5-RFP-RC-2025-016 Incarcerated Individual Phone.pdf

Department of General Services – Purchasing Division 50 Sanatorium Road, bldg. A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Edwin J. Day, County Executive

TITLE: INCARCERATED INDIVIDUALS SYSTEM INCLUDING DIGITAL MAIL SERVICES

AND TABLET PROGRAM FOR THE ROCKLAND COUNTY CORRECTIONAL CENTER

RFP‐RC‐2025-016

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

The Closing date for this Request for Proposal is 3:00 pm, local time, on June 24, 2025.

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:

Date: 5/27/2025 Time: 11:30a.m. Location: Microsoft Teams

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

A Walk Through at the Correctional Facility has been scheduled for June 3, 2025, at 10:30 A.M.

Please Contact Lt. Paul Joachim at 845-638-5620 to gain permission to attend and submit your walk through registration form

The deadline for submission of questions is 6/12/2025 at 4:00 P.M. Answers will be given via addenda issued in response to the questions received

Meeting ID: 288 582 884 311 4 Passcode: M59wb3AH https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWNmYzY1OTItZjNkNC00NzA2LThjZjEtMDYwNDBkOGRkNmRi%40thread.v2/0?context=%7b%22Tid%22%3a%2223b7091d-d4a1-4811-acff-f31110db3743%22%2c%22Oid%22%3a%22fe377cd2-b696-4160-8a1a-22110403413b%22%7d velezst Typewriter

CLICK HERE TO JOIN MEETING

AND TABLET PROGRAM FOR THE ROCKLAND COUNTY CORRECTIONAL CENTER

RFP‐RC‐2025-016

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodation that you may require, please call (845) 364-3820. Please request this accommodation four (4) business days in advance so that we can seek to meet your needs.

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RFP‐RC‐2025-016

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (see separate attachment)

• Past & Present Performance (see separate attachment)

• FEDERAL CLAUSES

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING SOLICITATION

PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: _____________________________________________ State: ___________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

AND TABLET PROGRAM FOR THE ROCKLAND COUNTY CORRECTIONAL CENTER

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this RFP is to inform the private sector of a potential business opportunity to establish a contract for a turnkey incarcerated individual telephone system at the Rockland County Eugene J. Grogan Correctional Facility to provide local and long distance telephone service, including a recording and monitoring system, and Interactive Voice Recognition (IVR) Biometrics, and Voice Search and Investigative Software, Digital Mail Services, Incarcerated individual Tablets and all necessary equipment / infrastructure for the Rockland County Correctional Center. The County of Rockland is requesting proposals from all qualified vendors to install, operate, maintain, and service a turnkey incarcerated individual Telephone System for the Rockland County Eugene J. Grogan Correctional Facility. It is anticipated that this RFP may result in a contract award to “a single contractor” .

An incarcerated individual telephone system is a vital service to the Sheriff’s Office; the investigative tools, operation efficiencies and added security are important aspects expected to be derived from this service. The Sheriff’s Office prefers a Vendor that develops their own software and builds its own systems, a single point of contact. It is our preference to work with a company that is the source for engineering, deploying and maintaining its own solutions. This would include items such as collect and debit, staff support and in- house product development. Vendor’s ability to provide this all-inclusive solution will be viewed favorably.

The County expressly reserves the right, in its sole judgment, to accept or reject any or all proposals, with or without cause, modify, alter, waive any technicalities or provisions, or accept the proposal which is determined to be the best evaluated offer.

This RFP is designed to provide interested offerors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

Upon receiving the award and the start of a new contract the installation of equipment will be coordinated with the removal of existing vendor’s equipment at an agreed upon date with the County.

BACKGROUND

The County of Rockland, which has an approximate population of over 340,000 individuals located approximately 25 miles from New York City Prior Request for Proposal RFP-RC-2019-022 was released in 2019 and awarded in 2020. The current system is installed and operational at the Rockland County Eugene J. Grogan Correctional Facility. The current population of Incrarerated individuals is approximately 133.

REFERENCES

Unless otherwise stated, the proposal must include a minimum of three (3) current projects and two (2) past projects.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of Rockland county Sheriff’s office Correctional Center. The reference number for the transaction is Solicitation (RFP-RC-2025-016 ) by the Division of Purchasing. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of: ( FIVE YEARS.)

