RFP INMATE PHONE, VISITS, KIOSKS, TABLETS (1) (1).docx

REQUEST FOR PROPOSALS

RFP #2025.06

For Inmate Telephone, Video Visitation, Kiosk, and Tablet System Proposals must be received no later than Comment by A. Sifia Jevne: Let’s add by 2:00 p.m. CST Date: September 29th, 2025

To:

A. Sifia Jevne Assistant Finance Director Department of Admin, Dunn County, WI Menomonie, Wisconsin 54751

SPECIAL INSTRUCTIOS:

All proposals must be sealed and clearly marked “Proposal for Project #2025.06

Delivery Address for Hand Delivery, USPS, UPS, DHL, Fed X:

A. Sifia Jevne, Asst. Finance Director Dunn County Administration Office 3001 US Hwy 12 E. Suite 225 Menomonie, Wisconsin 54751

Each proposal must be received by the due date and time set for this RFP. A submission received after the established deadline will not be considered.

I. RFP QUESTIONS AND ANSWERS

Any questions in regards to this RFP must be submitted via e-mail to ajevne@dunncountywi.gov Clearly mark the e-mail “RFP #2025.06 –Inmate Telephone, visitation, Kiosk and Tablet Services”. Phone calls or faxed questions will not be accepted. The County is not responsible for the email messages that are not delivered or delayed. It is the sole responsibility of the provider to ensure delivery of faxed and emailed messages.

II. ADDENDUMS

Any significant changes or clarifications to the RFP will be posted as an addendum on the Dunn County website https://dunncountywi.gov and VendorNet no later than 4:30 p.m. on September 4th, 2025. If an addendum is posted, an addendum sheet will be attached and will be required to be submitted with the response. Calls for assistance with the website may be made to (715) 231-6515.

III. RFP SUBMISSION REQUIREMENTS

The Request for Proposal shall be sealed and labeled with the following information:

· Name of Vendor

· Address

· Contact Person

· Telephone and Facsimile Number

· E-mail Address

One original response and 5 copies of the RFP are required to be submitted.

1.0 INTRODUCTION AND PURPOSE

1.1 Statement of Intent

The intent of this Request for Proposal (RFP) is to seek proposals for an Inmate Telephone, Video Visiting, Informational Kiosk system, and Tablets to be used in the Dunn County Jail. The equipment must include intuitive web-based software, wall mounted telephones and kiosks, and portable tablet devices. The equipment shall be installed, furnished, and maintained by the vendor at no cost to the Dunn County Jail, which is located at 615 Stokke Parkway Drive, Menomonie, WI 54751. Interested vendors must demonstrate experience in the industry and provide a concise proposal response in accordance with the specifications outlined in this RFP.

The capacity of the jail is 160 beds. The current average daily population is 84. This could fluctuate depending on contracts for housing with other agencies.

1.2 Subcontracting

Prior to implementation of a subcontracted service, Dunn County shall approve any contracts, leases and costs. No right or duty in whole or in part of the proposer under this contract shall be assigned or delegated without the prior written consent of Dunn County.

1.3 Procuring and Contracting agency

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

Menomonie, Wisconsin 54751

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

1.4 Calendar of events

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

1.5 Site Visit

Interested proposers are invited to attend a site visit to tour the project site. All proposers will tour the facility at the same time, so each proposer hears all questions and answers. Due to staffing and time constraints, no other site visits will be scheduled for this project. This site visit will be held on August 26th, 2025 at 9AM local time in Sheriff’s Department lobby of the Dunn County Judicial Center, 615 Stokke Parkway, Menomonie WI. Knowledgeable representatives will be available to answer questions about operation and maintenance practices, problems, concerns and future plans.

If you plan to attend the site visit, please email attachment A (end of RFP) no later than 8/22/2025 by end of business day, 4:30PM.

