Provide_Phone,_Video,_and_Tablet_Services_to_Adults_in_Custody.pdf

REQUEST FOR PROPOSAL

PROVIDE PHONE, VIDEO, AND TABLET SERVICES TO ADULTS IN

CUSTODY

(NO. 2020.079P)

FOR

Washington County, Oregon

RELEASE DATE: August 11, 2020 DEADLINE FOR QUESTIONS: September 4, 2020

RESPONSE DEADLINE: September 11, 2020, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/washington-county-or

Provide Phone, Video, and Tablet Services to Adults in Custody

I. Request for Proposals II. Introduction

III. Instructions to Proposers IV. Project Details V. Evaluation Criteria

VI. Evaluation and Award Process VII. Terms and Conditions

VIII. Vendor Submissions

Attachments:

A - 2019 PP SERVICES CONTRACTstep2

Provide Phone, Video, and Tablet Services to Adults in Custody

I. REQUEST FOR PROPOSALS

(No. 2020.079P)

Washington County, Oregon is requesting proposals from qualified firms to provide Provide Phone, Video, and Tablet Services to Adults in Custody.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on ProcureNow. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com. Proposers are responsible for checking the site for any addendums before submitting their proposals.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Suzi Fulcher, Purchasing Manager

Published: Aug 11, 2020 PORTLAND TRIBUNE and ORPIN http://www.washcopurch.com/

Provide Phone, Video, and Tablet Services to Adults in Custody

II. INTRODUCTION

The following instructions/terms and conditions apply to all solicitations to provide either goods or services to Washington County.

II.A Summary

The Washington County Sheriff’s Office to is requesting proposals from vendors who are interested, and capable of providing, inmate telephone and video visitation services, including service enabled tablets utilizing state of the art technology and equipment for Adults-In-Custody (AIC) at The Washington County Sheriff's Office and Washington County Community Corrections Center (CCC).

One of the key objectives of the services will be to enable inmates to communicate with family, friends and others in the community, while also controlling inmate telephone usage and limiting the use of telephones for illicit activity. A necessary part of the service, by using current technology, is to ensure the safety and security of staff, inmates, and the public.

II.B Background

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries.

Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 1950 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

The Washington County Sheriff’s Office (WCSO) provides secure custodial services for both pretrial offenders and sentenced inmates in the County Jail. The County Jail has approximately 570 beds and an estimated 18,000 bookings will occur this year. The Washington County Community Corrections Center (CCC) would also be served by any contract subsequent to this RFP and has approximately 215 beds and a widely varying daily population.

Provide Phone, Video, and Tablet Services to Adults in Custody

II.C Contact Information

Suzi Fulcher Purchasing Manager 155 N First Ave MS 28 Hillsboro, OR 97124 Email: suzi_fulcher@co.washington.or.us Phone: (503) 846-8734

Department:

Sheriff's Office

II.D Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from ProcureNow.

Time is of the essence in getting the system installed, the above schedule will be adjusted accordingly should some tasks take less time than scheduled.

Release Project Date August 11, 2020

Pre-Proposal Conference August 25, 2020, 1:00pm Location: https://us02web.zoom.us/j/86868161816

Question Submission Deadline September 4, 2020, 5:00pm

Proposal Submission Deadline September 11, 2020, 2:00pm

Contractor Selection Date November 13, 2020 mailto:suzi_fulcher@co.washington.or.us tel:(503)846-8734 https://us02web.zoom.us/j/86868161816

Provide Phone, Video, and Tablet Services to Adults in Custody

III. INSTRUCTIONS TO PROPOSERS

III.A Precedence of Proposal Documents*

The order of precedence of documents is as follows:

1. Special Instructions

2. Standard Contract Terms & Conditions

3. Specifications/Scope of Work

4. General Instructions

III.B Copies of Proposal Documents*

Documents obtained from sources (such as directly from other contractors) other than ProcureNow are not valid proposal documents. It is the proposer's responsibility to ensure they are following a particular project on ProcureNow in order to receive notification of all addenda as well as additional relevant information.

III.C Questions and Answers

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in ProcureNow.

III.D Specification Protest Process* - DISCUSSION TOPIC - ASK SUZI

Delivery: A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:

Specification Protest Proposal#: 2020.079P Washington County Purchasing Division ATTN: Purchasing Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

Content: A proposer’s written protest must include:

A detailed statement of the legal and factual grounds for the protest; description of the resulting prejudice to the proposer; and a statement of the form of relief requested or any proposed changes to the specifications.

County Response: The County may reject without consideration a proposer’s protest after the deadline established for submitting protest. The County shall provide notice to the applicable

Provide Phone, Video, and Tablet Services to Adults in Custody proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.

Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.

Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.

III.E Phone Proposals, Late Proposals or Modifications*

Late proposals or modifications of proposals will be handled in the following manner:

It is the sole responsibility of the proposer to ensure upload of proposals by the County by the specified time. They system will not allow Proposers to upload after this time and the proposal will not be considered.

Any modification of a proposal is subject to the same conditions set forth above.

Proposals will not be accepted via Phone, E-mail or FAX.

III.F Interpretations and Addenda

If necessary, interpretations or clarifications in response to questions will be issued by addenda.

Questions received after the Question Submission Deadline may not be answered unless the County determines, in its sole discretion that it is in its best interests to do so. Oral and other interpretations or clarifications will be without legal effect.

Any amendment(s) to or error(s) in the RFP called to the attention of the County will be added to or corrected by written addendum and posted to ProcureNow. The County may also issue addenda to modify the proposal documents, as it deems advisable.

Receipt of addenda must be acknowledged in the Vendor Questionnaire.

Proposers shall be solely responsible to check for and download all addenda, if any, from the ProcureNow prior to submitting their proposals.

After opening proposals, the County may issue or electronically post an addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of competition before the start of the tier to which the addendum applies.

The County shall send an addendum that is issued by a method other than electronic posting to all proposers who are eligible to compete under the addendum. The County shall issue or post the addendum at least five days before the start of the subject tier of competition or as the County otherwise determines is adequate to allow eligible proposers to prepare for the competition in accordance with County rules.

Provide Phone, Video, and Tablet Services to Adults in Custody

III.G Guidelines for Proposal Submittal and Receipt

To be considered for this contract, each proposer must upload its complete proposal to ProcureNow with separate files for costing, the completed Functional Requirements Excel spreadsheet, and any proprietary information.

Proposals must be uploaded by 2:00 pm Sep 11, 2020. The system will not allow late uploads.

Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions.

Proposers are required to submit the proposal forms furnished in this RFP document. Please retain a copy for your records. Proposals will not be read aloud.

Each submittal shall contain the following:

• All proposal response forms listed in the Attachment Section, including the signed and dated certification and contract offer sheet.

• Responses, Certifications, or Agreements included in this solicitation.

• Proposers shall provide a copy of any contracts, licensing agreements, or other documents that the County will be asked to sign if they are the chosen contractor. These do not count against the page limit.

• Failure to submit any of the required items may be grounds for rejection of the proposal.

• Proposals will not be read aloud.

III.H Proposal Content

Cover letter -

• Structure or type of business entity and name(s) of the person(s) authorized to represent the Proposer in any negotiations

• Name(s) of the person(s) authorized to sign any contract that may result

• Contact person’s name, mailing or street addresses, phone numbers, and email address

• Statement that no redactions are requested to your proposal prior to releasing to a public records request, if applicable

• A legal representative of the Proposer, authorized to bind the firm in contractual matters, must sign the Cover Letter

Certification and Contract Offer. (Attachment B - Proposal Response Packet) Failure to sign and submit this form may be cause for rejection. Review Attachment C - Sample Personal Services Contract and list any issues or exceptions. Review the insurance requirements for this contract and list any exceptions.

Company Profile. Proposer's profile information shall include information that accurately and adequately describes the business, including, but not limited to, number of years in the business, number of locations, location of facilities, number of offices in Oregon, number of customers in https://secure.procurenow.com/portal/washington-county-or/projects/4551?section=23520

Provide Phone, Video, and Tablet Services to Adults in Custody

Oregon or Washington, contact information, company vision statement, and a succinct history of the company.

Partnerships and Outsourced Functions: Proposer shall describe the relationship with any secondary vendors or partners needed for the delivery of services, maintenance, and support to be provided by the secondary vendor/partner, the duration of the relationship, and a summary of past projects completed together.

Implementation and Training Plan: Provide a high-level project plan including projected dates, assuming a contract start date of October 01, 2020, and deliverables. Describe a plan for both technical and non-technical County staff that includes a brief syllabus and proposed timeline.

Describe the availability of ongoing training sessions, webinars or training documentation.

Case Histories as Examples of Relevant Experience & References: Proposers shall provide case histories from public agencies for which they have, or are currently, installing a similar system.

Technical Environment: Provide a short statement affirming that the Proposer understands, agrees to, confirms, and validates the standards listed in Section 33. Any exceptions shall be stated and explained.

Technical Infrastructure Plan: For any on-premise components, describe in detail the infrastructure requirements necessary to ensure efficient use of the solution for the number of users described in this RFP. Please include server details, network configuration, software requirements, and any other relevant details.

