Inmate.pdf

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REQUEST FOR PROPOSALS

For County of Dunn, Wisconsin

Administration Department, Purchasing

RFP #2020-04

Inmate Telephone, Video Visitation, & Informational Kiosk System Proposals must be received no later than 2:00pm Local Time, October 1, 2020

SPECIAL INSTRUCTIONS:

All proposals must be sealed and clearly marked “Proposal for Project #2020-04” Mail or Deliver to:

Dunn County Department of Administration – Suite 225 3001 Highway 12 East

Menomonie, WI 54751 For further information regarding this proposal, contact John McLaughlin at 715-231-6584 or jmclaughlin@co.dunn.wi.us .

Dunn County reserves the right to terminate the selection process at any time and reject any or all offers. The County shall not be liable for any pre-contract costs incurred by interested firms participating in the selection process.

Bids will be publicly opened; however, details of each bid, including proposed fees, shall not be announced at the time of opening. Such information shall be made public after all negotiations are completed and an award made.

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1.0 INTRODUCTION AND PURPOSE

1.1 Statement of intent

The intent of this Request for Proposal (RPF) is to seek proposals for an Inmate Telephone, Video Visiting, and Inmate Informational Kiosk System to be used in the Dunn County Jail. The system provider shall be able to furnish, install, and maintain the entire system for the Dunn County Jail located at 615 Stokke Parkway Drive, Menomonie WI 54751.

The capacity of the jail is 160 beds. The current average daily population is 84. This could fluctuate depending on contracts for housing with other agencies. 1.2 Subcontracting Prior to the implementation of a subcontracted service, Dunn County shall approve any contracts, leases and costs.

No right or duty in whole or in part of the proposer under this contract shall be assigned or delegated without the prior written consent of Dunn County.

1.3 Procuring and contracting agency

The Administration Office issues this RFP for Dunn County. The Risk Management and Purchasing Manager is the sole point of contact for Dunn County during the RFP process. The person responsible for managing the procurement process is:

John McLaughlin Phone 715-231-6584 Department of Administration - Ste. 225 Fax 715-232-1324 3001 Highway 12 East Email jmclaughlin@co.dunn.wi.us Menomonie WI 54751 Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document prior to the submission of the proposal. RFP questions may be submitted until the date/time listed in Section 1.4 via fax, email, or mail (no phone or verbal questions will be accepted). The County is not responsible for email messages that are not delivered or are delayed. It is the sole responsibility of the provider to ensure delivery of faxed and emailed messages.

If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency exists in the RFP, the vendor should immediately notify the above of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide additional clarifying data or information, that revises any part of this RFP, supplements or revisions will be provided to all recipients of this initial RFP via written amendment. Questions may not be directed to any person other than the contact listed above.

1.4 Calendar of events

Listed below are specific dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by Dunn County. In the event that Dunn County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP via a written amendment.

Date Event 08/20/20 Post RFP 09/02/20 10:00 am local time Site Visit 09/09/20 4:00 pm local time Questions Due 09/11/20 Response to Questions Due 10/01/20 2:00 pm local time RFP Due

1.5 Site Visit

Interested proposers are invited to attend a site visit to tour of the project site. All proposers will tour the facility at the same time so each proposer hears all questions and answers. Due to staffing and time constraints, no other site visits will be scheduled for this project. This site visit will be held on September 2, 2020 at 10:00am local time in Sheriff Department lobby of the Dunn County Judicial Center, 615 Stokke Parkway, Menomonie WI. Knowledgeable representatives will be available to answer questions about operation and maintenance practices, problems, concerns and future plans.

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If you plan to attend the site visit, please email or fax Attachment A (end of RFP) no later than 8:00am September 4, 2020.

1.6 Bid Opening

Proposals will be opened after the bid due date deadline. Details of each proposal, including proposed fees, shall not be announced at the time of opening. Such information shall be made public after all negotiations are completed and an award made.

1.7 Contract term and funding

The Sheriff’s Department will administer the contract, which may result from this RFP. The contract shall be effective on the date a contract is signed by both parties. It is specifically understood that any contract is subject to statutory authorization and available funding.

The contract shall be for Five (5) years beginning on November 15, 2020 with an option to renew for two (2) additional 1-year periods upon mutual agreement of both the County and the contractor.

1.8 Amendments to the contract

Amendments to the contract by adding or deleting specific services will be allowed to provide for services required or no longer required by Dunn County. All amendments, modifications or clarifications shall be in writing signed by the proposer and Dunn County. No payment for services shall be made until an amendment, modification or clarification has been signed by both parties.

