Steven M. Neuhaus County Executive

September 10, 2026

RE: RFP-SO03-26, Inmate Communication Services Addendum E

Dear Offerors:

This amendment is to address questions for the above-mentioned RFP.

1. Please provide a copy of all current contracts and amendments pertaining to all services under this RFP.

Please see attached.

2. The RFP States, "Vendor will provide inmate phones, remote administration station, the OCCF Administration Platform and other proposed products and/or features to be completed by February 2019." Will the County please confirm the month and year in which project must be completed?

In accordance with the revisions in Addendum D, this statement has been revised.

3. Does the County allow public users to participate in an on-site video visitation session with inmates?

No.

4. If so, how many video visitation terminals are currently installed and available for public users?

There are no video visitation terminals currently installed and available for public users.

DEPARTMENT OF GENERAL SERVICES

Renee Arnold-O’Regan, M.A.

Commissioner

255-275 Main St., P.O. Box 218 Goshen, New York 10924

TEL: (845) 291-2792 FAX: (845) 378-2365

www.orangeCountygov.com

5. Section II of the RFP states that the facility currently has "approximately 100 inmate telephone kiosks." Will the County please provide the following clarifying information regarding the inmate telephone kiosks.

a). Does this hardware support both inmate telephone calls and video visitation services?

The hardware only supports telephone calls.

b). Will the County provide the exact quantity and locations of the existing inmate telephone kiosks?

Yes, the locations and quantities at each location are as follows:

A1 – 4 stations with 6 total phones A2 – 4 stations with 6 total phones A3 – 4 stations with 6 total phones B1 – 4 stations with 6 total phones B2 – 4 stations with 6 total phones B3 – 2 stations with 2 phones and 1 wall mounted phone B4 – 2 stations with 2 total phones C1 - 4 stations with 6 total phones C2 - 4 stations with 6 total phones C3 - 4 stations with 6 total phones D1 – 3 wall mounted phones D2 – 3 wall mounted phones D3 – 2 stations with 2 phones and 1 wall mounted phone D4 – 2 stations with 4 total phones E1 - 2 wall mounted phones E2 - 4 wall mounted phones E3 - 4 wall mounted phones M1 – 4 wall mounted phones M2 – 2 wall mounted phones Booking – 6 wall mounted phones

88 Total inmate phones.

c). Should proposers base their equipment proposals on replacing all existing kiosks, or may vendors propose a different quantity if they can demonstrate that the proposed configuration will adequately meet the facility's operational and inmate communication needs?

Vendors should base their equipment proposals on replacing all existing kiosks, but may propose a different quantity if they can demonstrate that the proposed configuration will adequately meet the facility’s operational and inmate communication needs.

5. Please provide a breakdown by housing unit of the inmate capacity in each. The inmate capacity for each cell block is necessary for determining network requirements.

There are eight (8) 56-cell units, six (6) 28-cell units, one (1) 22-cell unit, one (1) 5-cell unit, one (1) 68-room dormitory unit, and two (2) 56-room dormitory unit.

6. Will the County provide the current service and commission rates associated with each of the following inmate services?:

a). Inmate Telephone System (ITS) b). Video Visitation System (VVS) c). Electronic Messaging (aka Email) d). Entertainment/Media

See copy of contract and/or addendum for breakdown.

7. To allow a vendor to present their best possible offer, it is very important to have historical information regarding revenue data for current inmate services. Will the County please provide copies of Service Usage/Revenue/Commission reports for the past three months for the following inmate services?

a). ITS b). VVS c). Electronic Messaging (aka Email) d). Entertainment/Media

See attached documents for May, June and July 2026.

8. Is the County being invoiced for any services provided by the current vendor? If so, please describe.

The County does not pay for any services provided by the current vendor. Any costs are paid by Commissary funds, which are the inmates’ funds, not County funds.

9. Please provide details about any commission, cost reimbursement, technology grants, signing bonuses, or any other compensation they receive from the current vendor.

The County receives monthly commission checks for both phone and tablet use. (One Check. See attachment for May, June and July 2026.)

10. After the first round of questions is answered, will the County accept additional questions if clarification is needed for any of the County’s responses?

