ATTACHMENT_1_SOW.docx

ATTACHMENT 1

STATEMENT OF WORK (SOW)

Bureau of Indian Affairs Office of Justice Services Inmate Communications - Detention Centers

Overview:

The Bureau of Indian Affairs (BIA) Office of Justice Services (OJS) Program has a requirement for inmate communication services at twenty (20) BIA Direct Service detention centers (see Attachment 2). Immediate services are needed specifically for the Rocky Mountain Regional Detention Center located in Hardin, Montana.

Services are required to meet the inmate telecommunication requirement set forth by the BIA OJS Corrections Handbook policy and procedures. The goal is for full standardization of inmate telecommunication systems. To the extent possible, BIA OJS prefers the inmate telephone services reside in a vendor owned and managed FedRAMP IaaS/PaaS or SaaS environment, including storage of communications and all protections of personal identifiers. The BIA OJS will have full access to the storage of telephone communications. The inmate telephone system will be supported by a technological system and will have the capability to provide telephone, kiosk, and visitation services to inmates incarcerated in BIA Detention Facilities.

Due to the remote locations of some of the detention centers, it is important to utilize technology to communicate requests to courts, medical and facility needs, special diet requests, visitation, and familyaccess to load funds to inmate accounts electronically and physically. The required kiosk system must be able to connect to a third party such as Tribal Courts, Commissary vendor, telephone Vendor, medical unit, and to the Detention Center Administrator. The Kiosks would be located in the front lobby for visitors and family of inmates of the detention center and with the option to equip the facility with additional kiosk systems and inmate telephone system as needed per facility design. There must be an on-line feature for families to load funds to the inmate account for commissary or phones.

Services and maintenance of equipment will be the responsibility of the Vendor throughout the life of the contract.

Required Communication Systems:

The Vendor shall provide:

· A comprehensive, operational, local and long distance, secure and reliable inmate telephone system that shall:

· Allow for collect and prepaid calls for local, intrastate, interstate, and international calls and local telephone exchange service.

· Provide bilingual (English and Spanish) options.

· Communicate a pre-recorded announcement identifying that the collect call is coming from a jail, stating rate information, and containing a toll-free number for the consumer’s use. The announcement shall also include the statements such as “All telephone calls will be recorded except for attorney calls.”

· Be available for an outside person(s) to purchase additional minutes for telephone calls for an individual inmate.

· Have the capability to be deactivated, by Facility or Vendor staff, quickly and selectively, at an individual facility, partial facility (single cell) or on a global basis and to restrict all access. The system shall be capable of deactivating the PIN feature options. Regardless of this deactivation, the system shall restrict inmate calls to prepaid collect and normal collect calls. At no time shall the inmate telephones be unrestricted due to the deactivation of the PIN feature.

· Include all equipment, installation, infrastructure and network, training, operation, and ongoing repairs and maintenance of the entire system and its components, which, at a minimum, shall meet the Facility’s requirements.

· Include, but not be limited to, system infrastructure, network, database, servers, new call processors, digital and analog communications circuits, telecommunications capabilities, monitoring, and other required system functionality.

· Allow for the Facility to program times when the system will be operational, for example, available or unavailable for inmate calls.

· Provide equipment that support the Facility’s call monitoring/security needs, including terminals, and digital recording equipment as determined necessary.

· Be capable of secure and real-time monitoring of telephone calls meeting the Facility’s system security requirements and detention standards for providing access inmate communications.

· Contain security features, which prevent unauthorized individuals from accessing any information held by the Vendor.

· Provide the capability to flag any individual telephone number in the inmate’s “Approved Number List” as “Do Not Record.”

· Be able to block inmate calls to an individual telephone number to comply with applicable court order(s).

· Comply with the Prison Rape Elimination Act (PREA) for third party reporting requirements by providing a telephone option for inmate to report.

· A Kiosk system that will handle inmate requests and an on-line feature for families to deposit funding into an inmates account for telephone use and visitation. The Vendor shall provide all equipment, installation, and software. The Vendor will provide all maintenance and upgrades to the equipment at no charge to the facility. The inmate Kiosk system shall have features for inmates to make requests such as medical, attorney, courts, facility requests, commissary, etc. The Vendor shall own all systems and equipment (Monitoring/Recording Terminals, Inmate Kiosk Stations or monitors, portable Kiosk system for segregated inmates, etc.). In addition, the Vendor shall conduct all maintenance, repairs, upgrades and replacement to systems and equipment at no cost to the Facility. The Vendor will provide a system that manages inmate funds such as telephone and commissary. The Vendor will be responsible for the internet access needed to operate the system. The Vendor will provide training and technical assistance for the Kiosk program.

