Communication_Services_for_Inmates_at_Pierce_County_Jail_and_Juvenile_Detention_Center_(Addendum_#6_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-160

COMMUNICATION SERVICES FOR INMATES AT PIERCE COUNTY

JAIL AND JUVENILE DETENTION CENTER

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: July 15, 2026

DEADLINE FOR QUESTIONS: August 28, 2026

RESPONSE DEADLINE: October 26, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-RFP-160 Title: Communication Services for Inmates at Pierce County Jail and Juvenile Detention Center https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR PROPOSAL

Communication Services for Inmates at Pierce County Jail and Juvenile

Detention Center

1. Introduction

2. Pierce County's eProcurement System

3. Summary

4. Background

5. ADA

6. Definitions

7. Scope of Work

8. Minimum Qualifications

9. Anticipated Contract Details and Expectations

10. General Information for Proposers

11. RFP Coordinator

12. Timeline

13. Procurement Documents and RFP Holder's List

14. Questions and Answers

15. Pre-Proposal Meeting

16. Submission of Proposals

17. Public Records and Proprietary Material

18. Revisions to the RFP

19. Responsiveness

20. Contract and General Terms & Conditions

21. Costs to Prepare Proposal

22. No Obligation to Contract

23. Rejection of Proposals

24. Most Favorable Terms

25. Concern Resolution Process

26. Cooperative Purchasing

27. Title VI Compliance

28. RFP Questionnaire

29. Administrative, Organization, Threshold Review and Proposal Questions .

30. Evaluation and Scoring

31. Evaluation Process

32. Proposal Scoring Method

33. Scoring Criteria

34. Notification to Proposers

35. Debriefing of Unsuccessful Proposers

36. Protest Procedure

Attachments:

A - Pierce County Service Agreement Sample

B - Prevailing Wage - Communications

C - PREA Agreement - Juvenile Detention Center Visit

D - PC Jail Housing Outline 10-14-26

1. Introduction

1.1. Pierce County's eProcurement System

Welcome to Pierce County's eProcurement System. This system is inclusive to the procurement process, including submission of any questions and/or clarifications, the release of any addenda/notices, and submission of proposals. It is strongly encouraged that organizations responding to any procurement first read the entire procurement, paying close attention to the timelines, scope of work, eligibility, submission requirements, and specifically to the questionnaire section, which may include required attachments (when applicable), and ask for any clarifications regarding content and instructions early in the process.

1.2. Summary

Pierce County (hereafter known as ‘the County’) is seeking a single prime contractor to provide an end-to-end, turnkey inmate communication system for the Pierce County Jail and the Juvenile Detention

Center at Remann Hall. The selected vendor must deliver a modern inmate telephone system that supports collect, prepaid collect, and debit calling options as well as video visitation. The County requires a contractor with proven experience deploying inmate communication systems in correctional settings, the technical capacity to install and support systems of this scope, and the ability to integrate seamlessly with County platforms such as Legal Information Network Exchange (LINX) and the Jail

Management System (JMS). The vendor must demonstrate compliance with Americans Disability Act

(ADA), Federal Communications Commission (FCC), and national Corrections communication standards, possess the financial stability to support a long-term contract, and have a strong track record implementing largescale secure tablet solutions for inmate use.

1.3. Background

The Pierce County Sheriff’s Office (PCSO) manages the Pierce County Jail facilities and Pierce County

Juvenile Court manages the Juvenile Detention Center. There are currently 275 inmate telephones in the

Pierce County jail system, distributed across three facilities all within Tacoma: Pierce County Corrections

Facility, the New Jail at 701 Nollmeyer Lane, and the Juvenile Detention Center Facility at Remann

Hall. They are distributed as follows:

• 64 Assigned Counsel ring-down phones (connected to analog ports on the County PBX (Private

Branch Exchange) servicing the Pierce County Corrections facility.

• 62 phones (31 booths) in the Main Jail visiting area.

• 16 telephones in the juvenile facility.

The average daily population for 2025 in the Pierce County Corrections Facility and the New Jail was approximately 900 inmates who have access to telephones from 8:00 A.M. to 10 P.M. daily. Some housing units have 24-hour usage, except during meal periods, and shift changes or lockdowns.

The average daily population for 2024 at the Juvenile Detention Center was 27, and for 2025 the average daily population was 25. Juvenile detainees have access to telephones between 8:30 A.M. and

10 P.M., except for scheduled lockdown times where staff are on break or emergency lockdowns.

1.4. ADA

The County complies with the Americans with Disabilities Act (ADA). Proposers should contact the RFP

Coordinator to request an accommodation.

1.5. Definitions

• “Apparently Successful Proposer (ASP)” means a proposer selected as an entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract.

• "Applicant," "Bidder," and "Proposer" mean an organization, agency or provider that submits a formal response to this procurement.

• "Application," "Bid," or "Proposal" mean a formal response to this solicitation.

