RFP 212 - Bid Packet.pdf

Douglas County Sheriff’s Office Request for Proposals

Jail AIC Telephone and Video Visitation System

May 14, 2024

RFP NAME AND NUMBER: Jail AIC Telephone and Video Visitation System

RFP #212

RFP DESCRIPTION: Contractor to provide a “turn-key” system for AIC telephone and video visitation equipment and services.

CONTRACT ADMINISTRATOR: Lt. Clayton Ruble

Telephone Number: 541-440-4504 Email: Clayton.Ruble@douglascountyor.gov

PROPOSALS ARE TO BE SENT TO: Douglas County Management and Finance Dept Attn: Purchasing Manager 1036 SE Douglas Avenue, CH Rm 301 Roseburg, Oregon 97470

MANDATORY PRE-PROPOSAL June 4, 2024 at 1:00 PM CONFERENCE AND FACILITIES TOUR: Douglas County Sheriff’s Office Conference Room 1036 SE Douglas Avenue, Justice Bldg Rm 210 Roseburg, OR 97470

PROPOSAL DUE DATE: June 18, 2024 by 2:00 PM

Requirements: Interested Proposers are required to comply with all requirements of the RFP. A copy of the RFP and any and all clarifications issued shall be obtained from the County’s website:

https://douglascounty-oregon.us/Bids.aspx

Furthermore, all notices concerning this solicitation shall be posted to the aforementioned website.

Notices shall include, but are not limited to revisions, addenda, clarifications and answers to Proposers’ questions.

mailto:Clayton.Ruble@douglascountyor.gov

TABLE OF CONTENTS

PART 1 NOTICE TO PROPOSERS

PART 2 INSTRUCTIONS TO PROPOSERS

PART 3 SCOPE OF SERVICES

PART 4 SELECTION CRITERIA AND SCORING

ATTACHMENT A PROPOSER CERTIFICATION & IDENTIFICATION FORM

ATTACHMENT B PROPOSED CONTRACT

PART 1—NOTICE TO PROPOSERS

Request for Proposals for Jail AIC Telephone and Video Visitation System

RFP # 212

DOUGLAS COUNTY, OREGON

The Douglas County Sheriff’s Office is requesting proposals from qualified entities or persons to provide a “turn-key” system for Adult In Custody (AIC) telephone and video visitation equipment and services for the Douglas County Jail, located at 1036 SE Douglas Avenue, Roseburg, OR 97470.

Sealed Proposals for the project described herein must be received by the Douglas County Purchasing Manager, 1036 SE Douglas Avenue, CH Room 301, Roseburg, OR 97470, NO LATER THAN June 18, 2024 by 2:00 PM. Proposals received after the due date and time will not be considered. Proposals may not be withdrawn after the time set for opening.

A mandatory pre-proposal conference and facilities tour is scheduled for June 4, 2024 at 1:00 PM, and will be held at the Douglas County Sheriff’s Office Conference Room, located at 1036 SE Douglas Avenue, Roseburg, OR 97470.

Proposers must view and obtain solicitation documents from the Douglas County Bid Documents Website: https://douglascounty-oregon.us/Bids.aspx .

The Douglas County Board of Commissioners reserves the right to reject any or all Proposals, to waive technicalities, and to award the contract to the highest scoring responsive responsible Proposer. The Douglas County Board of Commissioners may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject all Proposals upon a finding that it is in the public interest to do so.

PART 2—INSTRUCTIONS TO PROPOSERS

DOUGLAS COUNTY, OREGON

PROPOSALS DUE: JUNE 18, 2024 BY 2:00 PM

1 PURPOSE OF REQUEST FOR PROPOSALS:

This RFP solicits Proposals to provide a “turn-key” system for AIC telephone and video visitation equipment and services (also referenced herein as “the system”) for the Douglas County Jail (“the Jail”), administered by the Douglas County Sheriff’s Office (“DCSO” or “the County”).

A contract resulting from this RFP will be a concession-type contract whereby the Proposer will provide all AIC telephone and video visitation equipment and services without cost to the County and pay the County an agreed upon commission percentage of gross revenue generated from AIC communications, subject to limitations and requirements of ORS 169.681.

The intent of this RFP is to identify a Proposer that has a level of specialized skill, knowledge, and resources to perform the services described in this RFP. Call quality is the primary consideration in the selection process, with qualifications, performance history, expertise, knowledge, the ability to exercise sound professional judgment, and price (commission revenue) as additional important considerations.

The County intends to select the highest scoring responsive responsible Proposer based on the evaluation criteria stated in this RFP. This RFP is intended to provide interested entities or persons with sufficient information to prepare and submit a Proposal for consideration by the County.

2 DEFINITIONS:

2.1. As used in this Request for Proposals (“RFP”):

2.1.1. “Addendum” means any document issued by the County to modify the terms and conditions of this RFP or the prospective Contract Documents.

2.1.2. “Applicable Laws” means all codes, statues, rules, regulations, orders, ordinances, and other legal requirements of federal, state, and local governmental bodies, and agencies.

2.1.3. “Board” means the Douglas County Board of Commissioners.

2.1.4. “County” means Douglas County, Oregon.

