by
this RFP with its response.
7. No Offer by County and Firm Offer by Proponent: This solicitation does not constitute an
offer by County to enter into a contract and shall not be construed by any Proponent to form
a contract. This solicitation is only an invitation for offers from interested Proponents and no
offer shall bind the County. A Proponent's offer is considered a firm offer and may not be
withdrawn except as provided in this RFP, in the County's Code of Ordinances and other
applicable law.
8. Proposal Duration: Proposals submitted in response to this RFP must be valid for a period
of One Hundred and Twenty (120) calendar days from the Proposal Submission Deadline
and must be marked as such.
9. Proposal Submission Deadline: Responses to this RFP will be accepted online at
https://www.bidnetdirect.com/georgia/claytoncounty on Thursday, July 9, 2026 by 3:00
P.M., Eastern Standard Time (EST).
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10. Non-Mandatory Pre-Proposal Conference: Non-Mandatory Pre-Proposal Conference has
been scheduled for Thursday, July 7, 2026 at 9:00 A.M., EST. and will be hosted virtually
by our staff and responsible person(s). Please register by sending an email to
centralservicesbids@claytoncountyga.gov. Attendance at the Pre-Proposal Conference is
voluntary for Proponents responding to this RFP; however, Proponents are encouraged to
attend. During the Pre-Proposal Conference, the general requirements of the project will be
discussed. Any questions during the Pre-Proposal Conference will not be authoritative.
Each Proponent must be fully informed regarding all existing and expected conditions and
matters, which might affect the cost or performance of the Services. It should be
emphasized, however, that nothing stating or discussed during the court of this Pre-Proposal
conference shall be considered to modify, alter, or change the requirement of the solicitation
documents, unless it shall be subsequently incorporated into an addendum to the solicitation
documents
11. Solicitation Questions/Prohibited Contacts: Any questions and communications
regarding this RFP shall be submitted in writing by logging into
https://www.bidnetdirect.com/georgia/claytoncounty on or before Thursday, July 14, 2026
by 3:00 P.M., EST. Questions received after the designated period may not be considered.
Any response made by the County will be posted online at
https://www.bidnetdirect.com/georgia/claytoncounty by addendum. No Proponent may rely
on any verbal response to any question submitted concerning this RFP.
12. All Proponents, and/or representatives of Proponents, seeking an award of a Clayton
County contract may not initiate or continue any verbal or written communications
regarding a solicitation with any County officer, elected official, employee or other
County representative other than the Department of Central Services employee named
in the solicitation, between the date of the issuance of the solicitation and the date of the
final contract award by the Board of Commissioners, unless specified otherwise herein.
Attempting to influence the outcome of any given contract prior to a recommendation
of award to the Board of Commissioners is strictly prohibited. The Chief Procurement
Officer of Central Services will review alleged violations of this prohibition. If the Chief
Procurement Officer of Central Services determines that such a communication has
compromised the competitive process, the proposal submitted by that Proponent may be
disqualified from consideration for award, and that Proponent may, among other things, be
placed on the ineligible source list. Violations of this prohibition may also be subject to
prosecution under federal, state, or local laws. Clayton County employees, officials, and
their family members are prohibited from seeking, requesting, or receiving any material
payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible
thing of value when such receipt has the potential to influence a procurement decision or to
gain unfair advantage in a procurement competition, and as outlined in the County's
Ethics Code found in Article 2, Section 70-61, et seq. and all other applicable
policies.
13. Ownership of Proposals: Each Proposal submitted to the County shall become the
property of the County, without compensation to a Proponent, for the County's use, in its
discretion. The County shall not be liable for any proposal preparation costs incurred by
Proponents.
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14. Georgia Open Records Act: Information provided to the County is subject to disclosure
under the Georgia Open Records Act, O.C.G.A. 50-18-70 et. seq. Pursuant to O.C.G.A.
50-18-72(a) (34), "[a]n entity submitting records containing trade secrets that wishes to keep
such records confidential under this paragraph shall submit and attach to the records an
affidavit affirmatively declaring that specific information in the records constitute trade secrets
pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. 10-1-760 et seq.]" and any such
documents shall be labeled as confidential by Proponent. All such information shall be clearly
labeled as a trade secret or confidential and include the relevant cite to the Open Records
Act.
15. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any
Contract that may be awarded pursuant to this RFP are set forth in Appendix B, Bonding and
Insurance Requirements. Proponent must provide a copy of a current certificate of insurance
evidencing any policies issued for Proponent as required in Appendix B. For purposes of this
section, "Proponent" shall mean an individual, corporation, or other corporate entity
submitting a proposal in connection with this solicitation, including each Joint Venture partner
if Proponent is a Joint Venture.