• “CFR” means Code of Federal Regulations.

• “Client,” "Participant," "Household," or "Member" means an individual (or individuals) who receives services, or is eligible to receive services, under this procurement.

• “Contractor” means an individual or organization whose proposal has been accepted by the

County and has been awarded a fully executed, written contract.

• "Inmate" means occupants of PC Jail and are used interchangeably throughout.

• “Detainee or Juvenile Detainee” means occupants of the Juvenile Detention Center at Remann

Hall.

• “Procurement” means the process by which the County obtains services.

• “Request for Proposal (RFP)” or "Solicitation" means this document and its attachments in which needed goods and/or services are identified and organizations are invited to provide information as to how they propose to meet the County's needs.

• “RCW” means Revised Code of Washington.

• “WAC” means Washington Administrative Code.

1.6. Scope of Work

1.6.1. Scope of Work

The Contractor shall provide a comprehensive, turnkey inmate communications system for Pierce

County corrections. This includes implementation, maintenance, service, and ongoing operation of all components, including inmate telephony, video visitation, secure tablets, kiosks, family and friends communication tools, and all required supporting hardware, software, and infrastructure.

The system shall offer collect, prepaid collect, and debit calling options and shall support outgoing calls only. All personal calls must be recorded in real time, while legal and authorized witness calls shall remain unrecorded. Core telephony functions shall include required branding announcements, bilingual voice prompts, positive call acceptance, fraud detection, configurable call duration limits, and call accounting. The system must integrate seamlessly with LINX and the (JMS) for Personal Identification

Number (PIN) administration and must provide full call data access for investigative and operational use.

Contractor will implement a tablet system that provides each inmate with a dedicated mobile device. A secure video visitation platform shall be accessible through tablets and/or kiosks, with administrative controls for scheduling, monitoring, and restricting sessions, as well as safeguards to prevent unauthorized third-party communication or recording. The Contractor shall also provide a secure tablet and kiosk platform that supports access to programming, legal research, electronic messaging, photo delivery, postal-mail scanning and distribution, commissary ordering and payment integration, and continuous activity monitoring. Programming shall include a base entertainment package that all inmates can access. All hardware must be tamper-resistant and may not connect to the County network without prior IT approval.

The Contractor shall provide user-friendly family and friends communication services, including account creation, customer support, funding tools, and communication approval workflows. The Contractor shall bear all costs associated with the inmate communications system, including installation, operation, upgrades, maintenance, and any contractor installed telephone lines. The County shall bear no costs other than for County owned network components.

If delivered as Software as a Service (SaaS), the application must remain outside the County network and be fully hosted, maintained, and licensed by the Contractor. All hardware and software required for system operation shall be supplied, installed, and supported exclusively by the Contractor.

The Contractor shall submit a preliminary implementation plan with a complete installation schedule. All initial installations shall be completed by mutually agreed upon dates following contract execution. A transition coordination team consisting of PCSO personnel, the current provider, and the new

Contractor shall oversee the migration from the existing system. The Contractor may install new cabling or obtain lawful rights to use existing cables. Service disruptions must be minimized, and the Contractor acknowledges that some equipment may initially be staged outside its final location due to space constraints.

Contractor-owned or contractor-installed devices may not connect to the County network unless expressly approved by County Information Technology department. The Contractor is responsible for all associated expenses, including installation, monthly usage, maintenance, repairs, equipment relocation, system monitoring, 24/7 technical support, and all software, hardware, and feature upgrades for the duration of the contract.

1.6.2. Communications System Requirements

Core Communication and Telephony Features

A. Be web-based and require no software to be installed on County PCs

B. Provide collect, prepaid collect, and debit call capability

C. Allow outgoing calls only; all incoming calls must be blocked

D. Require positive call acceptance and begin billing only after call acceptance

E. Differentiate between personal, legal, and witness calls

F. Play required system brandings, including: “This call will be recorded and monitored.”

G. Provide English/Spanish voice prompts with capacity for additional languages

H. Insert voice overlays announcing call origin

I. Allow software-adjustable call duration limits

J. Provide fraud detection, including switch-hook activity, extra digits, and three-way calling

K. Block specified numbers, area codes, prefixes, toll-free numbers, PCSO numbers, and victim numbers

L. Offer called-party opt-out blocking capability

M. Ensure system-wide time synchronization

N. Interface with the JMS/LINX through a secure automated connection that is updated every 10 minutes

O. Provide text-to-speech (TTS) name announcements based on LINX data

P. Interface with the County’s commissary vendor for account-based transactions and inmate privilege management based on incarcerated classification level and appropriate restrictions

Q. Extra points will be awarded to proposers whose system provides the following automated information:

1. Charge information

2. Court appearance dates, times, locations

3. Bond amounts, types

4. Projected release dates

5. Visitation eligibility times

1.6.3. Voice Messaging Feature

A. Provide a secure, password-protected 2-way voice-messaging application for inmates and approved friends and family.

B. Messaging service must be terminable at PCSO’s discretion.

C. No additional hardware shall be required to support this application.

1.6.4. PIN Management Requirements

A. Activate PINs within one hour of inmate housing assignment.

B. Activate, deactivate, and update PINs based on the data supplied through the system’s

JMS/LINX interface.

