REQUEST FOR PROPOSALS

RFP # 2026-01 SCJ

For

Inmate Telephone, Video Visitation, Kiosk, and Tablet System

Date: July 2, 2026

Proposals must be received no later than 2:00 p.m. CDT, August 26, To:

James Witecha

Corporation Counsel Sauk County West Square Building

505 Broadway Baraboo WI 53193

SPECIAL INSTRUCTIONS:

All proposals must be sealed and clearly marked “Proposal for Project #2026-01 SCJ”

Delivery Address for Hand Delivery, USPS, UPS, DHL, FedEx:

County Clerk Sauk County West Square Building – Room #144 505 Broadway Baraboo, WI 53913

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 james.witecha@saukcountywi.gov. Clearly mark the e-mail “RFP #2026-01 SCJ – 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 Sauk

County website https://www.co.sauk.wi.us/rfps and https://vendornet.wi.gov/ no later than 4:30 p.m. on August 5th, 2026. 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 608-355-3465.

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 7 copies of the RFP are required to be submitted.

mailto:james.witecha@saukcountywi.gov https://www.co.sauk.wi.us/rfps https://vendornet.wi.gov/

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 Sauk 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 Sauk County Jail, which is located at 1300 Lange Court, Baraboo, WI 53913. 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 188 beds. The current average daily population is 135. This could fluctuate depending on contracts for housing with other agencies.

1.2 Subcontracting

Prior to implementation of a subcontracted service, Sauk 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 Sauk County.

1.3 Procuring and contracting Agency

The County Clerk’s Office issues this RFP for Sauk County. Sauk County Corporation Counsel is the sole point of contact during the RFP process. The person responsible for managing procurement is:

James Witecha Phone: 608-355-3465 Sauk County Corporation Counsel Fax: 608-355-3469 505 Broadway Email: james.witecha@saukcountywi.gov Baraboo, Wisconsin 53913

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 Sauk County. If Sauk 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.

Date Event

07/02/2026 Post RFP

7/21/2026 Site Visit

7/30/2026 Questions Due

8/5/2026 Response to Questions Due

08/26/2026 RFP Due file:///C:/Users/nluth/Desktop/Inmate%20Phones/james.witecha@saukcountywi.gov

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 July 21st, 2026 at 10AM local time in Sheriff’s Office lobby of the Sauk County Law Enforcement Center, 1300 Lange Court, Baraboo, 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 7/17/2026 by end of business day, 4:30 PM.

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 terms and funding

The Sheriff’s Office 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 Three (3) years beginning on 01/01/2027 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 Sauk County. All amendments, modifications or clarifications shall be in writing signed by the proposer and Sauk 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 Sauk 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”. Sauk 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 Sauk 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 Sauk County and its resources to make an objective evaluation of the RFP responses.

2.2 Incurring costs

Sauk County is not liable for any cost incurred by proposers in replying to this RFP. Sauk 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 Sauk 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. Sauk 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.

o Table of contents o Executive Summary o Section I – Agency Information (Background and Qualifications) o Section II – Scope of Services o Section III – Financial Information o Section IV – Revenue o 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.

2.5 Executive summary

Each proposal shall include a concise abstract of no more than one page stating the proposer’s overview of the project. Please summarize the scope of services that would be offered by your firm for this project.

2.6 Submitting the proposal

Proposers must submit proposals to Sauk County, Nicole Schlough, Captain, Sauk County Sheriff’s Office 1300 Lange Court, Baraboo, WI 53913 no later than 2:00 PM local time on 08/26/2026.

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 Sheriff’s Office by the stated time. Proposals not stamped will not be accepted. Receipt of a proposal by another department in Sauk County does not constitute receipt of a proposal by the Sheriff’s Office, for purposes of this RFP.

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

Sauk 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 Sauk County and will not be returned to the proposers.

3.0 PROPOSAL SECTION AND AWARDS 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 all Proposers do not meet the mandatory requirements, Sauk 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.

Proposer’s 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

Sauk 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), Sauk County may negotiate a contract with the next highest scoring proposer(s).