2.1.5. “Contract” or “Contract Documents” means the documents that govern the contractual rights and obligations of the Parties concerning the Services, including Douglas County’s General Provisions for Procurement of Goods and Services, Special Provisions, Specifications, Addenda pertaining to other Contract Documents, the Proposal accepted by the County, the Contract, and Amendments.

2.1.6. “Contract Administrator” means the person named in Subsection 4.2.

2.1.7. “Contractor” means the successful Proposer selected by the County through this RFP who enters into a contract with the County.

2.1.8. “Entity” means any association, partnership, corporation, limited liability company, joint venture, or other legal entity.

2.1.9. “Person” means a natural person.

2.1.10. “Proposal” means a written offer to perform the Services. The terms “Bid” or

“Offer” may be used in the RFP documents and the Contract Documents to refer to “Proposal.”

2.1.11. “Proposer” means a person or entity who submits a proposal in response to this RFP. The term “Bidder” or “Offeror” may be used in the RFP documents to refer to “Proposer.”

2.1.12. “Request for Proposal Documents” or “RFP Documents” means this form, Addenda, and attachments and exhibits to this form.

2.1.13. “Reviewers” means the Contract Administrator and other representatives of the County who review and evaluate proposals.

2.1.14. “Will”, “shall”, and “must” signify mandatory obligations.

2.2. Unless otherwise stated, words and phrases used in this RFP that are not defined in

Subsection 2.1 will have the generally accepted meaning in Contractor’s trade.

2.3. When not inconsistent with the context, words in the plural number include the singular and words in the singular include the plural.

3 SCHEDULE OF EVENTS:

3.1. The following schedule of events shall be followed for this RFP:

RFP #212 Release May 14, 2024 Mandatory Pre-Proposal Conference and Facilities Tour

June 4, 2024 at 1:00 PM

Deadline to submit written questions and requests for clarification

June 11, 2024

Deadline to protest RFP Document provisions June 11, 2024 Proposals Due Date June 18, 2024 by 2:00 PM Proposal Opening June 19, 2024 Issuance of Intent to Award contract by July 1, 2024 Deadline to protest Intent to Award No later than 7 calendar days after issuance of Intent to Award Contract will be signed by TBD System installed and ready for use by County by September 1, 2024 Training of DCSO personnel in use of system TBD

3.2. Pre-Proposal Conference:

3.2.1. The County will hold a mandatory pre-Proposal conference and facilities tour to answer general questions and to clarify any requirements or issues.

All Proposers are required to attend. A Proposal will not be accepted from a Proposer for whom an authorized representative does not attend.

Proposers should meet in the lobby of the Douglas County Sheriff’s Office, located at 1036 SE Douglas Avenue, Roseburg, Oregon 97470.

3.2.2. The pre-Proposal conference and facilities tour is a forum in which prospective Proposers may request in writing changes to the requirements contained in this RFP. However, changes to the RFP, if any, will be in the form of written addenda to the RFP only. Comments, instructions, or information concerning the specifications or requirements applicable to the RFP made orally by County representatives are not binding unless the County issues a written addendum.

3.2.3. DCSO will conduct background checks on the representatives of prospective Proposers who attend the pre-Proposal conference and facilities tour before admitting them into DCSO secure facilities. The Contract Administrator must receive the following information about each representative who will attend at least one week prior to the pre-Proposal conference: full name(s) (first, last, middle); date(s) of birth; and driver’s license number(s).

3.2.4. Each Proposer is limited to no more than two representatives at this conference. A prospective Proposer should send a representative(s) with extensive knowledge of the prospective Proposer’s business operations, both technical and service-related.

3.3. The County reserves the right to change the foregoing schedule as it deems necessary or appropriate.

4 CORRESPONDENCE AND INFORMATION CONCERNING RFP:

4.1. To ensure fair consideration for all Proposers, the County prohibits communication of any kind relating to this RFP with any County department, bureau, or employee during the submission and award process, except as provided in this Section. Such communications, when initiated by a Proposer, may be grounds for disqualifying the offending Proposer from consideration or award of the Contract or a future contract with the County.

4.2. Lt. Clayton Ruble is the sole source of information concerning this RFP. Proposers are advised that no other source is authorized to give information concerning, or to explain or interpret, the RFP Documents. Except as otherwise specified in this RFP, all correspondence, including written questions and objections, pertaining to this RFP must be directed to the Contract Administrator at:

Lt. Clayton Ruble Contract Administrator 1036 SE Douglas Avenue Roseburg, OR 97470 Telephone Number: 541-440-4504 Email: Clayton.Ruble@douglascountyor.gov mailto:Clayton.Ruble@douglascountyor.gov

4.3. This RFP is intended to provide prospective Proposers with sufficient information to prepare and submit Proposals for consideration by the County. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of this RFP. Proposers should request clarification if needed. All requests for interpretation or correction shall be in writing and addressed to the Contract Administrator no later than June 11, 2024.

4.4. Any prospective Proposer who contends that the provisions of this RFP or any aspect of the procurement process will encourage favoritism in the award of the contract for services or substantially diminish competition must file a written protest to the RFP no later than June 11, 2024. Failure to file a protest will be deemed a waiver of any claim by a Proposer that the procurement process violates any provision of law or this RFP. If protests are filed, the County may elect to postpone opening Proposals without invalidating this RFP or any Proposal.