C. Associate each PIN with housing, pod, floor, and facility.

D. Detect and block simultaneous PIN use.

E. Allow suspension or reinstatement of calling privileges.

F. PIN linkage must support the system’s TTS name announcement feature.

G. Support text-based add/change/delete functions from LINX, including:

1. Add: New inmate information (booking number, last name, first name)

2. Change: Inmate housing location updates

3. Delete/Inactivate: Release from custody or account closure

1.6.5. Call Data & Reporting Requirements

A. Searchable call records by PIN, originating location, destination number, booking number, date/time, call type, and digits dialed.

B. Full call disposition reporting.

C. Ability to attach up to six (6) investigator notes per call record.

D. Retention of recordings for the entire term of the contract and for the duration of any subsequent transition to a new provider.

E. Pruning controls.

F. Capability to download call data for investigative or statistical use.

G. Ability to receive downloaded data from County systems.

H. An automated transcription solution that generates transcripts from stored digital audio and video files.

I. There must not be a limit to the number of users of the system.

1.6.6. Equipment Requirements

A. Intake Areas:

1. Wall-mounted, durable, coinless speakerphones without handsets.

B. Housing:

1. Heavy-duty, coinless, wall-mounted telephones.

2. Stainless-steel handset cords (length determined by PCSO direction).

3. Hands-free phones in designated areas.

4. There are a total of 275 phones and 55 visitation terminals.

C. Equipment must:

1. Be new or like-new.

2. Meet national corrections standards.

3. Include volume controls.

4. Receive PCSO approval before installation.

1.6.7. Infrastructure and Information Security Requirements

A. All data must be stored within continental United States.

B. Uninterruptible Power Supply (UPS) backup to ensure continuous operation during power outages.

C. Secure server enclosure compliant with County standards.

D. Open architecture system supporting integration with County networks.

E. One unified database for attorneys, blocked, and legal numbers.

F. Historical logs for additions, deletions, modifications.

G. Monthly update of attorney numbers via Washington State Bar data, at no additional cost to the

County.

1.6.8. Tablet & Digital Platform Requirements

The table system must include the following:

A. Programmable access based on housing assignment.

B. Education, legal research, programming content.

C. Electronic messaging, with photo delivery option.

D. Postal mail scanning/delivery.

E. Allow for Commissary integration.

F. Secure, monitored communications.

G. Deny access to County internet or personal social media.

H. Ability to deliver refunds, vouchers, or coupons to individual accounts.

1.6.9. System Testing

A. Upon cutover of any portion of the system, the Contractor shall conduct acceptance testing consistent with factory system performance specifications.

B. PCSO shall conduct its own test regimen to validate system features and performance as defined in the contract.

C. Action Item Management

1. An Action Item List shall be generated for any issues identified during testing.

2. The County and Contractor shall jointly establish and implement a mutually agreed-upon timetable for resolving all outstanding action items.

1.6.10. Investigative Tools and Intelligence Gathering

A. The proposed system shall provide investigative capabilities that enhance PCSO’s ability to actively monitor, detect, and analyze criminal activity conducted through the inmate telephone system.

1. These capabilities must not adversely affect normal system operations.

B. All investigative functions shall operate using call-recording functionality and shall not require or duplicate any recording processes already mandated elsewhere in this specification.

C. Random Live Call Monitoring

1. Ability to randomly monitor live calls for 30, 60, or 90-second intervals.

D. Random Review of Recorded Calls

1. Ability to randomly review previously recorded calls by jail facility or housing location in

60-second segments, using recordings generated under the system’s primary call-recording requirements.

E. Automated Investigator Notification

1. Ability to remotely notify an investigator when a targeted inmate or telephone number initiates or receives a call.

F. English and Spanish Capabilities

1. Keyword or phrase search

2. Voice and speech recognition

a. Ability to identify inmate speakers and match their voice to a linked booking number prior to call placement.

G. Call Transcription

1. Ability to generate transcriptions from the system’s stored call recordings.

H. Analytical Tools

1. Ability to perform investigative and intelligence-driven data analysis using call records, recordings, and associated metadata.

1.6.11. THREADS or Similar System Capabilities

THREADS is proprietary to Securus and allows investigators to effectively leverage existing facility data to recognize patterns and link connections – either high level or on a granular scale – to produce actionable intelligence.

The resulting contract will require the Contractor to utilize THREADS or have a similar system with the following capabilities:

A. Data Aggregation

1. Software collects recordings of audio calls and video sessions, then uses automated artificial intelligence to create transcripts and voiceprints.

