PC-700000-C2963.pdf

INVITATION TO NEGOTIATE (ITN)

FOR

INMATE TELECOMMUNICATIONS SERVICES

FDC ITN-17-122

RELEASED ON

November 2, 2016

By the:

Florida Department of Corrections

Bureau of Procurement

501 S. Calhoun Street

Tallahassee, FL 32399-2500

(850) 717-3700

Refer ALL Inquiries to

Procurement Officer:

Allegra Small purchasing@fdc.myflorida.com mailto:purchasing@fdc.myflorida.com

TABLE OF CONTENTS

TIMELINE

SECTION 1 – DEFINITIONS

SECTION 2 – INTRODUCTION

2.1 Background

2.2 Statement of Purpose

2.3 Procurement Overview

2.4 FDC Goals

2.5 Facility Implementation Plan and Transition of Services

2.6 Term of Contract

2.7 Pricing Methodology

SECTION 3 – SCOPE OF SERVICES SOUGHT

3.1 General Description of Services

3.2 Value-Added Services

3.3 Regulatory Requirements

3.4 Confidentiality

3.5 Service Locations and Service Times

3.6 Service Areas

SECTION 4 – PROCUREMENT RULES AND INFORMATION

4.1 General Instructions to Vendors

4.2 Vendor Inquiries

4.3 Alternate Provisions and Conditions

4.4 Reply Bond

4.5 Pass/Fail Mandatory Responsiveness Requirements

4.6 Submission of Replies

4.7 Contents of Reply Submittals

4.8 Reply Evaluation Criteria

4.9 Reply Evaluation and Negotiation Process

4.10 Reply Opening

4.11 Costs of Preparing Reply

4.12 Disposal of Replies

4.13 Right to Withdraw Invitation to Negotiate

4.14 Right to Reject Reply Submissions and Waiver of Minor Irregularities

4.15 Protest Procedures

4.16 Site Visits and Pre-Bid Conferences

4.17 Addenda

4.18 Cost/Price Discussions

4.19 No Prior Involvement and Conflicts of Interest

4.20 State Licensing Requirements

4.21 MyFloridaMarketPlace (MFMP) Vendor Registration

4.22 Unauthorized Employment of Alien Workers

4.23 Confidential, Proprietary, or Trade Secret Material

4.24 Vendor Substitute W-9

4.25 Scrutinized Vendors Certification

4.26 Disclosure of Reply Submittal Contents

4.27 Posting of Notice of Agency Decision

SECTION 5 – CONTRACT TERMS AND CONDITIONS

5.1 General Contract Conditions

5.2 Travel Expenses

5.3 E-Verify

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5.4 State Initiatives

5.5 Subcontracts

5.6 Insurance

5.7 Copyrights, Right to Data, Patents and Royalties

5.8 Independent Contractor Status

5.9 Assignment

5.10 Force Majeure

5.11 Severability

5.12 Use of Funds for Lobbying Prohibited

5.13 Reservation of Rights

5.14 Taxes

5.15 Safety Standards

5.16 Americans with Disabilities Act

5.17 Employment of Department Personnel

5.18 Legal Requirements

5.19 Conflict of Law and Controlling Provisions

5.20 Prison Rape Elimination Act (PREA)

5.21 Modifications After Contract Execution

5.22 Contract Monitoring

5.23 Rights to Examine, Audit and Administer Resources

5.24 Financial Consequences

5.25 Default

5.26 Termination

5.27 Retention of Records

5.28 Indemnification

5.29 Inspector General

5.30 Cooperative Purchasing

5.31 Performance Guarantee

ATTACHMENT I MAP OF REGIONS AND CORRESPONDING FACILITIES

ATTACHMENT II FACILITY LOCATIONS AND EQUIPMENT LIST

ATTACHMENT III PRICE INFORMATION SHEET

ATTACHMENT IV PASS/FAIL REQUIREMENT CERTIFICATION AND

NON-COLLUSION CERTIFICATION

ATTACHMENT V VENDOR'S REFERENCE FORM

ATTACHMENT VI SUBCONTRACTING FORM

ATTACHMENT VII RESPONDENT'S CONTACT INFORMATION

ATTACHMENT VIII CERTIFICATION OF DRUG FREE WORKPLACE PROGRAM

ATTACHMENT IX NOTICE OF NO CONFLICT OF INTEREST

ATTACHMENT X SECURITY REQUIREMENTS FOR CONTRACTORS

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TIMELINE

FDC ITN-17-122

EVENT DUE DATE LOCATION

Release of ITN

November 2, 2016 Vendor Bid System (VBS):

http://vbs.dms.state.fl.us/vbs/main_menu

Non-Mandatory Pre-Bid Conference and Site Visits

November 14-16, See Section 4.16 for a complete listing of these non-mandatory site visits.