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

STATEMENT OF OBJECTIVES

For the purpose of this Request for Proposal, the following definitions must apply:

Gross Revenue: Total billed revenue earned from usage charges before any operational costs are deducted. Total revenue billed to customers before uncollectible, billing fees, or any other costs or payments to suppliers.

IntraLATA: A geographic area or region, specified by the FCC, in which the local operating telephone company provides local service, long distance service, and access to the entire telephone network.

Interexchange Carrier: Any carrier registered with the Federal Communications Commission that is authorized to carry customer transmissions between LATAs and interstate.

LEC: Local Exchange Carrier - authorized by State Corporation Commission.

Project Manager: The person named by the vendor who must be responsible for coordination of all activities between the County, and the vendor and the vendor's subcontractors.

Proposal: A firm written offer submitted by a person or company in response to this RFP. Sub

Contractor: A person or firm contracting with the vendor to perform part of the contract.

Vendor: A person or company submitting a written proposal in response to this RFP. Non Sent-

Paid: Revenue generated by a customer using the collect method to pay for their call.

GENERAL

This Request for Proposal contains information and instructions to enable interested vendors to prepare and submit proposals and associated accompanying materials. The RFP outlines requirements for an incarcerated individual telephone system, local, intraLATA, interLATA and InterState service, evaluation criteria, and vendor's responsibilities before, during and after installation. The RFP also outlines requirements for Voice Biometrics, a new Incarcerated individual Tablet program and Digital Mail. It describes the major terms and conditions that the vendor(s) will be expected to accept as part of the performance contract.

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The purpose of this RFP is to ensure a fully operational, secure and reliable incarcerated individual telephone system designed to improve the management and control of incarcerated individual telephone usage in the facility. The incarcerated individual system which Rockland County is requesting is a non-coin, collect or prepaid or debit card only incarcerated individual system.

The objectives of the County of Rockland for the phone system are to:

• ensure that incarcerated individual telephone usage is appropriately restricted and monitored,

• provide industry standard telephone service at reasonable costs to incarcerated individuals, friends and family,

• ensure victims and witnesses are not harassed,

• ensure staff time required to administer the system is kept to a minimum,

• to provide a dependable, well maintained, state-of-the-art incarcerated individual non-coin telephone service,

• ensure information is maximized and commission revenue to the County of Rockland are increased

• obtain current technology in regard to recording, monitoring and IVR systems

Rockland County is seeking a single primary vendor with end-to-end responsibility for the entire system. The County must bear no responsibility for any costs associated with the system.

The County of Rockland is interested in the features and technology that each vendor has to offer. These value-added options can be additional features of the system, integrated solutions or external technologies that complement the incarcerated individual calling system and enhance our ability to perform investigations. Technologies proposed must be included in the proposal response at no cost and may be funded from the commission revenue offered.

Offers must be clear and concise with minimal interpretation. The additional features and technology should include the following, if available:

• Current up-to-date recording and monitoring equipment and software

• Incarcerated individual Information IVR Software

• Voice Search and Investigative Software

OPTIONAL

• Integration with the facility’s Commissary System and/or Correctional Center Management Software.

• Proposal response must describe their ability to interface with commissary and/or jail management systems (Flex/Spillman using Name # Padded w/zeros for six digits) and identify file format / requirements.

Upon receiving the award and the start of a new contract the installation of equipment will be coordinated with the removal of existing vendor’s equipment at an agreed upon date with the County.

The provider is to transfer the following stored electronic data to the Correctional Facility on an electronic disc prior to the end of the contract: blocked telephone numbers; incarcerated individual PIN numbers, approved incarcerated individual telephone numbers and free call numbers.

1. SCOPE OF SERVICE

The vendor will provide approximately 60 incarcerated individual telephone stations located at the Rockland County Correctional Facility. The incarcerated individual telephone stations, which are all in multiple units of one main building on the campus, must be installed and maintained at no cost and the County. The County will also be paid a commission fee where applicable in accord with new FCC guidelines.

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Vendors' proposals must include providing the stations, providing an incarcerated individual call control system, maintenance, a payphone station which will be located in lobby of the Correctional Center, and local, intraLATA, interLATA and InterState toll service. The successful vendor must inspect each installation site and provide replacement telephones, enclosures or panels as currently installed. If there are any installation requirements such as cabling over and beyond those already provided at each site that are necessary for the operation of any telephone, such requirements must be supplied at the expense of the successful vendor and NYS Prevailing Wages will apply. There are eight (8) sets of visitation phones that must also need to be replaced and installed.