5 AMENDMENTS & RFP ADDENDA:

5.1. The provisions of this RFP cannot be modified by oral interpretations or statements, which shall be deemed inadmissible in any protest proceedings. If inquiries or comments by Proposers raise issues that require clarification by the County, or if the County decides to revise or modify any part of this RFP, the County will issue RFP addenda on the Douglas County website’s “Bid Documents” web page, which may be found at:

5.2. It shall be a Proposer’s responsibility to monitor the “Bid Documents” web page regularly while the RFP is open for addenda and other notices provided in connection with this RFP.

5.3. Proposers must clearly acknowledge receipt of addenda issued by signing and returning each addendum with their Proposal. Failure to do so may result in Proposal disqualification.

6 COST OF PROPOSALS: The County will not reimburse any Proposer for costs incurred in preparation, submission, and presentation of a Proposal, including attendance at the mandatory pre-Proposal conference and facilities tour and vendor demonstration meeting.

7 INTENTIONALLY BLANK.

8 FORMAT OF PROPOSAL:

8.1. All Proposals shall be submitted in the format described in this Section.

8.2. In order to be considered for selection, a Proposer must submit a complete, succinct response to this RFP. A Proposal should be prepared simply and economically, providing a thorough, concise description of the Proposer’s qualifications to provide the services.

8.3. All Proposals shall be typed. No handwritten proposals will be accepted. Erasures or other changes must be initialed by the person signing the Proposal. All Proposals shall be signed in ink by a person who is authorized to represent the Offeror.

8.3.1. A Proposal from a partnership shall be signed by at least one partner.

8.3.2. A Proposal from a professional corporation shall be signed by the president, the chief executive officer, or other person authorized to act on behalf of the corporation. It shall include evidence of the corporate officer’s authority to sign, and identify the state of incorporation.

8.3.3. A joint Proposal from two or more firms shall be signed by the representative of each firm.

8.4. The name and title of the person signing the Proposal must be typed below the signature.

8.5. The County requires contractors to provide their Federal Employer Identification Number

(FEIN) or Social Security Number (SSN), as applicable. The County may report this information to the Internal Revenue Service (IRS). Contractors must keep this information current at all times. Contractor is required to notify the Contract Administrator within 10 business days if this information changes. The County shall collect the applicable tax identification information prior to signing a Contract.

9 CONTENT OF PROPOSALS:

9.1. The contents of the Proposal will become part of the Contract if accepted by the County.

9.2. Proposals must contain sufficient information for the County to determine which Proposer will be most qualified to furnish the services. Proposals may include information that is not specifically requested in this RFP if information is pertinent to the proposed contract. Each Proposal shall contain a clear and full statement of the Proposer’s qualifications to provide the services.

9.3. The Proposer selected by the County will be required to enter into a contract to provide a jail

AIC telephone and video visitation system, as specified in this RFP.

9.4. A Proposal must include the following information within a Cover Letter:

9.4.1. The name and business address of the Proposer.

9.4.2. The name, telephone number, and email address of a representative of the

Proposer for communications with the County regarding the Proposal;

9.4.3. If the Proposer is an entity, the nature of the entity (e.g., corporation).

9.4.4. If the Proposer is a corporation, the state of incorporation.

9.4.5. A statement of whether or not the Proposer is a “Resident Bidder” who has paid unemployment taxes or income taxes in Oregon during the 12 calendar months immediately preceding submission of the Proposal and who has a business address in Oregon.

9.4.6. A statement that the Proposer has read the RFP and affirms that the Proposer agrees to be bound by the terms contained within this RFP.

9.4.7. An acknowledgement of receipt of each Addendum. Failure to do so may result in Proposal disqualification.

9.5. A Proposal also must include the following information and attachments, in the order requested below:

9.5.1. A statement indicating how the Proposer’s system will interface with the

County’s existing jail management systems. The Proposer should provide examples of other facilities in which its system interfaces with jail management systems similar to those of the County and information about the technical means that will be used to effect the interface.

9.5.2. A sample schedule and plan for installation of equipment and DCSO personnel training.

9.5.3. A description of the proposed system’s security measures and how the system identifies the AIC initiating the communication.

9.5.4. A list of the required on-site infrastructure, such as servers, software, etc.

9.5.5. A description of the call quality for the services. Include information on (1) the average number of dropped calls and the average number of complaints concerning call quality the Proposer has received in the last two years, and

(2) how the Proposer will address issues with call quality that may arise.

9.5.6. A list of commission rates for completed communications. Total cost may not exceed tariffs allowed under applicable laws, regulations, and regulatory agency policies. Commission rates shall comply with ORS 169.681.

9.5.7. A list of the proposed per-minute rates the Proposer will charge pursuant to

ORS 169.683(3).

9.5.8. A sample report containing the information required by ORS 169.683(2).

9.5.9. A description of how electronic information, such as the Jail’s AIC rules and policies, placed on kiosk screens may be updated periodically.

9.5.10. A description of network connectivity requirements, including bandwidth needs, and an explanation of system connectivity requirements for network and internet access.

9.5.11. A description of the power requirements of the proposed system for kiosks.

9.5.12. A description of how the proposed system processes credit/debit card payment information. Be specific as to whether the system utilizes telephone lines or the internet.