Questions Due

November 29, 2016 Prior to 5:00 p.m., Eastern Time

Submit to: Florida Department of Corrections Bureau of Procurement Email: purchasing@fdc.myflorida.com (reference solicitation number in subject line)

Anticipated Posting of Answers to

Submitted Questions December 28, 2016 Vendor Bid System (VBS):

http://vbs.dms.state.fl.us/vbs/main_menu

Sealed Replies Due and Opened

January 10, 2017 at 2:00 p.m., Eastern

Time

501 South Calhoun Street Tallahassee, Florida 32399

Evaluation Team Meeting January 18, 2017

Anticipated posting of Respondents initially invited for Negotiations

February 19, 2017 Vendor Bid System (VBS):

http://vbs.dms.state.fl.us/vbs/main_menu

Anticipated Negotiations March, 2017

Anticipated Posting of

Intent to Award

April, 2017 Vendor Bid System (VBS):

Page 4 of 101 FDC ITN-17-122 mailto:purchasing@fdc.myflorida.com http://vbs.dms.state.fl.us/vbs/main_menu

SECTION 1 – DEFINITIONS

The following terms used in this Invitation to Negotiate (ITN), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 “Accepting a Call” (from the Inmate Telephone System): An outgoing call made by an inmate to a terminating number that is accepted by the person at that number. This acceptance requires affirmative action on the part of the recipient (e.g., pressing a code key on a touch-tone phone or dialing a code number on a rotary phone or giving a specific, discernible voice key).

1.2 Breach of Contract: A failure of the Vendor(s) to perform in accordance with the terms and conditions of the Contract, which may result from this ITN.

1.3 Business Day: A business day is considered to be Monday through Friday from 8:00 a.m. to 5:00 p.m., Eastern Time (ET), excluding weekends and state holidays. For services provided at an institution in the Central Time Zone, a business day is considered to be Monday through Friday from 7:00 a.m. to 4:00 p.m., Central Time (CT).

1.4 Contract: The agreement, resulting from this ITN, between the successful Vendor and the Department.

1.5 Contract Non-Compliance: Failure to meet, or comply with, any requirement, deliverable, performance measure, or term of the resultant Contract.

1.6 Vendor or Respondent: The organizational entity serving as the primary Vendor with whom a Contract will be executed. The term Vendor shall include all employees, subcontractors, agents, volunteers, and anyone acting on behalf of, in the interest of, or for, the primary Vendor.

1.7 Corrective Action Plan (CAP): A Vendor’s comprehensive written response to any deficiencies discovered in the course of Contract monitoring, and plan for remediation of those deficiencies.

1.8 Day: Calendar day, unless otherwise stated.

1.9 Department: The Department of Corrections, or FDC.

1.10 Gross Revenue: The total amount charged to the terminating number from each telephone at every facility listed in and/or added to the Contract. Gross Revenue refers to charges, not collections.

1.11 Hook Flash: The act of pushing the hook of the telephone (the part on which the receiver sits) and immediately releasing it.

1.12 Inmate Calling List: A list containing 10 designated terminating numbers that may be called by an inmate who has telephone privileges.

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1.13 Inmates: All persons, male and female, residing in institutions, admitted, or committed to the care and custody of the Department. This term encompasses all persons residing in any current or new facility, including but not limited to, correctional institutions, annexes, work camps, road prisons, and forestry camps.

1.14 Major Emergency: An occurrence of any of the following:

1) A failure of a local or remote processor, its common equipment or power supplies which renders the system incapable of performing its normal functions;

2) A failure of the recording equipment or any of its components that affects the full recording operation;

3) A failure of 50% or more of the inmate stations at any one area within a Department facility;

4) A failure of the Inmate Telecommunication Service (ITS) functions that results in the ability of inmates to place calls without the use of PINs;

5) A failure of the ITS functions that results in the ability of inmates to make direct dialed calls when the ITS is operating in collect-only mode; and

6) A failure of the ITS functions that results in the ability of inmates to reach a “live” operator.

1.15 Mandatory Responsiveness Requirements: Terms, conditions or requirements that must be met by the Respondent to be responsive to this ITN. These responsiveness requirements are mandatory. Failure to meet these responsiveness requirements will cause rejection of a Reply. Any reply rejected for failure to meet mandatory responsiveness requirements will not be further evaluated.

1.16 Managed Access Solution: A solution that will prevent unwanted or unauthorized access to commercial wireless networks for a specified area while simultaneously enabling legitimate, mission-critical or emergency connections.

1.17 Material Deviations: The Department has established certain requirements with respect to Replies submitted. The use of shall, must, or will (except to indicate the future) in this ITN indicates a requirement, or condition, which may not be waived by the Department, except where the deviation is not material. A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with the ITN’s requirements, provides an advantage to one Vendor over other Vendors, has a potentially significant effect on the quantity or quality of items offered, or on the cost to the Department. Material deviations cannot be waived, and shall be the basis for determining a reply non-responsive.

1.18 Minor Irregularity: A variation from the ITN terms and conditions, not affecting the price, giving the Vendor an advantage or benefit not enjoyed by other Vendors; does not adversely impact the interests of the Department. A minor irregularity will not result in a rejection of a Reply.

1.19 Originating Number: The number of the specific inmate telephone line at a facility from which a call is made.

1.20 Personal Identification Number (PIN) Service: A service which requires the caller

(inmate) to key in his/her unique identification number on the telephone key pad before gaining access to dial an outgoing call.

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1.21 Responsible Vendor: A Vendor who has the capability, in all respects, to fully perform the Contract requirements, and the integrity and reliability to assure good faith performance.