These phones must also be monitored and recorded and include a recording advising that the call is being recorded and monitored.

1.01 TELEPHONE SYSTEM

The vendor's response to this RFP must fully explain what the vendor is proposing for our location. Section 4 has the technical requirements for this telephone system. These requirements are to be considered minimum, and vendors are encouraged to propose additional features that will be made available at no cost.

The proposal’s response must include an implementation plan as to how the successful vendor:

• will install their system, train, maintain new system,

• will work with the current population in registering them into the new system, transferring account balances into new accounts at no or minimum cost to the incarcerated individuals’ friends and families.

The proposal’s response must include the steps required for newly incarcerated individuals to set up their phone account upon arrival in intake.

1.02 DEMONSTRATION

If requested the vendor must make arrangements for a site visit for a demonstration of the proposed system.

Demonstration must also be required for the recording and monitoring capabilities, voice search and investigative software, and interactive voice recognition (IVR) technology. The response must include a statement agreeing to demonstrate the proposed equipment prior to the reward, in order to prove its functional capabilities. The County will not be responsible for any costs incurred by the vendor for performing this demonstration.

2. TECHNICAL REQUIREMENTS

2.01 GENERAL PROVISIONS

Each vendor submitting a proposal must address each of the requirements listed in this section as well as the maintenance, and financial commission requirements sections. Each vendor must also provide the necessary documentation/statement(s) supporting its ability to comply with each requirement. Vendors not providing responses to the satisfaction of the evaluation committee for every requirement in these sections will be considered non-responsive and this will be cause for proposal rejection.

2.02 INSTALLATION SCHEDULE

Each vendor will submit a schedule of all key milestones commencing with the date of the contract signing and continuing up to and including the operational date of each major element of the system, i.e. the start and completion date for each location within the Facility. Vendors must state that they can meet that installation on schedule. Vendors failing to do so will be considered non-responsive.

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2.03 INCARCERATED INDIVIDUAL STEM

There will be no charge by the vendor for the telephone lines, station equipment, cabling, contractor work, associated wiring or any other cost to install and maintain the incarcerated individual telephone service. The vendor must comply with all applicable regulations and mandates set forth by the Public Service Commission (PSC) and the Federal Communications Commission (FCC). The vendor is responsible that each installation is in compliance with the Americans with Disabilities Act. The vendor is responsible for all permits applicable to the installation, operation, and maintenance of the telephone equipment, enclosures, associated wiring, and dial tone services. The vendor must provide assurance that its system is free from claims of patent infringement and must agree to indemnify the County with regard to patent infringement liability associated with the utilization of its incarcerated individual telephone system. The vendor must provide the detailed nomenclature of the equipment that will be used. Vendors may propose the same station equipment and/or enclosures that are currently in place, an approved equal, or an upgrade. If an equal or an upgrade is proposed, documentation must be submitted to support that fact. The vendor will be responsible for all costs and/or penalties associated with the replacement of the existing stations, i.e. the reimbursement to the present providing telephone company for the full cost of removing all telephones.

Awarded firm must be required to replace all current equipment and wiring.

2.04 OPERATIONAL STANDARDS

The system for incarcerated individual calling service must have the following operational standards:

a) One-way, out-going only service

b) Interactive Voice Recognition Capability

c) Recording of all calls

d) Voice Search and Investigative software

e) Collect, pre-paid, debit only, station-to-station-calling

f) Direct dialed calls of any type must be prohibited

g) The County requires a rolling bank of phone numbers for all telephones.

h) Ability to validate incarcerated individuals voice and pin number before permitting each call

i) Access to "411" and/or "555-1212" information service must be prohibited

j) Access to any toll free exchanges such as "800 and 888" numbers must be prohibited

k) Access to multiple long distance carriers via 800+, 888+, 900+, 950+, 976+, or I OXXX numbers and other calls as defined from time to time by the County must be prohibited

l) Access to the "9-1-1 " emergency system must be prohibited

m) Cut-off control switches must be provided to facility officials to control telephone service availability. The superintendent will specify the location of the switches. As a minimum, the switches will be located both in the block control facility and at the central control security office. The use of the cut-off switches must not adversely impact station performance; i.e., no loss of restrictions or programming capabilities upon return to service.

n) Telephone station equipment must be powered by the telephone line and require no additional power source.

o) The system must be capable of requiring the use of authorized Personal Identification Numbers (PIN) assigned to each incarcerated individual.

p) The system must be able to take an individual station out of service; state the procedures and the length of time in minutes that will be required to take a station off-line.

