REQUEST FOR PROPOSAL – THIS IS NOT AN ORDER
COUNTY OF SACRAMENTO
SHERIFF & PROBATION DEPARTMENTS
CORRECTIONAL AND COURT SERVICES
711 G Street, Room 401
Sacramento, CA 95814
REQUEST FOR PROPOSAL NUMBER: #7542 ISSUE DATE: April 1, 2010
DESCRIPTION OF REQUESTED GOODS OR SERVICES: INMATE TELEPHONE SERVICES
Return signed original response, along with 5 copies in a sealed box, clearly marked on outside with proposal number, to:
Lt. Gary Ilg at the address specified in Section 3 of this RFP.
PROPOSALS MUST BE SIGNED, RECEIVED AND TIME-STAMPED PRIOR TO THE DATE AND TIME
RESPONSES WILL NOT BE ACCEPTED AFTER 3:00 P.M. ON Friday, May 28, 2010.
Proposal responses will be considered valid for a period of 120 calendar days after closing date above.
For additional information, contact:
Lieutenant Gary Ilg , email@example.com (916) 874-7166
Do Not Contact Other Department Personnel.
COUNTY DELIVERY ADDRESS FOR GOODS OR SERVICES RESULTING FROM THIS REQUEST:
There Are Multiple Locations For This Service. See RFP Details.
FAILURE TO SIGN THIS PAGE WILL DISQUALIFY YOUR RESPONSE
The undersigned offers and agrees to furnish the articles and/or services listed in this document at the prices and terms stated, subject
to the General Terms & Conditions of this Request:
Firm Name: _____________________________________________ F.O.B. Point: Destination
Street Address: __________________________________________ Delivery Date: No Later Than _________ Calendar Days ARO
City, State, Zip Code: _____________________________________
Telephone: _____________________________________________ Invoice Payment Terms: ______________________________
Fax: ___________________________________________________ State of California Certified Small/Micro Business? Y N
E-Mail: ________________________________________________ If yes, enter certification number: _______________________
Proposer Contact: _________________________________________
AUTHORIZED SIGNATURE & DATE: ________________________________________________
ALL SPECIFICATIONS, TERMS AND CONDITIONS OF THIS REQUEST WILL APPLY TO ANY RESULTING ORDER.
1.1. Statement of Purpose
1.1.1.Sacramento County intends to secure a contract for the provision of inmate telephone
service and audio recording of visitation sessions at the Sheriff’s Department and
Probation Department facilities which are listed in Section 4.6.5. The Vendor shall
install, operate and maintain jail inmate telephones and related equipment. The Vendor
shall, without cost to the County, provide all inside wiring for the inmate and visitation
telephones, install the inmate and visitation telephones, and the related hardware and
software/firmware specifically identified herein, to enable inmates at the Facilities to
make auto-collect local, long distance, debit local, long distance and international calls
and/or pre-paid local, long distance and international calls from the Facilities as well as
the completion of visitation sessions.
1.1.2.Sacramento County works with Praeses, LLC (“Praeses”) as its independent and objective
management company (“Designated Agent”) relative to the County’s inmate telephone
environment. Vendors responding to this RFP shall accept the County’s direction in
working with the County’s Designated Agent.
1.1.3.If there are any installation requirements over and beyond those already provided at each
site that are necessary for the operation of any inmate telephone, such requirements will
be supplied at the expense of the Vendor and clearly outlined in their proposal.
1.2. Scope of Service
1.2.1.The County is seeking to replace and upgrade the inmate telephone systems at the County
adult and juvenile correctional facilities as well as visitation handsets and equipment
capable of audio recording. The Vendor shall install and operate prison/jail inmate and
visitation telephones and related equipment. The Vendor shall, without cost to the
County, provide all inside wiring for the inmate and visitation telephones, install the
inmate and visitation telephones and maintain the related hardware and software/firmware
specifically identified herein, to enable inmates at the Facilities to make auto-collect local,
long distance, debit local, long distance and international calls and/or pre-paid local, long
distance and international calls from the Facilities as well as the completion of visitation
1.3. Contract Duration
1.3.1.The County will award a contract for a period of three (3) years. The contract shall
remain in force for an initial term of three (3) years and shall not bind, nor purport to bind
the County for any contractual commitment in excess of the initial term. However, the
County shall have the right to renew the contract for two (2) additional one (1) year terms,
with thirty (30) days written notice to Vendor prior to the expiration of the initial term or
renewal term of the contract.
1.3.2.An extension of the term of this contract will be accomplished through an amendment to
the contract. If the extension of the contract necessitates additional revenue and funding
beyond that which was included in the original contract, the increase in the County’s
maximum liability will also be affected through an amendment to the contract and shall
be based upon rates provided for in the original contract and proposal and/or negotiated
contract extension incentives.
1.4. Letter of Intent to Propose
Vendor shall complete Appendix E “Letter of Intent to Propose” to indicate Vendor's intent
to respond to this RFP with a proposal. Appendix E shall be sent to the RFP Coordinator
by the date specified in the Schedule of Events (please refer to Section 2). Vendor may
withdraw its “Letter of Intent to Propose” at any time before the deadline for submitting a
1.5. Proposal Deadline
1.5.1.Proposals shall be submitted no later than the Proposal Deadline time and date
detailed in the Schedule of Events (please refer to Section 2). Vendors shall respond
to the written RFP and any exhibits, attachments, or amendments. A Vendor's failure
to submit a proposal as required before the deadline shall cause the proposal to be
1.5.2.Vendors assume the risk of the method of dispatch chosen. The County assumes no
responsibility for delays caused by any delivery service. Postmarking by the due date
shall not substitute for actual proposal receipt by the County. Late proposals shall not
be accepted nor shall additional time be granted to any potential Vendor.