1.22 Responsive Reply: A Reply, submitted by a responsible Vendor, which conforms to all material aspects of the solicitation.

1.23 Routine Service: A service failure or problem other than a major emergency item as defined by the Department.

1.24 Satellite Facilities: All locations associated with a Correctional Institution, as indicated in

Attachment II.

1.25 Setup Time: The time from the point at which the caller (inmate) goes “off-hook” (removes the receiver from the base instrument) until the time the called party actively accepts the call.

1.26 Subcontract: An agreement, entered into by the Vendor, with any other person or organization, in which that person or organization agrees to perform any obligation, or requirement, on behalf of the Vendor, as specifically related to the terms of the Contract resulting from this ITN. All Subcontracts must be pre-approved by the Department.

1.27 Successful Vendor/Contractor: A legally qualified corporation, partnership, or other entity, that will be performing as the Vendor under any Contract resulting from this ITN.

1.28 System Outage: An occurrence of any of the following:

(1) Tier I: System outage at all Department institutions. The Vendor shall notify the Department’s Contract Manager, Wardens and/or designee, via email, of all Tier I system outages within 30 minutes of the outage.

(2) Tier II: System outage at two or more Department institutions. The Vendor shall notify the Department’s Contract Manager, Wardens and/or designee, via email, of all Tier II system outages within 60 minutes of the outage.

(3) Tier III: System outage of one Department institution. The Vendor shall notify the Department’s Contract Manager, Wardens and/or designee, via email, of all Tier III system outages within 60 minutes of the outage.

(4) Tier IV: Partial system outage at a Department institution. The Vendor shall notify the Department’s Contract Manager, Wardens and/or designee, via email, of all Tier IV system outages within 60 minutes of the outage.

1.29 Value Added Service: Advanced and/or additional services provided to the Department that include new and innovative technologies relating to the telecommunication services sought, and at no additional cost to the Department.

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SECTION 2 – INTRODUCTION

2.1 Background

Pursuant to Chapter 945, Florida Statutes (F.S.), the Florida Department of Corrections (FDC) is responsible for the supervisory and protective care, custody, and control of all inmates. The Department is the third largest state prison system in the country, with more than 100,000 inmates, and an operating budget of approximately $2.3 billion. The Department has 150 facilities statewide, including: 48 major institutions, 17 institutional annexes, seven private prisons (operated by the Department of Management Services and not included in the services procured under this ITN), 33 work camps, six road prisons/forestry camps, one boot camp, 21 contracted community release centers, 13 Department-run community release centers, and four re-entry centers.

The Department has divided the State into four regions: Region I (the Panhandle), Region II (North Florida), Region III (Central Florida) and Region IV (South Florida). A map of the regions, and corresponding facilities, is included as Attachment I. Each major institution is supervised by a Warden, who has full responsibility for the operation of the institution and all associated satellite facilities. Each Warden reports to the Regional Director of Institutions of their assigned region.

The Department’s Bureau of Contract Management and Monitoring, under the direction of the Office of Administration, is the program office responsible for administrative oversight and support of inmate telecommunication services.

The Department of Corrections has historically made telephone services available within its institutions, annexes, reception centers, road prison, forestry camps, work camps and community release centers. A list of all Facilities and current Equipment is included as Attachment II. This service includes provision of telephone equipment for inmate phone calls and coin-operated telephones at each site for staff and visitors. Current services are provided through a Contract with Securus Technologies, Inc., through its wholly owned subsidiary, T-Netix Communications Services, Inc., which will expire September 24, 2017. Current Contract information can be obtained by accessing the Florida Department of Financial Services, Florida Accountability Contract Tracking System (FACTS). A link to this Contract is provided here:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2372&Tab=1.

For informational purposes only, the call data for collect and prepaid calls during the FY 2013- 2014, FY 2014-2015 and FY 2015-2016 are as follows:

FY 2013-2014

Call Type Number of Calls Total Revenue Total Minutes Interlata InterState 1,025,816 $1,881,100.26 13,392,998 Interlata IntraState 5,929,957 $10,866,032.96 78,409,891 International 1,158 $17,811.96 14,874 Intra Out of State 2,756 $5,208.06 37,102 Intralata IntraState 1,023,622 $1,874,882.46 13,442,994 Local In State 1,432,870 $716,435.00 18,569,726

Page 8 of 101 FDC ITN-17-122 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=C2372&Tab=1

FY 2014-2015

Call Type Number of Calls Total Revenue Total Minutes

Interlata InterState 1,076,956 $1,951,870.26 13,836,074 Interlata IntraState 6,260,147 $11,372,831.10 81,919,529 International 927 $13,878.85 11,480 Intra Out of State 2,373 $4,406.04 31,521 Intralata IntraState 1,057,235 $1,918,673.22 13,781,620 Local In State 1,801,846 $900,923.00 23,261,954

FY 2015-2016*

Call Type Number of Calls Total Revenue Total Minutes Interlata InterState 272,909 $490,806.54 3,457,190 Interlata IntraState 1,537,752 $2,778,289.86 19,935,452 International 268 $4,179.83 3,507 Intra Out of State 346 $630.60 4,316 Intralata IntraState 254,858 $459,630.12 3,270,595 Local In State 532,531 $266,265.50 6,874,588

*Data provided through July 2016.