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q) The Vendor must be able to provide the following call detail information:

1) Queries on the system as to whether a specific telephone number is in the system on demand.

r) The system must have the ability to have restrictions vary by the combination of incarcerated individual and called party so that special treatment may be afforded for calls to attorneys or other privileged communications.

s) All collect calls must be processed without the involvement of a LIVE OPERATOR.

t) The system must be able to detect, in real time, the called party's attempt to access 3-way or conference calling on a call made within the same central office following the connection of the call between the incarcerated individual and the called party, regardless of whether the called party has first accepted the call. The system must also identify and list in reports the additional third-party phone number. The system must have the option to or not terminate the connection instantaneously upon detection of the attempt to access 3-way or conference calling. The Vendor must provide a detailed technical description of how the proposed system functions in controlling the 3-way calling. Responding Vendors will explain the technical problems inherent in the multiple central office environments, the technology used to detect and disconnect these calls, and the average percent success that can be expected from the equipment/system. The Vendor must be willing to perform a product demonstration, to the satisfaction of the evaluation committee, of its ability to detect, disconnect or not to disconnect 3-way calling within the central office or at an authorized monitoring station.

u) The 3-way calling prevention features must be able to be deactivated on a per number dialed, per incarcerated individual basis. This would permit call transfer or 3-way conferencing of specific incarcerated individual calls placed to certain telephone numbers such as those at attorney's offices.

v) Call acceptance by the called party is to be accomplished through an active process initiated by the called party. The active process required is the dialing of a digit on the called party's telephone.

w) The active call acceptance method must permit the called party to accept the call by dialing the digit specified not only on a Touch Tone telephone but also on a rotary dial telephone.

x) During the call set up process, a prerecorded announcement identifying that the collect call is coming from a specific incarcerated individual at a specific Correctional Institution must be heard by the answering party. The identification to the called party of the identity of the incarcerated individual who is placing the call must be done by a pre-recorded statement of the incarcerated individual's name. It is not permissible to require or permit the incarcerated individual to state his name during the call set up process. No pre-acceptance communication by the incarcerated individual who is placing the call is permitted. However, the incarcerated individual must be able to hear the call set up announcements and acceptance results, which occur, after the call has been answered.

y) The system must provide a pre-recorded statement that the call is being monitored and recorded.

z) The system must be capable of providing an announcement that overlay as background to the voice conversation stating that the call is from a Correctional Institution. The system must allow this overlay announcement to be automatically played intermittently during the call.

aa)The Vendor must explain how the control and administration functions are performed to include but not be limited to the following:

1) Time of day and day of week restrictions

2) Telephone shut off and system usage report generation by telephone number. bb)The system must provide centralized system reporting capabilities and must be capable of producing immediate, real-time reports.

3) Phone system access, either hard or electronic, must have the ability to be shut off by housing unit officer.

cc) The system must be able to establish call time limits by telephone number for incarcerated individual calls.

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A warning tone or announcement must be given to the caller prior to the call being terminated. The system must be able to have this limiting factor disengaged for specific numbers i.e., attorney's numbers.

dd)The system must be capable of denying certain specific telephone numbers from incarcerated individual calling. The centralized processor must have the capacity to block at least 500,000 common eleven-digit numbers.

ee)The system should be capable of providing simultaneous call capabilities to all incarcerated individual telephones i.e., one central office line per incarcerated individual telephone. There must be no line concentration or blockage between the incarcerated individual station and the servicing central office.

ff) The system must be capable of processing calls on a selective, bilingual basis (English and Spanish). The incarcerated individual must be able to select the preferred language using no more than a two-digit code.

gg)The Vendor must describe, in its response, how the proposed system operates when the incarcerated individual call is to a cellular telephone. This description must include how calls are placed to cellular telephones and how billing of the call is processed.

hh) The system must allow all calls to be free from the intake / booking telephones and must be handsfree with no cord with camera (Dirty Tank).

ii) Although the system installed at the Correctional Center will primarily operate in collect call mode, the system must be capable of utilizing the same PIN for pre-paid and debit calls as well.

jj) The system must have an option to force each PIN to have a “class of service” assigned. For example, a PIN might have a list of allowable telephone numbers that can be called, the maximum duration of each call, maximum threshold of calls allowed during a specified period, etc.