16. Applicable County Small Local Business Programs: The SLBE Programs applicable to
this solicitation are set forth in Appendix A, Contract Compliance Requirements, included in
this RFP. By submitting a Proposal in response to this solicitation, each Proponent agrees
to comply with such applicable SLBE Programs.
17. Applicable Local Proponent Preference Program: The Local Proponent Preference
Program if applicable to this solicitation are set forth in Appendix D. The terms for this
Program will only be set forth in the contract if the Proponent is submitting a proposal stating
that it is a local Proponent.
18. Evaluation of Financial Information: The County's evaluation of financial information
concerning a Proponent and its consideration of such information in determining whether a
Proponent is responsive and responsible may involve a review of several items of
information required to be included in a Proposal. The County will review the Financial
Information disclosed by Proponent and attached to this RFP. Further, if this RFP requires
the successful Proponent to post some type of performance guarantee (e.g. letter of credit,
guaranty agreement, etc.), a Proponent must submit with its Proposal a notarized letter from
an appropriate financial institution indicating that it is willing to issue such performance
guarantee for the Proponent if a Contract is awarded.
19. Sub-consultants and Manufacturers: Proponents are required to submit, in writing, the
addresses of any proposed Subcontractors or equipment manufacturers listed in the
Proposal and may be required to submit other material information relative to proposed
Subcontractors. County reserves the right to disapprove any proposed Subcontractors
whose technical or financial ability, or resources, or experience are deemed inadequate.
20. Examination of Proposal Documents:
20.1 Each Proponent is responsible for examining with appropriate care the complete RFP
and all Addenda and for informing itself with respect to all conditions, which might in
any way affect the cost or the performance of any Services. Failure to do so will be at
the sole risk of the Proponent, who is deemed to have included all costs for
performance of the Services in its Proposal.
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20.2 Each Proponent shall promptly notify County in writing should the Proponent find
discrepancies, errors, ambiguities or omissions in the Proposal Documents, or should
their intent or meaning appear unclear or ambiguous, or should any other question
arise relative to the RFP. Replies to such notices may be made in the form of an
addendum to the RFP, which will be issued simultaneously to all potential Proponents.
20.3 County may in accordance with applicable law, by Addendum, modify any provision
or part of the RFP at any time prior to the Proposal due date and time.
20.4 Each Proponent must confirm Addenda have been received and acknowledge receipt
by executing the Acknowledgment of Addenda form provided with each Addendum.
20.5 Solicitation cancellation or rejection of Proposals. The County may waive any
technicalities and formalities in the proposals received. Additionally, this RFP may be
canceled at any time, any or all proposals may be rejected in whole or in part, or the
award may be deferred, where it is determined to be in the best interest of the County.
21. Oral Presentations/Interviews: Responsive Proponents may be required to make an oral
presentation of their proposed solution to the County's Evaluation Committee.
Representatives of the Key Personnel as identified in the Proponent's proposal, and those
with decision making ability and authority speak on behalf of and to bind the Proponent, must
be active participants in the oral presentation. If required, oral presentations will be held the
week of August 24 - 28, 2026. The County will notify responsive proponents of the date,
time, and location for the presentation, and will supply an agenda or topics for discussion.
22. Award and Execution of Contract: If the County awards a Contract pursuant to this
solicitation, such award shall be made to the responsive and responsible proposer whose
proposal is determined to be the most advantageous to the County based upon the
evaluation factors set forth in this RFP. The County will prepare and forward to the Proponent
a Contract for execution substantially in the form of the Draft Contract included in this RFP.
Changes may be made to reflect the specified portions of the Proponent's proposal,
negotiated changes to the Scope of Services, and Cost Proposal Forms. All Proponents
should thoroughly review the document prior to submitting a proposal. Any proposed
revisions to the terms or language of this document must be submitted in writing with the
Proponent's response to the RFP. Since proposed revisions may result in a proposal being
rejected if the revisions are unacceptable to the County, Proponent should review any
proposed revisions with an Authorized Representative having authority to execute the
Contract. Upon approval of the contract by the Clayton County Board of Commissioners, the
County will provide the Proponent with three (3) unsigned Contracts. The Proponent shall
execute and return three (3) Contracts, with required insurance certificates and other
documents as listed in this RFP or required by the County, within no more than ten (10)
calendar days from receipt of the Contracts.
23. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal
Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia
Security and Immigration Compliance Act. Pursuant to Act, the Proponent must provide with
its proposal proof of its registration with and continuing and future participation in the E-Verify
Program established by the United States Department of Homeland Security. Completed
Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms attached herein
as Form F6.6 and F6.7, Appendix C, Required Form Submittals must be submitted with the
Proposal at the time of submission. Under State Law, the County cannot consider any
Proposal, which does not include the completed form F6.6. Where the business structure of
a Proponent is such that Proponent is required to obtain an Employer Identification Number
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(EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit
on behalf of, and provide a Federal Work Authorization User ID Number issued to, the
Proponent itself. Where the business structure of a Proponent does not require it to obtain
an EIN, each entity comprising the Proponent must submit a separate Contractor Affidavit.
It is not the intent of this notice to provide detailed information or legal advice concerning the
Act. All Proponents intending to do business with the County are responsible for
independently apprising themselves of and complying with the requirements of the Act and
assessing its effect on County solicitations and their participation in those solicitations. For
additional information on the E-Verify program or to enroll in the program, go to: https://e-
verify.uscis.gov/enroll. Additional information on completing and submitting the Contractor
Affidavit can be found preceding this form in this RFP.
24. Multiple Awards: The County reserves, in its sole discretion, the right to make one (1)
award, no award, or award contracts to multiple Proponents.
25. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit
the Required Submittal Forms unless otherwise indicated in this RFP.
26. Conflict of Interest: Proponents are advised to read and familiarize themselves with the
conflict of interest provisions of this RFP. The County reserves the right to issue RFPs for
projects that are independent of RFP #26-24 Integrated Justice Information and
Management System Modernization for Clayton County, Georgia. Except as stated in this
RFP these Instructions, and the Notice to Proponents concerning Conflicts of Interests,
successful Proponents under this RFP are not precluded from responding to such
solicitations.
27. Tax Exemption Status: The County is exempt from Federal Excise Tax and Georgia Sales
Tax with regard to goods and services purchased directly by Clayton County. Exemption
certificates are furnished upon request.
28. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for
inspections, licenses, and costs incurred for the same shall be the sole responsibility of the
successful Proponent. All materials, labor and construction must comply with all applicable
rules and regulations of local, state and/or national codes, laws and ordinances of all
authorities having jurisdiction over the project, which shall apply to the contract throughout
and will be deemed to be included in the contract the same as though herein written out in
full.
29. Negotiations; Best and Final Offers: The County reserves the right to negotiate
specifications, terms and conditions, which may be necessary or appropriate for the
accomplishment of the intent of this RFP. The County may require the submission of Best
and Final Offers. The County may require that this RFP and Proponent's response be
incorporated in full or in part as Contract Documents. The RFP and all responses,
supplemental information, and other submissions provided by Proponent during discussions
or negotiations may be held by the County as contractually binding upon Proponent. The
County may seek clarification from a Proponent at any time during the procurement process,
and failure of a Proponent to respond by the date set forth in the communication may be
cause for rejection of Proponent's proposal.
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30. TITLE VI SOLICITATION NOTICE - Clayton County, GA, in accordance with the provisions
of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC 2000d to 2000d-4) and
the Regulations (28 CFR Part 42), hereby notifies all bidders or offerors that it will
affirmatively ensure that for any contract entered into pursuant to this advertisement,
disadvantaged business enterprises will be afforded a full and fair opportunity to submit bids
in response to this invitation and will not be, on the grounds of race, color, or national origin,
excluded from participation in, denied the benefits of, or subject to discrimination in
consideration for an award for any program or activity that receives Federal funds or other
Federal financial assistance.
31. COOPERATIVE PROCUREMENT- The County may permit other governmental entities to
purchase the same commodity, equipment, or service from suppliers at the same price and
under the same terms and conditions as extended to the County in a competitively
procured contract. Other governmental entities may utilize the County's competitively
procured contracts as "piggyback" purchases if such contract stipulates allowance
for such governmental entities to purchase the same commodity, equipment, or service from
the supplier at the same price and under the same terms and conditions as extended to
the County or if the governmental entity obtains written permission from the director and
awarded supplier.
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RFP #26-24 INTEGRATED JUSTICE INFORMATION AND MANAGEMENT
SYSTEM MODERNIZATION CONTRACT FOR CLAYTON COUNTY, GEORGIA
SUBMITTAL CHECKLIST
1. Please use the following checklist to verify that all required information is included in your proposal.
2. It is the sole responsibility of each proponent to ensure that their proposal is inclusive of all Submittals outlined below
or elsewhere in this RFP.
3. Failure to submit any of the items below may cause rejection of the Proposal.
4. Proponents are required to submit responses to solicitations electronically online at:
https://www.bidnetdirect.com/georgia/claytoncounty. The County will not consider any proposal that does not
include completed Illegal Immigration Reform and Enforcement Act Affidavit Form(s).