9.5.13. A description of how the proposed system will ensure the security of information stored or transmitted electronically in connection with the use of the proposed system, including PCI compliance, and a statement that the Proposer will indemnify, defend, and hold harmless the County against third-party claims for any data security breach occurring in connection with use of the proposed system.

9.5.14. A description of how system updates to the telephone and video kiosks are performed and how Jail personnel are notified of the updates.

9.5.15. A description of the system’s ability to minimize downtime and recover from system failure.

9.5.16. A description of how security for voice, video, and data is maintained during transmission, when stored, and when monitored and accessed. Specify specific security measures employed.

9.5.17. A description of how the system schedules video visits, and whether the system has the capability to schedule in-person, on-site visits at the Jail, also.

9.5.18. A list of five (5) client references, preferably from Oregon or Pacific

Northwest clients with facilities similar in size to those for which the proposed system would be provided from the County, for which the Proposer has provided telephone and/or video visitation systems. The following information should be included for each reference:

Client name and contact person Client contact information (address, telephone and fax numbers, email address) Description of services and equipment provided Dates of service provided

9.5.19. A description of additional services, if any, that are related to the services of the contract intended to result from this RFP but are not specifically required by it.

9.5.20. A statement indicating either acceptance of the County’s proposed contract provisions or suggesting reasonable alternatives that do not substantially impair the County’s rights under the contract. Unconditional refusal to accept the contract provisions proposed by the County without offering acceptable alternatives may result in the disqualification of the Proposer or a less favorable evaluation of its Proposal. The Proposer selected by the County will be expected to enter into a written contract in the form attached to this

RFP.

9.5.21. A statement indicating whether the Proposer will meet the insurance requirements of the contract. If the Proposer will not meet those requirements, describe the current level of insurance maintained by the Proposer.

9.6. Submissions must clearly respond to the elements listed above. The County reserves the right to request additional information from Proposers, in writing and/or in a meeting, pertaining to statements made within a Proposal that the County feels is necessary for clarification purposes. The County shall have the right to disqualify any Proposal as a result of the information gathered in its research.

10 SUBMISSION OF PROPOSALS:

10.1 In order to be considered, a Proposer must submit: one (1) copy marked as an original (signed in blue ink), signed by a representative of the Proposer who is authorized to bind the Proposer in contractual matters; four (4) copies of the Proposal; and (1) electronic copy (either on a CD or thumb drive).

10.2 Sealed Proposals must be delivered to the Douglas County Purchasing Manager by affixing the below label to the outside of the Proposer’s package and mailing or delivering them to:

Proposers mailing Proposals should allow extra mail delivery time to ensure timely receipt of their Proposal. Proposals received after the delivery deadline will not be considered.

The original Proposal (and copies) must be contained in a sealed envelope with the above Proposal Identification Label completed and attached to the outside package of the Proposal submitted. PROPOSALS SUBMITTED BY FACSIMILE OR EMAIL TRANSMISSION

WILL NOT BE ACCEPTED.

10.3 Proposals must be received by the Douglas County Purchasing Manager at the address listed above no later than June 18, 2024 by 2:00 PM. Late Proposals will be returned unopened.

10.4 By submitting a Proposal, the Proposer certifies that:

10.4.1. The Proposer has read and understands the RFP and the terms of the attached contract. After submitting a Proposal, a Proposer cannot assert that there was any misunderstanding concerning the requirements of the Contract Documents.

10.4.2. The Proposer is familiar with the conditions that will affect the Proposer’s performance, if the Proposer is selected to provide the services.

10.4.3. The Proposal has been made independently and is being submitted without any collusion, agreement, understanding, or planned common course of action with any other Proposer.

10.4.4. The Proposer is compliant with all applicable federal, state, and local tax laws.

10.4.5. The Proposer will comply with all federal, state, and local laws, regardless of whether they are specifically identified herein, applicable to participation in this RFP, public contracting, and provision of the services that are the subjection of this RFP.

10.4.6. The Proposer is an equal opportunity employer that presently complies and in the future will comply with all applicable provisions of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972 (42 U.S.C. § 2000) and all regulations thereunder (e.g., 41 CFR Part 60 et seq.);

Executive Orders 11246 and 11375; the Americans With Disabilities Act (42 U.S.C. § 12101 et seq.); and all federal and state civil rights laws applicable to the Proposer’s operations.

Douglas County Management and Finance Department 1036 SE Douglas Avenue, CH Rm 301 Roseburg, OR 97470

SEALED PROPOSAL FOR RFP #212

DO NOT OPEN

10.5 Proposals will be publicly opened on June 19, 2024, at the regularly scheduled meeting of the Douglas County Board of Commissioners, held at 1036 SE Douglas Avenue, CH Rm 217, Roseburg, OR 97470. The meeting begins at 9:00 A.M. Proposers who wish to be present at the time will be informed of the number and names of Proposers. No other information will be made available at that time.

11 AMENDMENT AND WITHDRAWAL OF PROPOSALS: A Proposer may withdraw its Proposal at any time before Proposals are opened by submitting a written request to withdraw to the Contract Administrator. A Proposer may amend its Proposal at any time prior to the Proposal due date by submitting a written amendment to the Contract Administrator. The amendment or withdrawal shall be executed by a duly authorized representative of the Proposer. Proposals cannot be amended after the Proposal due date. Proposals will be irrevocable for one hundred twenty (120) days after they are opened or until the County specifically rejects the Proposal or executes a contract with another Proposer, whichever shall occur first.