If none of the proposals are deemed to be acceptable, Sauk 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. Sauk County reserves the right to waive any irregularities and technicalities and may, at its discretion, request a re-proposal.

3.4 Evaluation criteria

The proposal will be evaluated according to the following criteria:

Section Name Percentage of Total

Experience 25%

Organizational/Staff Capabilities and Qualifications 10%

References/Interviews/Presentations (optional 10%

Revenue/Cost 25%

Scope of Services 30%

3.5 Awards and final offers

Sauk 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 Sauk 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 Sauk County. Sauk 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 with Sauk County website before payment can be processed.

3.6 Notification of intent to award

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

4.0 SPECIFICATIONS

4.1 Agency Information

Agency Information 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.

4.1.1 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.

4.1.2 Proposer’s 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 provide services for this project.

4.1.3 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:

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

o Project Date: Start and end dates.

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

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

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

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

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

4.1.4 Other:

1. Full disclosure of all lawsuits and claims filed against proposer in the past five

(5) years.

2. Examples of specific knowledge and expertise related to this type of project.

3. Information on compensation/commission payable to Sauk County. The proposal should contain the compensation/commission percentage on gross revenue that Sauk County will receive and any bonuses to be paid to Sauk County at initiation of contract.

4. A certificate shall be included by the proposer specifying that the submitted proposal will remain valid for sixty (60) days.

5. A copy of all rates and surcharges that will be charged to the end user.

6. Sample copies of all management, transaction, and financial reports available to Sauk County with a description of the format and cycle.

7. Sample contract with proposed rates. Inmate telephone and visitation rates shall be in compliance with FCC per-minute pricing.

8. An installation schedule to ensure the service will be available immediately when the current contract expires. Project shall be functional no later than 01/01/2027.

9. Description of the support services provided, as well as any additional services the vendor will provide. Include information identifying service personnel, service locations, problem identification/resolution, and customer service as well as any third-party companies used (i.e. prepay companies).

10. Information describing the on-site equipment and software that will be used.

11. Narrative describing the proposer’s specific abilities to perform services and response to the specifications set forth herein.

12. Any supporting documentation the proposer feels should be included to support the response.

4.2 Scope of Services

The minimum requirements of the inmate telephone, video visitation and information kiosk system shall consist of the following within each housing unit:

Housing Unit Telephones Kiosks Tablets/Docking Stations

Booking 2 1 20-40

B120 2 1 14

B126 2 2 25

B140 3 3 30

In addition to the fixed kiosk systems in each housing unit, Sauk County is requesting two (2) mobile kiosk systems with wi-fi connectivity. These mobile kiosk systems may be powered through AC power. The facility will maintain enough tablets on site to provide each inmate with a tablet and have at least fifteen (15) percent additional in stock to address damage/repair needs.

Sauk 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. Please provide qualifications, experience, references with other institutions of similar size to Sauk County

2. Please provide a list of lost contracts with institutions of similar size to Sauk County.

3. Please provide documentation of payment schedules for compensation/ commissions, including history of payments made.

4. Please provide proposed compensation/commission schedule to be paid to Sauk

County.

5. Please provide a list of service/support features and added services that will be provided to Sauk County.

6. Please provide information regarding the proposed product meeting Sauk County’s needs and requirements, as well as information regarding your ability to meet future needs 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 Sauk County’s needs?

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

3. Is Sauk 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?

B150 1 1 15

B160 3 2 47

B170 4 2 46

Lobby 5

Total 17 17

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, long distance, and international) 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 and average response time.

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.

5. The proposed system must allow for:

a. Two (2) free 5-minute phone calls at intake

b. One (1) free 10-minute phone call per week

c. One (1) free 10-minute video visit per month

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 must be stored for at least 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 shall have transcription modules for phone and video visitation recordings.

d. 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.

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

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

g. 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 limit inmate calls to 15 minutes; however, Sauk County must be able to change the call duration as needed throughout the entire facility by inmate Account/PIN, or by telephones.

