ESBD_File_339854_RFP 23BCP08A- Inmate Phone System Bid Document - FINAL DRAFT.pdf

Bastrop County - RFP 22BCP02B - Page 1

Bastrop County

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 23BCP08A

Project Title: Inmate Telephone and Video Visitation System

Proposal Closing Date: 2 :00 P.M. (CST), November 1, 2023

Bastrop County - RFP 22BCP02B - Page 2

Table of Contents.................................................................................................................................................. Page 2

Request for Proposals

(1) Introduction .....................................................................................................................................................Page 3

(2) Definitions ........................................................................................................................................................ Page 3

(3) General Information ............................................................................................................... ………………………...……...Page 4

(4) RFP Withdrawals and/or Amendments ............................................................................................................ Page 5

(5) Proposal Submittal Requirements ....................................................................................................................Page 5

(6) Proposal Evaluation and Contract Award .............................................................................. …………………………….....Page 7

Appendix A – Scope of Services

(1) Project Title ........................................................................................................................................................... Page 9

(2) Scope of Services Contact ................................................................................................................................ Page 9

(3) Proposal Evaluation Factors ............................................................................................................................. Page 9

(4) Key Events Schedule............................................................................................................... ………………………….……Page 9

(5) Scope of Services ............................................................................................................................................. Page 9

(6) Commission Offer Form……………………………………………………………………………………………………………….…………….Page 21

Appendix B – Proposal

Proposal Verification………………………………..………..............................................................................................Page 24

I Contract Award Information

(1) Term of Contract……………………………. …………………………………………………………..……………...............................Page 25

(2) Federal, State and/or Local Identification Information ...............................................................................Page 25

II Contract Terms and Conditions

(1) Standard Terms and Conditions….....................................................................................................................Page 25

RFP Acknowledgement Form……………………………………………………………...........................................................Page 35

Appendix C – Form CIQ………………………………………………………………………………………………………………………....Page 36 Appendix D – Certificate of Interested Parties (Form 1295) .....................................................................Page 38 Appendix E – HB 89 Verification Form…………………………...........................................................................Page 41 Appendix F – Bastrop County Section 3 Resolution..……………................................................ ……………..…Page 42 Appendix G – Anti-Lobbying Certification.……………..................................................................................Page 46

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Bastrop County

Request for Proposals

1. Introduction

A. Project Overview: Bastrop County is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A – Scope of Services.

B. RFP Questions:

i. RFP Clarifications: All questions related to requirements, processes or scope of work for this RFP should be submitted in writing to the Purchasing Agent identified in section 2 below. The County is the final judge of the meaning of any word(s), sentences, paragraphs or other parts of the solicitation documents. Bidders are encouraged to seek clarification, before submitting a Proposal, of any portion of the Proposal documents that appears to be ambiguous, unclear, inconsistent, or otherwise in error.

Clarifications will be in writing.

ii. Replies: Responses to inquiries, which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum and will be uploaded to the Bastrop County website (http://www.co.bastrop.tx.us/page/pur.bids). All such addenda issued by County prior to the submittal deadline shall be considered part of the RFP. The County shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum.

iii. Acknowledgement of Addenda: The Bidder must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal.

C. Notification of Errors or Omissions: Bidders shall promptly notify the County of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The County shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C.

E. Certificate of Interested Parties (1295 Form): A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code Chapter 2252, Subtitle F, Title 10, Section 2252.908, to file a disclosure of interested parties with the Texas Ethics Commission (https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm). A sample form and instruction sheet can be found in Appendix D.

F. House Bill 89 Verification Form: A person or business, and their agents, who seek to contract or enter into an agreement with the County, are required by Texas Local Government Code Chapter 2270 Section 1, Subtitle F, Title 10, Section 2270.001to submit a verification form to the County. This Chapter reads “Prohibition on Contracts with Companies Boycotting Israel”. This form is found in Appendix E.

G. Texas Senate Bill 13 (Sb 13): Energy Company Boycotts: If contractor is required to make a verification pursuant to section 2274.002 of the Texas Government Code, contractor verifies that it does not boycott energy companies and will not boycott energy companies during the term of the contract. If contractor does not make that verification, contractor must so indicate in its response and state why the certification is not required.

http://www.co.bastrop.tx.us/page/pur.bids https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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H. Texas Senate Bill 19 (Sb 19): Firearm Entities And Trade Associations Discrimination: If contractor is required to make a verification pursuant to Section 2274.002 of the Texas Government Code, contractor verifies that it

(1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If contractor does not make that verification, contractor must so indicate in its Response and state why the verification is not required.