5. The Financials must be submitted and uploaded as a separate attachment. Do not upload the Financials with the
Technical Proposal.
REQUIRED DOCUMENTATION INITIAL IF INCLUDED
1. PROPOSAL SOLICITATION FORM ____________
2. SUBMITTAL CHECKLIST (THIS FORM) ____________
3. ADDENDA (IF APPLICABLE) ____________
4. ENTIRE PROPOSAL ____________
5. COST PROPOSAL (ATTACHMENT B) ____________
6. REQUIRED FORM SUBMITTALS (APPENDIX C)
F6.1 W-9 FORM ____________
F6.2 NON-CONFLICT OF INTEREST ____________
F6.3 NON-COLLUSION AFFIDAVIT ____________
F6.4 BUSINESS ENTITY CERTIFICATE ____________
F6.5 CERTIFICATE OF AUTHORITY - JOINT VENTURE ____________
F6.6 ILLEGAL IMMIGRATION REFORM AND
ENFORCEMENT ACT - CONTRACTOR AFFIDAVIT ____________
F6.7 ILLEGAL IMMIGRATION REFORM AND
ENFORCEMENT ACT - SUBCONTRACTOR AFFIDAVIT ____________
F6.8 SUBCONTRACTOR INFORMATION FORM ____________
F6.9 ACKNOWLEDGEMENT OF PROPONENT ____________
F6.10 REFERENCE AND RELEASE FORM ____________
F6.11 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS ____________
F6.12 EXCEPTIONS FORM ____________
F6.13 CERTIFICATION OF ABSENCE OF CONFLICT OF INTEREST FOR
DEVELOPMENT OF SPECIFICATIONS OF SCOPE OF WORK ____________
F6.14 DEBARMENT FORM ___________
7. BUSINESS LICENSE ____________
8. PROFESSIONAL LICENSE (IF APPLICABLE) ____________
9. SLBE FORMS ____________
_______________________________ ________________________________ ______________
Printed Name Title Date
__________________________________________ __________________________________
Signature Firm Name
__________________________________________ __________________________________
Email Address Phone Number
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RFP #26-24 INTEGRATED JUSTICE INFORMATION AND MANAGEMENT
SYSTEM MODERNIZATION CONTRACT FOR CLAYTON COUNTY, GEORGIA
1. INTRODUCTION
The County is soliciting proposals from interested, and qualified firms that are experienced in
providing an integrated justice information and management system for Clayton County,
Georgia. The County has partnered with Gartner, Inc. to develop this Request for Proposal.
1.1 OBJECTIVE
1.1.1 Clayton County, Georgia (the County), partnering with multiple Justice Partner Agencies,
including the Sheriff's Office, Magistrate Court, State Court, Superior Court, District
Attorney, and Solicitor General, collectively the County, will select a market-leading COTS
solution(s) for a Jail Management System (JMS) and a future Court Case Management
System (CCMS), unified by a Data Integration Hub (DIH) to support the retirement of their
legacy mainframe system, referred to as CPU8.
1.1.1.1 The new JMS solution must be flexible, scalable platforms that support future
operational growth and business transformation. Under this modernization program,
the County is pursuing a phased implementation, starting with a JMS Minimum
Viable Product (MVP), eventually followed by the full CCMS implementation across
all three courts, and finally, implementing the remaining JMS functionality.
1.1.1.2 The result will be a modernized JMS and CCMS solution using one or more
Commercial Off-the-Shelf (COTS) software products and services that are fully
integrated to meet the County's business needs. The responder(s) should propose
a solution strategy considered optimally effective and in the best interest of the
County.
1.1.1.3 This entire effort is centrally supported by the DIH ensuring a seamless data
exchange between the justice partners, as well as external entities. The data hub
Proponent will work with the County, their partners and JMS/CCMS Proponents to
support data governance, and the implementation of various integration and data
analytics information products and services in a modern, cloud enabled, secure
environment. The County will look to implement a DIH immediately to support legacy
system data exchange needs and extend through the implementation of the JMS
and future CCMS products.
1.1.2 The County is seeking Proponent partners who have the necessary resources, know-how,
and capabilities to support the design, development, and implementation of these solutions
in a modern, cloud-enabled, and secure environment, and in compliance with CJIS. The
procurement also involves securing all necessary products and services, including software
licensing, Software as a Service (SaaS), Platform as a Service (PaaS), and contracted
services.
1.1.2.1 The contracted services for the JMS and DIH shall include, but not be limited to,
project management, business requirements analysis, process reengineering,
system design and architecture, quality assurance, implementation, deployment,
and ongoing technical support.
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