1.5.3.Proposals may not be delivered orally, by facsimile transmission, or by other
telecommunication or electronic means.
No person shall be excluded from participation in, be denied benefits of, be discriminated
against in the admission or access to, or be discriminated against in treatment or employment in
the County’s contracted programs or activities on the grounds of disability, age, race, color,
religion, sex, national origin, or any other classification protected by federal or California State
Constitutional or statutory law; nor shall they be excluded from participation in, be denied
benefits of, or be otherwise subjected to discrimination in the performance of contracts with the
County or in the employment practices of the County’s contractors. Accordingly, all Vendors
entering into contracts with the County shall, upon request, be required to show proof of such
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
1.7. Assistance to Vendors with a Disability
Vendors with a disability may receive accommodation regarding the means of communicating
this RFP and participating in this procurement process. Vendors with a disability should
contact the RFP Coordinator listed in Section 3 to request reasonable accommodation no later
than the deadline for accommodation requests detailed in the Schedule of Events outlined in
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2. SCHEDULE OF EVENTS
2.1. Schedule of Events
The following Schedule of Events represents the County's best estimate of the schedule that
shall be followed. Unless otherwise specified, the time of day for the following events shall be
between 8:00 a.m. and 5:00 p.m., local Pacific Time:
Release of the RFP 04/01/2010
Deadline for Letter of Intent to Propose 04/08/2010
Deadline for Accommodation Requests 04/08/2010
Deadline for Site Evaluation Forms 04/12/2010
Pre-Proposal Meeting / Site Evaluation – Part 1 04/28/2010
Pre-Proposal Meeting / Site Evaluation – Part 2 04/29/2010
Deadline for Written Questions from Vendors Regarding the RFP 05/06/2010
Dissemination of Written Questions and Answers 05/17/2010
Deadline for Proposals 05/28/2010
Onsite Interviews/Demonstration 07/14/2010
Tentative Notification of Award 08/05/2010
Tentative Completion Date for Installation 10/27/2010
2.2. Adjustments to the Schedule of Events
The County reserves the right, at its sole discretion, to adjust this schedule as it deems
necessary. Notification of any adjustment to the Schedule of Events shall be provided to all
vendors that submitted a Letter of Intent to Propose.
3. GENERAL INFORMATION
3.1. RFP Coordinator
The following RFP Coordinator shall be the main point of contact for this RFP:
Lieutenant Gary Ilg
Correctional and Court Services
Sacramento County Sheriff’s Department
711 “G” Street
Sacramento, California 95814
3.2. RFP Number
The County has assigned the following RFP identification number that must be referenced in all
communications regarding the RFP: #7542.
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3.3. Communications Regarding the RFP
3.3.1.Upon release of this RFP, all vendor communications concerning this procurement must
be directed to the RFP Coordinator. Unauthorized contact regarding the RFP with other
County employees may result in disqualification.
3.3.2.All communications should be in writing to the RFP Coordinator. Any oral
communications shall be considered unofficial and nonbinding on the County. Written
comments, including questions and requests for clarification, must cite the RFP number
and section number within the RFP. The RFP Coordinator must receive these written
requests by the deadline specified in the RFP Schedule of Events listed in Section 2.
Vendors are required to compile all questions into a single comprehensive document
for submission to the RFP Coordinator.
3.3.3.Vendor may not contact any County employee or any employee at the Facilities listed in
Section 4.6.5 during the solicitation and evaluation process. Inappropriate contacts are
grounds for suspension and/or exclusion from this RFP. All questions must be in a
written format and submitted in writing to the RFP coordinator listed in Section 3.1.
3.3.4.The County shall respond in writing to written communications. Such response shall
constitute an amendment to the RFP. Only written responses to written communications
shall be considered official and binding upon the County. The County reserves the right,
at its sole discretion, to determine appropriate and adequate responses to written
comments, questions, and requests for clarification.
3.3.5.The County shall provide copies of its written responses to written comments to all
Vendors submitting a Letter of Intent to Propose.
3.3.6.Any historical data or factual information provided by the County shall be deemed for
informational purposes only. If a proposer relies on said factual historical information it
should independently verify the likelihood of these volumes or conditions continuing or
obtain the County’s written consent to rely thereon.
3.4. Required Review and Waiver of Objections by Vendors
3.4.1.Vendors should carefully review this RFP and all attachments for comments, questions,
defects, objections, or any other matter requiring clarification or correction (collectively
called “comments”). Comments concerning RFP objections must be made in writing and
received by the County no later than the Deadline for Written Comments detailed in the
Schedule of Events. This will allow issuance of any necessary amendments and help
prevent the opening of defective proposals upon which contract award could not be made.
3.4.2.Protests based on any objection shall be considered waived and invalid if these faults
have not been brought to the attention of the County, in writing, by the Deadline for
3.5. Proposal Submittal
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3.5.1.Vendors shall respond to this RFP with a proposal that addresses the services and
information requested. One (1) original and five (5) hard copies of the proposal must be
delivered to the RFP Coordinator at the address listed in Section 3.1 and by 3:00 p.m.