kk) The proposed system must provide call restrictions by PIN that provide the following restrictions at a minimum:

• Placing of Calls: Incarcerated individuals can be either approved or not approved to make phone calls by PIN;

• Use of Specific Telephones: Incarcerated individuals, via the PIN, can be restricted to a specific telephone or group of telephones, at the Rockland Correctional Center’s option;

• Duration of Call: Maximum call duration can be set globally (all PIN‟s), by site, by facility area, by individual incarcerated individual’s PIN and by dialed number at the Rockland Correctional Center’s option;

• Time of Day Calling: An allowed calling schedule can be provided for each specific PIN, by housing unit, by site and globally (all PIN restrictions) at the Rockland Correctional Center’s;

• Specific PIN: Restrict an incarcerated individual under disciplinary action from placing all calls assigned to his/her particular PIN with the exception of privileged numbers (e.g., attorney, approved clergy and social work professionals); and

• Restriction: Set call duration, set number of calls per day, set only certain numbers per PIN, etc.

ll) Toll Free calling – The system must allow for toll-free calls from incarcerated individuals to specific numbers designated by RCSO (ie: Rockland County Public Defender’s Office.

mm) Phones are to be TTY and hearing aid compatible

2.05 VOICE BIOMETRICS

This system must utilize continuous voice verification and identify all incarcerated individuals via biometrics. The call recording system must be approved by the Correctional Facility prior to installation and must include but not be limited to:

a) Ability for continuous voice verification during calls and ability to send an alert if another incarcerated individual’s voice is identified during the call.

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b) Ability to identify incarcerated individual using another incarcerated individual’s identification number.

c) Ability to search all incarcerated individual calls for a particular incarcerated individuals’ voice regardless of the pin number used to make the call.

• The system will be fully integrated into the vendor's incarcerated individual calling system and will not require any 3rd party software.

• The system will provide a secure, fully vetted voice signature database created through the fully supervised and validated enrollment of each incarcerated individual , which establishes the voice-to-PIN relationship.

• The system will do continuous voice signature monitoring for 100% of each and every call: 100% coverage of not only each and every call, but also 100% coverage of every second of every call for both the incarcerated individual and the called party, without gaps in the conversation and without tipping off the incarcerated individual or called party. It will function continuously and covertly with no audible sounds or interruptions of the phone call for the purpose of identifying the incarcerated individuals speaking on the call.

• The system will display a numerical confidence rating of the actual identities, by name, of all incarcerated individuals whose voices are detected on the call, whether the PIN owner or not. The numerical rating will represent the probability of an incarcerated individual’s voice matching the voice on a call, e.g. 75%, 85%, or 95%.

• The system will identify all incarcerated individuals by their voice signatures on every call: continuous biometric identification by name of all incarcerated individuals speaking on a call.

• The system will identify called parties by name label if the called party has been identified by the system via current or previous contact.

• The system will provide the ability to search and find every occurrence of an incarcerated individual’s voice and name on every call whether or not the incarcerated individual initiated the call. Investigators will be able to submit a sample of an incarcerated individual’s voice into the entire call database to find every call on which the incarcerated individual’s voice appears, whether or not he initiated the call.

• The system will provide the ability to search and find every occurrence of a called party’s voice on all calls.

Investigators will be able to search on a called party’s voice and identify all the calls on which that voice appears.

• The system will allow for the retention of the incarcerated individual’s voice signature file for repeat offenders so that the incarcerated individual’s voice does not have to be re-enrolled at intake or booking upon the incarcerated individual’s re- entry.

• The system will provide the option of either call cutoff or call allowance based on incarcerated individual voice biometric technology that validates identity. The system will provide associated reporting.

• The system will automatically detect calls that include 3-way calling events.

• The system will automatically detect and flag all incarcerated individual-to-incarcerated individual calls no matter how or where they happen, and no matter whether the incarcerated individuals are within a facility or in different facilities across the country.

• The system will provide the ability for investigators to flag and track incarcerated individuals and telephone numbers by high interest groups, including custom-defined groups, such as gangs, high profile incarcerated individuals, institution drug dealers, escape risks, and mail-monitored incarcerated individuals.

• The system will provide the ability for investigators to search the call database by incarcerated individual, date range, voice, case number, high interest group or other criteria.

• The system will provide the ability to create and export reports showing misused PINs, 3-way calls, frequently called numbers, and suspiciously called parties.

• The system can be configured to automatically show recent calls that fit custom criteria, such as calls by known gang members.

