Jail_Resident_Communication_Services_(Phone,_Tablet,_&_Visitation)_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-051-PR

JAIL RESIDENT COMMUNICATION SERVICES (PHONE, TABLET, &

VISITATION)

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: June 16, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: August 5, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Jail Resident Communication Services (Phone, Tablet, & Visitation)

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Vendor Questionnaire VII. Standard Terms and Conditions

Attachments:

A - Dane County IT Infrastructure

B - Dane County Jail Phone & Messaging Rates, and Locations

C - Vendor Conference Registration Form - fillable

D - Future Location of Equipment

E - 2024 Quarterly Booking Statistics

F - 2025 Quarterly Booking Statistics

G - 2024-2025 Monthly Tablet Usage

H - 2024-2025 Phone Usage

I - 13979 - Initial Contract

J - 13979A - Addendum A

K - 13979B - Addendum B

L - 13979C - Addendum C

M - 13979D - Addendum D

Request For Proposal #2026-RFP-051-PR Title: Jail Resident Communication Services (Phone, Tablet, & Visitation)

N - Cost Proposal Attachment - 25-019 - Jail Resident Communication Services -

Revised 6/29/26

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Digital Resident Telephone, Tablet, and Video Visitation System

& Services at the Dane County Jail.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

The Dane County Sheriff’s Office defines and describes the individuals housed in our facility as residents rather than inmates. Please consider this throughout this document when you see the word "resident."

1.2. Contact Information

Megan Rogan

Purchasing Officer

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Sheriff

1.3. Timeline

Release Project Date June 16, 2026

Mandatory Vendor Conference

(Mandatory)

July 9, 2026, 9:00am

Dane County Public Safety Building

115 W. Doty St. 2nd Floor (Room 2000) - Check in at the Reception Desk

Madison, WI 53703

*REQUIRED - Attachment C - Vendor Conference

Registration Form must be completed and emailed to Megan Rogan at rogan.megan@danecounty.gov no later than Thursday, July 2nd in order to participate in the vendor conference.

Question Submission Deadline July 22, 2026, 4:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487 mailto:rogan.megan@danecounty.gov

Question Response Deadline July 29, 2026, 4:00pm

Proposal Submission Deadline August 5, 2026, 2:00pm

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the 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 an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 4:00 pm on Wednesday, July 22, 2026.

1. Requests submitted after that time frame will not be considered.

3. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

4. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Megan Rogan. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

2. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on

Wednesday, August 5, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

3. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

1. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

2. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

1. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

3. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

1. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

2. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

3. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETARY INFORMATION - generally only applicable to RFPs

1. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

2. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

3. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

4. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

5. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

6. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

7. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

1. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See Section 22.0 Insurance Responsibility in the Standard Terms & Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

1. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: January 1, 2027 - December 31, 2027

Term 2: January 1, 2028 - December 31, 2028

Term 3: January 1, 2029 - December 31, 2029

Term 4: January 1, 2030 - December 31, 2030

Term 5: January 1, 2031 - December 31, 2031

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. PROJECT OVERVIEW

Dane County is requesting proposals to provide a Digital Resident Telephone, Tablet, and Video

Visitation System & Services at the Dane County Jail. Dane County is interested in receiving proposals that provide a fully operational system, which includes all phone, tablet and video visitation services at the lowest cost possible for residents for all calls and visits processed by coin-less telephones, tablets, kiosks and/or visitation stations, as well as an administrator to monitor day-to-day operations.

Under the current contract to provide this service, the single primary contractor has end-to-end network and equipment responsibilities. Sub-contractor relationships will be permitted as needed to obtain and maintain end-to-end network service. Multiple wireless networks with sufficient bandwidth, including a confidential network for medical and mental health providers, are needed.

Dane County is requesting that a one-tablet to one-resident ratio be provided based on the Average

Daily Population (ADP).

The system shall include, at no cost to the County, installation, maintenance, and service of the equipment and the telephone, tablets, video visitation system as a whole. The vendor must provide a complete “turn-key” fully operational system, which will provide local, interLATA and intraLATA, and interstate and intrastate services, video visitation services and messaging services as well as a monitoring and recording system.

The minimum initial requirements of this system shall consist of 168 fixed resident telephones, a minimum of 70 kiosks, an ADP based number of resident tablets (approximately 600-800), private tablet visitation capabilities for all residents, and 64 non-contact visitation handsets for recording and monitoring resident telephone calls.

In addition, this contract will cover the time period during the construction and completion of the Jail

Consolidation project which will result in adjustments to the number and location of fixed telephones, kiosks and visitation, etc.