I. 2 CFR 200: In accordance with PART 200 of the UNIFORM ADMINISTRATIVE REQUIREMENTS, COST

PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS, Bastrop County follows the procurement standards in the Code of Federal Regulations of 2 CFR 200.317 – 2CFR 200.327 and Appendix II to Part 200 for procurement actions to be funded with Federal funds.

2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Bidder: The Bidder and the Bidder’s designated contact signing the first page of the Proposal.

County of Bastrop (“County”): The County of Bastrop, Texas.

Bastrop County Purchasing Office: The Bastrop County Purchasing Office is located at 803 Pine Street, Room 101, Bastrop County78602. PH: (512) 581-7110; Fax: (512) 581-4228.

Project: The name is identified on the cover sheet and first page of Appendix A – Scope of Services.

Purchasing Agent: Bastrop County Purchasing Agent is Leon Scaife:

Phone: (512) 581-7110 E-Mail: leon.scaife@co.bastrop.tx.us

Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.

Scope of Services: The entirety of Appendix A – Scope of Services.

3. General Information

A. Tax Exempt Status: County purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. County will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The County strictly adheres to the Texas Public Information Act (Texas

Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Bidder has notified the County, in writing, that the Proposal contains trade secrets or confidential information, the County will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the County be liable for disclosure of such information by the County in response to a request, regardless of the County’s failure to take any such reasonable steps, even if the County is negligent in failing to do so.

C. Legal Relations and Responsibilities: Bidder shall maintain adequate records to justify all charges, expenses and costs incurred in performing the Services for a period of at least Five (5) years following the termination date of the contract. The County shall have full and complete access to all records, documents and information collected and/or maintained by Bidder in the course of the administration and performance of the Contract. This information shall be made accessible at Bidder’s local place of business in the County’s jurisdiction, for purposes of inspection, reproduction and audit without restriction.

mailto:leon.scaife@co.bastrop.tx.us

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D. Application: These standard terms and conditions shall apply to all County of Bastrop (hereafter “County” or

“Owner”) solicitations and procurements, unless specifically accepted in the solicitation specifications.

E. Requirements: By submitting a Proposal, the bidder agrees to provide the County of Bastrop with the specified goods or services described in the solicitation in accordance with these standard terms and conditions, at the agreed upon Proposal price and in compliance with the stated specifications and any subsequent addendums issued prior to the date of the Proposal opening.

F. Legal Compliance: Bidder must comply with all Federal, State and Local laws, statutes, ordinances, regulations and standards in effect at the time of delivery of goods and services, and must maintain any and all required licenses and certificates required under the same laws, statutes, ordinances, regulations and standards for services and/or goods provided in response to this solicitation. Bidder certifies that he/she holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein.

G. Right to Refuse Proposal: The County reserves the right to refuse any and/or all parts of any and or/all

Proposals and to waive formalities in the best interest of the County. Bastrop County does not discriminate on the basis of race, color, national origin, sex, religion, and age or disability status in employment, procurement or provisions of service.

H. Estimated Quantities: If the solicitation calls for unit pricing on specific items, the quantities described for each item are estimates only and not guaranteed amounts. The actual amount ordered over the contract period may be more or less than the estimate. Quantities represent the County’s best estimate, based on history and anticipated purchases.

I. Independent Contractor: Bidder agrees that Bidder and Bidder’s employees and agents have no employer-employee relationship with County. Bidder agrees that if Bidder is selected and awarded a contract, County shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will County furnish any medical or retirement benefits or any paid vacation or sick leave.

J. Assignments: The rights and duties awarded the successful Bidder shall not be assigned to another without the written consent of the Bastrop County Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

K. Liens: Bidder shall indemnify and save harmless the County against any and all liens and encumbrances for all labor, goods, and services which may be provided to the County by Bidder or Bidder’s vendor(s), and if the County requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the County.

L. Gratuities/Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or its agent or representative, to any County officer, employee or elected representative, with respect to this RFP or any contract with the County, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract

M. Financial Participation: Bidder certifies that it has not received compensation from the County to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

N. Responsiveness of Proposals: The County desires to receive competitive Proposals, but will declare any

Proposals “non-responsive” if they fail to meet the significant requirements outlined in this solicitation

Bastrop County - RFP 22BCP02B - Page 6 document.

O. Discrepancies and Errors: The unit prices of a proposal that has been opened may not be changed for the purpose of correcting an error in the Proposal price.