NOTE: The Department does not currently allow inmate debit calling. Call data for coin-operated calls is not available.

Currently, the Department does not have a video visitation system. Inmate visitations are conducted in-person at each institution. Visitors must apply in writing and submit the required forms for review and approval. This process can take up to 30 days.

2.2 Statement of Purpose

The Department is seeking responses, from interested and qualified Vendors, for the provision of telecommunication services for inmates at all its institutions, and associated satellite facilities, listed in Attachment II. Vendors must have at least three years, out of the last five years, of business/corporate experience, specifically providing telecommunication services through multiple sites in a correctional or other security/law enforcement setting, as described in this ITN.

Specifically, the Department is seeking replies for telecommunication services for all its facilities.

The Department intends to award the resultant Contract to a single Vendor, Statewide.

2.3 Procurement Overview

The Department is requesting competitive, sealed replies, from responsible Vendors, in order to establish a multi-year Contract for the provision of telecommunication services to inmates in the Department’s care. The Department is interested in considering value-added services that would be beneficial to, or will otherwise complement, the services required by this ITN.

The process for evaluating and selecting a Vendor will consist of two phases. The first phase involves evaluation of the replies to the ITN, which will result in the selection of Vendors to proceed to the negotiation phase. In the second phase, Vendors will be asked to provide a presentation of their Reply. This phase also includes negotiation of a final statement of work, pricing, and terms and conditions of the final Contract. The negotiation phase culminates in one or more of the Vendors receiving a request, from the Department, to submit a best and final offer (BAFO), which

Page 9 of 101 FDC ITN-17-122 must include: (1) a revised statement of work; (2) a final Contract draft; and (3) a final cost and compensation model.

2.4 FDC Goals

The Department is looking to not only continue providing quality telephone services for inmates in our care, at the minimum, levels of service required by law and rule, but also to achieve strategic improvements in the area of telecommunication services. Overall goals for the Department include:

Reduce recidivism through increased family re-unification and re-entry efforts.

Ensure the safety and security of staff, inmates, and the public through the use of modern technology.

Control inmate telephone usage and limiting the use of the telephone service for fraudulent activity.

Ensure a quality telephone service with reasonable and justifiable telephone call rate charges for inmate’s families and friends similar to those available to the public at large.

The intent of this procurement is to contract with a Vendor who will assist the Department in meeting these goals.

2.4.1 Specific Goals of this ITN

• Establish a flexible contract, with transparency of service costs and better alignment of costs with services.

• Establish a Contract that allows the Vendor to bring market expertise and an ability to shape strategy, to lower the cost of telecommunication services for inmates friends and family, and maximize the benefits to the Department.

• Ensure a smooth transition/continuation of services from the current Contract to a new Contract without disruption.

• Award to a Vendor that applies technical and operational expertise to ensure a smooth continuation of services with minimal risk.

• Ensure pricing that is cost effective throughout entire term of the Contract.

• Establish a collaborative relationship, with the prospective Vendor, which will maximize the extent to which the Department can achieve the objectives of this ITN.

2.5 Facility Implementation Plan and Transition of Service

The resulting Contract will include an estimated 180 day implementation period for the initial delivery of equipment, supplies, hiring, training, etc., and transition of services. The Department reserves the right to adjust this timeframe, as deemed necessary.

Vendors shall submit with their Reply an Estimated Implementation Plan and Transition Schedule for existing services to be transitioned and new services to be implemented. The Vendor’s Estimated Implementation Plan and Transition Schedule may be adjusted as deemed necessary and approved by the Department’s Contract Manager. This plan shall be designed to provide for seamless transition with minimal interruption of services to inmates. Once accepted by the Department, there will be no changes made to the Final Implementation Plan and Transition Schedule, unless a request is submitted in writing and approved by the Department’s Contract Manager.

The Estimated Implementation Plan and Transition Schedule for services outlined in this ITN shall detail the Vendor’s anticipated date for start and completion of installation, as well as, a date that systems and equipment will be fully operational.

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The Wakulla Correctional Institution, located in Wakulla County, Florida, (Wakulla C.I.) will be the first site at which services outlined in this ITN shall be implemented. Thereafter, the Vendor may implement service delivery at all other institutions and facilities, in accordance with locations and dates established by the Vendor, and agreed upon by the Department’s Contract Manager. With the exception of Wakulla C.I., the Vendor will not be required to implement service delivery in any particular order. Services for satellite facilities will be implemented with the main institution that is responsible for oversight of the satellite facility. Final transition, including operational testing at each institution, shall be coordinated between the successful Vendor, the current Vendor, and the Department.

The Vendor’s Estimated Implementation Plan and Transition Schedule shall also include a detailed explanation of the following:

• Procedures for transition of service/equipment from the existing inmate telephone service to the new inmate telephone service;

• Times when telephones instruments will be operational, identifying possible “down time” of existing services;

• Service coordination requirements between the Vendor and Local Exchange

Companies (LEC), as applicable;

• Any software programming and preparation for installation of equipment, as required; and

• Responsibilities required of the Department during implementation, installation, such as staffing requirements.

The Department may provide personnel to facilitate and coordinate transition of services or implementation of services.