1.9 Proprietary Data

Submittals and any other information submitted by proposers in response to this RFP shall become the property of Dunn County. Proposers must clearly identify any proprietary information that the contractor does not want disclosed to the public. Each page must be clearly marked “CONFIDENTIAL”. Dunn County and their consultants for the purpose of evaluation and contract negotiations will use data or information so identified. Disclosure of any proprietary information by Dunn County shall be in accordance with the laws and regulations regarding disclosure in force in the State of Wisconsin.

1.10 Responsibility of Dunn County

Dunn County will provide a contact person(s) for this project.

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The evaluation and selection of the proposer(s) will be based on the information submitted in the proposals plus references. RFP submittals must be complete and correct in format. Clear and concise submittals are required rather than elaborate promotional materials. The proposer is expected to respond to all items in as much detail as necessary for Dunn County and its resources to make an objective evaluation of the RFP responses.

2.2 Incurring costs

Dunn County is not liable for any cost incurred by proposers in replying to this RFP. Dunn County reserves the right to accept or reject any or all proposals and to waive technicalities in any proposal or part thereof deemed to be in the best interest of Dunn County.

2.3 Proposal format

RFP submittals must be submitted in the format outlined in this document, referencing each respective section being addressed. Each submittal will be reviewed to determine if it is complete prior to actual evaluation. Dunn County reserves the right to eliminate from further consideration any response deemed to be substantially or materially non responsive. The intent is that all proposals follow the same format in order to evaluate each fairly.

Submittals that are qualified with conditional clauses, alterations, items not called for in the RFP or irregularities of any kind are subject to disqualification by Dunn County, at its option. Submittals will be evaluated on their responsiveness to the requirements and scope of this package and not on extraneous supplements.

The response to the RFP shall be submitted with specific tab sections as listed below. A further clarification of the contents for each of the sections follows the tab listings.

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Table of Contents Executive Summary Section I – Agency Information (Background and Qualifications) Section II – Scope of Services Section III - Financial Information Section IV - Revenue Appendix

2.4 Table of Contents

Each proposal shall include a table of contents properly indicating the section and page numbers of the information included.

2.5 Executive Summary

Each proposal shall include a concise abstract of no more than one (1) page stating the proposers overview of the project. Please summarize the scope of services that would be offered by your firm for this project. All executive summaries must contain the following information:

2.6 Submitting the proposal

Proposers must submit proposals to Dunn County, John McLaughlin, Department of Administration, Ste. 225, 3001 Highway 12 East, Menomonie WI 54751 no later than 2:00pm local time on October 1, 2020.

One (1) original and four (4) copies of the proposal One (1) USB or CD One (1) original revenue proposal (Submitted in SEPARATE SEALED ENVELOPE).

Proposals must be received in the above office by the specified time stated above. All proposals must be time stamped in by the Administration Department by the stated time. Proposals not so stamped will not be accepted.

Receipt of a proposal by another department in Dunn County does not constitute receipt of a proposal by the Administration Department, for purposes of this RFP.

All late bids will be returned to the proposer(s) unopened.

Dunn County will not accept electronic or faxed responses. All electronic and faxed responses received will be rejected.

All proposals received in response to this request will become the property of Dunn County and will not be returned to the proposers.

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary evaluation

Each response will be reviewed prior to the selection process for completeness and adherence to the format. The proposals will first be reviewed to determine if the mandatory requirements in section 2.0 have been met. The executive summary of each response will be read to give an overview. All submittals will pass this initial screening of responses to determine if all requested sections are included in the proper order and they have addressed all areas described in the RFP. Incomplete proposals and/or lack of adherence to format may disqualify proposer from further consideration. In the event that all Proposers do not meet the mandatory requirements, Dunn County reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP.

3.2 Proposal scoring

Responsiveness will be measured by proposer’s response to the requirements in each paragraph to this RFP. Merely “parroting” back the RFP requirements may deem the response as non-responsive, except in those cases where an affirmative response is applicable. Proposers response must demonstrate an understanding of the requirements. This might be done by providing what was asked for, or citing how the Proposer has achieved the requirements in its normal business practices.

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3.3 Right to reject proposals and negotiate contract terms

Dunn County reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer(s), Dunn County may negotiate a contract with the next highest scoring proposer(s). If none of the proposals are deemed to be acceptable, Dunn County reserves the right to negotiate with the proposer(s) whose proposal(s) is the closest to being acceptable or to seek additional proposals after the proposal date. Dunn County reserves the right to waive any irregularities and technicalities and may, at its discretion, request a re-proposal.