PST on the date identified as the Deadline for Submitting a Proposal in the RFP Schedule
of Events listed in Section 2. The outside of Vendor’s RFP response must be marked
“ITS – RFP # 7542 - Do Not Open”. If the proposal, marked as required above, is
enclosed in another container for mailing purposes, the outermost container must fully
describe the contents of the package and must be clearly marked: “Contains Separately
Sealed Proposal”. In addition, an electronic version must be provided on a CD which
should be part of the original RFP proposal.
3.5.2.Each Vendor must provide all documentation required. Responses should follow the
same numerical sequence and structure as this RFP. A complete response for each
section and numbered condition of the RFP must be provided by Vendor. If Vendor is in
full compliance with the section or numbered condition, the appropriate response is,
“Read, agreed and will comply.” Otherwise, Vendor’s response should state, “Read and
do not comply.” Any exceptions to this RFP, where Vendor’s response is “Read and do
not comply” must be addressed in an Exceptions Addendum to Vendor’s RFP response.
3.5.3.Some of the conditions or numbered sections will require explanation by the Vendor.
Please provide exhibits and/or visual aids that clearly reference specific conditions.
3.5.4.Vendor is required to submit a commission proposal on the current calling rates specified
in Appendix D and may also propose alternative calling rates in the additional table
3.5.5.Acceptance period, as used in this provision, means the number of calendar days
available to the County for awarding a Contract from the Response Due Date. The
County requires a minimum acceptance period of one hundred and twenty (120) calendar
days. A response with less than the minimum acceptance period may be rejected.
Vendors may specify a longer period than the minimum requirement.
3.5.6.In compliance with this RFP, if this proposal is accepted within the acceptance period,
the Vendor agrees to furnish any or all items or services upon which prices are proposed
for each item, and under the terms and conditions specified herein. A contract shall be
created by the County for execution by the County and Vendor which will incorporate the
required terms and conditions as outlined in this RFP and any addendums.
3.5.7.Vendor must submit a current annual report, and/or last two quarterly audited financial
reports, along with a statement of financial condition. (Please state if the Vendor has
operated under a different name in the past three (3) years. Please indicate if the company
is for sale or is considering an acquisition or merger in the next six (6) months.)
3.5.8.Vendor must submit a disclosed synopsis of any litigation associated with the Vendor or
the Vendor’s Inmate Telephone System. Please provide venue, style of case and status of
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3.6. Proposal Preparation Costs
The County shall not pay any costs associated with the preparation, submittal, or presentation
of any proposal. All costs and expenses relating to the preparation, production, handling,
reproduction, administration of the proposal and its submission are to be borne solely by the
Vendor. All records, documents and information collected and/or maintained by others in the
course of the preparation of this proposal shall be made accessible to the County for purposes
of inspection, reproduction, and audit without restriction. Vendor shall agree that the County
and/or its Designated Agent may audit, examine, and copy any and all non-proprietary books,
records and information relating to the proposed Vendor’s services at no cost to the County.
Also responding Vendors must maintain all records until a successful Vendor has been
announced and/or a Contract has been awarded.
3.7. Proposal Withdrawal
To withdraw a proposal, the Vendor must submit a written request, signed by an authorized
representative, to the RFP Coordinator. After withdrawing a previously submitted proposal, the
Vendor may submit another proposal at any time up to the deadline for submitting proposals.
3.8. Proposal Amendment
The County shall not accept any amendments, revisions, or alterations to proposals after the
deadline for proposal submittal unless such is formally requested, in writing, by the County.
3.9. Proposal Errors
Vendors are liable for all errors or omissions contained in their proposals. Vendors shall not be
allowed to alter proposal documents after the deadline for submitting a proposal.
3.10.Incorrect Proposal Information
If the County determines that a Vendor has provided, for consideration in the evaluation
process or contract negotiations, incorrect information which the Vendor knew or should have
known was materially incorrect, that proposal shall be determined non-responsive, and the
proposal shall be rejected.
3.11.Prohibition of Vendor Terms and Conditions
A Vendor may not submit the Vendor’s own contract terms and conditions in a response to this
RFP. If a proposal contains such terms and conditions, the County, at its sole discretion, may
determine the proposal to be a non-responsive counteroffer, and the proposal may be rejected.
3.12.Assignment and Subcontracting
3.12.1.Vendor shall obtain prior written approval from the County before subcontracting any
of the services delivered under this Contract. Vendor remains legally responsible for the
performance of all contract terms including work performed by third parties under
subcontracts. Any subcontracting will be subject to all applicable provisions of this
Contract. Vendor shall be held responsible by the County for the performance of any
subcontractor whether approved by the County or not.
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3.12.2.This Contract is not assignable by Vendor in whole or in part, without the prior written
consent of the County.
3.13.Right to Refuse Personnel
The County reserves the right to refuse, at its sole discretion, any subcontractors or any
personnel provided by the prime contractor or its subcontractors.
3.14.Background and Security Investigations
Background and security investigations of the Vendor will be required as a condition of
beginning and continuing work under any resulting contract. The Sheriff’s Department and
Probation Department will conduct background and security checks before work begins.
Vendor will be required to provide valid identifying information for its employees and/or
3.15.Proposal of Alternate Services
Proposals of alternate services (i.e., proposals that offer something different from that
requested by the RFP) shall be considered non-responsive and rejected.
3.16.Proposal of Additional Services
If a Vendor indicates an offer of services in addition to those required by and described in
this RFP, these additional services may be added to the contract before contract signing at
the sole discretion of the County.