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• The system will flag 3-way, PIN abuse, and incarcerated individuals-to-incarcerated individual calls for immediate review.

• The system will provide the ability to display summary facts about any incarcerated individual’s calling activity.

• The system will provide tools that give management the ability to track and report on staff use of the software.

• The system will provide a call player that pictorially displays details of every call along with live action buttons: Investigators will be able to view every second of every call from start to finish with the ability to scan and replay call segments. Investigators will be able to separate, graphically view, and independently listen to either/both the incarcerated individual side and called party side without the need for additional switching and listening equipment. Investigators will be able to vary call replay speed, visually pinpoint, identify, and play 3-way calls, and easily make notes related to each call or call segment. Investigators will be able to capture and forward calls and call segments via secure email. The call player will also provide these features:

▪ Allow forwarding of incarcerated individual calls that contain intelligence information to designated staff for further investigation or intervention.

▪ Let staff assign an investigation case number and associate multiple telephone call records with that case number.

▪ Automatically identify each 3-way call attempt and/or conversation without the investigator having to review the entire conversation, even if there are multiple 3-ways on the same call. The 3-way segment(s) can be isolated, sped up/slowed down, replayed, copied, and forwarded via secure email without having to burn to CD.

▪ Automatically detect incarcerated individual-to-incarcerated individual calling events and show where they occur.

▪ The ability to split the call audio and isolate just the incarcerated individual or called party side of the call without the need for additional speakers or manual switching.

▪ The ability to skip pauses in the conversation to reduce the required listening time.

▪ The ability to accelerate the speed of the call so that the voices are still intelligible even at the highest speeds.

▪ Ability for an Investigator to listen to, save, and email selected portions of a call.

▪ While staff listen to a call on the call player screen, the system will display the name of the incarcerated individual heard speaking on the call.

▪ A suspicious call displays a color-coded probability that the incarcerated individuals voice detected on the call is not the PIN owner and identifies the incarcerated individual voice on the call.

▪ The ability for staff to capture voice samples from the incarcerated individual and/or called party side of the call and search the call database for all calls where that voice occurs.

2.06 DIGITAL MAIL SERVICES

The proposals must provide digital mail services for incoming incarcerated individual general correspondence in order to eliminate contraband from entering the facility through the mail and to protect the incarcerated individual and staff from coming in contact with dangerous contraband while handling mail.

The awarded firm must conduct processing of physical mail which will be delivered offsite from the Correctional Facility. The physical mail is to be scanned and delivered to the incarcerated individual via the incarcerated individuals’ tablets or video kiosks. The firm must not be required to determine appropriateness of mail or receive facility approval prior to distribution. Any mail that originates from an attorney’s office or is otherwise legally privileged will be processed by the Rockland County Correctional Facility.

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The Provider must establish a chain of evidence for any illegal items (contraband) discovered during the processing of incarcerated individual’s mail.

As 9 CRR-NY 7004.3 prohibits the reading of incoming incarcerated individuals’ correspondence, except pursuant to a written order of the chief administrative officer, the Provider must ensure that any software or technology allows for restriction of staff to access digital incoming general correspondence in a permissions based system.

In order to ensure that incarcerated individual’s general correspondence is processed and electronically delivered to the incarcerated individual in a timely fashion, Delivery of incoming incarcerated individuals’ general correspondence should occur within one business day of receipt of physical mail by the Provider.

The Provider must be able to demonstrate his ability to provide Digital Mail Services as outlined above as part of its proposal.

2.07 INCARCERATED INDIVIDUAL TABLETS

The Proposer must provide for a Secure Incarcerated individual Tablet Program for use by incarcerated individuals at the Rockland County Correctional Facility.

The proposal must provide all equipment and infrastructure involved in the installation and maintenance of the incarcerated individual communication solution to include but not limited to Wireless Access Points (WAPs), network switches, Adtrans, all cabling and any other equipment needed. All work and equipment will be supplied and performed by the vendor at no cost to the facility.

a. The proposer must provide an incarcerated individual with a tablet solution at no cost to the County.

b. The proposer must provide indigent tablets at no charge to the facility.

c. Proposer should provide incarcerated individuals with tablets that are Wi-Fi enabled.

d. Proposer tablets must be updated wirelessly in real time.

e. Proposer must provide tablet distribution and refurbishment to the facility at no cost.

f. The proposer must provide each housing unit with enough charging stations which must be rugged for use in the facility and allow for safe and secure charging of all tablets.