B. Network Mapping

1. Cross-references data with public phone records and information from confiscated cell phones to chart "inner circles," generate communication maps, and identify suspicious calling patterns.

C. Investigative Leads

1. Correctional investigators use this tool to generate targeted leads regarding contraband smuggling, escape attempts, and unauthorized associations.

1.6.12. Service and Reliability Requirements

A. Service Priority Levels

1. Priority Level One

a. System-wide failure or multi-unit outage.

b. Technician must be on-site

c. Repairs completed within four (4) hours.

2. Priority Level Two

a. One entire housing unit is non-operational.

b. Repairs completed within 24 hours.

3. Priority Level Three

a. One or more telephones in any housing unit are non-operational.

4. All repairs must be completed by end of next business day.

5. Maintenance service is performed during normal business hours, Monday–Friday.

B. Reliability Requirements

1. Escalation Contacts:

a. Contractor shall provide an escalation contacts list with names, phone numbers, and email addresses within 10 days of contract award.

2. Service availability

a. Contractor shall maintain 24/7/365 availability for Priority Levels One and Two issues at no additional cost to the County.

3. System checks and preventative maintenance

a. Monthly system checks and preventative maintenance are required.

b. A logbook or tracking system that documents findings and corrective actions shall be maintained at a PCSO designated location.

4. Telephone service standards

a. Each device and enclosure shall be cleaned following maintenance service if needed.

5. Vandalism Reporting

a. All acts of vandalism or machine break-ins must be reported immediately.

b. Contractor shall be responsible for losses resulting from vandalism.

1.6.13. Staffing Requirements

A. On-Site Technicians

1. Contractor shall provide one (1) on-site technician at the Contractor’s expense.

2. Technician must have at least two (2) years of related experience, including installation, maintenance, testing, and repair of voice and data systems.

3. Weekly on-site technician hours will be determined upon contract execution.

a. The on-site technician shall adhere to all PCSO Code of Conduct requirements (to be provided at the time of contracting).

B. Replacement of On-Site Technician

1. Should the on-site technician leave the project, the Contractor is responsible for supplying a replacement within 21 days.

2. Replacement technician may be temporary or permanent.

3. If a temporary technician is provided, the Contractor shall ensure that a permanent full-or part-time technician is placed on-site no later than 60 business days following the departure of the previous employee.

C. Trained Support Staff

1. Contractor shall maintain properly trained support personnel knowledgeable in all components of the inmate telephone system.

D. Account Representative

1. Contractor shall appoint, with PCSO approval, an Account Representative as a single point of contact.

2. The Account Representative shall ensure that the system provides a direct and accessible mechanism through which inmates may submit refund requests for calls or visits affected by technical issues.

E. Service Point of Contact

1. Within 10 days of contract execution, Contractor shall provide a directory of business and emergency phone numbers, email addresses, and physical addresses for managers, administrators, and technicians.

F. Public Complaints Contact

1. Contractor shall provide the email address and telephone number for the designated point of contact for all public complaints related to telephone services.

2. Support must be available in both English and Spanish.

G. Employee Complaint Resolution

1. Contractor shall investigate any complaints made by or regarding contracted employees.

2. Resolution must be completed within 30 days, with notification to PCSO.

H. Recruitment & Retention

1. Contractor shall have methods or plan for recruitment and retention to ensure adequate staffing to ensure compliance with minimum contract standards

2. PCSO reserves the right to interview proposed candidates prior to contract execution.

1.6.14. Telecommunication Cable and Electrical Power

A. The Contractor shall be responsible for the installation of all necessary cable, any necessary modification to power lines, electrical hookups, and cutoff keys for each telephone with control in each facility, equipment and time clock synchronization.

B. Existing cable used to provide inmate communication service becomes the property of County

Facilities Management.

C. Any electrical work shall be coordinated through the County Facilities Management department.

D. The electrical system must have power, grounding, and cooling systems.

1.6.15. Cyber Security

A. PCSO staff must be allowed timely access to files and recordings for public disclosure purposes.

B. A data loss prevention program must be in place. Program will detect and prevent data extraction from insider.

C. The system must secure the voice, video and data during transmission and when stored.

D. All data at rest must be encrypted.

E. The system must deny internet web browsing, including all mobile devices, if any.

F. Wireless capability, if any, must be encrypted using WPA2 encryption.

1. The service set identifier (SSID) default name must be changed and hidden from other wireless device detection.

2. Default username and password must be changed upon installation and as needed.

3. Password must contain at least 8 characters with a minimum of 1 lowercase, 1 uppercase, and 1 number.

G. Network connection to each facility must be provided by the Contractor.

H. No Contractor systems or devices will be allowed to be connected to the County network.

1.6.16. Video Visitation and Video Phone System

Equipment to facilitate video visitation must be installed in each unit of the Main and New Jail and meet the following requirements:

A. Ability to allow visits to be scheduled.

B. Visits must occur by the minute or in time blocks, with the ability to extend in minutes or in time blocks as facility resources allow.