Cost Proposal in separate file. Provide a pricing proposal for a software solution for the Road Asset Management System. Proposers should provide separate pricing for hosted and non-hosted options if both are offered. Use the following format (add rows/categories if necessary):

Description Amount

Initial Purchase $

Annual pricing, which includes yearly subscription, maintenance costs and upgrades for a period of at least five (5) years $

Implementation and Training $

Consulting Services, as applicable $

Hourly Consulting Rates, as applicable $

Provide Phone, Video, and Tablet Services to Adults in Custody

IV. PROJECT DETAILS

IV.A GENERAL INFORMATION

The selected Contractor shall provide the services in County facility, at no cost to WCSO or the County. All cost for the services shall be the responsibility of the Contractor including but not limited to equipment, installation, connectivity, maintenance, storage, hardware, software, security, training, and any other implementation services necessary to furnish County with state of the art technology and equipment to meet the specification herein.

IV.B OBJECTIVE

Washington County Sheriff’s Office is requesting proposals from vendors who are interested and capable of providing inmate telephone and video visitation services, including service enabled tablets utilizing state of the art technology and equipment for Adults-In-Custody (AIC) at The Washington County Sheriff's Office and Washington County Community Corrections Center

(CCC).

One of the key objectives of the services will be to enable inmates to communicate with family, friends and others in the community, while also controlling inmate telephone usage and limiting the use of telephones for illicit activity. A necessary part of the service, by using current technology, is to ensure the safety and security of staff, inmates, and the public.

The WCSO and CCC aim to be the premier inmate communications facilities in the nation – a flagship of 21st century technology that can show other facilities what is possible. Provide us your best proposal that integrates tablets, phones, law library, criminal discovery review, learning tools, media, entertainment, reference materials and grievances with a full suite of accessibility options.

IV.C INMATE TELEPHONE SYSTEM (ITS)

i. Contractor shall comply with all applicable Federal, State, and Local Laws, Rules and Regulations governing telecommunications service contracts. These laws, rules and regulations will apply to the contract throughout and be deemed incorporated into the contract.

ii. It is the responsibility of the contractor to comply with all applicable Federal and State licensing and certification requirements. This will be done at the Contractor’s expense.

iii. The ITS telecommunications network package must have reliability, stability, and ease of use.

iv. Contractor is responsible for paying for and installing all physical plant requirements.

v. Contractor is responsible for the installation and maintenance of internet service sufficient to run and manage the system without service delays, unless otherwise specified in writing by County.

Provide Phone, Video, and Tablet Services to Adults in Custody

vi. All software and hardware will be installed and be fully operational per manufacturer’s specifications and County’s specifications, no later than 30 days before “Go Live” date of contract implementation. Continuity of service, or very minimal disruption of service, must be maintained during the installation process of any new equipment.

vii. The vendor is required to work with the existing vendor and the County to usher continuity of service. 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 Washington 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.

viii. Any cabling, wiring, or conduit installed becomes the property of the County at termination of the contract, unless County specifically requests that the contractor remove any or all of the installed cable wiring or conduit, which shall be done at the Contractor’s expense.

ix. Contractor’s employees, agents, and subcontractors working at the correction facilities must pass and maintain, to the satisfaction of WCSO, a security and background check performed by WCSO (“Clearance”).

x. The ITS should have the capability to accurately import the current call which includes blocked, confidential, pre-programmed, and others as identified by WCSO. Contractor must successfully complete importation of the current call list prior to the ITS becoming operational.

xi. Contractor shall adapt its system to the WCSO Jail ID number (JID) generated by the County's Jail Management System to uniquely identify and track inmate activity.

xii. Contractor’s system must provide PIN numbers.

xiii. The ITS should have the capability of restricting or terminating selected features.

xiv. Contractor shall provide a web-based platform to allow County personnel access to the system from any county terminal.

xv. Contractor shall not limit the number of logins assigned to County personnel.

xvi. Contractor system will be expected to seamless integrate with other mission critical Jail vendor systems, including, but not limited to:

1. Jail Management System (JMS)

a. This integration requires an initial uploading of the current population of Adults in Custody (AIC) in the JMS at the time of the implementation. After implementation, the integration shall establish and disable AIC accounts in correlation to the status of the AIC in the JMS. This integration will also require ITS and tablet the ability to upload and block any victim’s contact information entered into the JMS system.

2. Commissary

a. This integration requires a platform for AIC’s to order items from a commissary vendor on the tablet system. This integration will work cooperatively with the Sheriff’s Office Banking System.

Provide Phone, Video, and Tablet Services to Adults in Custody

Provision of commissary may or may not be by the same company as the Sheriff’s Office Banking System.