No.

11. In order to provide our best possible offer, it is very important to have historical usage data for all revenue streams. This data is necessary to estimate costs as well as potential revenues.

The current vendor has access to this information, so distributing the information to other vendors in a timely fashion will ensure a level playing field for all bidders. Please provide as much data as possible from the following table:

Call Category # of Calls Per Month

# of Minutes Per Month

Total Revenue Per Month

Local Inmate-Paid Debit

In-state Long Distance Inmate-Paid Debit

Interstate Inmate-Paid Debit

Local Family-Paid Prepaid

In-state Long Distance Family-Paid Prepaid

Interstate Family-Paid Prepaid

International

Free Calls --

Tablet Revenue

# Transactions Per Month

Cost Basis (per minute / message / month / song purchase, etc.)

Total Revenue Per Month

Tablet Lease

Electronic Messaging

Free Messaging --

Video Messaging

Entertainment Content

Video Visitation Revenue # Visits Per Month

# of Minutes per Month (if minute based)

Total Revenue Per Month

Remote Video Visit

Free Remote Visits --

Information the County has responsive to this request is contained in the attached chart.

12. To evaluate usage data and additional revenue potential, it is very helpful to have the rates currently being charged to end-users under the current contract. Please provide the following:

Call Category Rate Charged Cost Basis

Local Inmate-Paid Debit

In-state Long Distance Inmate-Paid Debit

Interstate Inmate-Paid Debit

Local Family-Paid Prepaid

In-state Long Distance Family-Paid Prepaid per minute

Interstate Family-Paid Prepaid per minute

International per minute

Tablet Rates Rate Charged Cost Basis (flat rate or per-minute fee)

Tablet Rental Fee

Movie Rental

TV Show Rental

Music

Games

Video Rentals

Video Purchases

Video Visitation Rates Per-Visit or Per-Minute Rate

Cost Basis (per visit or per minute)

Remote Video Visit

Messaging Rates Rate Charged Cost Basis (per message or per minute)

Voicemail

Email or Text Message

Video Message

Information the County has responsive to this request is contained in the attached chart.

13. Will the County allow for a proposal to present multiple pricing options for the County’s consideration?

No. Pricing must be provided in the manner requested in Section 1 of the Pricing portion of the RFP.

14. The RFP states that the contract “will result in no cost to the County.” Please confirm that the County will provide any necessary power (wiring and electricity) for the tablet charging stations.

The County will provide electricity for the tablet charging stations. All wiring connections for the tablets must be provided by the vendor.

15. Please provide a breakdown of the inmate population, in percentages or actual numbers, by local, DOC, or other agency.

The population of the correction facility as of August 19, 2026 was as follows: 264 Orange County, 9 Parole, 92 Immigration, and 2 Westchester boarders.

16. The RFP does not mention video visitation? Does the County require proposals to offer video visitation in response to this RFP?

Video visitation must be conducted via the tablet.

17. If video visitation is desired, do you prefer that inmates use the tablets to conduct those visits, or do you prefer to have separate inmate kiosks for video visitation?

Yes, video visitation must be conducted via the tablets.

18. If video visitation is desired, do you prefer remote-only capabilities, or do you also want onsite visits? If the latter, how many kiosks are desired for visitors?

The County requires remote-only video visitation.

19. Is the inmate trust account managed through the commissary system or the Jail Management

System or other system? If other, please specify.

Inmate Trust account is managed through the commissary system. No money is managed in the JMS and the JMS currently in use is incapable of doing such.

20. In order to ensure a level playing field for all bidders, please confirm that the successful vendor must provide new equipment. Also, please verify that this applies to both new potential bidders and the incumbent provider.

Updated equipment is required and must be supplied by the successful vendor.

21. How is commissary ordered today?

Commissary is ordered by inmates via an application on the inmate tablet system.

Procedures following that would need to be discussed with Commissary staff.

22. Does the current vendor provide debit calling? If so, how are debit accounts funded – e.g., through an inmate’s trust account, lobby kiosk, phone / website payments, etc.? Please list all available methods.