12 EVALUATION OF PROPOSALS:

12.1 Proposals will be reviewed and evaluated by the Contract Administrator and other representatives of the County. The reviewers may request supplemental information from a Proposer concerning the Proposer’s Proposal. The Proposer shall respond promptly to the request. Proposers shall not submit supplemental information without the approval of the Contract Administrator.

12.2 The County may make such investigations as it deems appropriate to determine whether a Proposer is qualified to provide the services. A Proposer may be requested to provide supplemental written information concerning the Proposer’s ability to provide services and provide written authorization for third parties to provide information to the County concerning the Proposer.

12.3 The County may interview any Proposer, but it is not required to interview all Proposers. In an interview the Proposer may be allowed to expand upon information contained in the Proposal.

12.4 The County shall give preference to goods or services that are manufactured or produced in

Oregon if price, fitness, availability, and quality are otherwise equal, and shall add a percent increase to the Bid of a Nonresident Bidder equal to the percent, if any, of the preference given to the Bidder in the state in which the Bidder resides.

12.5 The reviewers may consider information that is pertinent to the Proposer’s qualifications regardless of whether such information is specifically requested by this RFP, and other pertinent information obtained during the review process.

12.6 The County may reject a Proposal if it is non-responsive, incomplete, conditional, or otherwise irregular. The County may waive irregularities or deficiencies in a Proposal that the County deems to be minor or if waiver is in the best interests of the County.

12.7 If a Proposer fails to cooperate with an investigation; fails to provide supplemental information; provides false, misleading, or incomplete information; or otherwise materially undermines the selection process, the Proposer may be disqualified.

12.8 The County may correct any arithmetical errors in the Proposal.

12.9 The County may debar a Proposer pursuant to law.

12.10 The County will score the Proposals using the scoring system set forth in Part 4.

12.11 The County reserves the exclusive discretion to:

12.11.1 Determine whether to waive defects, irregularities or deficiencies in a Proposal;

12.11.2 Reject a Proposal that is irregular, incomplete, or non-responsive;

12.11.3 Determine whether a Proposer will be allowed to submit supplemental written information concerning the Proposer’s ability to perform the services;

12.11.4 Decide whether to interview a Proposer;

12.11.5 Reject a Proposal if the Proposer fails to comply with the requirements of this RFP;

12.11.6 Determine whether to disqualify or debar a Proposer;

12.11.7 Determine what information is pertinent to the review process and the importance of information;

12.11.8 Determine the intent, purpose, and meaning of any provision in this RFP;

12.11.9 Determine whether a Proposal complies with the provisions of this RFP;

12.11.10 Determine the appropriate score for each Proposal, using the evaluation criteria and scoring listed in Part 4; and

12.11.11 Select the Proposer best suited to provide the services.

12.12 The County reserves the right to accept one or more Proposals, accept only portions of Proposals, or reject all Proposals at its option.

13 EXECUTION OF CONTRACT:

13.1 The County intends to select the highest scoring responsive responsible Proposer. After the Contract Administrator and other representatives of the County score the Proposals, the reviewers will rank the Proposers, and the Contract Administrator will make a written recommendation on selection of the Contractor to the Board. The County will then issue a Notice of Intent to Award a Contract.

13.2 All Proposers not selected will be notified of the County’s decision. After the County selects a Contractor, any Proposer may review the evaluation documentation at the Douglas County Sheriff’s Office, 1036 SE Douglas Avenue, Roseburg, OR 97470. If there are disagreements with the outcome or questions regarding the selection process, Proposers must submit the questions or protest in writing to the Contract Administrator no later than seven (7) calendar days after the notice of intent to award has been issued. A written response will be issued for all timely questions or concerns.

13.3 If the County decides to execute a contract, the successful Proposer will be expected to sign a contract in substantially similar form to the sample contract attached to this RFP. The County reserves the right to add supplementary conditions to the proposed contract that it determines as a result of conducting the RFP are necessary to protect the public interest. The County reserves the right to negotiate a final contract that is in the best interests of the County and includes all terms necessary to protect the County’s interests and may, at its option, elect to negotiate general contract terms and conditions, services, pricing, and such other terms as County determines are in the County’s best interests.

13.4 If the successful Proposer fails to execute a contract and provide any document that is required by the contract within fifteen (15) days after the proposed contract is presented to the successful Proposer, the County will, either orally or in writing, formally retract the contract. The County may then accept the next highest scoring Proposal from a responsive responsible Proposer. The County may continue in this manner through successive Proposers until a contract is executed, or the County terminates the selection process.

13.5 The Board reserves the right to reject all Proposals.

14 PUBLIC RECORDS AND CONFIDENTIALITY:

14.1 Materials submitted to the County in response to this RFP and any subsequent contract negotiations or execution which may follow are subject to disclosure in response to public records requests under the Oregon Public Records Law.