3. Sheriff’s Office Banking Systems

a. This integration will provide the ability for AIC’s to utilize funds on the Banking System to make phone calls and use fee required features on the tablet system.

xvii. Contractor is responsible for all cost associated with ITS and tablet system including but not limited to: Hardware, development and maintenance of the software interface between the Jail Management System (JMS) and ITS, requisition, development, implementation of the interface requirements to implement the ITS and associated services (i.e. PINs, Payment Platform, etc.), wireless connectivity to Contractor's systems.

xviii. The systems are to be expandable to service any new facility construction and/or expansion.

xix. The contractor shall offer free or reduced calls during state declared emergencies as agreed upon by the contractor and the WCSO.

xx. Each instrument is to be equipped with a usage instruction plate which will inform the inmate that Sheriff’s Office personnel may record, monitor, time, and restrict service from the telephones or tablets, and that use of the systems 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.

xxi. System will provide usernames and passwords to those authorized by WCSO to access the system.

xxii. System will be permissions based to allow different users to have access to different privileges in the system as defined by WCSO.

xxiii. Desirable: Contractor’s system should offer biometrics for login by AICs.

xxiv. Desirable: The ITS should have the integration capability for Contractor or WCSO to turn telephones and tablets on or off remotely through any County softwareaccessible via the telephone or tablet.

IV.D PHONE CALLS - System Must:

i. Permit one-way outgoing calls that are prepaid, billed to the Payment Platform, or charged to the called party.

ii. Provide an automated operator system

iii. There must be provisions for the hearing impaired which comply with the Americans with Disabilities Act (ADA). See the “Telephone Hardware” and “Tablets” sections for further details on complying with the ADA.

iv. Provide equal service (i.e. free calls) to assist hearing-impaired inmates via Video Relay System. See the “Telephone Hardware” and “Tablets” sections for further details on complying with the ADA.

Provide Phone, Video, and Tablet Services to Adults in Custody

v. Provide international call services throughout Canada, Mexico, South and Central America, and to overseas destinations.

vi. Provide call services to County approved numbers such as the Prison Rape Elimination Act (PREA) Hotline, Parole and Probation department, local Public Defenders’ Office and other numbers as determined by County at no cost to County, caller or the recipient of the call.

vii. Telephones located in the Intake area will be configured to allow inmates to make a limited amount of free calls to landlines and cell phones, at no cost to the County. These calls shall otherwise comply with all requirements of the contract including recorded greetings to the call recipient, retention procedures and inclusion in queries and reports.

viii. The System shall:

1. Block all three-way calling, conference calling, and call forwarding unless the number is set up to allow call transferring.

2. The system shall not allow chain dialing and secondary tones, "hook switch dialing,” and other fraudulent activities. Inmates shall be required to hang up before dialing a new number.

3. Mute the inmate's ability to speak to the call recipient until the call is accepted.

4. Not allow the inmate to hear the recipient until the call is accepted.

5. Permit a called party to block all future calls from the County jail.

6. Block calls to Restricted Numbers on a system-wide basis or a specific AIC basis, as directed by

WCSO.

a. Restricted numbers will be verified by WCSO and programmable by the Contractor via JMS integration or WCSO staff into the ITS.

7. Calls may be blocked for collect calls to Unbillable Numbers or when the call recipient refuses to pay for calls. However, for any number that is blocked related to the inability or failure of the call recipient to pay past or current charges, the call recipient and inmate shall be provided the opportunity to complete the call by a prepaid format. If both the call recipient and inmate decline to continue the call in a prepaid format, the service provider may block / not authorize the call to continue.

8. Flag, archive, and have the ability to generate reports for unauthorized call attempts / activity to restricted numbers for call periods as specified by the County.

9. Provide the ability for authorized County staff to selectively monitor call activity in real time without detectable deterioration of call quality or call interruptions and ability to immediately terminate any call.

10. Provide for all calls to be monitored, recorded, and archived, with the exception of calls made to Unmonitored Numbers. Phone numbers for attorneys, including the Public Defender Offices, Oregon State Bar Association and other government officials will be identified as unmonitored numbers by the County.

Provide Phone, Video, and Tablet Services to Adults in Custody

a. Phone numbers for criminal defense attorneys must be verified by the County and shall be programmable by the Contractor or the County into the ITS. Contractor shall not delete, add or change any Unmonitored Number without approval of WCSO.

11. ITS shall provide sufficient security safeguards to preclude fraudulent use of the system. Such safeguards shall include, but not be limited to:

a. The prevention of incoming calls

b. Detection and rejection of outgoing calls to Restricted Numbers and provide prevention of attempts to initiate 3-way calls, call forwarding, and calls to non-billable numbers.

12. Have the capability to record the content of all telephone connections.

13. The recorded call must be stored for retrieval for a period designated by the County. The system must have the capability to transfer the recorded calls to removable media for archiving or review.