1.6 Bid Opening

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

1.7 Contract term and funding

The Sheriff’s Department will administer the contract, which may result from this RFP. The contract shall be effective on the date a contract is signed by both parties. It is specifically understood that any contract is subject to statutory authorization and available funding. The contract shall be for Five (5) years beginning on 12/15/2025 with an option to renew for two (2) additional 1-year periods upon mutual agreement of both the County and the contractor.

1.8 Amendments to the Contract

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

1.9 Proprietary Data

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

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

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

2.2 Incurring costs

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

2.3 Proposal format

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

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

· Table of contents

· Executive Summary

· Section I – Agency Information (Background and Qualifications)

· Section II – Scope of Services

· Section III – Financial Information

· Section IV – Revenue

· Appendix

2.4 Table of Contents

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

2.6 Submitting the proposal

Proposers must submit proposals to Dunn County, Sifia Jevne, Asst. Finance Director, Dunn County Administration Office Suite 225, 3001 US Hwy 12 E, Menomonie WI 54751 no later than 2:00PM local time on 9/29/2025.

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

Proposals must be received in the above office by the specified time stated above. All proposals must be time stamped in by the Administration Department by the stated time. Proposals not stamped will not be accepted. Receipt of a proposal by another department in Dunn County does not constitute receipt of a proposal by the Administration Department, for purposes of this RFP.

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

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

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

3.0 Proposal Selection and Award Process

3.1 Preliminary evaluation

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

3.2 Proposal scoring

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

3.3 Right to reject proposals and negotiate contract terms

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

Agency Information (Background and Qualifications)

20%

3.5 Award and Final Offers

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

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

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

3.6 Notification of Intent to Award

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

4.0 Specifications

4.1 Section I – Agency Information

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

A. Firm Profile: Provide general information/brief history on the responding firm, including: name, business address, telephone and fax number, and primary contact person(s) for this project. Provide the year the proposers firm was established, and former firm name(s) if applicable. State the number of years your firm has been involved in the inmate telephone system and/or related business. Identify the individual(s) in your firm responsible for these types of contracts. Describe the relevance or importance of any accreditations or pre-qualifications with regard to this project.

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

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

* Project Identification: Name of project owner, type of project (jail, prison, or other correctional facilities, etc.), location (city, state). Dunn County is especially interested in receiving references from projects that most closely match our process. Please note the contracts that were for government clients.

*Project Date: Start and end dates.

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

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

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

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

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

D. Other:

4.2 Scope of Services

The minimum requirements of the inmate telephone, video visitation and information kiosk system shall consist of a total of twenty-three (23) inmate telephone sets; twelve (12) Video Terminals and Inmate Information Kiosks one each installed in each cellblock; two (2) visitation phone sets, two (2) Video Visitation and Inmate Information Kiosks installed in the current visitation booths, and one hundred (110) tablets with docking stations.

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

· Conveniently satisfy out-bound telephone calling needs for jail inmates.

· Control inmate calling privileges from pre-defined control points through designated Sheriff Department personnel.

· Minimize telephone harassment, fraud, and abuse by inmates.

· Provide accurate call accounting revenues to the County with appropriate audit trail.

Implied Requirements

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

1. Proposer’s qualification/experience/references and lost contracts with other institutions similar in size to the Dunn County Jail.

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

3. Proposer’s proposed commission paid to Dunn County.

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

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

Evaluation Procedures

Each Proposal will be evaluated using the following criteria.

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

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

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

4. What are the proposer’s service hours?

5. What is the proposer’s response time?

6. Has all the requested information been provided?

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

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

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

10. Have installation procedures been defined?

Inmate Phone System Specifications

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

General requirements

1. The software used by the officers in the jail must be web-based and easy to navigate. Please include screen shots of the following in your response to this question:

a. A screenshot of the interface when a user is listening to a recorded phone call.

b. A screenshot of the interface when a user is monitoring a video visit.

c. A screenshot of an inmate’s profile.