During the transition period, the successful Vendor shall operate its systems in parallel with any existing system, which the current Vendor will not have yet removed. The objective of the “parallel operation” is to allow inmate telephones to remain operational during normal operational hours to the greatest extent possible during the transition period. The Vendor will be required to work closely with the Department to ensure that the transfer of responsibility, from the current Vendor to the successful Vendor, for inmate telephone service at each institution is carried out as smoothly as possible. The current Vendor and successful Vendor will utilize best efforts to resolve all issues that may or could occur from such parallel operation, including but not limited to, data sharing and an agreement on a conversion schedule.

Failure to have these services operational by the agreed-upon implementation date at each institution may result in the assessment of financial consequences, as defined in Section 3.6.2.1.

2.6 Term of Contract

It is anticipated that the initial term of any resulting Contract shall be five years. Additionally, the Department may renew the Contract for up to five years, or portions thereof. Any renewal shall be contingent, at a minimum, upon satisfactory performance by the Vendor, as determined by the Department, and will be subject to the availability of funds. If the Department desires to renew the resulting Contract, it will provide written notice to the Vendor no later than 120 days prior to the Contract expiration date.

In the event any Contract resulting from this ITN is terminated early by either party, the Department reserves the right to procure services from the next highest ranking responsive and responsible Vendor.

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2.7 Pricing Methodology

The Department is seeking pricing that will provide the most favorable terms the Vendor can offer in the terms of lowest phone rates to the State; therefore, interested Vendors must submit a Cost Reply, utilizing the Price Information Sheet, Attachment III. Best and Final Offers from Vendors will be solicited to establish the lowest possible telephone rates and most beneficial value added services. Vendors are encouraged to submit a Cost Reply in such a manner as to offer the most cost effective, and innovative solution for services and resources, as cost efficiency for the State will be a consideration in determining best value. Vendors must provide the Cost Reply in accordance with the instructions in Section 4.8.

SECTION 3 – SCOPE OF SERVICES SOUGHT

All telecommunication services, including equipment, are currently provided to the Department by Securus Technologies, Inc., through its wholly owned subsidiary, T-Netix Communications Services, Inc.

In carrying out the Department’s statutory responsibility, pursuant to Chapter 945, F.S., the Department is responsible for providing availability of and access to telephone services. The Department’s Bureau of Contract Management and Monitoring, under the direction of the Office of Administration in the Central Office, is the program office responsible for administrative oversight and support of inmate telecommunication services.

3.1 General Description of Services

Inmate telecommunication services, as contemplated in this ITN, include the service, system design, infrastructure and network, equipment, installation, training, operation, and ongoing repairs and maintenance of the systems, and its components which shall be provided at no cost to the Department. The services to be negotiated through this ITN shall meet any minimum requirements set forth in Section 3, Statement of Services Sought and shall include, but not be limited to, provisions of the following:

3.1.1 A comprehensive telecommunication service that will include an inmate telephone system that will allow for collect and prepaid calls for local, long distance, cellular, and international calls;

3.1.2 Technology systems which include, but are not limited to, system infrastructure, network, database, servers, new call processors, digital and analog communications circuits, telecommunications capabilities, monitoring, and other required system functionality, as specified in Section 3 of this ITN, to support the services being sought in this ITN;

3.1.3 Installation of new equipment at all facilities, including the required number of instruments and any required cabling, as deemed necessary;

3.1.4 Systems and equipment that support the Department’s monitoring/security needs, including terminals, and digital recording equipment, as deemed necessary;

3.1.5 A centralized database which shall contain all data elements necessary for provision of monitoring services, reporting, and historical transaction information;

3.1.6 Personnel provided by the Vendor to include System Administrator, Field Repair/Site

Technicians, and Service Representatives to perform oversight, operational assistance, and maintenance and repair to systems and equipment;

3.1.7 Ongoing maintenance, repair, and/or replacement and/or upgrades of all equipment and systems, as determined necessary to ensure service delivery;

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3.1.8 Training and instructional materials required for use of the services proposed, as applicable for inmates, families, and/or Department staff; and

3.1.9 Support services not otherwise indicated herein.

3.2 Value-Added Services

As a part of this revenue generating Contract, the Department is interested in obtaining value-added services in lieu of commissions. The Department requests that Vendors provide with their Reply, a detailed description of all value-added services the Vendor is offering the Department.

These services would be in addition to those services that meet the minimum service requirements and specifications of this ITN.

At no cost to the Department, for the duration of the Contract term and any subsequent renewals, the Department is especially interested in the following value-added services; however, Vendors are encouraged to provide additional or alternate value-added services.

3.2.1 Handheld Cell Phone Detection Units (CEIA or equivalent).

3.2.2 A fully functioning Cell Phone Forensic Laboratory with the following:

3.2.2.1 Four (4) on-site Cellebrite units capable of physical, logical, and file system extraction of mobile phones and tablets with all licenses and supporting services.

3.2.2.2 Three (3) on-site Cellebrite certified lab technicians providing full-time support to the Cell Phone Lab.

3.2.2.3 Two (2) on-site analysts to provide full time analysis of data extracted from contraband mobile devices in support of the Cell Phone Lab and under the direction of the FDC Office of Intelligence.