3.17.Independent Price Determination
3.17.1.A proposal shall be disqualified and rejected by the County if the price in the proposal
was not arrived at independently without collusion, consultation, communication, or
contract as to any matter relating to such prices with any other Vendor, a County
employee, or any competitor.
3.17.2.The Vendor is prohibited from submitting more than one proposal. Submittal of more
than one proposal shall result in the disqualification of the Vendor. This does not apply to
the request for a variant commission offer based on alternative calling rates specified in
3.17.3.The Vendor is prohibited from submitting multiple proposals in a different form (i.e., as
a prime contractor and as a subcontractor to another prime contractor). Submittal of
multiple proposals in a different form may result in the disqualification of all Vendors
associated with a multiple proposal.
3.17.4.Should any such prohibited action be detected any time during the term of the contract,
such action shall be considered a material breach and grounds for contract termination.
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3.18.1.The apparent successful Vendor may be required to provide proof of adequate worker’s
compensation and public liability insurance coverage before entering into a contract.
Additionally, the County may, at its sole discretion, require the apparent successful
Vendor to provide proof of adequate professional malpractice liability or other forms of
insurance. Failure to provide evidence of such insurance coverage is a material breach
and grounds for termination of the contract negotiations. Any insurance required by the
County shall be in form and substance acceptable to the County. Please refer to
3.18.2.Vendor must submit documentation that the Vendor is certified to do business in the
State of California.
3.18.3.Vendor must submit demonstration that all necessary requirements of the Public
Utilities Commission and the FCC are met.
3.18.4.The Vendor shall comply with all applicable laws, rules, regulations, and orders of any
authorized agency, commission, unit of the federal government, state, county, or
municipal government at no cost to the County. The Vendor shall be authorized by the
appropriate governing body and/or regulatory agency to be an Inmate Telephone Service
3.18.5.Vendor shall provide any and all notices as may be required under the Drug-Free
Workplace Act of 1998, 28 CFR Part 67, Subpart F, and applicable County subsequent
law, to their employees and all subcontractors to insure the County maintains a drug free
workplace. The County reserves the right to review drug testing of Vendor’s personnel
involved. The County may require, at Vendor’s expense, drug testing of Vendor’s
personnel if no drug testing records exist or if such test results are older than six (6)
Before a contract pursuant to this RFP is signed, the Vendor must hold all necessary, applicable
business and professional licenses. The County may require any or all Vendors to submit evidence
of proper licensure.
3.20.Conflict of Interest and Proposal Restrictions
3.20.1.By submitting a proposal, the Vendor certifies that no amount shall be paid directly or
indirectly to an employee or official of the County as wages, compensation, or gifts in
exchange for acting as an officer, agent, employee, subcontractor, or consultant to the
Vendor in connection with the procurement under this RFP.
3.20.2.Notwithstanding this restriction, nothing in this RFP shall be construed to prohibit a
County agency or other governmental entity from making a proposal, being considered
for award, or being awarded a contract under this RFP.
3.20.3.County agencies shall not contract with an individual who is, or within the past six
months has been, an employee of the County. An individual shall be deemed a County
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employee until such time as all salary, termination pay, and compensations representing
annual or compensatory leave have been paid by the County. A contract with a company
in which a controlling interest is held by a County employee shall be considered to be a
contract with said individual and shall be prohibited.
3.20.4.Any individual, company, or other entity involved in assisting the County in the
development, formulation, or drafting of this RFP or its scope of services shall be
considered to have been given information that would afford an unfair advantage over
other Vendors, and said individual, company, or other entity may not submit a proposal in
response to this RFP nor assist a Vendor in submitting a proposal.
3.21.RFP Amendment and Cancellation
The County reserves the unilateral right to amend this RFP in writing at any time. The
County also reserves the right to cancel or reissue the RFP at its sole discretion. If an
amendment is issued it shall be provided to all vendors submitting a Letter of Intent to
Propose. Vendors shall respond to the final written RFP and any exhibits, attachments, and
3.22.Right of Rejection
3.22.1.The County reserves the right, at its sole discretion, to reject any and all proposals or to
cancel this RFP in its entirety.
3.22.2.Any proposal received which does not meet the requirements of this RFP may be
considered to be non-responsive, and the proposal may be rejected. Vendors must
comply with all of the terms of this RFP and all applicable State and County laws and
regulations. The County may reject any proposal that does not comply with all of the
terms, conditions, and performance requirements of this RFP.
3.22.3.Vendors may not restrict the rights of the County or otherwise qualify their proposals.
If a Vendor does so, the County may determine the proposal to be a non-responsive
counteroffer, and the proposal may be rejected.
3.22.4.The County reserves the right, at its sole discretion, to waive variances in technical
proposals provided such action is in the best interest of the County. Where the County
waives minor variances in proposals, such waiver does not modify the RFP requirements
or excuse the proposer from full compliance with the RFP. Notwithstanding any minor
variance, the County may hold any Vendor to strict compliance with the RFP.
3.23.Disclosure of Proposal Contents
All proposals and other materials submitted in response to this RFP procurement process
become the property of the County of Sacramento. Selection or rejection of a proposal does
not affect this right. All proposal information, including detailed price and cost information,
shall be held in confidence during the evaluation process. The proposals and associated
materials shall be open for review by the public to the extent allowed by the California
Public Records Act, (Government Code Section 6250-6270 and 6275-6276.48) upon the
final award of the contract and signed by all authorized parties. By submitting a proposal,
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the Vendor acknowledges and accepts that the contents of the proposal and associated
documents shall become open to public inspection.