14.1.1 No portion of any Proposal is confidential, notwithstanding a Proposer’s marking its Proposal, or sections of its Proposal, as confidential, proprietary, or otherwise exempt. Such designation must include an explanation of the legal basis for exemption of the specific materials from public records disclosure requirements. Materials not clearly marked as exempt from disclosure and/or which lack the required disclosure exemption explanation will be subject to disclosure in response to public records requests.

14.1.2 Designation of certain Proposal or contract documents as proprietary or confidential without further explanation as to why the Proposer believes them to be exempt from the Oregon Public Records Law’s disclosure requirements will not satisfy the foregoing requirements.

14.1.3 The County will endeavor in good faith to honor appropriate requests for exemption from disclosure, but the County reserves the right to make its own determination of whether Proposal or contract documents designated as exempt from disclosure requirements are in fact legally exempt. The County retains sole discretion to determine the applicability of the Oregon Public Records Law. The County makes no representations or assurances to Proposers that Proposal or contract documents designated by Proposers as exempt will not be disclosed in response to public records requests.

14.1.4 By submitting a Proposal, the Proposer accepts and agrees to the conditions contained in this Subsection 14.1 and to hold the County, and its officers, employees, and agents harmless for disclosures that the County deems, in the County’s sole discretion, to be required by the Oregon Public Records Law or other applicable laws.

14.2 For purposes of maintaining facility security, Proposers who participate in this RFP shall not publish, disseminate, or otherwise disclose to third parties any form of diagram, plan, map, drawing, photograph, or written or verbal description of Jail facilities or equipment except as necessary to prepare its Proposal.

14.3 Submission of a Proposal in response to this RFP shall constitute acceptance by the Proposer of the conditions in this Section 14.

PART 3 – SCOPE OF SERVICES

1 BACKGROUND INFORMATION:

This RFP solicits proposals to provide AIC telephone and video visitation services at the Douglas County Jail (“Jail”), operated by the Douglas County Sheriff’s Office (“DCSO”). The Jail, located in the Justice Building in Roseburg, Oregon, houses municipal, county, and state court pretrial detainees; AICs sentenced to serve jail time by municipal, county, and state courts; and AICs held and/or sanctioned for probation and parole violations. In addition, the Jail provides short-term “courtesy housing” for defendants, AICs, and prisoners held temporarily for other law enforcement agencies. The Jail’s population is typically between 185 and 230 AICs. A separate detention and shelter facility located in a building adjacent to the Justice Building houses juveniles for the Douglas County Juvenile Department. This RFP is for services to be provided to the Jail only.

The Jail currently has video visitation equipment that belongs to CIDNET. Personal visitation is limited to on-site, video communication between AICs and visitors. “Professional” visits (e.g., those by attorneys, clergy, law enforcement officers, etc.) occur in conference rooms located between the Jail’s reception area and secure facilities where AICs are housed. “Civilian” visits (e.g., those by AIC family members and friends, etc.) occur at windows, where internal communication telephones are located, between the reception area and secure AIC housing areas. Civilian and professional visitors are admitted to the reception area by Jail personnel who monitor and control the electronically locked entrance, which is located in a corridor of the Justice Building. The Justice Building is open to the public during business hours Monday through Friday.

2 MISCELLANEOUS CONTRACT PROVISIONS:

2.1. Contract Term: The intended contract term is three (3) years with two optional (by written mutual agreement) extension terms of one (1) year each.

2.2. Vendor Responsibility: With the exception of any wiring or cabling installed by the vendor within walls, floors, or ceilings of County facilities, all equipment and software provided by the vendor shall remain the property and responsibility of the vendor. All updates and upgrades are required, and will be the responsibility of the vender. The County will demonstrate reasonable care but will not be liable in the event of loss, destruction, or theft of vendor-owned equipment, software, or technical literature to be delivered or used in the installation of deliverables. If awarded a contract, the vendor shall retain total liability for the system, assume prime contractor responsibility for the contract, and be the sole point of contact with regard to system installation, maintenance, and training.

2.2.1. At least three weeks prior to any scheduled installation or maintenance, vendor shall provide DCSO with the names of any contractors or employees who will perform such installation or maintenance. DCSO will conduct a security clearance check on such individuals prior to them working in the Jail, even on a temporary basis. Any contractor or employee who does not satisfy the security clearance, at the sole discretion of the County, shall not be allowed access to the Jail.

2.3. Licensing: The vendor shall comply with any and all mandatory licensing requirements. If selected for a contract, the vendor shall furnish and install all equipment, cabling, miscellaneous hardware, and other materials in compliance with all applicable codes, whether local, state, or federal, and obtain all permits or licenses required for installation without cost to the County.

3 EQUIPMENT AND SERVICES TO BE ACQUIRED:

DCSO has approximately thirty-six (49) telephone units in AIC housing areas and eighteen (32) visitation units. DCSO wishes to add tablets for the AIC population. DCSO also requests all manual phone shut-offs be removed (Dorm-1, Command Center and Reception) and replaced with the ability to turn off, or suspend phone and kiosk use through the vendor’s program. Ideally, the video visitation kiosks would facilitate both AIC telephone calls and video visitation and would offer a wide variety of options such as management of AIC requests made from the kiosks, as well. While DCSO prefers that all of the functions be available through each individual kiosk, systems utilizing separate kiosks for phones and video visitation also will be considered. A principal goal of having AIC video visitation in the Jail is to reduce the costs and risks to DCSO of providing on-site visitation, which requires the movement of AICs within the Jail, assistance and monitoring of on-site visitors, and visitation-related recordkeeping. The County Information Technology Department will provide the Category 6 wiring standards and the installation will be the responsibility of the vendor.