14. Contractor must have the ability to search, access, and seal stored calls. System shall have the ability to deliver call/call records at the request of the County or pursuant to a court order, which shall be done at no cost to County.

15. Provide for automated turn on and shut off Telephones at times designated by WCSO and for the immediate manual system shut off by WCSO staff.

16. The system shall allow multiple approved County staff to simultaneous access the system without compromising security or prevention of unauthorized use and access to the system.

ix. The ITS must have the ability to locate and provide information in a format that can search, at minimum, using the following criteria;

1. Inmate PIN

2. Date and time

3. Telephones individually or by groups

4. Call type (i.e. Payment Platform, collect, free)

5. Facility and facility locations (housing units)

6. Called number

7. Call status including incomplete and complete calls.

x. The system shall provide automated greetings and instructions to the called party as specified by the County. During the initial automated greeting and instructions, there shall not be a call connection with the inmate until there is acceptance from the called party. These instructions will not be provided for calls that have been identified as Unmonitored Numbers.

xi. Automated call instruction/announcements/prompts shall be in English and Spanish and announce that the call may be recorded or monitored with active consent from the called party.

xii. Phone system shall provide a one-minute warning notice advising the call duration time is about to expire.

Provide Phone, Video, and Tablet Services to Adults in Custody

xiii. Phone system should have an available voicemail option for friends and family to leave messages for the AIC.

xiv. ITS should be configured so the AIC’s can only log into a telephone in the housing unit they are assigned to. For example, an inmate assigned to Pod 1 cannot log into the telephone in Pod 5 using their PIN.

IV.E TELEPHONE HARDWARE

Telephones shall have the following features:

i. Contractor shall provide all telephones, software, wiring, cabling, conduit, jacks, plates, and related hardware at no cost to the County.

ii. All Telephones shall be of rugged construction, stainless steel, or in combination with a corrosion resistant finish, and suitable for use in high use and high abuse corrections environments. All telephones must be water resistant and fireproof.

iii. Telephones shall be suitable for the indoors, have a touch-tone, shockproof metal twelve-button keypad.

iv. All handsets, ear and mouthpieces, shall be of heavy-duty construction with no removable parts, and installed in such a manner that no safety hazard is present to the user. Telephone may also be hands free for higher security areas.

v. The Contractor shall provide devices with the ability to increase and lower volume to accommodate AIC’s with hearing disabilities.

vi. The Contractor shall provide TTY device and applicable relay service to meet reasonable accommodations for those AIC’s with hearing disabilities.

vii. Telephones shall be configured with a braided steel receiver cord twelve (12) inches in length, unless the County requests an alternate length, to reduce the risk of suicide by hanging.

viii. The wall mounted Telephones shall be mounted to cement wall, block wall, or stainless-steel shrouded columns. All telephones may have key-locked mountings to the wall.

ix. All telephones must be securely fastened to the wall with security hardware approved by the County. The County reserves the right to pre-approve mounting and installation.

x. Telephones shall be for outgoing calls only and shall not be capable of accepting coins or credit cards as payment. Contractor shall not use converted coin phones.

xi. Contractor system must include equipment protection from power surges and outages.

xii. Contractor shall complete full installation with all wiring and fastening of the Telephones, including cabling, wiring, conduit, cross-connect jacks, plates, and related hardware, if needed.

xiii. All electrical equipment must be installed in compliance with National Code and local requirements.

Provide Phone, Video, and Tablet Services to Adults in Custody

xiv. Telephones must be line powered such that, the Telephone does not require separate electrical power at the device. Telephones shall be specifically designed for use in a correctional environment and must be approved by County before installation.

xv. Section 255 of the United States Telecommunications Act requires telecommunications products and services are to be accessible to people with disabilities.

1. To accommodate the visually impaired, Contractor must provide telephones with braille on its equipment, to include braille touch pads and nearby telephone instructions. The use of braille will be available on all telephone stations.

2. To accommodate the hearing impaired, Contractor must provide options to for a telecommunications device for the deaf (TDD). An example of a common device is a teletypewriter (TTY), which is an electronic device for text communication over a telephone line.

County is requesting two (2) TDD devices. Each TDD device will be tested monthly, onsite, by the Contractor. The onsite tester will report their testing results to the WCSO Jail ADA Coordinator.

IV.F TABLETS

i. Security

1. Each inmate shall be provided a unique login and password to receive their content

2. Inmates will not be assigned a tablet.

3. System will have security features which prohibits inmates from loading anything on the Tablet, accessing anything other than approved content through the intranet or modify any items on or through the Tablet.