Debit calling is supplied by our current vendor. There is a commissary purchase number that will deduct approved funds from the inmate trust account and those funds are then be disbursed to the phone vendor for reimbursement via trust account management. Website payments are deposited to the facility trust account and managed through the commissary software for disbursement to the phone vendor. No lobby kiosk exists. Phone payment, if possible, mirrors website payments.

23. Please provide the schedule in which the inmates have access to the inmate phones.

8:30 – 11:00

13:00 – 17:00

18:00-22:30

24. What limits does the County place, if any, on use of the services in this RFP –maximum number of onsite visits allowed per week (or other interval), remote visits per week, calls per week, minutes per call/visit, etc?

Onsite visits are set to a minimum of (2) 1-hour increments per week. Restrictions above the minimum are based on seating availability. Remote visits are based on manpower and necessity. Calls are restricted only on a case-by-case basis. Call minute restrictions are limited by funds in the specific inmate account, which appears to be about $20 maximum per call.

25. Mail scanning is a required service listed under Section I on p. 16. What is the average number of inmate mail pieces received daily? Of these, what percentage are legal mail?

On average, approximately 40 pieces of general correspondence and 25 pieces of legal mail are received daily, for an average total of 65 pieces of mail per day. Legal mail represents approximately 38.5% of the total daily mail volume.

26. Section C.1.a.ii on RFP p. 11 requests law library access on the tablets. Do you have a subscription to a law library service today, or is the vendor expected to provide the law library subscription?

The County has a subscription to a law library service.

27. Section 4.e on p. 23 requires a “Completed and signed Pay-to-Play Form.” Please provide this form.

See attached.

28. Section II on p. 9 says “there are currently approximately 100 inmate telephones kiosks….”

Please clarify, are there approximately 100 inmate telephones in use today? Are any of those phones visitation phones and, if so, how many?

There are approximately 100 inmate telephones in use today, and they accept calls only.

29. Section L.7 on p. 18 requires a deposit kiosk in the booking area. Our understanding is that there are no trust fund deposits today. If there are no trust fund deposits, what will be the purpose of the booking kiosk?

In accordance with the revisions in Addendum D, this question is no longer relevant.

30. Will Trust Fund deposits be included as part of this RFP?

In accordance with the revisions in Addendum D, this question is no longer relevant.

31. Please provide the fee structure for all Trust Fund deposit methods (if applicable) including by amount deposited ranges:

a. Phone

b. Web/Mobile

c. Kiosk

d. Walk-in Retailer (Cash transactions)

e. Other

In accordance with the revisions in Addendum D, this question is no longer relevant.

32. Please provide 3 months of detailed Trust Fund transaction history for all inmates or provide the information below:

a. Average number of Trust Fund deposits per month

b. Average amount of total dollars deposited per month

33. Does the County currently receive a commission on Trust Fund deposits? If so, please provide commission rate/amount.

34. Please confirm that the County will accept a cost summary in addition to the required financial offer to help the County in determining the components of the offer. If so, where should the cost summary be included in the proposal response?

No cost summary is required.

35. Will the County please confirm that to ensure the selected vendor is financially stable and can provide the services required through the contract term, all vendors are required to disclose any pending, current, or prior bankruptcy filings?

As stated in the RFP, the County may require “any or all offerors to present additional evidence of experience, ability and financial standing…”

36. Please confirm that the County will accept multiple pricing offers/options, provided each offer is clearly identified and described.

No. Pricing must be provided in the manner requested in Section 1 of the Pricing portion of the RFP.

37. Section V. A Installation/Disconnection and Cut-Over, page 20, Requirement number 3 states “Vendor will provide inmate phones, remote administration station, the OCCF Administration Platform, and other proposed products and/or features to be completed by February 2019”.

Will the County please confirm the required completion date?

See the Response to Question No. 2.

38. Will the County please confirm video visitation is included in the scope of the solicitation? If so, can the County please provide the applicable video visitation requirements that the County is seeking?

Yes, video visitation is required as stated in the Specifications portion of the RFP.

39. On page 23 of the issued RFP, the “Submission of Proposal” section provides an outline of the required items to be submitted. Item number two (2) under “Submission of Proposal” states that “Section IV” should be included as part of the response but does not reference “Section V. Inmate Communications System and Services” which contains the technical specifications.