P. Identical Proposals: In the event two or more identical Proposals are received, and are lowest, responsible and responsive, award will be made as prescribed in the Texas Local Government Code, Chapter 2.62.027(b).

Q. Withdrawal of Proposals: Bidders may withdraw any submitted proposals prior to the proposal submission deadline. Bidders may not withdraw once the proposals have been publicly opened, without the approval of the County’s Purchasing Agent. Bidders will be allowed to withdraw proposals that contain substantial mathematical errors in extension. However, once a proposal has been withdrawn, it can no longer be considered.

R. Disqualification of Bidder: The County may disqualify bidders, and their proposals not be considered, for any of the following reasons: Collusion among bidders; bidder’s default on an existing or previous contract with the County, including failure to deliver goods and/or services of the quality and price proposal; bidder’s lack of financial stability; any factor concerning the bidder’s inability to provide the quantity, quality, and timeliness of services or goods specified in the solicitation; bidder involved in a current or pending lawsuit with the County; bidder’s attempt to influence the outcome of the solicitation through unauthorized contact with County officials outside of those listed in the solicitation documents; and bidder’s attempt to offer gifts, gratuities, or bribes to any County employee or elected official in connection with a solicitation.

S. Waiver of Formalities: County reserves the right to reschedule, extend, or cancel this RFP at any time. County reserves the right to reject any or all responses, and to waive formalities or irregularities in connection with this RFP and may consider submissions not made in compliance with this request for proposals if it elects to do so, to the extent permitted by law, although the County will have no obligation for such consideration.

The County reserves the right to waive any minor irregularities that do not materially affect the scope or pricing of submitted Proposals.

T. Outstanding Liabilities: Bidders shall not have outstanding, unpaid liabilities owed to the County. Liabilities may include, but are not limited to, property taxes, hotel occupancy taxes, and license or permit fees.

Proposals will be considered non-responsive and not given further consideration if submitted by a bidder with such outstanding liabilities.

U. Offset: The County may, at its option, offset any amounts due and payable under contract award under this solicitation against any debt lawfully due the County from a vendor, whether or not the amount due arises pursuant to the terms of the contract and whether or not the debt has been reduced to judgment by a court.

V. Solicitation Results: The County normally posts solicitation results on-line after proposals are received and approved in Commissioner’s Court. The County’s website is www.co.bastrop.tx.us. Results are on the Purchasing Solicitation page, in the same place as the original solicitation documents. Posted results are for informational purposes only, not a notice of award.

W. Control of The Work: Bidder shall furnish all materials and perform work in reasonably close conformity with the scope of work referenced in this request for Proposal. Bidder must obtain written approval from Bastrop County before deviating from the scope of work provided in this request for proposals. Failure to promptly notify Bastrop County of any errors or concerns with the scope of work will constitute a waiver of all claims for misunderstandings or ambiguities that result from the errors, omissions, or discrepancies discovered.

X. Cost of Proposal: The cost of submitting Proposals shall be borne by the Bidder, and the County will not be liable for any costs incurred by a Bidder responding to this solicitation.

http://www.co.bastrop.tx.us/

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4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The County reserves the right to withdraw this RFP for any reason.

B. RFP Amendments: The County reserves the right to amend any aspect of this RFP by formal written

Addendum prior to the proposal submittal deadline and will endeavor to notify all potential bidders that have registered with the County, but failure to notify shall impose no obligation or liability on the County. All modifications and addendums must be in written form prepared by the County department issuing the solicitation. Bidder is responsible for incorporating any and all modifications and addendums into their proposals.

5. Proposal Submittal Requirements

A. Submittal Packet – Required Content: Bidder shall submit one (1) signed original Proposal. This submittal packet shall be submitted in a sealed envelope with completed, signed and executed forms listed in Appendix B (Page 24).

B. Submittal Deadline: The deadline for submittal of Proposals is 2:00PM (CST) November 1, 2023. It is the

Bidder’s responsibility to have the Proposal correctly marked and hard copies delivered to the Bastrop County Purchasing Office. No extensions will be granted and no late Proposals will be accepted.

C. Proposals Received Late: Bidders are encouraged to submit their Proposals as soon as possible.

The time and date of receipt as recorded in the Bastrop County Purchasing Office shall be the official time of receipt. The County is not responsible for late delivery of mail or other carrier. Late Proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal: Any submitted Proposal may be withdrawn or a revised Proposal substituted if a written notice is submitted to the Bastrop County Purchasing Office prior to the submittal deadline. Any interlineations, alteration, erasure or other amendment made before the submittal deadline, must be signed or initialed by the Bidder or the Bidder’s authorized agent, guaranteeing authenticity.