3.2.2.4 One (1) on-site full-time intake/evidence manager to ensure proper intake of submitted mobile devices and the return of those devices to the submitting entity.

3.2.2.5 One (1) on-site full-time lab manager to oversee daily operation of the Cell Phone Lab and will report on-site to the Director of the FDC Office of Intelligence.

3.2.2.6 Provide its staff with all computers, telephones, temporary storage devices, and other hardware required to operate the entire Cell Phone Lab and all required components to move data from the Cell Phone Lab to a location designated by the Department.

3.2.2.7 An on-site stand-alone mass storage device/server with at least 80 terabyte capacity and connectivity to all Cell Lab computers and Cellebrite units for the download and storage of mobile device data.

3.2.2.8 An electronic inventory system barcode or similar technology system which assigns a unique identifier to each mobile device upon intake and tracks the device through the entire analysis process. The system must be able to provide the Department with management reports including the number of devices received at intake, the originating location of the device, types of devices processed, the overall success rate of the devices being exploited, and other fields identified by the Department.

3.2.2.9 An analytical software capable of performing in-depth analytics on information extracted from the mobile devices exploited within the lab, chosen in

Page 13 of 101 FDC ITN-17-122 coordination with the Department. This would include integration of the new software with existing Department database information.

3.2.2.10 Facial recognition software capable of integration with other analytical tools within the Cell Phone Lab, chosen in coordination with the Department.

3.2.2.11 An analytical tool supporting the inmate telephone system integrated with existing Departmental databases.

3.2.2.12 A mobile device disposal service for devices not being retained by the Department. This service should include documentation to the Department providing assurance that any mobile device submitted for destruction shall be destroyed in a manner consistent with environmental requirements and to ensure no data on the device is retrievable once it is released from the Department’s custody.

3.2.2.13 A geo-fencing solution and sufficient licensing for Office of Intelligence staff (approximately 10 licenses) for the term of the contract with the Department.

3.2.2.14 All data, hardware, and software that is provided as part of the Cell Phone Forensic Lab would remain the property of the Department upon expiration or termination of the contract with the Department.

3.2.3 Access to ICER (Inmate Inter-Communications Evaluation and Reporting) national database for identifying and reporting inmate-to-inmate communications.

3.2.4 Word spotting services through the Vendors proposed inmate telephone system.

3.2.5 Voice Biometric Analysis through the Vendors proposed inmate telephone system.

3.2.6 Vendor-provided call monitoring.

3.2.7 A Managed Access System (MAS), in an effort to control and eliminate wireless communications within our institutions. Vendors are encouraged to include a single facility, multi-facility or statewide solution that will prevent unwanted or unauthorized access to commercial wireless networks while simultaneously enabling legitimate, mission-critical, or emergency connections. Any Managed Access Solution being proposed by the Vendor shall be inclusive of all equipment, installation, infrastructure and network, training, operation, and ongoing repairs and maintenance.

3.3 Regulatory Requirements

3.3.1 All services provided must meet any and all municipal, state or federal requirements for installation, certification, training, or registration during the life of the Contract. Failure to comply with present and future municipal, state or federal requirements will result in rejection of Replies and/or termination of any subsequent Contract resulting from this ITN.

Any application fees, penalties, fines, or other costs or monetary payment assessed against or incurred by the Department for violation of such requirements shall be the responsibility of the Vendor.

3.3.2 The Vendor shall be responsible for compliance with all regulatory requirements imposed by local, state and federal regulatory agencies for all services provided throughout the duration of the Contract.

3.3.3 The Vendor shall be responsible for making all modifications necessary to comply with any industry requirement changes, at no cost to the Department, and within 30 business days, to ensure proper use of services by inmates and Department personnel.

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3.3.4 The Vendor shall keep all processing and rating information current, and made available upon request by the Department’s Contract Manager, or designee. This information shall include, but not be limited to, local exchanges, area codes, country codes, and any other information necessary to accurately process and rate calls.

3.3.5 The Vendor shall be responsible for complying with and updating the inmate telecommunications service for any regulatory changes and requirements during the life of the Contract. These regulatory changes include federal, state, or local municipal modifications. These changes shall be made within 30 business days and at no cost to

3.3.6 The Vendor shall ensure that the inmate reception quality meets all industry standards for service quality, as defined by the Florida Public Service Commission (FPSC) and by the Federal Communications Commission (FCC). The Vendor shall accept the Department's decision regarding determination of quality.

3.3.7 The Vendor shall ensure that all of the work and materials comply with all local, county, state and federal laws, rules, ordinances, and regulations, as well as, with any directive provided by inspectors appointed by proper authorities having jurisdiction at each Department facility. Should violation of codes, laws or statutes, or ordinances occur relating to the ITN, the selected Vendor shall correct the situation at no cost to the Department, including payment of any fines or penalties associated with the violation.

3.3.8 The Vendor shall be responsible for all costs, including, but not limited to, survey costs, necessary to secure any easements required by the Florida Department of Environmental Protection, Division of State Lands, for the installation, operation and maintenance of, and modifications, upgrades and repairs to the system.

3.4 Confidentiality

The Vendor shall maintain confidentiality with reference to individual inmates, in accordance with applicable local, state, and federal law. The Department and Vendor agree that all information and records obtained in the course of providing services to inmates shall be subject to confidentiality and disclosure provisions of applicable Federal and State statutes and regulations adopted pursuant thereto.