The goal of this RFP is to procure a complete jail resident phone, tablet, and video visitation system for the benefit of the Dane County Jail and its residents..

The County desires the lowest possible cost to residents and county, state of the art technology, accountability, enhanced customer service, increased performance, maintenance, and service of the equipment and the system as a whole.

The County may provide funding to support an allotment of phone minutes, video minutes, and messages for residents at no cost to the residents. Vendors must provide base pricing and may also https://www.danepurchasing.com/ propose alternative or creative pricing structures if they believe those structures offer better value and better rates. Any final subsidized usage levels will be established after award based on available funding, final negotiated pricing, and any no-cost minutes or messages provided by the vendor.

4.2. CURRENT JAIL FACILITIES

1. The Dane County Jail is currently comprised of two facilities:

1. City-County Building (CCB) Jail:

1. The City-County Building Jail (CCB), located at 210 Martin Luther King Jr. Blvd., Madison, is a linear style jail which was first built in the 1950s with two floors on the east side of the building. In 1985, the jail was expanded by adding 6th and 7th floor to the west side of the City-County Building, Total bed capacity of the CCB is 368.

2. The CCB is our maximum-security facility and is separated into four housing areas; 6

East, 7 East, 6 West, and 7 West

3. The CCB is a linear facility having cell blocks made up of individual cells surrounding a day room or common area. Each cell block houses four or eight residents. The individual cells have doors facing the dayroom. Each cell block has at least one phone.

4. Non-contact Visitation only occurs in a centralized visitation area. There are currently

26 visitation booths requiring handsets.

2. Public Safety Building (PSB) Jail:

1. The Public Safety Building (PSB), located at 115 W. Doty St., Madison was built in

1994. The PSB is designated as a medium/minimum security facility and uses the direct supervision model in the resident housing units. Total housing capacity in the PSB is

504 (including segregation).

2. The dorms on the 3rd and 4th floor of the PSB are large open rooms with no individual cells. Residents are double bunked in a portion of each pod. The large pods house up to

50 residents. There are also split pods which house up to 24 residents on one side and

28 on the other. The deputy station is at one end and looks into both split pods. There are currently 204 beds each on third and fourth floors.

3. The first floor of the PSB houses our Booking Center, and has housing for newly-arrested residents awaiting initial appearance court or residents who need to be classified before being housed elsewhere in the jail.

4. The booking area has two temporary holding areas where residents are held short term. Each holding area has two phones.

5. The public lobby has one phone that allows for free calls to assist released residents.

6. Adjacent to the booking area are the larger, longer term housing areas. One housing area has two eight- person dorms and the other housing area has six eight-person dorms. There is also a segregation area with 15 individual cells. Each dorm has one phone and there is a holding area in segregation with one phone.

7. There is currently a visitation area on first floor that has a large, open room with several tables and chairs to accommodate contact visits. There are currently six non-contact visitation booths requiring handsets. There are currently ten (10) video visitation terminals for free public video visits.

8. Multiple wireless networks with sufficient bandwidth, including a confidential network for medical and mental health providers, are needed.

9. In addition to the two current jail facilities, the Dane County Courthouse is to be included in the scope of the contract for resident telephone services. The Dane County

Courthouse, located at 215 South Hamilton Street, was opened in 2006. It has a rated capacity of 85 residents. Residents are held in this area on a short-term basis for court attendance. Four video visitation terminals are required for attorneys to visit residents in the jail.

10. There is connectivity between the CCB, the Public Safety Building Jail, and the Dane

County Courthouse via secure tunnels between the buildings on the basement level.

4.3. JAIL CONSOLIDATION PROJECT

1. In early 2024, the County began a building project intended to update and consolidate the jail facilities. This project will result in all jail residents being housed in one facility. The project involves the construction of a six-floor tower connected to the back of the Public Safety Building

Jail located at 115 W. Doty St., Madison. The project will be completed in phases with an estimated completion date of late 2027.

2. The first phase of the project (the six-floor tower) is estimated to be completed in late 2026. At that time, the 3rd and 4th floor of the PSB will be vacated to allow for renovation of those spaces. Additional renovation will occur in the PSB visitation area and male housing on first floor.

3. When finally completed in late 2027, the consolidated jail facility will provide appropriate bed space for residents with medical and mental health needs and effectively eliminate the need for our outdated linear-style housing found in the CCB. The consolidated jail is designed to house minimum, medium, and maximum residents using primarily the direct supervision model.

4. The new first floor will consist of temporary dorm style housing and more restrictive single cell disciplinary style housing. The floor will house up to 72 residents.

5. Second/Third floor in the tower will be a mix use floor with single occupancy cells and sub-dayrooms, and double occupancy cells configured in a tiered style housing. This floor will house up to 124 residents.