The master copy of each proposal shall be retained for official files and will become public
record after the award of a contract unless the proposal or specific parts of the proposal can
be shown to be exempt by law (Government code §6276). Each Vendor may clearly label
part of a proposal as "CONFIDENTIAL" if the Vendor thereby agrees to indemnify and
defend the County for honoring such a designation. The failure to so label any information
that is released by the County shall constitute a complete waiver of all claims for damages
caused by any release of the information. If a public records request for labeled information
is received by the County, the County will notify the Vendor of the request and delay access
to the material until seven working days after notification to the Vendor. Within that time
delay, it will be the duty of the Vendor to act in protection of its labeled information.
Failure to so act shall constitute a complete waiver.
If any provision of this RFP is declared by a court to be illegal or in conflict with any law,
the validity of the remaining terms and provisions shall not be affected; and, the rights and
obligations of the County and Vendors shall be construed and enforced as if the RFP did not
contain the particular provision held to be invalid.
Vendor shall be responsible for providing a Bid Bond or a Certified/Cashier’s Check
with original RFP response. The Bid Bond or Certified/Cashier’s Check shall be in
the amount Three Thousand Five Hundred Dollars ($3,500.00). Failure to submit the
necessary bond requirements with the proposal will cause rejection of the proposal.
Bid Bonds or Certified/Cashier’s Checks of the unsuccessful Vendors will be
returned upon award of the bid. Fax copies are unacceptable.
The successful Vendor must furnish a Surety Bond (guarantying contract
performance) in the form of a bond issued by a Surety Company authorized to do
business in the State of California, a Cashier’s Check, or Irrevocable Letter of Credit
payable to the County within ten (10) calendar days after award of the contract and
prior to any installation work or equipment delivery. The Surety Bond must be
made payable to the County in the amount of Two Hundred Fifty Thousand Dollars
($250,000.00) and will be retained during the full period of the contract and/or
renewal terms. No personal or company checks are acceptable. The contract
number (if applicable) and/or dates of performance must be specified on the
Surety Bond. In the event that the County exercises its option to extend the
contract for an additional period, the Vendor shall be required to maintain the
validity and enforcement of the Surety Bond for the said period, pursuant to the
provisions of this paragraph, in an amount stipulated at the time of the contract
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3.27.1 The Vendor expressly acknowledges that it is an independent contractor. Nothing in
this RFP is intended nor shall be construed to create an agency relationship, an
employer/employee relationship, a joint venture relationship, or any other relationship
allowing the County to exercise control or direction over the manner or method by
which the Vendor or its subcontractors perform hereunder.
3.27.2 The services to be performed by the Vendor shall not be assigned, sublet, or transferred
without prior written approval of the County.
3.27.3 The successful Vendor shall be required to notify the County of any potential for
merger or acquisition of which there is knowledge at the time that a proposal is
submitted. Additionally, if subsequent to the award of any contract resulting from this
RFP, the Vendor shall merge or be acquired by another firm, the following documents
must be submitted to the County:
188.8.131.52Corporate resolutions prepared by the successful Vendor and new entity
ratifying acceptance of the original contract, terms, conditions and process.
184.108.40.206 New Vendor’s Federal Identification Number (FEIN).
Should there be a discrepancy in the responses provided by Vendor to this RFP and the
resulting contract, the terms and conditions contained in the contract and its amendments
will prevail over the RFP and its addendums, and the RFP and its addendums will prevail
over the responses to the RFP.
3.29.Public Agency Participation
It is intended that any other public agency including those identified in the solicitation (i.e.,
city, district, public authority, public agency, municipality and other political sub-division or
public corporation of California) located in California shall have the option to participate in
any award made as a result of this solicitation. The County of Sacramento shall incur no
financial responsibility in connection with orders issued by or delivered to by another public
agency. Each public agency using this contract shall accept sole and full responsibility for
placing of orders and making payments to the contractor. In addition to the above, the
Vendor shall provide the same level of indemnification and insurance protection to each of
the participating agencies ordering products and/or services under any award made as a
result of this solicitation.
4. MANDATORY SYSTEM REQUIREMENTS
4.1. Installation Requirements
4.1.1.For each installation, the Vendor shall submit an implementation plan which shall
include an installation schedule. Any initial installations must be completed within
seventy-five (75) days of the date the County awards the Facilities to the Vendor. This
implementation plan will become a part of the contract and must be followed.
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220.127.116.11.If any installation is not completed within the timeframe allowed in the
agreed-upon implementation plan, Vendor may incur liquidated damages in
the amount of three hundred dollars ($300.00) per day for each day beyond
the installation date. In no event will natural disasters or acts of God cause
Vendor to incur liquidated damages.
18.104.22.168.Should Vendor incur liquidated damages, the County will invoice Vendor.
Payment of the invoice shall be made to the County within thirty (30) days of
Vendor’s receipt of the invoice.
4.1.2.Turnkey Installation – The Vendor shall be responsible for all costs associated with the
inmate telephone system and visitation sets, including purchase of equipment,
installation, service, maintenance, voice network and transmission, data network, and
day-to-day operation. This will include all wiring, new electrical circuit installations,
cables, parts, software and physical installation at each facility.
4.1.3.The Vendor agrees to obtain the County’s written permission before proceeding with
any work that requires cutting into or through girders, beams, concrete or tile floors,
partitions or ceilings, or any work that may impair fireproofing or moisture proofing,
or potentially cause any structural damage.