3.5 Service Locations and Service Times

3.5.1 Institution and Facility Locations: The facilities to be included under this Contract include all State operated institutions and satellite facilities, as indicated in Attachment II.

3.5.2 Addition or Deletion of Institutions/Facilities and Equipment for Services: The Department reserves the right to add, or delete, institutions and/or facilities that receive, or require, services under the Contract upon no less than 30 days’ written notice. Such additions will require a Contract amendment.

Should a new Department institution or satellite facility be opened by the Department, the Department will determine, in consultation with the Vendor, a schedule for installation of services and equipment at that location to ensure service as soon as practical at the new site.

In addition, the Department may require the Vendor to increase or decrease the amount of equipment utilized. The Vendor shall install any additional equipment within 30 days of written notification to add equipment from the Department’s Contract Manager, or

Page 15 of 101 FDC ITN-17-122 designee. The installation of this equipment shall be at no cost to the Department. The written request for installing equipment shall be made by the Department’s Contract Manager, or designee, and shall be received by the Vendor before the installation is accomplished. Such revisions may be accomplished by a letter from the Department’s Contract Manager, and do not require a Contract amendment.

3.5.3 Service Times: The Vendor shall ensure access to comprehensive telecommunication services, as required, within Section 3, Scope of Services Sought, 24 hours per day, seven days per week, and 365 days per year.

3.6 Service Areas

3.6.1 General Service Requirements

3.6.1.1 Description

The Vendor will be responsible for the overall program management of telecommunication services. This includes the following areas of responsibility:

a) Facilities – Conduct all maintenance, repairs, upgrades and replacement to systems and equipment are provided and performance in accordance to Contract.

b) Deliverables – Ensure delivery of all Contract deliverables, as defined in each Service Area of this ITN.

c) Presentations – Create, maintain, and deliver presentations on the telecommunication services provided, and its operational performance.

d) Impact Analyses – Perform and present impact analyses on how potential rule, or statute changes may impact telecommunication services and its cost and success.

e) Analytics – Compile, maintain, and produce statistical information, related to telecommunication services, which the Department can use to make changes, and improvements, in the delivery of services.

f) Contract Compliance – Monitor Contract responsibilities and performance, ensure compliance, and report metrics, including shortfalls, on a monthly basis.

g) Service Function Oversight and Success – Provide oversight of each of the following service functions:

• Program Management

• System Installation

• System Service Functionality

• Other Service Requirements

• System Equipment and Services

3.6.1.2 How Service is Provided Today

Program management is performed today by one Vendor that coordinates the delivery of telecommunication services that include:

• Leadership at statewide, regional, and institutional levels

• Oversight of all administrative and program management requirements

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• Problem resolution, involving the delivery of telecommunication services, policy compliance, etc.

• Ensure timely delivery of Contract reports and deliverables

• Oversight of corrective action(s) related to performance issues

• Coordination of staffing issues (filling vacancies, employee relations, etc.)

• Ensure responsiveness to requests including, requests for records, information, and coordination of legal issues.

• Resolution of issues related to subcontractors (performance, billing, etc.)

• Maintenance, repair, and replacement of telephone equipment

• Purchase and maintenance of additional computers, or network equipment, as needed.

3.6.2 Program Management Requirements Service Area

Program Management Requirements (PGM)

No. Requirement

PGM-01

Staffing Requirements The Vendor shall provide administrative oversight, be responsible for, and monitor the performance of all Vendor staff performing services in accordance with the requirements outlined in this ITN. The Department will provide security for the Vendor’s employees and agents consistent with the security provided at other Department facilities.

At a minimum, the Vendor shall have the following program management positions:

a) System Administrator. One ITS System Administrator position shall be dedicated to the Department. This position is directly responsible for overall operational performance of the Contract, including account management, troubleshooting, training, and any other responsibilities agreed upon by the Department’s Contract Manager, or designee, and the Vendor. This individual shall have a minimum of three years’ experience within the last five years at the management level, providing direct administrative oversight of telephone services. The Vendor shall be responsible for ensuring that the System Administrator attends meetings upon Department request. The Vendor shall be responsible for all expenses incurred for travel, including transportation, and meals incurred on behalf of the System Administrator’s position.

b) Field Repair/Site Technicians (sufficient number to meet Contract requirements). Positions shall be directly responsible for providing twice-weekly preventative maintenance on the telecommunication services at each institution, including assisting with installation of cable and equipment, and shall provide technical support and repairs as necessary, assist in on-site instruction and provide training for Department personnel to ensure customer satisfaction. The individuals shall possess a high school diploma or GED and have two years’ minimum experience with a computer-based telecommunications systems similar to the type required in this Contract.

c) Service Representative (sufficient number to meet Contract requirements, plus two required positions for Central Office). Service Representative positions shall be directly responsible for making data entry input and changes to the inmate phone access information, including input of approved inmate PIN and authorized calling numbers, verification of Billing Number Addresses, assistance to institutional Classification staff or any other institutional personnel, and shall

Page 17 of 101 FDC ITN-17-122 provide customer service relative to all telecommunication services. These individuals shall possess a high school diploma or GED, be computer literate, and have related experience in the provision of services of the type required in this Contract.

d) IT Data Administrators (sufficient number to meet Contract requirements).