4. Tablets shall not allow access until the inmate is logged in.

5. If an inmate attempts to access system settings or administrative functions, the tablet should immediately shut down and a notification alert sent to the County and Contractor. The inmates log-in shall automatically be locked to prevent any use or accessing until cleared by the County.

6. Tablets and Streaming content shall be free of any marketing and advertisements without the express written consent of the County.

7. Shall allow the County the ability to download or upload PDF files and documents remotely and be immediately accessible by an individual, groups of individuals and a specific population instantaneously. Uploaded documents shall have features to identify and track required signatory and signature points if needed.

8. System should include software that allows for zooming on the screen, preferably through finger spreading on a touch screen.

9. Tablets shall be configured so that inmates can only log into a tablet in the housing unit they are assigned to. For example, an inmate assigned to Pod 1 cannot log into the tablet using the PIN of an inmate that is in Pod 5.

10. The system shall provide strict single use log in. An AIC PIN/account may only be in use for one device at a time.

Provide Phone, Video, and Tablet Services to Adults in Custody

11. The ITS should have the capability of restricting or terminating selected features determined by the county.

12. System shall provide a platform via tablet or kiosk device for AIC’s to conduct video visitation with individuals outside of the facility (see Software/Features section)

13. Desirable: The capability to make phone calls and/or text messaging through Contractor’s ITS in the same manner as a landline. The phone calls and/ or text messaging completed via the Tablets must conform to all requirements and mandatory features for the ITS as set forth in this

RFP.

14. Desirable: Security features to ensure contents on any Tablet cannot be shared electronically or physically with others through the use of biometrics.

ii. Hardware

1. The vendor shall provide all hardware.

2. All tablet equipment will be state of the art, resistant to physical abuse, waterproof, and considered user friendly by a group of stakeholders selected by County. The tablets shall be sturdy, vandal resistant and composed of durable, tamper-free equipment suitable for a detention/corrections environment.

3. Tablet stations must comply with any ADA requirements. Any other equipment required to comply with ADA requirements must also be provided at no cost to the County.

a. Section 255 of the United States Telecommunications Act requires telecommunications products and services are to be accessible to people with disabilities.

b. To accommodate the visually impaired, Contractor must provide options to allow for voice-activated tablets. This ensures visually impaired people have equal access to services. Contractor must provide a sufficient number of tablets equipped with voice-over capabilities. The quantity will be determined by the county. All tablets equipped with voice-over capabilities will be tested monthly, onsite, by the Contractor. The onsite tester will report their testing results to the WCSO Jail ADA Coordinator.

c. To accommodate the hearing impaired, Contractor must provide options to allow for a Video Relay Service available 24 hours a day, 7 days a week. The Contractor must provide a sufficient number of tablets with a telecommunications application, such as “Purple Communications,” to allow a hearing-impaired person to communicate in American Sign Language with voice telephone users utilizing a certified interpreter. All tablets equipped with Video Relay Service capabilities will be tested monthly, onsite, by the Contractor. The onsite tester will report their testing results to the WCSO Jail ADA Coordinator. Quantity of Tablets will be determined by the county.

4. Vendor shall provide any necessary equipment, including but not limited to: charging stations, kiosks, and mounting equipment at no cost to the County.

a. If Kiosks are used, they must be made of sturdy metal, institutional or equivalent housing with protective cords, finishes, and mountings suitable for use in a correctional facility.

Provide Phone, Video, and Tablet Services to Adults in Custody

5. The ability to connect earphones with the tablets must be an available. option for use with Contractor’s systems.

6. Tablets must have an AM/FM receiver built into the tablet.

iii. Software/Features

1. Contractor shall provide any applicable software, software maintenance and related updates.

2. Ample storage independent of the County network to meet retention requirements as provided by the County.

3. Desirable: The Contractor’s system should have the ability to suppress the audio of one caller (“Fade Out”) for portions of the recorded conversation to distinguish between the parties speaking.

iv. Video Visitation

1. The Video Visitation scheduling, user management and policy management must be web-based and allow for the county to facilitate visitation sessions and visitation operations based on the WCSO policies.

2. The system will provide a web-based video conference without visitors having to download any proprietary software on their computer to conduct the visit.

3. The system will provide a Multi-lingual inmate interface (English and Spanish at a minimum)

4. The system will display notifications to inmate and visitor, in English and Spanish, that their visit will be recorded and monitored.

5. The system will provide a web-based scheduling system to send an email to the visitor when a visit is scheduled, modified or canceled.

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

7. The system will provide for authorized personnel to quickly and easily schedule visitation sessions.

8. The system must be capable of setting varying visit duration as determined by the County.

9. The system should allow for multiple configurable options for screen resolution and bandwidth requirements.

10. The system will provide a management system that communicates with the video hardware at the time of the scheduled visit allowing the visitation session to automatically begin without staff involvement.