Will the County please confirm that offerors must include responses to Section V and its technical requirements in the proposal response?

In accordance with the revisions in Addendum D, a Technical Proposal must be provided.

40. Will the County please confirm that the confidential/proprietary materials may be submitted in an attachment marked confidential with the written FOIL exemption request and required page legend described in the RFP.

Confirmed, subject to Item No. 17 under Instructions to Offerors.

Regards, Renee Arnold-O’Regan, M.A.

Commissioner of General Services

Revenue - Phone Aug - Dec '25 Jan - Jul '26 LTM GP - Phone Aug - Dec '25 Jan - Jul '26 LTM MOU - Phone Aug - Dec '25 Jan - Jul '26 LTM

WP 76,475 109,188 185,663 WP (15,983) 25,533 9,550 543,524 872,089 1,415,613

TP 217,830 255,488 473,317 TP 44,157 117,023 161,180 1,452,936 1,912,612 3,365,548 Total Phone 294,305 364,675 658,980 Total Phone 28,174 142,556 170,730 1,996,460 2,784,701 4,781,161

Revenue - TC Aug - Dec '25 Jan - Jul '26 LTM GP - TC Aug - Dec '25 Jan - Jul '26 LTM Tablet Sessions Aug - Dec '25 Jan - Jul '26 LTM Email 17,417 35,081 52,498 Total TC 69,846 100,478 170,324 ons 158,855 590,019 748,874 Media Deposit Fees 259 13,097 13,355 utes 2,165,949 7,774,479 9,940,428 Sessions/Usage 80,654 110,649 191,303 ssions 364,213 1,321,965 1,686,178 Total TC 98,329 158,827 257,156 Minutes 7,614,237 27,327,828 34,942,065

10,303,254 37,014,291 47,317,545

Revenue - TV Aug - Dec '25 Jan - Jul '26 LTM GP TV Aug - Dec '25 Jan - Jul '26 LTM TV Aug - Dec '25 Jan - Jul '26 LTM TV 43,306 48,282 91,588 TV 31,808 37,387 69,195 ts 10,353 14,511 24,864

Paid Minutes 172,783 221,199 393,982 Free Visits 2,530 476 3,006

GP V Aug - Dec '25 Jan - Jul '26 L Free Minutes 197 404 601 V (1,815) (34 185,863 236,590 422,453

Revenue - All Products Aug - Dec '25 Jan - Jul '26 LTM GP - All Products Aug - Dec '25 Jan - Jul '26 LTM

WP 76,475 109,188 185,663 (15,983) 25,533 9,550

TP 217,830 255,488 473,317 44,157 117,023 161,180

TC 98,329 158,827 257,156 TC 69,846 100,478 170,324

TV 43,306 48,282 91,588 TV 31,808 37,387 69,195

Total All 435,940 571,784 1,0 V (1,815) (344) (2,160)

Total All 128,013 280,077 408,090

RPM - Actual Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Call Rev 0.15$ 0.15$ 0.15$ # 0.15$ 0.15$ 0.15$ 0.15$ ## $0.12 0.12$ 0.12$

2025 2026

(Rev. 05/18)

COUNTY OF ORANGE / Department of General Services

255-275 MAIN STREET, PO BOX 218

STEVEN M. NEUHAUS GOSHEN, NEW YORK 10924

County Executive TEL: (845) 291-2792

FAX: (845) 360-7206

TO: Potential Contractors with Orange County, NY

FROM: Renee Arnold-O’Regan, Commissioner of General Services

DATE: July 29, 2024 (orig. date: January 1, 2023)

RE: Orange County, New York’s Pay-to-Play Law.

Thank you for your interest in contracting with Orange County, NY.

Please know that Orange County has enacted Local Law No. 13 of 2013, as amended, and known as “Pay-to- Play”, which prohibits the making of certain contracts with entities or persons which have made campaign contributions on or after January 1, 2014 above a certain level to County Legislators, the County Executive, the Sheriff, the District Attorney, or the County Clerk, if that contract must be approved or voted on by such individual.