g. Proposer incarcerated individual tablet must display incarcerated individuals name and ID number on the screen.

h. The proposer must provide security measures which prevent incarcerated individuals from breaching the network.

i. The proposer must provide security measures to harden the firmware on the tablets.

j. Proposer’s wireless network traffic must be routed through the vendor system with no exception and provide a firewall, transparent proxy, DHCP, DNS, and routing services for the tablets.

k. The proposer should provide secure Internet Protocol communications by authenticating and encrypting each IP packet of a communication system.

l. The proposer must provide the facility with a revenue share opportunity.

m. Proposer tablets must integrate with current ITS, JMS, OMSe or other systems as applicable.

n. Proposer must provide an application where incarcerated individuals may submit forms, requests, and grievances electronically.

o. Proposers Incarcerated individual Tablet Devices will have current and minimum capabilities to provide:

• Phone calling (If the facility chooses to use this option)

• Incarcerated individual Self Improvement

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• Law library Application

• Education

• Mental Health Services

• Forms and Grievance Application

• Documents Viewer Application (Incarcerated individual Rule & Regulations, re-entry manuals, etc.

• Videos Application, PREA etc.

• Secure Messaging

• Pod Casts

• Music

• Movies

• Re-entry Assistance

• Religious Application

• Games

• Spiritual and Self Help Application

• Commissary Ordering

i. Commissary orders electronically

ii. Web-based ordering system

p. The proposer must provide as many administrative tablets as needed

q. The proposer must provide administrative tablets that have total control of incarcerated individual tablets

r. The proposer must have current and minimum capabilities providing administrative tablets with Realtime:

• Behavior Modification Application

• Eligibility Status

• Services to allow Officers to formulate notifications that can be pushed to all incarcerated individual tablets

• Locate tablet features

• Activation/Deactivation of tablets by:

i. Incarcerated individual

ii. Groups of Incarcerated individuals

iii. Facility

• Activation/Deactivation of any or all applications by:

i. Incarcerated individuals

ii. Groups of Incarcerated individuals

iii. Facility

u. The proposer must provide tablets which have been wiped off any residual operating systems.

v. Proposer must provide tracking of tablet revenues for commission’s verification.

2.08 FRAUD CONTROL

Aid in controlling fraudulent use of the telephone network must be provided by interference with secondary call patterns, termination of calls. The County of Rockland must bear no responsibility for fraudulent calls or theft of service. Furthermore fraudulent, stolen or lost calls must not be deducted from revenue paid

The system’s PIN feature must ensure that the automated operator function uses the incarcerated individual’s pre- recorded name to announce to the called party from whom the call is originating. Identification of the specific incarcerated individual and thus the announcement of the incarcerated individual’s name must be performed by

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the PIN assignment. This feature will be implemented at the discretion of the Rockland Correctional Center’s option.

The systems PIN feature must not allow the recording of incarcerated individual calls to certain pre-determined telephone numbers such as calls to clergy or an attorney.

The proposed system must allow for the deletion or disabling of the PIN of a released incarcerated individual while retaining all call records and call recordings associated with that PIN. The Vendor must describe, in its response, how this will be accomplished with the proposed system.

2.09 STATION EQUIPMENT STANDARDS:

The incarcerated individual telephones must have physical and design characteristics that include the following:

a) Chrome plated DTN dial that is water, flame and shock resistant.

b) Hearing-aid compatible and TTY capable.

c) A steel housing that protects the electronic components of the telephone.

d) Paint/finish is mar and scratch resistant.

e) Operating ease with concise instructions on the faceplate.

f) A weatherproof housing design that resists the most severe weather conditions.

g) Industry standard design.

h) An armored handset cord that is resistant to stretching and breaking to eliminate out-of- service conditions.

i) Tamper proof housing.

j) Installation must be reinforced by security studs to prevent easy removal of the telephone.

2.10 REQUIRED INCARCERATED INDIVIDUAL PHONE SYSTEM REPORTS:

The following system and usage reports are required on a monthly basis. The Vendor at no cost may provide other reports deemed important.

a) Total billed revenue and commission by Institution/Department

b) Frequently called number report.

c) Station Message Detail Recording (SMDR) reports

1) Duration of all calls

2) Date and time of all calls

3) Call charge - local, IntraLATA and InterLATA

4) Incarcerated individual telephone being used by code

5) Usage of Tablets

2.11 ENVIRONMENTAL CONSIDERATIONS

The Vendor must include in his proposal a complete description of any special environmental considerations, which may be required to ensure proper operation. If an air-conditioned environment for the equipment is recommended, the description must include the specific air-conditioning requirement. Vendors will provide and install adequate surge and lightning protection equipment on all lines used as a result of this RFP.