11. If a scheduled visit is canceled, the time slot should become available for scheduling.

12. The system will assign a unique visitation identification number for every visit for reporting and tracking.

13. Recordings will be in the form of a digital file and will not require proprietary equipment to review.

Provide Phone, Video, and Tablet Services to Adults in Custody

14. Recordings will be downloadable with the ability to save in a format acceptable to the County.

15. The system will provide a visual warning message to inform the visitor that the visit will be ending in five (5) minutes. A “count down” clock should be visible for visitation participants to signal the end of the time allotted.

16. The system will provide the ability to create and maintain a pre-approved visitor list unique to each inmate.

17. The system should provide high definition video streaming capabilities.

18. Stored video data will not integrate with the County Network. Stored video data will be securely housed in the Contractor’s systems.

19. Desirable: The system should provide a Video Visiting platform which allows “screen filtering” (only showing a person’s face). Desirable: The system should allow for confidential video visits with legal counsel.

20. Desirable: The system should allow for attorneys to see if their client is logged into a tablet and request a video visit.

21. Desirable: Video visits that are Legal and confidential will not be recorded.

v. Grievances

1. System should include a complex grievance system that provides features which include, but are not limited to:

a. Ability for inmates to enter grievances on a kiosk or tablet platform.

b. Ability for County staff to access, monitor, review and comment on grievances and respond from a web-based platform on county terminals.

c. Multiple response levels with the ability to enter internal notes.

d. Ability to create multiple categories or topics of grievances.

e. Ability to have four levels of grievances and appeals.

f. Ability to administratively close a grievance.

g. Ability to run multiple reports including, but not limited to: by year and by level of grievance.

vi. Inmate Requests

1. System should include the ability for inmates to enter a request in Contractor’s system which can also interface with other County software systems, for a range of needs including but not limited to: Medical requests and General inmate requests.

vii. Commissary and Ordering

1. Vendor will have the capability to interface system with the County’s current banking and commissary vendors to allow inmates to use their trust fund accounts to purchase services and goods.

Provide Phone, Video, and Tablet Services to Adults in Custody

2. Contractor will interface with any new service provider at no cost to the County.

3. System should have the capability to place, change, or cancel orders.

viii. Messaging

1. System should have the capability to allow inmates to send and receive messages to friends and family (non-legal correspondence)

2. Ability to retrieve copies of messages

3. Ability to search and flag messages by words/terms

4. Notification of denied messages or photos

5. Desirable: System could have the capability to allow inmates to send and receive confidential legal correspondence

ix. Entertainment and Education Content

1. Contractor Shall provide entertainment content. Content will be approved solely by the County prior to being made available. Services would minimally include music, books, and games.

2. Contractor is responsible for providing a sufficient description of the content to allow WCSO to approve without the necessity of viewing each item.

3. System shall have the ability to grant access to internet sites solely approved by the County.

4. Contractor shall provide free educational content approved solely by the County

5. System shall allow County to upload content.

6. Contractor’s intranet system for the tablets shall allow other content provided or arranged by WCSO to be available for the inmates at no cost. This content may include, but is not limited to, educational materials and content provided free of charge to County and Inmate by other companies or entities, such as books from libraries.

x. Reference Material

1. System shall provide a PDF viewer or other document viewing application. The documents must be able to be organized by tabs or files for easy viewing. Contractor shall preload documents provided by WCSO at start of contract and as requested throughout the term of the contract at no cost.

2. System shall allow for a law library software program either provided by the vendor or the County.

3. Desirable: System could provide a criminal discovery review option.

IV.G PAYMENT, CHARGES and BILLING

Vendor shall provide a payment, charging, and billing platform.

Provide Phone, Video, and Tablet Services to Adults in Custody

i. Proposals must include a proposed Payment Platform with a discussion of what it will include and how it will interface with the County and systems of other vendors.

ii. The County desires to contract with a vendor who will assure that calls are billed, the costs of services and equipment are paid, and customer service is handled while providing the lowest cost possible to the AICs and their friends and family.

iii. The proposal should explain how the inmates will access the Payment Options, and how funds in and out of the Payment Options will be tracked for the inmate.

1. Provide the payment options for all Users including for collect, prepaid, and Payment Platform calls.

2. The County will not be responsible for any uncollectible charges, including but not limited to incomplete calls and bad debt on collect calls.

3. Contractor shall not bill Users for incomplete calls (e.g., network intercept recordings, busy signals, no-answers, etc.).

4. All billing must be direct to the inmates or third parties, such as family members, without involvement of the County.