C. Interface with the JMS, LINX, to verify account balances and access a variety of inmate information.

D. Have a wall-mounted kiosk option to accommodate inmate housing areas with limited living space.

E. Provide the ability to limit the users of the system to only PCSO-approved capabilities.

F. Visits must be recorded, able to be monitored in real time and ended by PCSO staff if necessary.

G. Video visitation recordings must be archived for the life of the contract.

H. Ability to record notes related to the visit.

I. Ability for authorized staff to review video live, or after recording, with records accessible by the

PCSO to identify which PCSO employees have viewed, reviewed or watched the video visit.

J. Ability to restrict/suspend/terminate visitors from video visiting for specific periods of time and reverse the restriction if needed.

K. Ability to archive all calls and provide to PCSO upon request.

L. Ability to grant access to specified County staff as needed.

M. Ability to search for calls by booking number, visitor, inmate name, and inmate PIN number.

N. Must secure the voice, video and data during transmission and when stored.

O. Timely customer service assistance for visitors who experience issues with the system.

P. Provide a function for visitors to test their personal computer and webcam equipment to see if it can adequately handle video visits.

1. Inmate's family and friends must be able to use the system from webcams installed on personal computers.

Q. Provide documents, such as the Inmate Manual, on the kiosk at the County’s preference, to allow the County a paperless option to communicate with inmates.

R. System must allow for inmate self-reporting of any equipment issues directly to contractor.

Video Phones

A. Contractor must supply four (4) portable video phone units.

1. Two (2) for the Main Jail and two (2) for the New Jail.

B. The video phone system shall:

C. Provide a secure login to guard against fraudulent use and track user activities.

D. Allow the video phone to be turned off by both the Contractor and PCSO staff.

E. Include a calling-instruction plate on each video phone and telephone informing inmates that

PCSO personnel may monitor and restrict service and that use of the video phone constitutes consent to these conditions.

1. Instruction plates must be provided in English and Spanish.

F. Provide video relay service (VRS) capability.

1. VRS calls must provide an indication to the user and operator that the inmate may place only one call.

2. VRS calls must provide an indication that conference calls, 800 numbers, and directory assistance calls are not permitted.

1.6.17. Visiting Area Recording

The system must have the capability to audio record visits made the Main and New Jail visiting areas and to maintain them for the life of the contract.

A. It is preferred that the system have the capability of assigning visiting booths or requiring the inmate to input their PIN number to identify them on the visiting recording.

B. The system must allow PCSO staff the ability to turn off the recording function for clergy and other privileged visits.

C. The system must secure the voice, video and data during transmission and when stored.

1.6.18. Inmate Debit Accounts

An Inmate Debit Account is an inmate-owned communication account that allows inmates to use funds from their commissary and/or trust accounts to pay for phone calls and other approved communication services.

A. Funds are deducted when the inmate completes a call using their assigned PIN.

B. The system shall:

1. Allow inmates to initiate calls by entering their PIN, which authorizes the call and deducts the cost from their Inmate Debit Account.

2. Allow inmates to add funds to their account through available system-supported methods.

3. Allow friends and family members to load funds onto inmate accounts through multiple points-of-sale, using an interface that is intuitive and easy to use.

4. Make each inmate’s account number accessible to friends and family members through the

Contractor’s website.

1.6.19. TouchPay Kiosk

A. The Contractor shall install two (2) lobby kiosks and one (1) booking area kiosk at County facilities, at locations mutually agreed upon by the County and the Contractor.

B. The County will provide secure locations for kiosk installation.

1. For safety and security, each kiosk must be securely attached to the floor.

C. The County will provide all electrical power and network connections required for all kiosk operations.

1.6.20. Mail Service

Extra points will be awarded to Proposers who are able to provide a service that receives, scans, and has the ability for inmate mail available to read via the in-unit tablets.

1.6.21. Reports

The Contractor will be required to submit the following reports upon request:

A. Finance Reports

1. Shall include revenue and commission by each facility and category.

B. Monthly inmate telephone commission and summary reports, per facility

1. Shall include, at a minimum: date of report; time period covered; total number of calls by category; total number of minutes by category; total gross revenue.

C. Monthly Maintenance Reports

1. Every month the Contractor will provide PCSO a report for each preceding month, to include:

a. Telephone repairs

b. Inmate telephone system trouble tickets

c. System reboots and upgrades

D. Statistical Reports

1. Must include 3-way call detections, completed calls and attempts by disposition, number of calls by category, number of minutes by category.

E. Inmate Reports

1. Includes calls specific to one inmate by time and date.

F. Telephone Number Reports

1. Must include blocked telephone numbers, telephone numbers dialed by more than one inmate, and frequently dialed telephone numbers.

