Public Pay Telephone Maintenance and Services

The California Department of State Hospitals - Coalinga is conducting an Invitation for Bid (IFB) #15-64170 for Public Pay Telephone Maintenance and Services across Fresno County and Concord City. The procurement seeks a contractor to provide comprehensive telecommunications services for a state hospital facility, specifically requiring the provision of all personnel, labor, tools, materials, equipment, and insurance necessary to maintain approximately 143 patient outgoing phones, 142 incoming phone lines, and 5 coin-operated pay phones. Key deliverables include reliable operator services, maintaining phone infrastructure, and ensuring continuous communication capabilities for patients. The solicitation requires the contractor to supply all necessary equipment and infrastructure, with the facility providing V-Tec Cordless phones with charging stations. Critical procurement dates include the IFB release on April 22, 2016, with questions due by May 2, 2016 at 2:00 PM, bid submissions due by May 13, 2016 at 4:00 PM, and a public bid opening scheduled for May 16, 2016 at 9:00 AM. The contract period is set from May 20, 2016 through October 31, 2016, with an anticipated transition to CalNet3 phone services after this period.

The procurement includes a 5% Small Business preference and provides Disabled Veteran Business Enterprise (DVBE) incentives ranging from 1-5% based on participation levels. The current incumbent vendor is Pacific Telemanagement Systems, which owns 5 pay phones at the facility. Pricing is structured on a per-line basis, with current rates of $40 per line for outgoing phone lines, $50 per line for incoming phone lines, and $75 per line for pay phone lines. The contract has a not-to-exceed amount of $50,000 and requires specific insurance coverages, including Commercial General Liability ($1M per occurrence, $2M aggregate) and Workers' Compensation. Notably, the contractor must credit 100% of coin, operator services, and per call compensation revenues toward monthly maintenance costs. The facility has specified that phones cannot be connected to the hospital's centrex/centranet system, and separate phones are required for incoming and outgoing calls. Contractors should be prepared to provide comprehensive telecommunications services while adhering to strict operational guidelines and integration requirements.