2.12 CALL RATE, DIGITAL MAIL AND TABLET PROGRAM AFFORDABILITY

Exclusively our incarcerated individuals with outside citizens being billed for the collect calls will use the incarcerated individual telephones and digital mail and tablet services. Therefore, it is essential that the services

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be provided at industry standard reasonable and customary rates and charges. The vendor's rates must be in compliance with the following specifications:

a) The cost for the initial period for a local coin call will not exceed the PSC approved rates; The cost for IntraLATA calls will not exceed the PSC approved rates for the same services provided in transmitting the same call;

b) InterLATA call rates will not exceed the FCC and PSC approved rates for the same services provided in transmitting the same call;

c) Time of day and day of week discounts as approved by the PSC will be applied to IntraLATA and interLATA calls using the same stipulation;

d) All calls placed from the incarcerated individual telephones will be charged at Station-to-station rates.

Person-to-person rates will not be allowed.

e) Digital mail and Tablet program services charged to incarcerated individuals with outside citizens being billed must also be industry standard reasonable and customary.

2.13 MOVES, CHANGES, ADDITIONS & DELETIONS

The County must have the right to initiate moves, changes, additions, and/or deletions of telephone stations. We will work with the awarded vendor to establish telephone locations and the number of stations required at each.

These moves, changes, additions and/or deletions will be accomplished at no cost to the County.

2.14 COMMITMENT TO QUALITY

Please describe in detail your commitment and dedication to quality for the system(s) being proposed. Include any supporting internal documentation that will reinforce the vendor's quality commitment. Include any industry ratings and awards that assess the quality of your organization and services as well as customer perceptions of your organization and services.

2.15 MONITORING AND RECORDING REQUIREMENTS

The system offered must allow the County Correctional Staff, local law enforcement staff, and outside agencies designated by the County to remotely monitor live conversations and to access call recordings for the facility using Voice Search and Investigative Software.

Should the County grant remote access to external users, the vendor must indicate if the system is capable of limiting specific user access. Describe if authorized county system users receive individual PIN numbers for access to the system.

The vendor must provide two recording / monitoring workstations. One will be located at the Correctional Center and one at a second county authorized location. The County is interested in the ability to utilize County owned computers as additional workstations in addition to the two provided by the vendor with remote access to the Incarcerated individual Telephone System. Response must describe its ability to implement multiple workstations while satisfying all security and court requirements.

The provision of remote access through the County’s own computers must allow the same features and functionalities, permitted by the user’s access level, available on a Vendor provided workstation. Response must describe how access levels are controlled (password / pin, etc.) within the system.

It is desirable that the call monitoring capability provides a form of speech or word recognition when certain words or phrases are used by an incarcerated individual during an outgoing call. The Vendor must provide, in its response, a description of this capability.

The system must be capable of permitting full monitoring and recording of all calls from any telephone station within the facility unless there are restrictions that prohibit the recording and monitoring of certain calls, such as attorney-client restrictions. The system must have the capability to exclude those calls.

The system must comprehensively record all calls at the facility. Each recording must include the date, time of start and stop, number called and incarcerated individual identification number.

At a minimum, the facility must have the capability of playing back a recording; including while the call is continuing and is still being recorded.

The system must include a security program that identifies that the call was not modified, altered or changed.

Expert(s) must be made available to testify to the same at trial, upon request.

The system must be capable of producing a list of all the people that listened to incarcerated individuals’ recordings. Describe if this is done by a PIN or other method.

All Call Detail Records (CDR’s), including all attempted and completed calls, must be stored for a minimum period of five (5) years and stored offline for a minimum period of three (3) years following the expiration of the contract.

All call recordings must be stored for a minimum period of five (5) years and offline for a period of three years following the expiration or termination of the contract and any and/all amendments.

The vendor will be responsible for all storage media at no cost to the County throughout the life of the contract and any renewal terms.

The proposal response must describe the process of notifying the authorized county representative regarding deletion of archived records prior to destruction. The proposal response must describe the process of purging / archiving inactive incarcerated individual files after release.

The system must have an archiving feature that…