Proposals cannot be altered, amended or withdrawn by the Bidder after the submittal deadline.

E. Proposal Format: All Proposals must be prepared in single-space type, on standard 8-1/2” x 11” vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink. All Proposals shall be mailed or hand delivered to Bastrop County. Any other format (via telephone, fax, email, etc.) shall be rejected by the County.

F. Validity Period: Once the submittal deadline has passed, any Proposal shall constitute an irrevocable

Proposal to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal on the terms set forth in the Proposal, such Proposal to be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the County.

6. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 262 of the Texas Local Government Code; Chapter 2269 of the Texas Government Code and with the County’s purchasing policy. All proposals should be based on unit prices (these cost should be a complete cost of all task listed within Appendix A to include all necessary bonds and insurance). Bastrop County will score all eligible respondents based on their proposal prices. The contract will be given to the lowest/best value/most responsive bidder that complies with all requests for proposal items and requirements set forth by Bastrop County in this RFP, to include bonds, insurance requirements and Bastrop County may consider: 1) price: 2) the offeror’s experience and reputation: 3) the quality of the offeror’s goods and/or services: 4) the impact

Bastrop County - RFP 22BCP02B - Page 8 on the ability of the Governmental entity to comply with rules relating to historically underutilized businesses: 5) the offeror’s safety record: 6) the offeror’s proposed personnel: 7) whether the offeror’s financial capability is appropriate to the size and scope of the project. The selected bidder must NOT be debarred from any federal and/or state agency and Bastrop County will conduct a review of the bidder’s status on SAM.Gov. The Bastrop County Commissioners Court will make the final selection and award. The County has the right to reject any and/or all Responses.

B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, County alone will determine whether the variance is so significant as to render the proposal non-responsive, or whether the variance may be cured by the bidder or waived by the County, such that the bid may be considered for award.

C. Ambiguity: Any ambiguity in the proposal as a result of omission, error, lack of clarity or non- compliance by the bidder with specifications, instructions and all conditions shall be construed in the favor of the County. In the event of a conflict between these standard RFP requirements and details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

D. Controlling Document: In the case of a discrepancy between this solicitation and the formal contract, the formal contract will prevail and control.

E. Firm Prices: Unless otherwise stated in the specifications, Bidder’s prices remain firm for 90 days from date of

Proposal opening and, upon award, remain in effect for the contract period specified in the solicitation. If formal award has not occurred within 90 days of proposal opening, the Contractor and the County may mutually agree to extend the firm price period.

F. Additional Information: County may request any other information necessary to determine bidder’s ability to meet the minimum standards required by this RFP.

G. Debarment: The selected Bidder must NOT be debarred from any federal and/or state agency and Bastrop

County will conduct a review of the Bidder’s status on SAM.Gov. The Bastrop County Commissioners Court will make the final selection and award. The County has the right to reject any and/or all Responses.

**THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY**

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Appendix A – Scope of Services

1. Project Title: Inmate Telephone and Video Visitation System

2. Scope of Services Contact:

Questions about the technical nature of the Scope of Services, etc. may be directed to Bastrop County Purchasing Agent, Leon Scaife through e-mail at leon.scaife@co.bastrop.tx.us

3. Proposal Evaluation Factors:

Proposal Price Factor Unit Pricing Cost to complete or provide each of the requested proposal items listed on the proposal form (Unit Prices should make allowance to include the cost of insurance and

4. Key Events Schedule:

Proposal Release Date October 11, 2023 Pre-Proposal Meeting 1PM, October 25, 2023 Deadline for Submittal of Written Questions 5 PM, October 27, 2023 Sealed Proposals Due to and Opened by County 2PM, November 1, 2023

Anticipated Award Date November 13, 2023

5. Scope of Services:

SECTION 1

1) PURPOSE:

Bastrop County (County) is requesting sealed proposals for a fully operational, flexible, secure and reliable Inmate Telephone and Video Visitation Services (ITVVS), including but not limited to all labor, materials, equipment and incidentals necessary for successful installation and operation. The provision of ITVVS and the quality and reliability of such service is a high priority.

Vendors offering a proposal in response to this Request for Proposal (RFP) shall be responsible to submit technical solutions based on their programs that meet or exceed the goals and objectives set forth herein. Responses will only be considered from those firms demonstrating the expertise and experience specified in this request. The requirements and process set forth therein shall be binding for all Offerors.