3.4 Evaluation Criteria

The proposal will be evaluated according to the following criteria:

3.5 Award and Final Offers

Dunn County intends to award a negotiated contract in whole to a firm under terms and conditions considered most favorable among those submittals offered. All interested firms may respond to the RFP.

This RFP does not obligate Dunn County to perform until a letter of intent or contract is signed and approved by both parties. Once there is written approval, it is effective from the date of written approval by Dunn County. Dunn County shall not be responsible for work done, even in good faith, prior to approval of the letter of intent or contract. The selected proposer(s) will be required to assume total responsibility of the project. The selected proposer(s) will be considered the prime contractor and the sole point of contact with regard to all contractual matters.

Vendor awarded the project will need to complete a Vendor Data Form and W9 located on the Dunn County website before payment can be processed. https://www.co.dunn.wi.us

3.6 Notification of Intent to Award

All parties who respond to this RFP will be notified of Dunn County's intent to award the contract as a result of this

RFP.

4.0 SPECIFICATIONS

4.1 Section I – Agency Information

Section I should provide an overview of the organizational philosophy for approaching this project. Include an organizational vision or mission statement if they have been developed, adopted and embraced by the proposer.

A. Firm Profile: Provide general information/brief history on the responding firm, including: name, business address, telephone and fax number, and primary contact person(s) for this project. Provide the year the proposers firm was established, and former firm name(s) if applicable. State the number of years your firm has been involved in the inmate telephone system and/or related business.

Identify the individual(s) in your firm responsible for these types of contracts. Describe the relevance or importance of any accreditations or pre-qualifications with regard to this project.

B. Proposers Team Information: Provide a project organizational chart that identifies the employees of the proposer’s firm that would work on the project. Specify the team members by their name, job title, and training. A one-page resume including education, experience, and any other pertinent information shall be included for each member of key personnel to be assigned and actually provide services for this project.

C. References: Provide a minimum of three references for projects of similar size, scope, and complexity located in Wisconsin indicating the proposer’s recent experience. References should be for projects where the prime proposer is the prime contractor.

Each reference should include the following:

* Project Identification: Name of project owner, type of project (jail, prison, or other correctional facilities, etc.), location (city, state).

Dunn County is especially interested in receiving references from projects that most closely match our process. Please note the contracts that were for government clients.

Section Name Percentage of Total

Agency Information (Background and Qualifications) 20% Scope of Services 30% Financial Information 10% Revenue 40%

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* Project Date: Start and end dates.

* Project Size: Number of phones and average inmate population.

* Project Schedule: Indicate if the project was completed on schedule. If not, please explain.

* Comments: Comment on any special features, services, conditions, etc.

* References: Names and contact information of owner(s)' representatives who can serve as references.

* Contracts Lost: Information on similar contracts lost in the last five (5) years, including contract name, location, reason for loss, and a contact person.

D. Other:

1. Full disclosure of all lawsuits and claims filed against proposer in the past five (5) years.

2. Examples of specific knowledge and expertise related to this type of project.

3. Information on commission / compensation payable to Dunn County. The proposal should contain the commission percentage on gross revenue that Dunn County will receive and any bonuses to be paid to Dunn County at initiation of contract.

4. A certificate shall be included by the proposer specifying that the submitted proposal will remain valid for sixty (60) days.

5. A copy of all rates and surcharges that will be charged to the end user.

6. Sample copies of all management, transaction, and financial reports available to Dunn County with a description of the format and cycle.

7. Sample contract with proposed rates.

8. An installation schedule to assure the service will be available immediately when the current contract expires. Project shall be functional no later than November 15, 2020.

9. Description of the support services provided, as well as any additional services the vendor will provide. Include information identifying service personnel, service locations, problem identification/resolution, and customer service as well as any third party companies used (i.e. prepay companies).

10. Information describing the on-site equipment and software that will be used.

11. Narrative describing the proposer’s specific abilities to perform services and response to the specifications set forth herein.

12. Any supporting documentation the proposer feels should be included to support the response.

4.2 Scope of Services

The minimum requirements of the inmate telephone, video visitation and information kiosk system shall consist of a total of twenty-three (23) inmate telephone sets; twelve (12) Video Terminals and Inmate Information Kiosks one each installed in each cellblock; two (2) Video Visitation and Inmate Information Kiosks installed in the current visitation booths; One (1) Video Visitation, Inmate Information Kiosk installed in Holding 1 of the Dunn County Jail.