DCSO currently uses an automated AIC commissary and trust accounting system provided by Keefe Commissary Network (“Keefe”) which interfaces with an automated law enforcement management software system provided by Executive Information Systems (“EIS”). The system to be obtained as a result of this RFP must interface with DCSO’s existing jail management systems.

4 DESCRIPTION OF REQUIRED SERVICE AND SERVICE CONDITIONS:

For the AIC telephone system, video visitation, and visitor phones, DCSO requires full-time (24 x 7 x

365) technical support. For a single-unit failure or malfunction, resolution of the problem must occur within twenty-four (24) hours of a call for service. For a multi-unit failure or malfunction, resolution of the problem must occur within four (4) hours of a call for service. DCSO would prefer a local tech to deal with the maintenance and repair issues that arise.

4.1. AIC Telephone and Video Visitation System Requirements: The following is a non-exclusive list of telephone and video visitation system requirements. The system must:

Interface with the Jail’s existing management systems, to verify and access AIC account balances and information.

Include a wall-mounted kiosk option to accommodate AIC housing areas with limited living space.

Record AIC telephone calls and video visit communications and archive recordings in an easily retrievable but secure, non-proprietary format for one (1) year or longer.

Allow DCSO staff to easily burn recordings onto CD/DVD in a non-proprietary format.

Provide the option to other law enforcement officials authorized by DCSO of remotely monitoring communications both as they are made and after they have been completed, preferably with automatic notification to the listener when calls are placed from or to specific individuals, numbers, or locations.

Provide documents such as AIC rules, policies, and announcements in electronic format on kiosks.

Automatically prevent use by AICs of direct dial, 1+, credit card, third-party billing, third-number dialing, or call forwarding.

Restrict the AIC to only be able to contact approved contacts. Approved contacts must be approved by the facility.

Allow the facility to create Global Contacts (contacts that all AIC’s can contact) and Attorney Contacts (Free and not recorded).

Allow the facility the ability to set phone capabilities (recorded, unrestricted contacts, free).

Have built in campaigns that can be displayed on TV’s in the tanks and dorms.

The campaigns can be edited and redistributed by the facility.

Use biometrics in the system to identify misuse and to transcribe for searchable words.

Include a law library on the tablets.

Include books on the tablets, and the ability for an AIC to purchase books that are not already on the system.

The facility would prefer the ability to give an AIC (2) free 5 minute calls a week.

Require a “positive” response by call recipients for completion of and acceptance of charges for calls placed by AICs before calls are accepted and communication between the AIC and call recipient commences; provide for use of caller voice PINs. Note: The system must begin recording the call when a voice PIN is provided, regardless of whether the call is accepted.

Provide multi-lingual, recorded warnings at the outset of and periodically throughout every call (except attorney-client calls, which shall not be monitored or recorded) to both the caller and the recipient of the call, that their communications may at any time be monitored, recorded, and subsequently used by law enforcement for criminal investigation and prosecution. A written text of all messages and prompts to be provided during calls must be pre-approved by DCSO, and the contractor must provide for future modification of the messages and prompts at DCSO’s request.

Provide DCSO staff the ability to block and unblock calling to specified telephone numbers or blocks of numbers. The system must allow the call recipient the ability to block AIC calls from the Jail. The system must provide the flexibility to easily restrict a single telephone or all telephones in the system from calling specific numbers(s).

Prevent AICs from accessing special service telephone numbers, including 1-800, 1- 900, directory assistance, or any other prefixes that allow for toll-free calling or the incurring of third-party fees or charges by the caller. The system must possess sufficient flexibility for DCSO staff to implement exemptions to access restrictions when appropriate.

Include a bi-lingual (English and Spanish) announcement at the outset of each call that the call is originating from the Douglas County Jail.

Allow DCSO staff to adjust the permitted duration of calls and assign different call duration parameters to individual telephones or groups of telephones.

Provide a message during the call warning users of the time remaining before the call duration expires.

Ensure that AIC telephones cannot receive incoming calls. Note: It is desirable, in the event of an emergency, for staff to be able to override this feature so that they may call into an AIC housing area. Describe whether/how the proposed system can accommodate this.

Include a feature that automatically detects and disallows three-way calls, call forwarding, chain dialing, and secondary dial tones. Explain how this feature functions and how it might interrupt or otherwise detract from “legitimate” use of the telephones.

Fully describe how this feature functions, including the hardware used.

Provide for reporting by AICs of equipment failures and service issues directly to the vendor.

Fully accommodate hearing-impaired callers as required by the Americans with Disability Act (“ADA”) and related federal and state rules and regulations. The vendor shall be responsible for ensuring that the telephone and video visitation system is structured and maintained so as to meet ADA accessibility requirements at all times during the contract term.

Provide security features that prevent AICs and persons communicating with them from accessing accounts other than their own and that identify AICs who initiate calls.

(Include explanation of how these features function.)