IT Data Administrator positions (providing coverage on eight hour shifts, twenty 24 hours a day, seven days a week) shall be located at the Vendor’s monitoring center to support all telecommunication services. Duties include monitoring the system network to detect any problems and remotely correct identified problems without dispatching a field/repair technician to the Department’s facility. If Vendor’s IT Data Administrators cannot remotely correct or repair system problems, they are responsible for dispatching the appropriate field repair/site technician to the facility to make repairs as necessary.

e) Telecommunication Services Trainer. One full-time (40 hours per week) Telecommunication Services Trainer dedicated to the training needs of the Department. This position shall be available for travel to Department facilities throughout the State to provide training to Department staff. All training shall be provided in accordance with the training requirements of the ITN.

The final selection of all staff assigned to provide services under the resulting Contract shall be subject to approval by the Department. Department employees terminated at any time by the Department for cause may not be employed or provide services under the resulting Contract. The Department shall not employ criteria to approve or disapprove the selection of Contract employees that exposes the Vendor or the Department to civil or criminal liability under applicable federal or state civil rights laws, including, but not limited to, those laws establishing or protecting employee rights.

For informational purposes only, the Department’s current Vendor is required to maintain the following staffing levels:

• One ITS System Administrator (full time / 40 hours per week).

• A minimum of 14 (full time / 40 hours per week) field repair/site technicians.

• A minimum of 17 (full time / 40 hours per week) service representatives

a. 10 service representatives roam between Department regions.

b. five service representatives are located at the Department’s five reception centers.

c. two service representatives are located at the Department’s Central Office.

• A minimum of four full time IT Data Administrator positions (providing coverage on eight hour shifts, 24 hours a day, seven days a week) located at the Vendor’s monitoring center to support the ITS.

• One full time (40 hours per week) ITS trainer dedicated to the training needs of

PGM-02

The Vendor shall provide an adequate level of staffing for provision of the services outlined herein, and shall ensure that staff providing services are appropriately trained, qualified, and licensed, if required. The Vendor shall be responsible for all expenses incurred for travel, including transportation, and meals incurred on behalf of Vendor’s staff positions.

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PGM-03

Conduct and Safety Requirements

The Vendor shall ensure all staff adhere to the standards of conduct prescribed in Chapter 33-208, F.A.C, and as prescribed in the Department’s personnel policy and procedure guidelines, with particular regard for rules of conduct, employee uniform and clothing requirements (as applicable), security procedures, and any other applicable rules, regulations, policies and procedures of the Department. By submitting a Reply to this ITN, the Vendor acknowledges and accepts, for itself and any of its agents, that all or some of the services to be provided under the resultant Contract, shall be provided in a correctional setting with direct and/or indirect contact with the inmate population and that there are inherent risks associated with this environment. Staff conduct requirements are as follows:

a. The Vendor’s staff shall not display favoritism to, or preferential treatment of, one inmate, or group of inmates, over others.

b. The Vendor’s staff shall not deal with any inmate except as in a role that supports services under the Contract. Specifically, staff members must never accept for themselves, or any member of their family, any personal (tangible or intangible) gift, favor, or service, from an inmate, an inmate’s family, or close associate, no matter how trivial the gift or service may appear. The Vendor shall report to the Department’s Contract Manager any violation(s), or attempted violation(s), of these restrictions. In addition, no staff member shall give any gifts, favors, or services to inmates, their families or close associates.

c. The Vendor’s staff shall not enter into any business relationship with inmates or their families (example – selling, buying or trading personal property), or personally employ inmates or their families in any capacity.

d. The Vendor’s staff shall not have outside contact (other than incidental contact) with an inmate being served, or the inmate’s family or close associates, except to complete activities specifically to be rendered under this Contract.

e. The Vendor’s staff shall not engage in any conduct which is criminal in nature, or which would bring discredit, or scrutiny, upon the Vendor or Department. In providing services pursuant to this ITN, the Vendor shall ensure its employees avoid both misconduct and the appearance of misconduct.

f. Any violation, or attempted violation, of the restrictions referred to in this section regarding employee conduct, shall be reported by phone and in writing, to the Department’s Contract Manager, or designee, including any proposed action to be taken by the Vendor. Any failure to report a violation, or take appropriate disciplinary action, against the offending party, or parties, shall subject the Vendor to appropriate management action, up to, and including, termination of the Contract.

g. The Vendor shall report any incident described above, or requiring investigation by the Vendor, in writing, to the Department’s Contract Manager, or designee, within 24 hours of the Vendor’s knowledge of the incident.

The Vendor’s staff shall be subject to and shall comply with all security regulations and procedures of the Department and the respective institution. Violation of regulations may

Page 19 of 101 FDC ITN-17-122 result in the employee or individual being denied access to the institution. In this event, the Vendor shall provide alternate personnel to supply services described herein, subject to Department approval.

PGM-04

Staff Background/Criminal Record Checks

The Vendor’s staff, assigned to the resulting Contract, shall be subject, at the Department’s discretion and expense, to a Florida Department of…