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

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

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

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

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

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

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

Fraud management

1. The proposed system shall be able detect, notify and prevent three-way or conference calls, except for those calls to attorneys or other approved numbers. We understand that there are industry patents in this area. Please provide a description of the process you have deployed on your platform and why you feel the technical approach provides the best 3-way detection solution.

a. The proposed system shall prevent the inmate from obtaining a second dial tone, or "chain-dialing."

b. The proposed system shall prevent the inmate or called party from dialing extra digits after the call is accepted unless to authorized destinations. The system must be able to allow extra digits to specified dialed numbers by the facility. Please describe process.

c. The proposed system shall be able to remotely monitor Inmate calls and be able to transfer calls in progress to investigators.

d. The proposed system shall identify the name of the facility and the inmate placing the call to the called party.

e. The proposed system shall guard against "Hook-switch dialing," and other fraudulent activities. Please describe.

f. The system shall be able to provide real time validation of calls that are forwarded.

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 County personnel must be able to manage the system by inmate, housing location, and site. This includes designated hours of operation, accessible features/programming, and limitations on use.

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

Service and Maintenance

1. Vendor shall respond to all major service outages within two (2) 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 a 24-hour online service option.

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

5. 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.

6. Detailed equipment installation charges, if any.

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

8. 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.

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

10. 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 vendor’s 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 vendor should have a plan to provide planned technology upgrades. Please describe.

7. Please describe the vendor’s 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 inmates 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 the 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:

a. Phone Location Originating call

b. Time of call

c. Telephone number called

d. Most frequently called numbers

e. Length of call

f. Identify numbers called from a specific telephone

g. Identify telephone numbers called by a specific inmate

Video Visitation Service

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

2. The proposed system must be able to facilitate recorded on-site video visits at no cost to the inmate or visitor.

3. The proposed system must facilitate recorded remote video visits.

4. The proposed system must allow staff to monitor any video visitation session in real time. Staff must also be able to type a short message to appear on the screen of one or both visiting parties. Staff must also be able to terminate live video visits.

5. The proposed system must record and store data of completed video visitation sessions. All video data must be accessible for playback or download. Recorded visits will be stored for at least 180 days, longer is preferred.

6. Web-based scheduling system must require visitors to provide photo ID for a visitation session.

7. System must use set durations of 30 minutes for each visit and can be adjusted by the staff as well. The system shall provide a visual warning message to inform the visitor that the visit will be ending in “5” minutes.

8. The system shall allow for integration with data retrieval from Sauk County Jail inmate management system to identify the inmate on the video visitation system. The system shall automatically cancel a visit if the inmate’s status has changed or the inmate has been released. The system shall send an email cancellation notification to the visitor if a visit is cancelled.

9. The system provides the option to schedule visits or to visit on demand. Visits must be accessible on the inmate kiosk system or inmate tablet.

10. The system provides the option to use of background blurring during visitation and must allow for multiple visitors to be identified during the visit.

11. The system provides a way to display scheduled visits to Staff so they know where and when an inmate needs to be available for pending video visits.

12. The scheduling and management system must be able to communicate with the video hardware at the time of a scheduled visit so that the visitation session will automatically commence without staff involvement.

Inmate Kiosk Information System

1. Video terminal and software must include an inmate information kiosk system capable of handling the following, but not limited to:

a. Communication between inmates, staff, and administration.

b. Inmate’s requests and complaints.

c. Inmate grievances.

d. Law Library.

e. Inmate scanned mail.

f. Inmate canteen account integration to include managing their money accounts.

g. Inmate’s ability to read and fill out commonly used jail documents such as rules, Huber requirements, grievance process, PREA reporting, etc. to include inmate signature to document acknowledgement.

h. The kiosk will provide for commissary ordering via touch screen inputs.

i. The kiosk will provide for sick call reporting via touch screen inputs.

j. Ability for inmates to use it for email to send general inquiries to officers (i.e.

medical requests).

k. Ability for inmates to use it to file a grievance (with the ability to manage the number per day or week).

l. Ability for an inmate to use for external email or messaging (both send and receive). Explain how incoming emails or messaging would be reviewed (i.e.

would an officer need to review/approve and/or is there key word recognition).

m. Ability for an inmate to receive voice messages. Explain how incoming voice messages are reviewed (i.e. would an officer need to review/approve and/or is there key word recognition).

n. The ability to allow friends and family to send pictures which must be reviewed by staff prior to delivery to the inmate.

o. Please outline the cost of electronic messaging services.