G. Telephone Call Access Reports

1. Must include access of recorded calls and live call monitoring by users.

1.6.22. Rate and Commission Structure

Call Rates

Charges for calls shall not exceed US Department of Corrections Federal Communications Commission

Rates and must be in compliance with Washington State Utilities and Trade Commission tariffs and schedules. See the 2025 Incarcerated People’s Communications Services (IPCS) Order below.

2025 IPCS Order

The following revised rate caps adopted in the 2025 IPCS Order became effective on April 6, 2026 and apply to all intrastate, interstate, and international audio and video communications from correctional institutions, except that providers may impose an additional charge for international audio calls to recover the costs of terminating calls to foreign destinations.

Average

Daily

Population (ADP)

Tier

AUDIO (PER MINUTE) VIDEO (PER MINUTE)

RATE

CAP

RATE ADDITIVE EFFECTIVE RATE

CAP

RATE CAP RATE ADDITIVE EFFECTIVE RATE

CAP

PRISONS (ANY ADP) $0.09 $0.02 $0.11 $0.23 $0.02 $0.25

LARGE JAILS (1,000 +) $0.08 $0.02 $0.10 $0.17 $0.02 $0.19

MED. JAILS (350-999) $0.10 $0.02 $0.12 $0.17 $0.02 $0.19

SMALL JAILS (100-349) $0.11 $0.02 $0.13 $0.19 $0.02 $0.21

VERY SMALL JAILS (50-99) $0.13 $0.02 $0.15 $0.23 $0.02 $0.25

EXTREMELY SMALL JAILS (0-

49)

$0.17 $0.02 $0.19 $0.42 $0.02 $0.44

• IPCS providers are also required to comply with the site commission and per-minute pricing rules adopted in the 2024 IPCS Order.

• The 2025 IPCS Order also maintained the prohibition on assessing additional charges for other services such as automated payment fees and third-party financial transaction fees and mandated that WCB and the Office of Economics and Analytics (OEA) conduct an additional mandatory data collection on which to base permanent IPCS rate caps.

Commission

A. The Contractor shall pay commissions to PCSO based on total gross revenues, with no deductions for fraud, bad debt, uncollectible calls, un-billable calls, or any service-related costs.

B. Commissions shall be paid monthly, and payment must be received no later than 15 days after the end of the billing month.

C. Failure to remit payment within 30 days shall allow the County to assess interest at the maximum legal rate.

https://www.fcc.gov/general/ipcs https://www.fcc.gov/general/ipcs

D. Repeated failure to pay accurate monthly commissions constitutes grounds for contract cancellation without penalty.

1.6.23. Americans with Disabilities Act (ADA) Requirements

A. One wheelchair-accessible height pay phone, and video phone must be installed in each housing unit and be available to inmates with mobility impairments.

B. Contractor must supply four (4) portable video phone units.

1. Two (2) for the Main Jail and two (2) for the New Jail.

2. All calls must be recorded.

C. Contractor must designate an ADA liaison for ADA related issues during the contract term.

1. The liaison must have proficient knowledge of ADA requirements and will serve as the point of contact between PCSO and the Contractor when ADA access issues need to be addressed.

D. There must be safeguards that restrict non-ADA inmates from fraudulently using the teletypewriter (TTY) relay services to prevent inmates from circumventing the inmate communication system.

1.6.24. County Standards

Contractors must ensure all installation, operational, and support activities comply with County standards and requirements. This includes, but is not limited to:

A. Adhering to all County safety policies, construction standards, and facility access protocols.

B. Ensuring all personnel performing on-site work successfully complete required background checks and security clearances prior to entering any County correctional facility.

C. Meeting all County telecommunications specifications, including cabling, network interface requirements, equipment mounting standards, and any applicable correctional facility technical guidelines.

D. Coordinating installation work with designated County staff to maintain secure operations and prevent disruption to facility activities.

Failure to meet these requirements may result in disqualification or removal from consideration.

1.7. Minimum Qualifications

1.7.1. Proposer Eligibility

Proposers who do not meet these minimum qualifications will be considered non-responsive and their proposal will not be evaluated or scored.

A. Proposers must be licensed to operate and provide services in Washington state.

B. Proposers should have 5-10 years of experience and have provided this service to at least one correctional facility.

1.8. Anticipated Contract Details and Expectations

1.8.1. Term

The initial 1 (one) year period of performance of any contract resulting from this procurement is anticipated to begin on or around early 2027 and end in 2032. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to extend contracts for 4 (four) additional terms of 12 months each. However, no Contractor will be guaranteed an extension.

1.8.2. Value

The County anticipates awarding a single contract from this procurement. The County reserves the right to make fewer awards or no awards, based on the quality and scope of proposals received, available funding, and identified service needs.

The total funding available under this Request for Proposals (RFP) is limited and may be distributed among multiple providers. Proposers are encouraged to scale their funding requests proportionally to the scope and geographic reach of their proposed services. The County may negotiate budgets and service levels to ensure the most effective use of funds and equitable coverage across providers. The

County reserves the right to adjust award amounts at its sole discretion.