Dunn County is requesting proposals from firms to provide an inmate telephone system. This shall be a turnkey system, which shall include, at no cost to the County, to provide and install the equipment and to maintain the equipment and service for the telephone system. The system shall:

Conveniently satisfy out-bound telephone calling needs for jail inmates. Control inmate calling privileges from pre-defined control points through designated Sheriff Department personnel. Minimize telephone harassment, fraud, and abuse by inmates. Provide accurate call accounting revenues to the County with appropriate audit trail.

Restrictions

Tools and Material Security: The contractor shall be responsible for maintaining an accurate inventory of any tools or materials brought into the Dunn County Jail. Within the jail, the contractor shall remove all tools and materials from each completed work area before moving to another area. In the case of missing tools or materials, the contractor shall immediately report to jail officials. At the end of each work day the contractor shall remove all tools and material from the jail.

Worker Personal Safety: The contractor’s employees are prohibited from having direct contact with any inmate while working in the Dunn County Jail when not supervised by a corrections officer. Contractor’s employees may not exchange, give or receive any item to or from an inmate. An officer will be assigned to accompany the contractor's employees when working inside inmate housing units and as a liaison when working in officer areas; contractor’s employees must immediately obey any lawful order issued to them by an officer.

Service Roads, Entrances, and Utilities: The contractor cannot block any service roads and entrances to the Dunn County Law Enforcement Center without consent from authorized County personnel 48 hours prior to road access shutdown. This applies to shutdown of any utilities such as electrical, plumbing, sewer, and telephone.

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Confidentiality: All information disclosed by Dunn County for the purpose of the work to be done or information that comes to the attention of the contractor during the course of performing such work is to be kept strictly confidential.

Instrument Construction: Telephone housings shall be constructed of heavy gauge stainless steel or equal. Housing shall require no painting and shall resist scratching, denting, chipping, engraving, burning, melting, and other attempts to deface, mark or otherwise damage the equipment. Housing shall be resistant to opening by unauthorized personnel.

Access to internal parts shall not be easily comprised by malicious filling of keyholes with glue, gum, food, or similar substances.

Advertising: No advertising, logos, supplier names or other writing or graphic which identifies name of manufacturer or service provider shall be visible on the outside of the telephone housing or its accessories. Descriptive engraving or marking of the telephone shall be limited to the essential instructions required for operation of the instrument.

Implied Requirements

Products, services, and specifications that are not specifically addressed in this Request for Proposal, but which are necessary to provide functional capabilities proposed by the proposer, must be included in the proposal.

1. Proposer's qualifications/experience/references and lost contracts with other institutions similar in size to the Dunn

County Jail.

2. Its ability to service the jail as required including history of making timely commission payments as required by these specifications.

3. Proposer's proposed commission paid to Dunn County. Commission is to be based on gross revenue, which is defined as revenue on all local and long distance calls originating from inmate non-coin (coin less) telephones including calls for which payment cannot be collected from customers. No deductions shall be made from the gross revenues for unbillable, fraud, line charges, etc.

4. Proposer's support/service and added services provided for Dunn County. Examples include: call blocking, report generation, officer check-in, officer duress alarm, video imaging and any incentives which would benefit the County.

5. The proposed product meeting Dunn County's needs and requirements as well as future needs through enhancements and upgrades.

Evaluation Procedures

Each proposal will be evaluated using the following criteria.

1. Is the proposed equipment, accessories, and services responsive to Dunn County's needs?

2. Is the proposer's participation and responsibility clearly defined?

3. Is Dunn County's participation and responsibility clearly defined?

4. What are the proposer's service hours?

5. What is the proposer's response time?

6. Has all requested information been provided?

7. Has the proposer addressed previous experience in providing this type of service or equipment?

8. Does the proposed equipment have a solid track record for this type of use?

9. Has the proposal addressed the type of support and repair service available?

10. Have installation procedures been defined?

Inmate Phone System Specifications

All features and system requirements contained herein shall be applicable to all calls (local and long distance) placed through the inmate telephone system. Proposals must address, at a minimum, the following requirements.

1. Officer Focused

a. The system shall be a secure Web-Browser-based application.

b. System interface to control the phones shall be user-friendly.

c. Access should be controlled so officers only have access to functions they are authorized to use and a log should record those officers using the system and the data they reviewed.

2. Inmate Focused

a. The proposed system shall allow outgoing calls only.

b. The proposed system shall have the capability to allow for voicemail.

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c. The proposed system shall limit inmate calls to 15 minutes; however, Dunn County must be able to change the call duration as needed throughout the entire facility, by inmate Account / PIN, or by telephones.

d. The inmate and called party shall be notified of limit in advance of the system terminating the call.

e. The proposed system shall include voice prompts in English and Spanish.