4.1.4.The Vendor agrees to assume responsibility for installation of the equipment in
accordance with the specifications contained in the manufacturer's installation
4.1.5.The work under this RFP is to be performed, completed, and managed by the Vendor.
The County SHALL NOT provide work-space for the Vendor. All work performed on
the County’s premises shall be completed during the County’s standard business
4.1.6.Use of existing or in-place conduit, raceways, cable ways, cable, inside wiring,
telephone set mountings, switches, terminal boxes, and terminals within the Facilities
are at the risk of the Vendor. No exposed wiring will be permitted. Ownership of any
wiring or conduit placed under this contract by the Vendor becomes the County’s
property upon termination and/or expiration of the contract.
4.1.7.The Vendor agrees that if any cabling work is required as part of any installation, all
new cables shall be used and marked clearly and legibly at both ends, and must meet
all applicable Electronic Industries Alliance/Telecommunications Industry Alliance
(EIA/TIA) wiring standards for commercial buildings.
4.1.8.The Vendor shall install additional telephones (inmate and visitation) and monitoring
and recording equipment as needed at no cost to the County. This includes expansion
to the existing Facilities and any newly constructed Facilities. This shall be done
throughout the contract term and all subsequent renewal terms.
4.1.9.The Vendor shall provide and install adequate surge and lightening protection
equipment on all lines used for the inmate telephone service. Vendor shall be
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responsible for maintaining, replacing or upgrading the surge and lightening protection
at no cost to the County.
4.1.10.The Vendor shall clean up and remove all debris and packaging materials resulting
from work performed.
4.1.11.The Vendor shall restore to original condition any damage to the County’s property
caused by maintenance or installation personnel associated with the Vendor, including
repairs to walls, ceilings, etc.
4.1.12.The Vendor agrees to install, repair and maintain all Vendor provided equipment and
lines, including but not limited to any wiring or cable work required from the
demarcation location throughout the Facilities at no cost to the County. All Vendor-
provided equipment, installation, maintenance and repair costs as well as all costs or
losses due to vandalism shall be the total responsibility of the Vendor.
4.1.13.Upon completion of the initial installation and any ongoing installations, Vendor
must provide the County and its Designated Agent with a list of telephone numbers,
equipment specifications and locations of each unit.
4.1.14.Vendor must indicate any environmental conditions required for the proposed call
4.1.15.Vendor must indicate the physical size of any call processing equipment to be
installed at the Facilities.
4.1.16.The Vendor shall work with the County, its Designated Agent, and the incumbent
Vendor to ensure an orderly transition of services and responsibilities under the
contract and to ensure the continuity of the services required by the County.
4.1.17.Upon expiration, termination, or cancellation of the contract, the Vendor shall
cooperate in an orderly transfer of responsibilities and/or the continuity of the services
required under the terms of the contract to an organization designated by the County.
The Vendor shall provide and/or perform any or all of the following responsibilities:
22.214.171.124.The Vendor acknowledges that the call records, call and visitation
recordings, documentation, reports, data, etc., contained in the inmate
telephone service are the property of the County. The Vendor agrees that the
workstations shall become the property of the County after expiration,
cancellation, or termination of this contract so that the County will have
access to all the call records, call and visitation recordings, documentation,
reports, data, etc. that are contained in the inmate telephone service. Further,
the call detail records, call and visitation recordings, documentation, reports,
data, etc. shall be provided to the County by Vendor in a workable, software-
compatible format at no cost to the County.
126.96.36.199.The Vendor shall discontinue providing service or accepting new
assignments under the terms of the contract, on the date specified by the
County. The Vendor agrees to continue providing all of the services in
accordance with the terms and conditions, requirements and specifications of
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the contract for a period not to exceed ninety (90) calendar days after the
expiration, termination or cancellation date. Commissions will be due and
payable by Vendor to the County at the compensation rate provided in the
contract until collect, debit and/or pre-paid calls are no longer handled by
4.1.18.All inmate telephone service inside wiring shall become the property of the County at
the conclusion of the contract. The Vendor agrees to remove its equipment at the
conclusion of the contract in a manner that will allow the reuse of that wire
4.1.19.The County requires Vendor to have the capability to provide a turnkey solution
including collect, debit and pre-paid collect calling.
4.2. Service and Support Requirements
4.2.1.Vendor RFP proposals/submissions must include a brief history detailing the
capabilities and level of service that the Vendor can provide.
4.2.2.The successful Vendor shall be responsible for maintenance support on a twenty-four
(24) hour, seven (7) day per week basis. All support personnel must be capable of
completing a security screening prior to admittance to the Facilities. Telephone
support shall be available to accept calls regarding maintenance twenty-four (24) hours
a day, seven (7) days a week.
4.2.3.Vendor RFP proposals/submissions must include the names, addresses and telephone
numbers of the personnel who will be maintaining, servicing and performing the work
under this contact. Also include the names, addresses and telephone numbers of the
personnel who will be providing the spare equipment and replacement parts for the
proposed inmate telephone service and telephone sets. A complete list of
contractors/subcontractors, managers, administrators, technicians, etc. must be
provided to the County. This includes a complete list of business, cellular and pager
numbers; the Vendor’s management home and emergency telephone numbers must
also be furnished. Vendor shall provide a copy of your current repair procedure policy
for both normal maintenance and emergency outages. Vendor shall provide a remedy
for revenue lost due to system outages.