2) PROJECT INFORMATION:

The ITVVS must support inmate calling at the following facility. See below for quantities of required

ITVVS equipment at the facility.

Bastrop County Jail 200 Jackson St, Bastrop, TX 78626

Ph. 512-549-5100 Average Daily Population: 275 mailto:leon.scaife@co.bastrop.tx.us

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Equipment Quantity Required Standard inmate Telephones 50 Required

Visitation Phones (monitored/recorded)

46 Required

TTDDITTY Devices 1 Required

Cart Phones 2 Required

Tablets 12 Required

Kiosks 40 Required

Rolling Kiosks 2 Required

Current call volume and rate information is provided below:

Call Category Avg Calls per Month Average Minutes per Month

Local 1,425 11,046

IntraLATA 6,104 55,440

InterLATA 1,740 14,044

Interstate 1,174 12,708

International 200 1,535

Total 10,643 94,773

3) AWARD:

A selection committee shall evaluate all proposals submitted in response to this RFP. The award will be based on general criteria, as outlined in the RFP. After an initial screening process, the offeror may be asked to make an oral presentation of its proposal. All arrangements and scheduling shall be coordinated by the RFP contact.

SELCTION CRITERIA:

Relevant Experience as Prime Offer 20% Financial Proposal (Cost) 25% Proposed Solution 40% Options Offered 15%

4) INSTALLATION REQUIREMENTS:

a) Turnkey Installation - Successful offeror shall be responsible for all costs associated with the inmate telephone and video visitation system, including purchase of equipment, shipping, installation, service, maintenance, voice network and transmission, data network, and day- to-day operation. The County shall have no responsibility for any costs associated with the system.

b) Successful offeror is responsible for determining all wiring and software requirements; costs associated with the conversion of service from current inmate telephone system providers to the successful new service provider. Successful offeror shall coordinate all details of switching out services with the current vendor.

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c) The jail shall be notified in writing of any use of existing or in-place conduit, raceways, cable ways, cable, inside wiring, telephone set mountings, switches, terminal boxes, and terminals within the Facility are at the risk of the successful offeror. No exposed wiring will be permitted. Ownership of any wiring or conduit placed by the successful offeror becomes the property of the County upon termination and/or expiration of any resultant contract.

d) Installation of all related equipment shall be accomplished during hours established by the jail administration.

e) The successful offeror shall clean up and remove all debris and packaging material resulting from work performed.

f) The successful offeror shall restore to original condition any damage to the jail's property caused by maintenance or installation personnel associated with the successful vendor, including repairs to walls, ceilings, etc.

g) Upon completion of initial installation and ongoing installations, successful offeror shall provide the County with a list of telephone numbers, serial numbers, and locations of each unit. This shall be documented on a site map and a wiring schematic.

5) SERVICE AND SUPPORT REQUIREMENTS:

a) Successful offeror shall be responsible for maintenance support on a twenty-four (24) hour, seven (7) day per week, three hundred sixty-five (365) day per year basis.

b) Describe, in detail, your company's service and maintenance program. Include remote programming, diagnostics, downloading and troubleshooting. Describe how the phones are polled, how often, and what information is gathered during remote diagnostics.

c) Wherever "Maintenance" is specified in this section, it shall mean "Software and/or Hard ware and/or other telephone and video visitation equipment Maintenance, Support and Repair and/or replacement requirements".

d) All costs for maintenance, support, repair of all software and equipment will be borne by the successful offeror and will not be deducted from any commissions.

e) During the term of any contract awarded as a result of the RFP, successful offeror agrees to provide maintenance to diagnose problems, determine proper solutions and provide:

i. The implementation of any required solutions, changes, modifications, updates or other services which are necessary to allow the software, hardware and any other telephone and video visitation equipment to perform in accordance with the specifications as set forth in the RFP.

ii. Upgrade the software and/or hardware to its required performance standards as required in the RFP.

iii. Telephone support shall be available to accept calls regarding maintenance twenty-four (24) hours a day, seven (7) days a week, three hundred sixty- five (365) day per year. Describe the location of your technical services call center(s), and indicate whether, and under what circumstances, a maintenance call from the facility will ever be answered by a service representative located outside of the United States.

iv. Successful offeror shall respond to a telephone request for maintenance within four (4) hours after the initial notification.

f) Telephone support shall be available to accept calls from inmate call recipients (friends/family) regarding customer service, billing, and prepaid account setup and funding twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days a year. Describe the location of your customer service call center(s), and indicate whether, and under what circumstances, a customer service call from an inmate call recipient will ever be answered by a service representative located outside of the United States.