Exemptions from the Pay-to-Play law:

1. Contracts that do not fall under the definition of contracts under the Law (e.g. licenses).

2. Contracts with a political subdivision of the state of New York, school districts or state or federal governments.

3. Contracts which are issued as:

a. Project Labor Agreements;

b. Contracts required to be awarded to the lowest bidder under New York State law;

c. Early Intervention and/or Pre-School Special Education contracts required to be entered into pursuant to New York State law;

d. Contracts between parents/legal guardians/or their designees and the County for transporting children to an Early Intervention and/or Pre-School Special Education provider;

e. Procurements authorized by General Municipal Law §103(3) (purchase through another New

York state county's contract);

f. Procurements authorized by General Municipal Law §104 (purchases through the New York

State Office of General Services);

g. Procurements authorized by General Municipal Law §103(16) (piggyback contracts through other governmental entities);

h. Contracts awarded to Preferred Sources as authorized by State Finance Law §162;

i. Sole Source or Single Source provider contracts;

j. Contracts awarded to a contractor of another unit of government, which is passing through funds of that other unit of government or acting on behalf of the other unit of government; or

k. Emergency Contracts.

4. Any campaign donation made prior to January 1, 2014.

(Rev. 05/18)

For those contracts Pay-to-Play applies to, prior to awarding a contract, the law requires the County to run various names associated with your "Professional Business Entity" (as defined in Section 2(d) of the law), through a campaign donor database to confirm that campaign contributions from the Professional Business Entity were not in excess of those permitted by Pay-to-Play. To accomplish this, you will need to supply particular information to the County relative to your Professional Business Entity.

Please return FORM A with your quote/bid/proposal/qualifications/application/etc.. This is the form which discloses information about your Professional Business Entity. Please know that if a disqualifying campaign contribution was made, that can be cured by requesting, and receiving, a return of the excess contribution within thirty (30) days of the date of the request.

If you are awarded a contract, please sign and return with your signed contract, FORM B – a Campaign Contribution Statement.

Should you desire a copy of the Pay-to-Play Local Law, please call the Department of General Services at

(845) 291-2792 or visit https://www.orangecountygov.com/DocumentCenter/View/4421/Pay-to-Play-Law-PDF

(Rev. 06/17) FORM A - PAGE 1

FORM A

TO BE RETURNED WITH QUOTE/PROPOSAL/QUALIFICATIONS/APPLICATION/ETC.

The Orange County Pay-to-Play Law applies to Professional Business Entities who contract with Orange County, except:

1. Contracts that do not fall under the definition of contracts under the Law (e.g. licenses).

2. Contracts with a political subdivision of the state of New York, school districts or state or federal governments.

3. Contracts which are issued as:

a. Project Labor Agreements;

b. Contracts required to be awarded to the lowest bidder under New York State law;

c. Early Intervention and/or Pre-School Special Education contracts required to be entered into pursuant to New York State law;

d. Contracts between parents/legal guardians/or their designees and the County for transporting children to an Early Intervention and/or Pre-School Special Education provider;

e. Procurements authorized by General Municipal Law §103(3) (purchase through another New

York state county's contract);

f. Procurements authorized by General Municipal Law §104 (purchases through the New York

State Office of General Services);

g. Procurements authorized by General Municipal Law §103(16) (piggyback contracts through other governmental entities);

h. Contracts awarded to Preferred Sources as authorized by State Finance Law §162;

i. Sole Source or Single Source provider contracts;

j. Contracts awarded to a contractor of another unit of government, which is passing through funds of that other unit of government or acting on behalf of the other unit of government; or

k. Emergency Contracts.

4. Any campaign donation made prior to January 1, 2014.

The definition of Professional Business Entity under the law is: “an individual, person, firm, corporation, professional corporation, partnership, organization, union, or association in the rendering of any work contracted through the County. The definition of a Professional Business Entity includes all principals who own 10% or more of the equity in the corporation or business trust, partners, officers in the aggregate, as well as any subsidiaries directly controlled by the Professional Business Entity. The term Professional Business Entity does not include a political subdivision of the state of New York (i.e., municipalities), school districts, state and/or federal governments.”

