Attachment 2: Proposal Submission Requirements

Proposals must be organized and submitted in accordance with the requirements outlined below. Vendors should clearly identify each section and provide all information requested. The proposal should follow the section order provided to facilitate review and evaluation.

1. Title Page

Include the following:

● Company name

● Address

● Phone number

● Email address

● Contact person

● Signature of an authorized representative acknowledging acceptance of the RFP requirements

2. Table of Contents

Provide section and page references for all proposal contents.

3. Executive Summary

Provide a concise overview of the proposal, including:

● Proposed solution and key features

● Understanding of the County’s objectives

● Key benefits to Uintah County

● Any exceptions to the RFP requirements

● Any requests for protected or confidential information

4. Project Approach & Implementation Plan

The Vendor must provide a response demonstrating its understanding of the project, proposed approach, and ability to complete the installation and system transition with minimal disruption to existing jail operations and services. The response must include:

● Project Approach: Understanding of the project and proposed solution and approach.

● Project Plan: Proposed implementation schedule, deployment approach, installation methodology, and system transition plan.

● Resources & Coordination: Resources and information required from the County and proposed approach for coordination and communication with County staff.

● Training Plan & Schedule: Detailed training plan and schedule addressing all Scope of Work requirements, including onsite, role-based training for administrative staff, correctional officers, and IT personnel. Include training topics, delivery methods, and implementation timelines.

● Subcontractors & Partnerships: Identification of subcontractors, partners, or other third parties and a description of their roles and responsibilities.

● Scope of Work Compliance: Point-by-point response to all Scope of Work requirements.

● Reporting Capabilities: Sample reports demonstrating the proposed system’s reporting capabilities and ability to meet the County’s reporting requirements.

5. Cost Proposal/Compensation Structure The summary must address:

● No-Cost Model: Confirmation that all system implementation, equipment, software, maintenance, training, support, and ongoing operating costs will be fully funded by the Vendor.

● Rates & Fees: Proposed end-user rates and fees for inmate telephone, video visitation, email, and other services.

● Commission & Revenue Sharing: Proposed commission percentages and revenue-sharing structure for applicable services.

● Revenue Methodology: Explanation of how revenue and commissions are calculated, including any applicable deductions.

● Purchase Options: Commission and purchase option information for all proposed inmate communication services and equipment.

● Reporting & Auditing: Description of commission reporting, financial transparency, and audit capabilities.

● Billing & Collection: Procedures for end-user services.

● Regulatory Compliance: Confirmation that all proposed rates, fees, commissions, and compensation arrangements comply with applicable federal, state, and local regulations.

Refer to Section 6.4 – Cost/Compensation Structure for complete pricing requirements, revenue-sharing provisions, and Vendor financial obligations.

6. Company Qualifications (Licensing & Insurance)

The Vendor must provide information demonstrating its qualifications and ability to perform the Scope of Work, including:

● Company Background: Company history, ownership, organizational structure, experience, and mission.

● Licensing & Legal Authority: Proof of legal authority to conduct business in the State of Utah.

● Insurance: A current Certificate of Insurance evidencing General Liability, Workers’ Compensation, and Automobile Liability coverage.

● Certifications & Authorizations: Copies of required licenses, certifications, registrations, and manufacturer authorizations.

● Subcontractors: Identification of any subcontractors or partners, including their qualifications and respective scopes of work.

7. Experience

The Vendor must provide a list of at least two (2) prior customers or clients for which comparable work was completed within the last three years.

● Client/Customer Name

● Project Description

● Project Completion Date or Date of Work

● Current Contact Information

8. Required Form Submit a completed and signed Vendor Information Form (Attachment 1).

9. Additional Information

The Vendor may include additional information or supporting materials that may assist the County in evaluating the proposal, including:

● Additional services or capabilities

● Product literature and brochures

● Sample reports

● Billing examples

● Commission calculation reports

● Other relevant supporting documentation

Additional information should be clearly identified and organized within this section.