Request for Proposal (RFP) for X-Ray Body Scanner for Juvenile Detention Facility
Project Title: Request for Proposal for X-Ray Body Scanner for NORCOR Juvenile Detention Facility
RFP Issuance Date: March 21, 2025
RFP Submission Deadline: April 18, 2025
Contact Information/Proposals Sent To: Nichole Biechler Business Manager NORCOR 211 Webber St., The Dalles, OR 97058 541-298-1117 nbiechler@norcor.co.wasco.or.us
1. Introduction
Northern Oregon Regional Corrections (NORCOR) is seeking proposals for the purchase, installation, and a maintenance plan of an advanced X-ray body scanner system to enhance security protocols within our juvenile detention facility. The purpose of this RFP is to solicit proposals from qualified vendors who can provide a reliable, state-of-the-art X-ray body scanner system that meets our operational needs while ensuring compliance with all applicable regulations. The selected vendor will be responsible for the delivery, installation, training, and post-installation support.
2. Scope of Work
The proposed X-ray body scanner system must be capable of screening individuals for contraband, including weapons, drugs, and other illicit items that could pose a safety risk within the facility. The system should have the following features:
Security & Accuracy: High-resolution imaging with the ability to detect a wide range of materials (metal, drugs, electronics, etc.) in a timely manner. The system should support the screening of all individuals, including juveniles, without causing distress or discomfort.
User Interface: A user-friendly interface with minimal training required for operation. The system should allow for easy access to detailed scans and the ability to quickly identify potential threats.
Data Retention: Capability to store and manage scanned data for record-keeping, audits, and legal compliance purposes. The system must ensure secure storage of sensitive data in accordance with data protection laws.
Safety Standards: Compliance with all relevant health and safety standards, including radiation safety and electromagnetic compatibility.
Capacity: Ability to handle high volumes of individuals being processed daily without compromising accuracy or operational efficiency.
Training: Capability to train staff and provide and ongoing training component for the facility to maintain compliance with standards.
Maintenance & Support: Ongoing maintenance and technical support options, including preventive maintenance, software updates, and emergency repair services.
3. Vendor Qualifications
Vendors must demonstrate the following qualifications in their proposal:
Proven track record in supplying and installing X-ray body scanners, specifically for correctional or juvenile detention facilities.
Relevant certifications for the products offered, including compliance with local, state, and federal regulations.
Experience with similar projects, especially in high-security environments.
Ability to provide ongoing support, including training for staff, technical support, and maintenance services.
4. Proposal Requirements
Vendors are required to submit the following materials as part of their proposal:
Company Profile: A brief overview of the company, including history, size, areas of expertise, and key personnel.
Product Description: Detailed technical specifications of the proposed X-ray body scanner system, including the manufacturer’s details, model number, and any optional features or upgrades.
Implementation Plan: A proposed timeline for delivery, installation, and training, including any preliminary steps required before installation.
Cost Breakdown: A detailed pricing proposal, including:
Unit cost of the X-ray body scanner system.
Costs for installation, training, and any other associated services.
Ongoing maintenance and support costs (including warranties).
References: At least three references from previous clients where the vendor has provided similar services, preferably in juvenile detention, correctional, or similar high-security settings.
Compliance Documentation: Proof of compliance with industry standards, including radiation safety and any local, state, and federal regulations.
Warranty and Support: Information on warranty, post-installation support, and service levels.
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
Quality and Technical Specifications of the Product: How well the proposed solution meets the requirements outlined in this RFP.
Vendor Experience and Qualifications: The vendor’s expertise, past performance, and ability to meet the specific needs of a juvenile detention facility.
Cost: Competitive pricing and value for money, including installation, training, and long-term maintenance.
Implementation Timeline: The vendor’s ability to meet project deadlines and manage installation and training efficiently.
Support and Maintenance: The availability and quality of ongoing support, including response time, preventive maintenance schedules, and repair services.
6. Submission Instructions
All proposals must be submitted by April 18, 2025.
Proposals received after the submission deadline will not be considered.
7. Terms and Conditions
Contractual Agreement: The selected vendor will be required to sign a contractual agreement with NORCOR outlining all terms and conditions, including payment terms, warranty, and support.
Confidentiality: Vendors are expected to handle all information related to this RFP with the utmost confidentiality.
Right to Reject: NORCOR reserves the right to reject any or all proposals, negotiate terms, and select the proposal that best meets its needs and budget.
8. Questions and Clarifications
For any questions or clarifications regarding this RFP, please contact Nichole Biechler at nbiechler@norcor.co. All questions must be submitted no later than April 11, 2025. Responses to questions will be shared with all vendors.