(Rev. 06/17) FORM A - PAGE 2

Please provide the following information AS APPLICABLE to your Professional Business Entity.

Please attach additional pages as necessary and note the attachment in the response below:

1. The name and business address of your Professional Business Entity (if your business is a partnership, limited liability partnership or joint venture, please list all partners and Entity names and addresses):

2. If your entity is a Corporation or Business Trust, list the names and addresses of owners of 10% or more of the equity:

3. If your Entity is a Corporation, Professional Corporation, Limited Liability Company or Business Trust, list all officers' names and addresses (include for each Entity in a joint venture):

4. The name(s) and address(es) of any subsidiary directly controlled by your Professional Business Entity are:

Signature Date

Print Name Title

(Rev. 06/17) FORM B - PAGE 1

FORM B - CAMPAIGN CONTRIBUTIONS STATEMENT

MUST BE SUBMITTED PRIOR TO EXECUTION OF A CONTRACT BY THE COUNTY.

This sworn (or affirmed) statement is made under penalty of perjury.

__________________________________________________ being duly sworn, deposes and says:

(Print Signatory's Name)

1. I am making this affidavit as part of the contractual obligation between the Professional Business Entity (as defined by Section 2(d) of the Orange County, New York “Pay-to-Play” local law) identified below, and the County of Orange New York ("County").

2. I acknowledge that I am signing this affidavit on behalf of the Professional Business Entity identified below.

3. I understand that this is an affidavit sworn to under penalty of perjury and, if false, may lead to criminal and/or civil action against me and/or the Professional Business Entity.

4. I am familiar with the County's Orange County, New York Pay-to-Play Local Law (the "Law"), which has been made available to me.

5. With the except of campaign contributions made prior to January 1, 2014, the Professional Business Entity identified herein has not knowingly made a campaign contribution in violation of the Law during the four (4) years preceding the date of execution of this statement, and has not made or solicited contributions through intermediaries, third parties, or immediate relatives for the purposes of concealing the source of the contribution during that same four (4) year period.

6. I am duly authorized to certify, under penalty of perjury, on behalf of the Professional Business Entity that the Professional Business Entity:

(i) has not knowingly made a contribution in violation of the Law during the four (4) years preceding the date of this certification (excluding contributions made prior to January 1, 2014 per the exemption in Section 4 of the Law); and,

(ii) has not made or solicited contributions through intermediaries, third parties, or immediate relatives for the purpose of concealing the source of the contribution during that same four (4) year time period (excluding contributions made prior to January 1, 2014 per the exemption in Section 4 of the Law).

7. I understand that any Professional Business Entity that submits a false Contribution Statement to the County will have its contract with the County declared null and void and will be disqualified from being awarded any contract with the County for a period of four (4) years from the date of filing of the false sworn Contributions Statement and the matter shall be referred to the District Attorney for prosecution.

8. I acknowledge and agree, on behalf of the Professional Business Entity submitting this Form, that the Professional Business Entity has a continuing duty to report any violation of the Law that may occur during the solicitation process, negotiation, or duration of a contract.

(Rev. 06/17) FORM B - PAGE 2

9. I understand that any Professional Business Entity which violates Section 3 of the Law shall be in material breach of the terms of the contract, that the contract may be terminated, and the County Attorney shall seek damages against the Professional Business Entity as provided for in the contract.

10. I understand that any Professional Business Entity who violates Section 3 of the Law shall be disqualified from eligibility for submission of proposals, bids, quotes or applications for future contracts for a period of four (4) calendar years from the date of such violation.

11. By executing this certification, the Professional Business Entity agrees that, per Section 10 of the Law, the "regulatory and penalty provisions" of the Law are incorporated by reference into its contract with the County.

Print Name of Professional Business Entity

Signature Date

Print Name Title

STATE OF _____________________________

SS:

COUNTY OF ___________________________

The undersigned issued an oath or affirmation to the above signed wherein the above signed solemnly swore that the contents of this affidavit subscribed by such person are true and correct or alternatively that such person solemnly, sincerely and truly declared and affirmed that the statements made by the above signed are true and correct.

Notary Public My Commission Expires

Date