Inmate Tablets

1. The proposed system must offer the ability for inmates to use a portable tablet device provided by the vendor to access an operating system designed specifically for incarcerated persons.

2. At a minimum, the tablets must be capable of providing the following services:

a. Place outbound telephone calls

b. Send/receive email or messages with approved contacts

c. Access content/documents uploaded by facility staff

d. Place commissary orders

e. Access Law Library

f. Access scanned mail

g. Read eBooks

h. Listen to music

i. View video/movie content

j. Play single player games

k. Access educational content

3. The proposed system must allow staff to enable or disable any of the above listed services for any individual inmate area of the facility, inmate, or tablet.

4. The tablet must have a minimum battery life of 24 hours.

5. The tablet must be enclosed in a secure, durable detention grade case.

6. The tablet must include a headphone jack to allow the inmate to use headphones.

7. The tablet must have features that allows staff to enable/disable tablet speakers using the tablet management system.

8. The tablet must only allow inmates access to restricted applications and services provided within your system.

9. Tablets must include a charging solution provided by the vendor. This solution must allow all installed tablets to be charged at the same time. Please provide the tablet charging solutions/options available within your system.

10. Provide any information regarding any costs borne by the inmate for accessing a tablet or using services provided on a tablet.

11. Provide information regarding learn-to-earn capabilities provided with the services provided.

Inmate Scanned Mail Services

1. The proposed system must offer the ability for inmate mail to be sent to a 3rd party location and be scanned.

2. The proposed system must have the ability for mail to be approved/denied by facility staff.

3. The proposed system shall be free of charge to the sender, recipient, and the County.

4. The proposed system must have a process in place to route funds (cash, money orders, checks) mailed to the 3rd party location.

5. The proposed system must be accessible to the inmates upon release to retrieve scanned mail, emails/messages, voice messages, and photos received during their incarceration.

Installation, Maintenance, and Service

1. The County will not be responsible for any cost related to the installation of your system.

2. Any service cost related to fixing equipment and maintaining the operation of the system will be the responsibility of the vendor.

3. Please describe your process and procedures for providing facility support. Address the following:

a. How does our staff contact your support division?

b. How long will we have to wait for a response from your support division when we submit a request?

c. Who is the primary point of contact for our administrative team in the event of questions or issues related to your system/services?

d. How frequently will you have a technician on site?

e. What are the responsibilities of our staff when equipment must be returned due to damage or repair?

f. Where in the United States is your support division headquartered?

g. What tools do you have to remotely monitor the system once it has been installed?

4. What is the process for training staff on how to navigate your system?

a. The awarded vendor shall provide training for all equipment, software, services, and added options for designated County Employees. Additional training shall be provided for any updates, upgrades and/or modifications of the entire system and/or systems for the life of the contract term.

Placement Directory/Number of Phones, Kiosks, and Tablets

Housing Unit Telephones Kiosks Tablets/Docking Stations

Booking 2 1 20-40

B120 2 1 14

B126 2 2 25

B140 3 3 30

4.3 Financial information

1. Financial History of Proposer’s Firm: Provide a copy of your most recent annual report, include any additional information that pertains to the financial soundness of the firm.

2. Full disclosure of all lawsuits and claims filed against proposer in the past five (5) years.

4.4 Performance contract documents

1. Contract Documents: Provide a copy of the proposer’s contract documents that would be used for this project.

4.5 Appendix

1. Official statement by Proposer: the RFP submittal must contain a statement to the following effect, signed by an individual authorized to bind the Proposer:

a. 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;

b. The Proposer has read and agrees to the terms and conditions set forth in this

RFP;

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

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

e. Proposer must acknowledge that all services outlined in this submittal are available to be implemented when the project is completed, if additional features are in development they must provide projected implementation timelines:

f. Proposer understands Sauk County may awarded a contract in part, in full, or give no award at their discretion;

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

2. 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.

3. 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

B150 1 1 15

B160 3 2 47

B170 4 2 46

Lobby 5

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