Additional federal, State, or local funds may become available during the contracting cycle and allocated through this solicitation. Funding may only be awarded for the same scope of services as described in this solicitation. It is important to note, any contract awarded as a result of this procurement is contingent upon the availability of funding. If at any time during the term of the contract the funding relied upon for the contract is reduced, modified, or eliminated, or if the funding terms are modified, Pierce County reserves the right to amend the contract as appropriate or to terminate the contract.

2. General Information for Proposers

2.1. RFP Coordinator

The RFP Coordinator is the sole point of contact in the County for this procurement. All communications between the Proposer and the County upon release of this RFP shall be with the RFP Coordinator.

Kimberly Smith

Procurement and Contract Specialist 2

Email: kimberly.smith@piercecountywa.gov

Phone: (253) 798-6015

Department:

Pierce County Sheriff's Office

Any other communication will be considered unofficial and non-binding on the County. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

2.2. Timeline

Proposal Release Date: July 15, 2026

Pre-Proposal Meeting (Non-Mandatory): October 13, 2026, 9:00am

Vendors are asked to participate in the mandatory site-walk being held at the Pierce

County Jail, and the optional site-walk at the

Juvenile Detention Center (Remann Hall). The site-walks have been scheduled for October

13th, 2026.

1) Pierce County Jail: 9:00am-11:00am PST

2) Pierce County Juvenile Detention Center

(Remann Hall): 12:45pm-1:15pm PST

The following conditions MUST be met:

-Each vendor is allowed to send a maximum of

2 (two) representatives for the tour.

-Company representatives need to provide government issued photo ID to obtain a visitor badge.

-Representatives will go through metal detectors at all sites.

-Safe storage will be provided for use during the tour, as cell phones, briefcases, or handbags are prohibited in the jail.

-Clipboards and note pads are acceptable items to bring and carry with you for information taking.

-Photographs and audio recording are prohibited inside the facilities.

-For vendors visiting Juvenile Detention Center:

To comply with federal requirements, have company representatives complete Attachment

C - PREA Agreement form, prior to the site-walk and email to kimberly.smith@piercecountywa.gov by

October 12th, 2026.

Site Address/Parking Information--

1) Pierce County Jail: 910 Tacoma Ave South

- Meet in the Lobby on the 4th floor & have government-issued photo ID ready to present.

-Paid parking is available:

a) The Blue lot at 712 Nollmeyer Ln, Tacoma, mailto:kimberly.smith@piercecountywa.gov

WA 98402

b) The Green lot at 700 S. 11th St, Tacoma, WA

98402

c) Metered street parking near the facility

2) Juvenile Detention Center (Remann Hall):

5501 6th Ave Tacoma, WA 98406, Court Lobby

-Meet at Central Control Lobby A and have government-issued photo ID ready to present to obtain a visitor badge

-Free parking is available in the adjacent lot

Question Submission & Concern Resolution

Request Deadline:

August 28, 2026, 4:00pm

Proposal Submission Deadline: October 26, 2026, 2:00pm

The County reserves the right to revise the above timeline.

2.3. Procurement Documents and RFP Holder's List

PROPOSERS WHO REGISTER AND DOWNLOAD RFP DOCUMENTS will be automatically added to the

FOLLOWERS' list in the County's eProcurement Portal. Notifications for solicitation updates, addendum and other procurement information will be sent to all who register on the Pierce County eProcurement

Portal.

2.4. Questions and Answers

Proposers may submit questions through the County's eProcurement Portal, under the Question &

Answer Section, no later than 4:30 pm on the date set forth in Section 2.2. Proposers must be registered in the eProcurement Portal software to submit questions, receive addendums and notifications, and ultimately submit a proposal. Proposers may only rely on written statements issued by the County. Any oral communications are unofficial and are not binding on the County.

2.5. Pre-Proposal Meeting

An in-person Procurement site visit will be conducted by Pierce County Sheriff Department at the Jail and Juvenile Detention Center, at the time and date as indicated in the timeline section of this RFP.

Pre-proposal meeting attendance is required for all organizations considering a response to this solicitation. It is the County’s belief that attending the meeting will assist proposers in presenting the best possible request for funding. During the Pre-Proposal Meeting Workshop, Pierce County staff will give an overview of the procurement, the procurement process, an overview of the requirements, and will also be available to answer questions and provide technical assistance. Please have the instruction/proposal packet available as well as any questions that the organization may have related to the procurement. The County will be bound only to written answers provided in response to questions.

Questions arising during the Procurement Workshop will be documented and answered in the eProcurement Portal.

2.6. Submission of Proposals

2.6.1. Deadline

The proposal must be received by the time and date as indicated in Section 2.2.

2.6.2. Instructions

All proposals are evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The County will not contact the organization for correction of proposals and Proposers are strongly encouraged to carefully review their proposals for completeness and accuracy before submitting. For proposals to be considered responsive and move to the review process, the Proposer must, under Section 3, RFP Questionnaire:

• Acknowledge all required “confirmations.”