6) CALL RATING AND COMMISSION ACCOUNTABILITY:

a) A copy of current rates shall be on file with the County. County requires that all call rates not exceed

$0.17 per minute. County must be notified, in writing, of any proposed increases or decreases in the rates charged. County MUST approve increases/decreases in rate(s) prior to any change.

b) Any change in tariff (Increase or Decrease) which is not approved by the County in writing in advance of the change shall be grounds for termination of the contract.

Bastrop County - RFP 22BCP02B - Page 12

c) The commission offered to the County shall be based on total gross revenues, with no deductions for fraud, bad debt, uncollectible, unbillable calls. No deduction shall be made for any cost of providing the service described.

d) Commissions shall be paid on all call types: Collect, Direct Billed, Pre-Paid Collect, Advance Pay, Debit and Debit Card.

e) Commissions shall be paid MONTHLY and shall be accompanied by an inmate telephone commission and summary report which shall include, at a minimum, the following information:

i. Date of Report

ii. Time Period Covered

iii. Total Number Calls

iv. Total Number Minutes

v. Total Gross Revenue (as defined above)

Such payment shall arrive no later than thirty (30) days following the calendar month for which commissions are being paid.

f) Failure to pay accurate commissions on a regular, monthly basis shall be grounds for termination, without penalty, of any agreement executed as a result of the RFP.

g) Successful offeror must provide an alternative billing option to called parties who are categorized as unbillable by virtue of their selection of an alternative local carrier for service. System proposed MUST permit the first call attempt to complete and must provide the called party with immediate access to live customer service representatives for account setup. Such access must be accomplished by pressing a single key on the called party's telephone keypad. Although the called party may be provided a toll-free number to call for information or account set-up, this MUST NOT be the only alternative. Called party account set up must include various payment options such as: credit card, electronic check, Western Union, etc.

h) The County will not allow alternative calling types outside the traditional options of Collect, Prepaid, and Debit calling, such as single-call payment by credit/debit card, or text message billing for a single call via wireless carrier. Deployment of these calling types without prior written permission from the County will be grounds for contract termination.

i) Successful offeror must support the ability to have multiple rate schedules at the facility. For example, state inmates may be housed from time to time and may require the application of unique rate schedules for these inmates only - without impacting rates charged to other inmates. In addition, the County will accept multiple rate/commission proposals for consideration.

j) Commissions shall be presented in the proposal using the enclosed commission offer form. Failure to complete this form will be grounds for disqualification of your proposal.

k) k. Facility must have immediate access to rated call records on a real-time or near real-time basis. Once a call has ended, the rated call detail record should be available for reporting using the web-based inmate phone system. Remote report generation by the successful offeror is not an acceptable alternative;

intervention by the successful offeror must not be necessary for authorized facility personnel to access rated call detail records.

7) TECHNICAL REQUIREMENTS AND SPECIFICATIONS:

The following specifications identify the minimum requirements of the desired ITVVS:

a) The System shall use "State-of-the-Art" technology and web-based equipment with multilevel password security access. The architecture shall be expandable to allow future growth.

b) The Inmate Telephone and Video Visitation System shall process all inmate calls on an outgoing, station-to-station basis. No incoming calls shall be permitted.

c) All phones shall limit one call per connection.

d) All inmate calls shall be processed by an automated operator and shall not allow access to a live operator at any time.

e) After the dialing sequence, the inmate shall be put "ON HOLD". The inmate shall NOT be permitted to monitor call progress and shall NOT be allowed to communicate with the called party, until the call is positively accepted.

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f) The System shall be capable of informing the called party the amount that will be billed for the call prior to acceptance of the call.

g) The System shall brand all inmate calls with a pre-recorded message announcing the collect call, name of the facility, and pre-recorded name of the inmate initiating the call. The System shall have, at a minimum, multi-lingual capabilities for English and Spanish.

h) The System shall deny access to 800, 888, 877, 411, 555-1212, 900, 911, 950+1, 976 or 10-lOxxx numbers and allow the blocking of specific telephone number(s) such as victims, witnesses, judges, and County staff.

i) The System shall provide the ability to detect three-way calls and other fraudulent dialing patterns.