3. Friends & Family Focused

a. The system must require active acceptance by the called party.

b. The vendor will need to have a program that will proactively attempt to set-up an account for called parties who are not able to accept collect calls, enabling families to quickly communicate with incarcerated individuals.

Please describe how this works.

c. Vendor must notify called party when they have reached a set balance of its site or personal credit limit.

Describe how this works.

d. Personal Identification Number (PIN)

i. The proposed system shall utilize Personal Identification Numbers (PIN) for the inmates. Describe your system's use of PINs, including Open PIN, Restricted PIN, and Closed PIN.

ii. The proposed system must have the capability to allow staff to create PINS.

iii. The proposed system shall prevent assigning duplicate PINs and not allow a PIN to be used by two inmates at the same time.

iv. PIN digits must be at least 4 and not greater than 16.

v. The system must deactivate when an inmate is released. a Interface to Record Management System may be needed.

4. Fraud Management

a. The proposed system shall be able detect, notify and prevent three-way or conference calls, except for those calls to attorney's or other approved numbers. We understand that there are industry patents in this area.

Please provide a description of the process you have deployed on your platform and why you feel the technical approach provides the best 3-way detection solution.

b. The proposed system shall prevent the inmate from obtaining a second dial tone, or "chain-dialing."

c. The proposed system shall prevent the inmate or called party from dialing extra digits after the call is accepted unless to authorized destinations. The system must be able to allow extra digits to specified dialed numbers by the facility. Please describe process.

d. The proposed system shall be able to remotely monitor Inmate calls and be able to transfer calls in progress to investigators.

e. The proposed system shall identify the name of the facility and the inmate placing the call to the called party.

f. The proposed system shall be able to play prompts randomly or at specific timed intervals throughout the call.

g. The proposed system shall guard against "Hook-switch dialing," and other fraudulent activities. Please describe.

h. The inmate shall not communicate with the called party until the call has been accepted.

i. The system shall detect the difference between an accepted call, and an answering machine, busy signal, and other telephone activity. Please describe.

j. The proposed system shall allow call blocking of specific numbers for the entire agency and by each site.

k. The proposed system shall also provide ability to approve and disapprove specific phone numbers by telephone.

l. The proposed system shall permit the called party to block all future calls from the facility.

m. The system must have the capability to suspend an inmate privileges from placing a call and set a beginning and end date without the need to manually re- enable privileges.

n. The proposed system shall allow the inmate to record their name one time and store this recorded name for all future calls.

o. The proposed system shall offer inmate voice biometric technology and associated reporting, that validates the inmate’s identity based on the inmate PIN, prior to connecting the call as well as during the call. This would be the equivalent of continuous voice identification and continuous voice verification.

p. The system shall be able to provide a real time validation of calls that are forwarded.

q. The system must have some form of calling pattern analysis to set up links between phone calls.

5. Other Tools

a. The system must have the capability to move an inmate or group of inmates from one facility to another without the need to re-enter information.

b. Please provide any other additional investigative tools, features or creative solutions that might be available to

Dunn County.

c. The vendor's system must allow department personal to assign surveillance alerts by individual inmate PIN or dialed number. These alerts should include each of the following features.

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i. Alert to an investigators cell phone or any direct dialed number

ii. Allow real time listening of conversation in progress

iii. Allow the ability to disconnect the call in progress

iv. Allow the ability to barge-in and talk to both parties and return back to listen only mode

v. Require the investigator to assign and enter a PIN when alert call is received

vi. Allow the ability to hide the alert from other authorized users that have access to the system

vii. Allow for the investigator to enter an optional e-mail address to receive notification of calls by inmates and to dialed numbers that are under surveillance

d. System must provide the ability for investigators to attach case-notes to a call and view it from a report such as a call detail report. The system shall allow investigators to share notes about a call or keep them private if they choose and use text entries, such as a case number or a specific gang affiliation in the case- notes as the search criteria to retrieve specific case-notes with the associated call detail record. This feature must provide the ability to do a full text search against the notes attached to the call.

e. System must protect the recording from being purged when the client storage policy expires by allowing the investigators or other authorized staff to extend the expiration date of the associated call or download.

f. The call detail record must have the capability to download a call directly from the call detail report. The system must also allow authorized staff to copy multiple calls to a folder for download at a later time with the option to e-mail a link to calls resident in the folder.

g. The system must support unlimited recording folders per user. The recording folders must allow recordings to be downloaded in the recording's native format as well as .WAV and .MP3 formats. The recording folders must allow recordings to be downloaded as a compressed file.