5. Alternate methods of payment, other than collect calling such as debit cards and pre-paid must be provided as options at no cost to the County.

6. The Contractor may not pass on or pass through to the customer paying for collect calls, any charges other than those clearly identified to the County up front.

iv. Contractor’s Payment Platform must meet the following minimum criteria:

1. Efficiently interact with the commissary vendor or any county banking systems, to allow inmates to use funds in their inmate account to pay for services.

2. Ability to efficiently and immediate transfer money from the inmate’s account to and from the Contractor’s Payment Platform.

3. Ability to accept funds for inmates, including funds from family and friends, for placement in an account established and operated by Contractor for use by an inmate.

v. Contractor is responsible for the billing and collection of all inmate calls in accordance with FCC and Oregon Public Utilities Commission (OPUC)

vi. Contractor is responsible for revising and updating billing and collection practices to comply with changes in law, including regulations, and with court orders and decisions.

IV.H QUERY, ANALYTICAL, and MONITORING TOOLS

Contractor shall provide tools to monitor and analyze all system activities

i. The Contractor’s systems shall have the ability to allow WCSO staff to query, print, download, and e-mail reports by any combination of, at minimum, the following: location, PIN, phone, number dialed, time/date, duration, call type, and call status.

Provide Phone, Video, and Tablet Services to Adults in Custody

ii. The Contractor’s system shall provide WCSO the ability to reverse lookup of phone numbers called to provide information on called party including but not limited to the type of number called (e.g. landline or cell number), called parties telephone carrier, account holder name and address. This information shall be available by a simple search query.

iii. System should provide analytical and query features for linkages, relationships, associations, and mapping of data points; data mining, data analytics, data visualization; and predictive modeling.

iv. The Contractor’s system shall allow for individual call retention or batch retention based on an identified search criteria.

v. The Contractor’s system shall be capable of generating a variety of management reports and call detail reports. The system shall be able to identify calls by time, location, specific Telephone or Tablet, inmate PIN, and/or number called. The system shall also be able to identify call trends, such as a reduction in call volume, which may be an indication of a possible maintenance problem.

vi. The System shall include an alert system that will detect and notify Contractor and/or WCSO Staff of any call made to a restricted number, calls made by restricted pin numbers, or log ins that were blocked for lack of authority. There shall be report capabilities allowing the County to review and monitor the activity of these calls.

vii. Desirable: The Contractor’s system should be capable of searching calls using a “Key Word” search. The system should provide automatic transcription for the identified calls. Call content should be transcribed so to be easily searched by word.

IV.I ONSITE EQUIPMENT

i. The Contractor shall have its own network for its systems. The Contractor shall not run its system on the County’s network.

ii. The Contractor’s equipment shall be properly maintained, updated and serviced, throughout the life of the contract, including computers, computer systems, hardware, and equipment

iii. The Contractor shall obtain WCSO’s approval of all systems and applications before installation. County maintains the right to decline at its discretion any proposed systems, modifications and/or application.

iv. The Contractor shall acquire, maintain, and pay for internet access sufficient to operate and manage the system to its maximum designed capacity.

IV.J MAINTENANCE/REPAIRS/CUSTOMER SERVICE

Contractor is responsible for all maintenance and repairs to all Contractor’s systems and hardware. Contractor must provide robust customer service.

i. A single point of contact with the Contractor, via a toll- free telephone number and an e-mail address, must be provided and maintained by the Contractor for reporting all inmate telephone

Provide Phone, Video, and Tablet Services to Adults in Custody problems. The toll-free maintenance/repair telephone number shall be answered by a live operator twenty-four (24) Hours per day, every day of the year.

ii. All equipment, including installed items shall remain the sole and exclusive property of the Contractor and Contractor’s sole responsibility.

iii. Contractor shall provide all necessary labor, parts, materials, technical personnel and transportation to maintain the ITS, including all Telephones, Tablets and related equipment, in good working order.

iv. Contractor shall perform preventive maintenance including all maintenance for compliance with the equipment manufacturer's specifications throughout the term of the contract.

Contractor should prepare Monthly Maintenance Reports that include:

1. The nature and scope of the Preventative Maintenance performed. This includes monthly testing VRS and TTY services to ensure functionality.

2. Identifying any problems or indications of any security risks.

3. All routine or scheduled maintenance that could affect access to Telephones, Tablets, and/or billing generation shall be conducted during the off-peak hours of 10:00 pm to 06:00 am.

v. County will not be responsible for any damage to equipment.

vi. Contractor shall develop procedures and schedules and conduct monthly Preventive Maintenance on Contractor’s systems and all equipment.

vii. Contractor shall provide the schedule and procedures to the County's Contract Administrator.

viii. The Contractor’s…