6. Fourth floor will be our Medical and Mental Health floor. It will include a complete remodel of the PSB 4th floor. The floor will include separate housing for: male medical, male mental health, female medical, and female mental health. There is a mix of single occupancy cells w/ sub-dayrooms, double occupancy cells, dorm style housing, and medical cells. The floor will house up to 119 residents.

7. Fifth floor will have two General population (GPOP) housing units in a tiered configuration. All cells are double occupancy with a large open dayroom. The floor will house up to 124 residents across the two housing units.

8. Sixth floor will also have two GPOP housing units in a tiered configuration. All cells are double occupancy with a large open dayroom. The floor will house up to 124 residents across the two housing units.

9. The newly constructed areas will be wired with networking cable and access points to accommodate multiple wireless networks.

10. The total housing capacity of the consolidated jail will be 825.

11. See Appendix B for a listing of current phones and video units by location.

4.4. TELEPHONE, TABLET, AND VIDEO VISITATION HARDWARE EQUIPMENT

REQUIREMENTS

The following is the list of Hardware Requirements for Phone and Video Visitation:

1. Telephones, Kiosks, and 1:1 Dedicated assigned tablets.

1. A minimum of 168 fixed resident telephones

2. A minimum of 70 kiosks to accommodate electronic submissions of resident requests including medical services, and grievances and video visitation in areas where tablets are not accessible or equipped for private visitation.

3. Dedicated tablets to accommodate a 1:1 ratio. In 2025, the average daily under-roof population (ADP) for all three facilities was 648. A three-year ADP average from 2023 to

2025 was 649.

4. A lobby phone and PREA line available at no cost to the resident.

5. 64 non-contact visitation handsets at the Dane County Jail (CCB & PSB)

6. The vendor shall provide all hardware, any applicable software and maintenance to the same.

7. Vendor must use tablets built for the corrections environment. Commercial tablets are not acceptable.

8. Must offer resident telephone calling and remote video visitation through dedicated application.

9. Upon the completion of the South Tower, we expect that phone service will be primarily through provided tablets. However, each housing area is equipped with appropriate wiring for wall mounted telephones and kiosks.

10. It is estimated that we will need kiosks stations in the following increments for each floor: 1st floor: 16, 2nd floor: 27, 3rd floor: 18, 4th floor: 19, 5th floor: 28, 6th floor-28. However, the vendor may propose alternate technology solutions to meet the needs.

11. Upon the total completion of Jail Consolidation project, the PSB visitation area on 1st floor will have Thirty-eight (38) non-contact visitation and attorney booths and four (4) video visitation booths. This will replace the existing 64 non-contact visitation handsets between the two facilities.

2. Connectivity. All wiring provided must be of sufficient quality and quantity to support all requirements and at a minimum meet or exceed current performance standards. Cabling upgrades shall be provided by the vendor, where necessary, to meet these requirements. In-place cabling will be allowed to be tested and re-used. In the existing facilities, vendor must put in their own network through the use of both wired and wireless connectivity with secure, web-based control for facility staff.

3. Security fixtures. Surface mounted instruments enclosed in sturdy metal (institutional or equivalent) housing with protected cords, maximum length of 18”, finishes, and mountings suitable for use in a correctional facility.

4. Handsets. Must be hearing aid compatible, tamper resistant handsets.

5. TDD devices. An appropriate number of portable TDD devices will be provided to be in compliance with ADA requirements (a minimum of three (3) devices). Any other equipment required to comply with ADA requirements must also be provided. Vendor must provide PURPLE services or comparable service to meet this requirement. Both TDD and PURPLE services shall have the ability to be recorded for investigative purposes.

6. Headphones/earbuds with microphone for each resident when they are issued a tablet

7. Charging carts/charging stations for each housing unit

8. 2 Scheduling kiosks for visitation, one for each building

9. Calling instruction plate. Each instrument is to be equipped with a calling instruction plate which will inform the resident that Sheriff's Office personnel may monitor, time and restrict service from the telephones, and that use of the telephone constitutes consent to these conditions. This plate should be written in both English and Spanish, and is to be maintained in legible condition during the term of the contract. Additional plates shall be available upon request in Chinese-Mandarin, Hmong, Russian and Arabic.

10. Support Equipment. The Vendor will provide all ancillary equipment required such as computer(s), printer(s), modems, and system software necessary to allow facility officials to query, display and print individual resident telephone, tablet, and video activity as well as to perform general system administration and maintenance diagnostics. System software will be security level based with user login and password protection available. The system shall include secure connectivity to the existing Dane County network in order to allow County personnel access to the system on network desktop workstations and follow the minimum standards listed below in appendix 5 “Dane County IT Infrastructure”.