Function with minimal software and hardware compatibility issues on existing and future County equipment. Ideally, DCSO staff would “remote into” vendor’s off-site system to perform tasks rather than relying on on-site hardware and software installed on County equipment. Vendors should describe how and to what extent their systems satisfy this preference.

Result in no charge to DCSO or the County for AIC or public telephone and video visitation services provided under the contract. The proposer selected for the contract must bear the cost of all line fees, billing/collection expenses, installation and equipment costs, liability for fraudulent use of telephones, uncollectible billings, and any other direct and indirect costs associated with providing the telephone and video visitation system pursuant to this RFP.

Secure voice, video, and data during transmission and when stored.

Comply fully with all Federal Communications Commission (“FCC”) regulations, rules, and guidelines, including without limitation, those pertaining to communication services for incarcerated persons. The vendor will have the option of implementing the recommended FCC compliance rate or the recommended FCC “safe harbor” rate limit but shall assume all liability in the event the higher rates are challenged. Changes in the permitted rates and fees must not result in expense to the County to operate or maintain the telephone and video visitation system acquired, operated, and maintained in connection with this RFP.

4.2. Jail Visiting Area System Requirements: In addition to fulfilling all applicable technical, performance, and financial requirements of Section 4.1 (above), the system must:

Provide for the monitoring and recording of communications between AICs and visitors during face-to-face on-site visits at the visitation windows in the Jail’s reception area and securely maintain such recordings for a minimum of one (1) year or longer.

Require entry of AIC voice PINs before visit communications commence.

Provide the option of remote monitoring and recording of visit communications.

Allow DCSO staff to temporarily disable recording for privileged communications

(although privileged communications normally do not occur at “civilian” visit windows).

Secure voice, video, and data during transmission and when stored.

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5 NUMBER AND LOCATION OF TELEPHONE/VIDEO CONFERENCING KIOSKS TO BE INSTALLED:

Location Phone Video Unit A-West 2 2 A-East 2 2 B 2 1 C 2 1 Ad-Seg 1 1 E 2 1 F 2 1 G 2 1 H 2 1 I 2 1 J 2 1 K 2 1 L 2 2 Dorm 1 2 2 Dorm 2 3 2 Dorm 3 3 2 Dorm 4/RSAT 3 2 Hold 1 1 Hold 2 1 Hold 3 1 Hold 4 1 Hold 5 1 Unit 6 1 1 Unit 7 1 1 Unit 8 1 1 Unit 9 1 1 Kitchen 0 1 Intake Center 21 Unrestricted / 1 Free and unrestricted with 5 minute limit

Command 2 Visiting 4** Lobby near elevator 2 Total 36 24

**DCSO has decided not to install video visitation equipment at the four visitor windows and to use telephones only at those windows in order to preserve the option of face-to-face visitation for AICs.

PART 4—SELECTION CRITERIA AND SCORING

1 EVALUATION CRITERIA AND SCORING: The County will evaluate Proposals according to the following criteria, where a maximum amount of 100 points may be awarded. Evaluators will utilize Proposer responses to the RFP, Proposers’ demonstrations, and information obtained from Proposers’ references to determine points to be awarded in each category.

Evaluation Criteria Maximum Points

Call Quality

Proposer Qualifications

Technical Requirements

System Features and Options

Installation and Maintenance

References 5

Price (Commission Rates)

TOTAL: 100 Points

2 SELECTION COMMITTEE: Proposals will be reviewed by a review panel selected by the Douglas County Sheriff’s Office. The review panel will include personnel from the Douglas County Sheriff’s Office and the Douglas County Information Technology Department.

ATTACHMENT A

PROPOSER CERTIFICATION & IDENTIFICATION FORM

FAILURE OF THE PROPOSER TO COMPLETE AND SIGN THIS FORM MAY RESULT IN

REJECTION OF THE SUBMITTED PROPOSAL.

The undersigned, having full knowledge of the specifications for the goods or services specified in this RFP for Jail AIC Telephone and Video Visitation System, offers and agrees that this Proposal shall be irrevocable for at least one hundred twenty (120) calendar days after the date Proposals are opened or as stated in the solicitation, and if accepted, to furnish any and/or all goods or services as described herein at the prices offered and within the time specified.

PROPOSER NAME:

ADDRESS: City, State, Zip

TELEPHONE NO:

STATE OF

INCORPORATION: DATE OF INCORPORATION:

BUSINESS □ Corporation □ Sole Proprietor □ Partnership DESIGNATION: □ S. Corporation □ Non-Profit □ Government

□ Other:

OREGON MWESB

CERTIFICATION NUMBER:

□ Minority Owned □ Woman Owned □ Emerging, Small □ N/A

ASSURANCES - The Proposer attests that:

1. The person signing this offer has the authority to submit an offer and to represent Proposer in all phases of this procurement process;

2. The information provided herein is true and accurate;

3. The Proposer is [check box which applies]:

□ A resident proposer, as described in ORS 279A.120.

□ Not a resident proposer.

4. Proposer has not and will not discriminate against a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055 in awarding subcontracts for the Work pursuant to ORS 279A.110.

5. Proposer will notify the Department Contracts Officer within 30 days of any change in the information provided on this form.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY

MATTERS – The Proposer certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency;

2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false…