• Complete all required attachments, to include uploading any supplemental documents requested in attachments; and

2.6.3. Additional Resources/Helps

This section provides a curated list of help articles addressing common questions and challenges proposers may encounter during the Request for Proposal process. The resources below are intended to offer clear guidance, practical solutions, and relevant information to support a smooth and successful submission. Proposers are encouraged to review these materials as needed to better understand requirements, resolve issues, and navigate the process with confidence.

• Vendor Registration

• Following a Project

• Getting Started with Subscriptions

• How to Submit a Question in OpenGov

• How to Submit a Proposal Response in OpenGov

• How to Edit or Withdraw a Proposal after Submission in OpenGov

2.6.4. Electronic Submissions Only

Only electronic submittal via the County's eProcurement Portal shall be accepted for this procurement.

No hard copies, emails, or fax submittals shall be accepted. The accepted forms of submitted materials are .pdf, png., jpeg., and MS Office formats such as docx. and xlsx.

File names must not be longer than 25 characters.

2.6.5. Addenda & Notices

https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/82615c2a-a6e1-46ed-9b33-ec542acf013d https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe

Proposers must acknowledge and confirm each addendum and notice issued under this solicitation. The system will not allow final submission unless all required confirmations are checked.

2.6.6. No Exceptions for Late Responses

Proposers should allow sufficient time to ensure timely receipt of the proposal by the County’s e-procurement System, OpenGov. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's technical related system errors.

2.6.7. County Property

All proposals and any accompanying documentation become the property of the County and will not be returned.

2.7. Public Records and Proprietary Material

• Organizations should be aware that any records they submit to the County or that are used by the County even if the organization possess the records, may be public records under the

Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Organizations should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.

• Organizations should clearly mark any record they believe is exempt from disclosure.

2.8. Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published in the

County's eProcurement Portal.

All amendments and notifications of cancellation shall be posted in the County's eProcurement Portal. If you did not receive this solicitation via the County’s eProcurement Portal, please register there to receive further notifications.

The County also reserves the right to amend or add to, retract from, or cancel this Procurement at any time, in whole or in part, and without penalty.

In the event of a conflict between amendments or between an amendment and this Solicitation

Document, the document issued latest in time shall control.

2.9. Responsiveness

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this solicitation. The Proposer is specifically notified that the

County may reject or withdraw a proposal at any time as nonresponsive for any of the following reasons:

• Incomplete proposal,

• Failure to comply with any part of this solicitation or any Attachments to this procurement,

• Submission of incorrect, misleading, or false information.

The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities, which are defined as variances which do not provide a proposer an advantage or benefit over other proposers.

2.10. Contract and General Terms & Conditions

The ASP will be expected to enter into a contract which is substantially the same as the Sample Contract and its General Terms and Conditions in Attachment A. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation. If a Proposer has a concern regarding a certain General Term & Condition, they can raise the issue per the Questions and Answers section of this solicitation.

2.11. Costs to Prepare Proposal

The County will not be liable for any costs incurred by the Proposer in preparation of a proposal submitted in response to this RFP, in conduct of a presentation or interview, or any other activities related to responding to this RFP.

2.12. No Obligation to Contract

This RFP does not obligate the County to contract for services specified herein.

2.13. Rejection of Proposals

The County reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

2.14. Most Favorable Terms

The County reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the

Proposer can offer. There will be no best and final offer procedure.

The ASP should be prepared to accept this RFP for incorporation into a contract resulting from this

RFP. Contract negotiations may incorporate some or all of the Proposer’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the County.

2.15. Concern Resolution Process

This procedure is available to potential Proposers who are contemplating submitting a proposal in response to this RFP. Only Concern Resolution submissions (Submissions) concerning the following subjects shall be considered:

• A claim that the solicitation unnecessarily restricts competition.

• A claim the solicitation evaluation or scoring process is unfair or flawed, or

• A claim the solicitation requirements are inadequate or insufficient to prepare a response.

Proposers submitting a concern about this procurement shall follow the procedures described below. Submissions that do not follow these procedures shall not be considered. If a Proposer registers a concern against this solicitation, the issue(s) cannot be raised again during the protest period.

All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the Procurement Coordinator, or designee, and needs to be received no later than 4:00 pm, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.

Upon receipt of a submission, a submission review will be held by the County. The RFP coordinator will respond to submissions in writing and the Finance & Enterprise Services Department Director will be notified of all submissions and provided a copy of the County’s response. A copy of the response to the submission, including any changes to the solicitation, will also be posted in County's eProcurement

Portal.

The concern resolution process does not include an appeal process.

2.16. Cooperative Purchasing

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this procurement or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases.

Pierce County agrees to allow other public agencies to purchase goods and services under this procurement or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such procurement or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

2.17. Title VI Compliance

Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to

2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of

Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this…