The Vendor shall own all systems and equipment (Monitoring/Recording Terminals, Inmate Telephone Stations, Telephone Stations, portable telephone system for segregated inmates, etc.) and shall conduct all maintenance, repairs, upgrades and replacement to systems and equipment at no cost to the Facility. The Vendor shall provide equipment to support service delivery as specified herein at all designated facilities that are fully functional covering all labor, materials, service hardware and/or software. The Vendor shall further warrant that any equipment installed for the Facility shall be free of defects, irregularities, code violations and shall operate as designed and proposed or negotiated. Should the equipment not operate as designed and proposed or negotiated, or violate any local, state or federal code, rule or ordinance, the Vendor shall correct the defect or irregularity or bring the service to within code, rule or ordinance at no cost to the Facility including payment for any fines or penalties associated therewith. Time is of the essence in completing emergency and other service repairs or replacements. The Vendor is required to meet all response times as required by the facility to return the system to normal operating status.

Support services:

The Vendor shall be responsible for:

· Installation of new telephone/kiosk/communication system at all included facilities including the required number of instruments and any required station cabling as determined necessary. The Vendor shall install new station cabling at no cost to the Facility. The Vendor shall comply with all applicable electrical codes. The Vendor shall comply with the Facility’s security guidelines on institutional and facility security policies, so installation does not interfere with facility operations. The Vendor shall provide all coordination required with local bandwidth and internet and other carriers during installation and for the duration of the Contract. The Vendor shall provide and install required surge protection for the inmate telephone system and its components.

· Creation of a centralized database which shall contain all data elements necessary for provision of monitoring services, reporting, and historical call transaction information.

· Secure access to the system and the database shall be maintained by the Vendor.

· Vendor personnel may include System Administrator, Field Repair/Site Technicians and Service Representatives to perform oversight, operational assistance and maintenance and repair to the system and equipment.

· Continuous maintenance, repair, and/or replacement and/or upgrades of all equipment and systems as determined necessary to ensure service delivery.

· Training and instructional materials required for use of the telephone services as applicable to inmates, families, and/or facility staff.

· Bilingual (English and Spanish) customer service and technical support.

Applicable regulations:

The Vendor shall adhere to all municipal, state or federal requirements for installation, certification, training or registration during the life of the Contract. The Vendor shall be responsible for compliance with all regulatory requirements imposed by local, state and federal regulatory agencies for all related services provided throughout the duration of the Contract. The Vendor shall be responsible for making all modifications necessary to allow inmates to place calls in compliance with any industry dialing requirement change(s) at no cost to the Facility. The Vendor shall be responsible for complying with and updating the system for any regulatory changes and requirements during the life of the Contract. These regulatory changes include federal, state or local municipal modifications. These changes shall be made within a period agreed to by the Government and shall be at no cost to the Facility. Furthermore, the Vendor shall comply with the following applicable BIA Detention standards:

· Facility Furnishings BIA ADF-1C-06. Facility furnishings meet fire-safety performance requirements.

· Orientation BIA ADF-2A-15. Each inmate is provided with an orientation that includes facility rules, regulations, and an inmate handbook. Orientation can be supplemented electronically.

· Sexual Assault BIA ADF-4D-11. Information is provided to inmates about sexual abuse/assault. In accordance with PREA 2003 provision on victims of Sexual Assault. Section 115.54/115.53/115.253 Third-party reporting. The agency shall establish a method to receive third-party reports of sexual abuse and sexual harassment and shall distribute publicly information on how to report sexual abuse and sexual harassment on behalf of the inmate.

· Telephone BIA ADF-5B-03. Inmates are provided with access to telephones.

· Access to Courts BIA ADF-6A-01. The right of inmates to have access to courts is ensured.

· Access to Counsel BIA ADF-6A-02. Inmate access to counsel is ensured. Such contact includes, but is not limited to, telephone communications, uncensored correspondence, and visits.

· Communications/Telephone BIA ADF-6A-04. New inmates are allowed the opportunity to complete at least one telephone call during the admission process and are assisted, as needed, to notify persons of their admission to custody.

· Inmate Funds BIA ADF-7B-03. Procedures govern the operation of any fund established for inmate.

Transition:

Vendor shall provide phase-in and phase-out transitioning of the communication system to each detention center. Vendor responsibilities for transition shall include but not be limited to the following for each location:

· OJS staff training on the use of the system

· User manual

· Troubleshooting guide

· Milestone schedule for implementation

· Process for phase-out