Facility personnel should be provided with the ability to flag and/or terminate the call.

j) The System shall be capable of allowing free local calls to certain numbers such as Public Defender, Crime Stoppers, etc.

k) The System shall include the ability to control call duration on the basis of time limits and time of day restrictions.

l) The System shall have the ability to set a schedule with time limits and calling hours for phones, phone groups, and destination numbers.

m) Provide the capability to assign and use Personal Identification Number "PIN" management with the inmate telephone system. Integration with the facility's Jail Management System (JMS) is required to automate the PIN assignment process. The County utilizes the Odyssey JMS. The current JMS vendor will charge an integration fee. The successful offeror is expected to cover this expense. ITVVS vendor must also provide capability to assign PINs with current and future JMS vendors/systems.

n) The System shall allow the creation of a "class of service" for groups of inmates to simplify the assignment of inmate calling privileges. Class of service should be customizable by number of calls allowed in a particular time period (days, weeks, months, etc.) during a defined time period, including free calls and other special free call types (e.g., attorney calls, etc.).

o) The System shall provide an integrated capability to monitor, record, store, and retrieve inmate phone conversations on a real-time basis. Recordings must be stored online for the entire contract period plus any requested extensions.

i. The call monitoring feature shall allow users to add a listener to the conversation in real time by entering a telephone number into the interface where the call will be forwarded remotely.

ii. It is desired that all calls in progress are viewable on a map with the ability to view call detail associated with those calls on the same screen.

iii. It is preferred that the recording feature allow authorized users to export recordings to CDs or DVDs;

move selected files to different discs to perform multiple bums; and receive notification of any download errors with the option to retry burning of the files without re-entering the query.

iv. The System shall also provide the ability to share call recordings with specific users or forward recordings and data to specific email addresses.

p) The System shall allow attorneys to register for non-recorded or privileged status to ensure calls made to these phone numbers are never recorded.

q) The System shall provide the ability to place alerts on individual inmates and called numbers that indicate the inmate or phone number is currently involved in a conversation. Types of alerts shall include, at a minimum, alerts to a land line, cell phone, pager, SMS text, and email. Indicate whether the monitoring party can break into a live conversation and talk to both parties on an alerted call.

r) It is desired that the System provide email alerts whenever a debit or prepaid account is funded that is associated with an inmate or telephone number of interest.

s) Provide correct and accurate call detail and management reports for all calls placed from the inmate phones. Reports shall include at a minimum, origination number, destination number, type of call (local, IntraLata, InterLata/intrastate, Interstate, or International), number of minutes of call, reason for disconnect and total call charges. Reports must be available onsite to authorized County personnel, with no intervention from the successful offeror necessary. Ability for authorized users to run specified reports periodically on a pre-defined schedule is preferred.

t) The system should be capable of compiling all call data from each phone for a full month to generate the following audit reports which will be required monthly:

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i. Total calls attempted

ii. Total calls completed

iii. All calls to specific number 1v. All calls to specific area code

iv. All calls to a specific group (exchange) of numbers v1. Total billed cost of each complete phone call

v. Call breakdown of local, intrastate and interstate charges

vi. Summary report to include calls attempted, calls completed, total minutes and total billed cost

u) Provide accurate summary revenue reports on site from any System workstation. Reports must include all call types (collect, prepaid collect and debit/debit card) and must reflect the total revenue for each call type, subtotaled by tariff type (local, IntraLata, InterLata, Interstate, and International).

v) The System shall be capable of producing detailed and summary reports which reveal inmate telephone activity, such as telephone numbers called by more than one inmate.

w) Call Detail Records - Call records and recordings shall be stored online throughout the life of the contract.

Alternate proposals of archive storage are not acceptable. Bidder must specify in their proposal where the call records and recordings will be stored, and where backups of either will reside.

x) The System shall allow authorized users to attach notes to call detail records that can be queried for investigative purposes.

y) The System shall provide an investigative analysis feature that allows authorized users to view and analyze call data to establish links between multiple inmates and called parties that also offers a graphical representation of such links.

z) The System shall include the ability to capture and record corrections officers' location via the inmate telephones using an ID/PIN assigned to the officer. Successful offeror shall state whether the officer's voice can be verified against a voice print stored within the System associated with the Officer's ID/PIN.

aa) Inmate Messaging System -The facility may be interested in a System which allows inmates to send and/or receive short-duration messages (voicemail) to and from called parties. All messages are to be recorded and stored for investigative purposes within the call processing System. The called party or inmate may be charged a reasonable fee for each message.

bb) The System shall offer unlimited secure, remote access capability from any personal computer or laptop with high-speed internet connectivity. This remote access shall (at a minimum) enable authorized users to view call records, generate reports, monitor live conversations, and search/retrieve/play recorded calls.