6. Call Monitoring & Recording

a. The proposed system shall maintain all calf recordings centrally on SAN storage technology and not use tape drives for storage of call recordings.

b. The stored call recordings should be maintained at the vendor’s central depository and remain uncompressed until Marathon County authorized personal request them to be downloaded.

c. All call recordings for 180 days shall be stored online and available through the online user interface.

d. Facility personnel must be able to search call recordings by dialed number, date, time, inmate account, or site name.

e. Facility personnel must be able to simultaneously live monitor conversations while the system is recording the conversations.

f. Facility personnel must be able to either monitor, disconnect or barge into a live call.

g. System must have the ability to have a selectable scan of all live calls in progress by selecting active calls only -

The scanning feature of during live monitoring must have the ability enter a time frequency in which the system will play active calls for 30 seconds (configurable) each and rotate through active calls for the set amount of time for each call.

h. The system must provide call history through live monitoring to allow personnel to see recent activity for phone numbers and phones without navigating away from live monitoring.

i. The call detail reporting module shall provide quick link access to billing name and address (BNA) when BNA is available.

7. Call Acceptance

a. The proposed system shall provide an option for the called party to request rate of the call prior to acceptance.

b. The called party must actively accept the call with the option to enable auto accept to designated numbers.

c. The inmate cannot communicate nor hear the called party until the call has been accepted.

d. Billing does not begin until the call is accepted.

8. System Security

a. The proposed system must be programmed for auto shut-off at times designated by the County and must be capable of being enabled by customer, site phone group and inmate.

b. The County personnel must be able to manually shut down the system in case of emergency and must be capable of being enabled by customer, site, phone group and/or telephone.

c. The proposed system shall be password protected to permit only authorized facility personnel access to the system.

d. The system must have the capability to enable and disable any phone at the facility from any secured internet capable computer.

e. For security purposes the system must be a centralized non-premise system that will store all records secure and not require the need to maintain at the facility. Describe your system and how your system will meet this requirement.

f. System must allow officers to check-in from any telephone. Each officer should be provided a unique PIN, as

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g. It is desirable that the vendor's user security provide restrictive access by public and private IP address.

Personnel logging in from an IP address not assigned will not be allowed to access the system remotely.

9. Reports

a. The vendor shall supply the capability for the facility to view and track call activity, commission information, and facility service requests from any location at any time via a web accessible site.

b. The vendor shall supply call detail reports to the County which is fully integrated into the platform. These reports shall contain a variety of call information and be customizable to suit the County's needs.

c. The system shall have the ability to export reports in Excel, Adobe and comma separated formats.

d. Standard reports should include: Frequently Dialed Numbers, 3-Way Call Attempts, Numbers dialed by more than one inmate and Call Volume by Telephone. 5. Vendor shall supply monthly revenue reports.

e. Vendor shall attach samples of their call detail and other standard reports.

f. Vendor shall provide a secure access to all calling activity within the facility via the internet/web. The hosted site will need to provide an interface that will allow a facility to view call detail reports, check and track a facility commission data. This system should also allow facilities to open and/or view the status of service tickets.

10. Service & Maintenance

a. Vendor shall respond to all major service outages within two hours. Major outage is defined as 30% or more of the functionality of the system.

b. Vendor shall provide 24-hour, toll-free service number.

c. Vendor shall provide service policies and procedures as an attachment to this proposal.

d. Describe the maintenance and quality assurance programs for telephones to be installed. The vendor shall only have personnel employed by the inmate telephone provider and no subcontractors shall be utilized.

e. Detailed equipment installation charges, if any.

f. Describe the maintenance and quality assurance programs for telephones to be installed.

g. Detail the method of determining service interruptions and service call priorities. List response time for each priority and the level of expertise devoted to each priority.

h. Provide a contact person who will be responsible for ongoing account management and support.

i. System shall have the capability for remote diagnostic to minimize facility visits by vendor. Describe your system diagnostic process and tools.

11. Installation and Cut-Over

a. The vendor will provide inmate phone sets, the remote administration station and the automated inmate call control system. This installation is to be completed within sixty (60) days after contract award and full execution.

b. Proposer shall submit a complete and detailed schedule of the time-frame required for installation, utility coordination, training, cut over and testing. The system must be installed in a manner and under a time-frame designed to minimize disruption of the normal functioning of the facilities.

c. If the schedule cannot be met within the 60 days stated above, vendor must propose an installation schedule of events. Failure to state installation time in the bid will obligate the vendor to complete installation so as required in the bid. Extended installation time may be considered when in the best interest of the County.

d. Any delay in the implementation of the vendors' schedule that is caused by the County will increase the vendor's time allowance to complete installation but the vendor must submit a complete and detailed schedule of additional time required.

e. The risk of loss and or damage will be assumed by the vendor during shipment, unloading and installation.

f. The provider should have a plan to provide planned technology upgrades. Please describe.

g. Please describe the vendors experience with implementing services described in the RFP.