11. The Vendor must have the capability to respond to public records requests through the use of providing digital files in .MP3 or .MP4 format through removable media.

12. Installation. All costs associated with the installation of this system are the sole responsibility of the Vendor. All software and hardware will be installed and be fully operational per manufacturer's specifications for such equipment within 60 days after contract execution.

Continuity of service, or very minimal disruption of service, must be maintained during the installation process of any new equipment. The Vendor is required to work with the existing

Vendor and the County to assure continuity of service, or minimal disruption of service is maintained during the installation of any new equipment. The County Jail officials will determine the locations, as well as the need for future installations and disconnects. All work and required schematics will be coordinated between Dane County Facilities Management and Information

Technology as applicable. The Vendor will be responsible for all costs associated with the installation or disconnection throughout the term of the Contract.

13. All work shall be done in a neat and professional manner and shall comply with the applicable national, state and local codes and regulations. Primary power electrical work shall be done by or under the supervision of an electrician licensed by the State of Wisconsin at no additional expense to the County. At no time shall the existing system be taken out of service until such time as the new system has been accepted. Upon completion, all as-built drawings and revised schematics shall be forwarded to the County preferably in dwg format.

14. Equipment. Equipment shall be bid as new and unused. Equipment classified as demonstrators, prototype or discontinued shall not be installed. The equipment shall be the latest model offered and must be tried, proven, and in current use.

15. Expandability. This system is to be expandable to service any new facility construction and/or expansion.

16. Because CD Writing capabilities are not available through the Citrix Server Farm, the vendor shall be responsible for providing a minimum of PC’s for this purpose. Where the County’s network infrastructure does not provide access to high-speed internet service, the vendor shall be responsible for all the costs associated

17. Inventory, Schematics and/or /Drawings: Within thirty days prior to the commencement of services, the vendor will be required to provide a complete inventory of components owned by the County and any provided by the Vendor (clearly identified separately) that will be utilized in the performance of this contract, as well as their location. This shall include the provision of a detailed cable map, if existing cable is not utilized, and/or a schematic drawing. This same information will be required upon completion of the contract and must include everything that will be left on site, regardless of the owner.

4.5. TELEPHONE SERVICE REQUIREMENTS

1. The following is the list of Telephone Service Requirements:

1. Must allow for local, IntraLATA, InterLATA and Interstate services; outgoing calls.

2. All voice prompts for service must be available in the Six most common languages spoken in

Dane County. This includes English, Spanish, Chinese-Mandarin, Hmong, Russian and

Arabic.

3. International calls are allowed only when placed using the debit accounts with the exception of 011 numbers. Calls to be charged at the long distance (interstate) rates.

4. Call acceptance by the call recipient shall be accomplished through positive call acceptance from a landline or cell phone. Passive acceptance of a call, such as staying on the line after the voice prompt sequence, is not permitted. Calls to answering machines, FAX machines, or computer modems will be terminated when the machine fails to positively accept the incoming call. The resident shall not be allowed to monitor call progress and system must not allow resident to communicate with the called party until the call has been accepted.

5. The system shall allow collect, debit or pre-paid outgoing calling only. System should permit one single call per connection to a landline or cell phone, and shall provide for a means to prohibit 3-way calling, conference calls or pay phone connections.

6. Call process from off-hook to call acceptance shall take no longer than 1 minute.

7. The system must offer a recorded message that informs the call recipient the call is a collect call from the Dane County Jail and if they choose to accept the collect call, there is a minimum charge of X for X minutes.

8. Resident is to receive a one-minute warning notice advising the call duration time is about to expire.

9. There will be an option to set limits of length of calls and visits. There is no limit on the number of calls that can be made per day, unless otherwise specified.

10. All resident calls and visits shall be processed by an automated operator and shall not allow access to a live operator at any time.

11. Blanket restrictions must be in place to operator and directory services numbers, 411, 911 and other service numbers, specific numbers such as the institution's employees, other long-distance carriers via 800+, 888+, 900+, 950+, 976+, 10XXX, and other toll-free numbers.

12. A structured acceptance test shall be conducted and passed successfully. Tests shall be conducted over a period of 30 consecutive days; beginning at the time the installation is completed.

13. The system shall have available a voicemail option allowing individual residents access to voice mail messages.

14. The system shall have Continuous Biometric Technology available for the duration of the call. System shall have voice verification capabilities for enhanced fraud detection.

1. Vendor will have the capability to interface their call processing equipment with the resident banking system provided by Summit Group (CBM Managed Services) Elior Group commissary and resident banking system, to allow…