Remote access activity shall not impair System functionality or performance in any way.

cc) The ITVVS will interface with the County's commissary and/or banking software to process real-time debit calling time purchases. This interface must allow inmates to place debit calls using funds in their inmate trust account, without the need to establish a separate debit calling account. Sufficient funds to place a phone call must be verified and placed on hold before each call is connected, and then transferred from the trust account to the ITVVS in real time, immediately upon completion of each call, and in the exact amount of the call. Rounding or transferring funds in whole-dollar increments will not be permitted, except in the event that the actual cost of a completed call is a whole dollar amount. In no case will funds be transferred before the conclusion of the phone call, and there must never be a need to issue a refund from the ITVVS to the inmate trust account for unused funds.

dd) For call recipients who have not set up a prepaid account, the ITVVS must offer the option of accepting and paying for a single call via credit/debit card, without the need to set up a prepaid account. The per-minute rate, commission rate, and any associated fees for this call type must be disclosed on the Commission Offer Form under the heading "Single-Pay Calls."

ee) All calls should be billed for the actual real time duration of the call, rounded up to the next whole minute. Any fraudulent charging of minutes by the successful offeror should be cause for immediate termination of the contract and will be punishable to the full extent of the law.

8) EQUIPMENT:

a) All telephone and video visitation equipment provided shall be new and completely operational at cutover.

b) System should be located on-site. An off-site centralized option is not acceptable.

c) All equipment shall comply with Part 68 of the Federal Communications Commission (FCC) rules and meet or exceed all applicable codes and standards for installation and service.

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d) All systems proposed shall meet Americans with Disabilities Act standards. The successful offeror must provide telephones with Telecommunications Device for the Deaf (TDD) capability, in the quantity designated in Section 1.2, at no additional charge. Each TDD call must be recorded by the inmate phone system, converted to text, and attached to the call recording.

e) All inmate telephones shall be indestructible type telephones suitable for use in a jail, tamperproof, with steel encased housings and shockproof keypads. All handsets shall be of heavy-duty construction with no removable parts and shall be hearing aid compatible. The handset cord shall be armored with a stainless-steel lanyard. All phone instruments shall be waterproof, fireproof and feature dual tone multifrequency dialing.

f) System should have manual kill switches on/off capabilities from designated control rooms with light-emitting diode (LED)'s that illuminate when a station is in use.

g) All telephone instruments shall be line powered and have UPS back-up power. No separate power supply shall be required. The UPS back-up as other equipment, whether specifically mentioned, to complete a total inmate telephone and video system will be the responsibility of the successful offeror and all costs will be borne by the successful offeror and will not be deducted from County commissions.

h) Successful offeror shall supply the number of user workstations and printers specified in Section 1.

Subsection 2.

i) All video visitation equipment shall be equipped with facial detection software.

9) VIDEO VISITATION SYSTEM (VVS):

The County is interested in installing video visitation to include both onsite and remote visits. Provide an overview of this technology that includes a description of equipment; visitor registration and scheduling;

monitoring and recording capability; video recording storage; and the administrative/control interface.

a) Architecture: VVS must be a completely TCP/IP based system, with a dedicated network paid for by the successful offeror.

b) Equipment: The VVS inmate and visitor kiosks must have the following features:

i. corrections grade, high-impact armored housing

ii. ability to have dual handsets for the visitor units

iii. high-definition IP camera

iv. wall-mounted with no ability to have roaming cameras

v. IP-addressable

vi. use H.264 technology for video compression

vii. use Speex CODEC for voice compression

c) Capability to serve as a multi-functional inmate kiosk: The VVS kiosks must utilize an Open Standards architecture to enable integration with other jail systems to allow for a multi-functional inmate kiosk.

Establishing the integrations will be paid for by the successful offeror. Expected functionality of the inmate kiosk as a result of the integrations is provided below:

i. The commissary interface must be capable of allowing inmates to log in to their accounts from the inmates' VVS kiosks to order commissary and check the status of current orders.

ii. The inmates' VVS kiosks must be able to interface with a system that enables two-way secure emails, including approved pictures.

iii. The inmates' VVS kiosks must be able to interface with a law library system.

iv. The vendor must establish interfaces to systems that enable inmates to access inmate banking accounts as well as inmate phone accounts, including the ability to check balances and see account usage from the inmates' VVS kiosks.

d) Video Visitation Sessions:

i. The VVS must enable on-site visits, as well as "remote visits", whereby the visitor is visiting off-site from the convenience of their home or office.

ii. The VVS must be able to charge for these remote visits, with reports available to track the charges and remote…