12. Payment Options

a. The proposed system shall allow automated operator collect calling.

b. All prepaid calls will be subject to the same restrictions and features as standard inmate collect call.

c. The called party shall be provided an option to request cost of the call prior to accepting the charges.

d. The proposed vendor shall have a system in place that will allow inmate families and friends to set-up alternate billing methods directly with the vendor. Two of the methods the County would like to see offered are: i. The vendor should have a system in place that will allow inmate families and friends to set-up an account directly with the vendor. ii. The vendor should have an advance payment system. This system should allow customers to prepay for calls from the facility.

e. The proposed vendor shall provide the ability for inmate families and friends to accept and pay for a single call with a credit or debit card without the need to establish an account or transfer to customer service.

f. The proposed vendor must allow calls to cell phones and have an ability to establish accounts for such

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g. The proposed vendor must have the ability to provide promotional calls to cell phones and text messaging information on how to establish an account.

13. Equipment

a. The proposed inmate telephone system shall be a turnkey telephone system and service.

b. The vendor shall provide non-coin, inmate telephones composed of durable equipment suitable for jail environments.

c. The vendor shall provide a minimum of two (2) ADA compliant telephones.

d. The proposed system must be able to utilize the current PCs that are available at the County without the need for additional PCs.

e. The proposed system shall have the ability, as authorized by the Sheriff's Office, to monitor live or listen to previously recorded calls at the Sheriff's District Offices without the need to interface directly with Sheriff's network.

f. The proposed system user interface shall be based on security level and password protected with the ability to restrict authorization by IP address.

g. All vendor equipment shall comply with FCC regulations.

h. The proposed equipment and system shall be scalable to meet the County's growing needs.

i. Vendor equipment shall include backup power in the event of temporary loss of commercial power.

j. Disclose, with percentages clearly shown, what work is or will be subcontracted, and what work is or will be performed by the Vendor's employees.

k. Indicate your firm's ability to provide authorized users detailed reporting tools to include but not limited to the following information:

i. Phone Location Originating call

ii. Time of call

iii. Telephone number called

iv. Most frequently called numbers

v. Length of call

vi. Identify numbers called from a specific telephone

vii. Identify telephone numbers called by a specific inmate

viii. Alarm number status

ix. Alarm a telephone number and allow automatic recording of the call

x. Multiple calls from different inmate phones to the same number

xi. Indicate your systems ability to allow authorized user access to system User Utilities from any

Windows 7 based PC that has access to the internet.

Inmate Video Visitation Hardware Requirements

This will be a new service for Dunn County and we are unaware off all the available options for the system. Dunn County is seeking the vendor to provide a system that is equal to or better than the industry standard for Correctional Video Visitation. We would like the system to include an Inmate Information Kiosk.

The terminals will include, but are not limited to:

1. Detention grade hardened steel enclosure and safely secured to the wall.

2. Shatterproof 15 inch or larger touch screen monitor.

3. A fixed mounted camera.

4. One detention grade audio handset for the units mounted in the housing areas. Two handset for the units mounted in visiting.

5. The terminal must prevent liquids from entering the terminal.

6. The enclosure shall not have any openings to the exposed user.

7. The terminal shall not have any exposed hinges.

Inmate Video Visitation Software Requirements

1. The video visitation scheduling, user management, and policy management, must be web-based and allow for Dunn

County to administer visitation sessions and visitation operations based on Dunn County policies.

2. The video visitation solution shall include the following scheduling, automation, policy management, and usability functionality:

a. System must assign a unique identification number to each inmate and user.

b. Multi-lingual inmate interface (English and Spanish at a minimum).

c. Provide ad-hoc 1-to-1 or 1-to-many chat between authorized users.

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d. A single system must be able to support multiple facilities in multiple locations with multiple housing units.

e. Web-based visitation scheduling for authorized users (Corrections Services staff, attorneys, the public) utilizing any standard web browser.

f. Inmate terminal must display pending visits.

g. Web-based scheduling system must allow users to easily and simply schedule a visitation session.

h. Web-based scheduling system must require visitors to provide photo ID for a visitation session.

i. Web-based scheduling system must only display timeslots that meet Dunn County Jail’s policies.

j. Web-based scheduling system must conduct all conflict checking and only display times that are available.

k. Web-based scheduling system must allow users to easily change their personal information (password, address, phone number, etc.).