4.2.4.Vendor RFP proposals/submissions must include the number of certified technicians
directly employed by your company and/or will be subcontracted and their proximity
to the Facilities.
4.2.5.Vendor RFP proposals/submissions must include the on-site response time, method
and level of service for the Facilities. Detail your ability to handle an emergency and
provide an escalation plan.
4.2.6.The Vendor must exhibit to the County a best effort approach to completion of the
repairs or replacement during the first twenty-four (24) hours following notification of
a problem. The County shall be notified of progress and or delays in progress until
there is resolution of the problem. Vendor shall notify the County and/or its
Designated Agent any time a technician will be dispatched to the Facilities. The
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successful Vendor shall respond to telephone requests for maintenance within two (2)
hours from the initial call for service and be on-site within four (4) hours after the
initial notification for physical diagnosis and/or repairs.
4.2.7.All costs for maintenance, support, repair of all software and equipment will be borne
by the successful Vendor.
4.2.8.Vendor must have personnel to handle end-user requests:
188.8.131.52.Describe procedures for handling end-user complaints.
184.108.40.206.Describe procedures for handling refund requests.
220.127.116.11.Describe procedures for the blocking of requested telephone numbers.
18.104.22.168.State what company and/or call center, if not your own, will provide these
services and the location of the call center that will be used to support end-
22.214.171.124.Describe the process for customer service inquires and hours of live
4.2.9.The Vendor shall furnish, install and maintain telephones (inmate and visitation) for
use by inmates at the Facilities operated by the County shown in Section 4.6.5. The
Vendor shall provide all telephone services to the inmates utilizing the Vendor’s
inmate telephone service in accordance with those requirements and provisions set
forth in this section.
4.2.10.Vendor shall perform extensive testing on all system changes or upgrades prior to
discussing with the County or its Designated Agent. At a minimum, the extensive
testing, said changes or upgrades shall include:
126.96.36.199.Extensive testing on a system identical to the existing system at the
188.8.131.52.Analog, Data, and Circuit testing.
184.108.40.206.International call testing
4.2.11.The Vendor shall notify the County of any new software upgrades within thirty (30)
days of the introduction of the new software into the market by Vendor. Vendor shall
upgrade the inmate telephone service, upon mutual agreement from County, with new
software versions and new hardware as required by the County at no cost to the
County. The Vendor shall adhere to the following Performance Process when
upgrading the inmate telephone service software and equipment, or performing any
changes to the inmate telephone service at the Facilities. Any deviation from this
process may result in a fine or penalty to Vendor. Such fine or penalty will be equal to
no less than two hundred dollars ($200.00) per occurrence or equal to any fine
imposed by the agency supplying the inmates, whichever is greater. The fine or
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penalty shall be due and payable by Vendor upon receipt of written notification from
the County, or its Designated Agent, of the total amount due.
220.127.116.11.Vendor shall provide written detailed information about the change and/or
upgrade, specifically identifying additional features and functionalities said
changes will make available to the Facilities.
18.104.22.168.Vendor shall receive written notification from the County and/or its
Designated Agent, before scheduling or proceeding with any changes to the
inmate telephone service at the Facilities.
22.214.171.124.Vendor shall provide the County and/or its Designated Agent with written
instructions for the inmates of changes to any prompts or calling procedures.
Such instructions shall be provided in English, Spanish, Hmong and Russian
and posted throughout the Facilities by Vendor.
126.96.36.199.The County, at its option, shall have a minimum of two (2) weeks to notify
inmates at the Facilities of any inmate telephone service changes that are
going to specifically affect the inmates.
188.8.131.52.Vendor shall coordinate a convenient time and day with the County and/or
its Designated Agent to implement the changes or upgrades to the inmate
telephone service to avoid disruption. Vendor shall work with the Facilities
to schedule the changes or upgrades during a time when the telephones are
not being used regularly by the inmates.
184.108.40.206.Vendor shall coordinate the presence of a technician to the Facilities on the
day of implementation to place test calls and ensure the inmate telephone
service is functioning correctly.
220.127.116.11.All said changes shall be made by Vendor at no cost to the County.
4.2.12.Vendor shall appoint an Account Executive (“AE”) who will act as a single point of
contact for all inmate telephone-related activities, inquiries, service requests and
issues. Vendor will provide a toll free telephone number, for inmate telephone service
issues. Vendor shall also provide a fax number and email address in its response to this
4.2.13.The Vendor shall provide the necessary labor, parts, materials, and transportation to
maintain all proposed telephones in good working order and in compliance with the
equipment manufacturer's specifications throughout the life of the contract. No charge
shall be made to the County for maintenance of the inmate telephone service.
4.2.14.The Vendor shall maintain all cable related to the inmate telephone service, whether
reused or newly installed.
4.2.15.Either party shall report to the other party any misuse, destruction, damage,
vandalism, liability, etc. to the inmate telephone service. Vendor will assume liability
for any and all such damages.
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4.2.16.All issues surrounding the inmate telephone service shall be reported by Vendor to
the County or its Designated Agent promptly.