2. Equipment installed in the facility must be durable and detention grade. To demonstrate this please provide specification on any hardware/equipment that will be installed in the jail for inmate use, including but not limited to phones, kiosks, and tablets.

3. The proposed system must include a ticketing system allowing any officer to submit support tickets or ask questions 24/7. Please provide an explanation of your ticketing system.

4. The proposed system must integrate with the existing Commissary and/or Jail Management System vendor for a seamless transfer of inmate data at no cost to the county.

Inmate Management

1. The proposed system must record all inmate conversations with the exception of any communication taking place with a verified attorney.

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

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

c. The proposed system must not require an on-site server to store recordings. There shall not be any cost associated with retrieving call recordings. Describe your system and how your system will meet this requirement.

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

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

f. The proposed system must allow staff to deny or suspend an inmate’s ability to communicate with any individual contact.

2. The proposed system shall allow outgoing calls only.

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

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

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

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

e. Inmates must enter a unique identifying number (PIN/Jacket Number) in order to log in to any device.

a. Inmate must use PIN authentication before call, video visitation, and sending/reading messages.

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

f. The proposed system must require inmate to view any content/documents uploaded by staff on a daily weekly, monthly or quarterly basis.

Fraud Management

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

System Security

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

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

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

Reports

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

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

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

4. Standard reports should include: Frequently Dialed Numbers, 3-Way Call Attempts, Numbers dialed by more than one inmate and Call Volume by Telephone.

5. Vendor shall supply monthly revenue reports.

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

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

Service & Maintenance

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

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

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

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

5. Detailed equipment installation charges, if any.

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

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

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

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

Installation and Cut-Over

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

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

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

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

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

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

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

Payment Options

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

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

3. The proposed vendor shall have a system in place that will allow inmate families and friends to set-up alternate billing methods directly with the vendor. Two of the methods the County would like to see offered are:

a. The vendor should have a system in place that will allow inmate families and friends to set-up an account directly with the vendor.

b. The vendor should have an advance payment system. This system should allow customers to prepay for calls from the facility.

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

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

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

Equipment

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

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

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

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

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

6. All vendor equipment shall comply with FCC regulations.

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

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

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

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

Video Visitation Service

1. Any video visit between an inmate and a non-attorney contact must be recorded and available for staff to review.

Inmate Kiosk Information System

Inmate Tablets

Installation, Maintenance, and Service

Placement Directory/Number of Telephones, Kiosks, and Tablets

Twenty-three (23) inmate calling telephone sets and fifteen (15) video terminals/kiosks shall be installed. Phones shall be placed in pairs in each ten (10) cell blocks (A & F will only have one phone and one video terminal). In addition, one each will be placed in the holding cell. Vendor shall install one out-going line for each telephone set or approved equal alternative. Such an alternative shall be included and submitted with the vendor’s proposal.

· Summarize your understanding of the RFP requirements; indicate who will be the proposer’s authorized representative; give name, title, address, email address, phone and fax. The person identified shall be empowered to make binding commitments for the proposer;

· The Proposer has read and agrees to the terms and conditions set forth in this RFP;

· The terms and conditions set forth in this submittal will remain open for at least 60 days from the deadline for submittal;

· Commitment to completing the project within two months after the approved start date;

· Proposer understands Dunn County may awarded a contract in part, in full, or give no award at their discretion;

· Proposer shall confirm that all work completed under this contract is in compliance with all building codes and appropriate accreditation, certification and licensing standards

Submittals must be signed by a company officials(s) authorized to commit such submittals. Failure to execute, sign, and submit this form together with all required copies of the submittal package will be a basis for disqualification.

2. Supporting Data: Proposers are encouraged to organize any extended description of their qualifications, experience, or other lengthy documents relevant to the requested information in the Appendix. Any extended documents should be summarized in the main body of the qualifications with supporting information included in appendixes.

5.0 Cost/Revenue Proposal

Proposers must complete a separate revenue proposal and submit as indicated in Section 2.6 and 4.1 (D).

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