Web-based scheduling system must send an email to the visitor when a visit is scheduled, modified, or cancelled.

l. If a scheduled visit is cancelled, the timeslot should become available for scheduling.

m. Web-based scheduling system must assign a unique visitation identification number for every visit for reporting and tracking.

n. System must use set durations of 15 and 20 minutes for each visit and can be adjusted by the staff as well.

3. The system shall provide a visual warning message to inform the visitor that the visit will be ending in “5” minutes.

4. The system shall provide different levels of functionality to users based on their user type. For example:

a. Administrators: create/manage/edit – users, schedules, etc.

b. Users: create/manage/edit their own schedules

c. Read-only user: can only view scheduled visits

5. Each user will require a unique username and password that will dictate their level of functionality.

6. Provides an audit trail of all system activity (i.e., user login times and locations, which users have scheduled/modified/cancelled a visit, etc.).

7. The system shall allow for integration with or data retrieval from Marathon County Jail/Offender/Inmate Management

System.

a. The system shall use the same inmate identification number as created by Tritech, Inform Jail Management System to identify the inmate on the video visitation system.

b. The system shall automatically cancel a visit if the inmate’s status has changed or the inmate has been released.

c. The system shall send an email cancellation notification to the visitor if a visit is cancelled

8. The system provides authorized users the ability to do searches and create reports.

9. The system provides a way to display scheduled visits to Staff so they know where and when an inmate needs to be available for pending video visits.

10. The system shall allow for visitation recording.

a. Visits will be recorded ad-hoc, by user type, or selected when scheduling the visit.

b. Recorded visits will be searchable and viewable.

c. Recorded visits will be stored for a minimum of 180 days

d. Dunn County must be able to lock certain recordings such that they will not be purged as part of the standard retention duration.

11. Authorized personnel must be able to quickly and easily schedule visitation sessions.

12. The scheduling and management system must be able to communicate with the video hardware at the time of a scheduled visit so that the visitation session will automatically commence without staff involvement.

13. The video visitation system must have visitation recording capabilities.

14. The video visitation system must allow for three (3) configurable settings for screen resolution and bandwidth requirements.

Inmate Kiosk Information System

1. Video terminal and software must include an inmate information kiosk system capable of handling the following, but not limited to:

a. Communication between inmates, staff, and administration.

b. Inmate’s requests and complaints.

c. Inmate grievances.

d. Law Library.

e. Inmate canteen account integration to include managing their money accounts.

f. Inmate’s ability to read and fill out commonly used jail documents such as rules, Huber requirements, grievance process, PREA Reporting, etc.

g. The kiosk will provide the inmate with standard information that is retrieved from the facility’s jail management system. Standard information would include such things as upcoming court dates, trust account balances, etc.

h. The kiosk will provide for commissary ordering via touch screen inputs.

i. The kiosk will provide for sick call reporting via touch screen inputs.

j. Ability for inmates to use it for email to send general inquiries to officers (i.e. medical request).

k. Ability for inmate’s to use it for email to officer’s to file a grievance (with the ability to manage the number per week).

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l. Ability for an inmate to use for external email (both send and receive). Explain how incoming emails would be reviewed (i.e. would an officer need to review or is there key word recognition). We would charge a fee for this.

Recording and Monitoring Capabilities

The Dunn County Sheriff’s Office is seeking an inmate telephone, video visitation and information kiosk system with monitoring and recording capabilities. The following specifications should be addressed by the proposer.

1. The recording system shall be designed to operate twenty-four (24) hours a day, 365 days of the year continuously.

State how long your organization keeps a backup and in what media form.

2. Digital optical disks, flash drives, electronic files are to be used for short- and long-term storage and instant reproduction access. New, state-of-the-art, technologies will be considered.

3. An active color display with graphic interface operation will be included in the recording system. All telephone operation and programming shall be monitored in real time from this color display.

4. The recording system must store thirty (30) days of inmate telephone calls on-line for immediate retrieval without a change of storage media.

5. All audio inputs are to be converted into digital form; compression ratios shall be able to produce high-quality playback on Digital Optical Disk Cartridges flash drives, and/or electronic files for easy transfer through electronic means.

6. The recording system shall utilize state-of-the-art Windows based user interface or WEB based applications.

7. The system shall utilize voice-recognition technology to flag and search recorded conversations containing key words entered by administrative personnel.

8. Flagging and archiving of recorded conversations shall be accomplished by a Windows interface with simple search criteria fill-in screens.

9. Search and playback of recorded conversations within a 30-day period shall take no longer than 20 seconds.

10.