4.2.17.Vendor shall ensure that all inmate and visitation telephones are operable no less than
98% of the time on a monthly basis (“in-service ratio”) per Facility. The in-service
ratio excludes down-time associated with regularly scheduled maintenance/upgrades,
facility lock-downs or power outages beyond Vendor’s control, which require the
inmate and visitation telephones to be shut-off. In the event Vendor does not restore
service to the inmate and visitation telephones to maintain/meet the in-service ratio,
Vendor may incur liquidated damages of five hundred dollars ($500.00) per day until
the day the in-service ratio is met. In no event will natural disasters or acts of God
cause Vendor to incur liquidated damages. Should Vendor incur liquidated damages,
the Sheriff’s Department and/or Probation Department will invoice Vendor. Payment
for the invoice will be due the Sheriff’s Department and/or Probation Department
within thirty (30) days of Vendor’s receipt of the invoice.
4.3. Call Rating and Commission Accountability
4.3.1.Describe your billing and collection process based on the following criteria:
18.104.22.168.How are calls billed and who is your billing company?
22.214.171.124.Explain the billing process for collecting, rating, sorting, distributing, and
billing of calls.
126.96.36.199.What additional fees, if any, are charged on the end user’s telephone bill (ex:
monthly billing fee, carrier administrative fee, etc.)? Please be sure to specify
the amount of the fee(s).
188.8.131.52.What types of payment options are available to the called party to set
up/fund a pre-paid collect account?
184.108.40.206.Please disclose all fees associated with establishing pre-paid collect accounts
(ex: transaction fee, refund fee, etc.).
220.127.116.11.Please detail the process for obtaining a refund for any remaining or
available balances on a pre-paid collect account.
18.104.22.168.Please specify the timeframe it takes for a pre-paid account to become
22.214.171.124.Please describe what happens when a pre-paid collect account becomes
126.96.36.199.Please indicate whether Vendor offers a direct bill option.
188.8.131.52.What collect threshold will be imposed upon the called party on a daily,
weekly and/or monthly basis? The County requires that the monthly collect
threshold is set at a minimum of one hundred dollars ($100.00) per telephone
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184.108.40.206.Describe the time when the billing for an inmate call begins (when the
inmate dials the telephone number, when the inmate telephone service dials
the desired number, when the called party answers, when the called party
accepts the call, etc).
4.3.2.The Vendor shall submit a request in writing to receive approval from the County for
any calling rate increases and/or decreases for inmate telephone calls before any new
calling rates are implemented. The County will respond in writing to Vendor’s
request. Should Vendor decrease the calling rates without the express written approval
of the County, the Vendor shall be responsible for paying commissions on the Gross
Revenue as determined by applying the calling rates prior to the unapproved change.
Should Vendor increase the calling rates without the express written approval of the
County, Vendor must issue credits to all customers that are overcharged. A list of the
issued credits shall be provided to the County and/or its Designated Agent as
documentation. No commission refund shall be due from the County to Vendor for
unapproved rate increases.
220.127.116.11.The Vendor shall implement any rate adjustments requested by the County
within ten (10) days of said request, subject to regulatory approval.
18.104.22.168.Any change in tariff which is not approved by a designee of the County in
writing in advance of the change shall be grounds for termination of the
22.214.171.124.Vendor must support the ability to have multiple rate schedules at the
Facilities. For example, state or federal inmates may require the application
of unique rate schedules for these inmates only without impacting rates
charged to other inmates.
4.3.3.Vendor shall pay commissions calculated on all Gross Revenues generated by and
through the inmate telephone service including collect, debit and pre-paid inmate calls
placed from the inmate telephone equipment located at the Facilities.
126.96.36.199.Gross revenues are generated by completed calls (see description of a
completed call). Any additional fees to be added to the called party’s bill or
paid by the called party (including those associated with establishing/funding
pre-paid collect accounts) for inmate telephone calls from the Facilities must
be approved by the County prior to implementation. Any charges/fees
added to the called party’s bill without the express written consent of the
County shall carry a fine of five hundred dollars ($500.00) per day from the
date the additional charges/fees were first added through the date the
charges/fees were discontinued. Additionally, Vendor shall refund each
called party for the unapproved charges/fees from the date the charges/fees
were implemented until the date the charges/fees were discontinued. The
County and Vendor shall mutually agree on the method of compensation for
any new/additional charges or fees.
188.8.131.52.Gross Revenue includes, but is not limited to, all Local, Intralata/Intrastate,
Interlata/Intrastate, Interlata/Interstate, and International revenues and any
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and all additional charges and fees generated by completion of all collect,
debit and pre-paid calls.
184.108.40.206.Vendor shall pay commission on the total Gross Revenues before any
deductions are made for unbillable calls, bad debt, uncollectible calls,
fraudulent calls, LEC adjustments, or any other Vendor expenses.
220.127.116.11.Pre-paid calls include, but are not limited to, those calls completed by using
a pre-paid card as well as all calls which have been pre-paid by any person or
entity and by any method of payment.
18.104.22.168.A collect call is deemed to be complete and commission due when the called
party accepts the call regardless if the Vendor can bill or collect the revenue
on the collect call. A debit call is deemed to be complete and commission
due when a connection is made between the inmate and the called party even
if such connection is established by automated machine pick-up. A pre-paid
call is deemed to be complete and commission due when a connection is
made between the inmate and the called party, whether such connection be
established by positive acceptance or by live or automated (i.e. answering
22.214.171.124.Commission for debit calls shall be based upon total Gross Revenues, as
specified above, generated from debit call usage and is payable pursuant to
County requirements regarding commissions and reporting. On the tenth
(10th) day following the month of traffic, Vendor shall submit a monthly
invoice and corresponding usage report to the County and/or it Designated
Agent for the full amount of the debit usage (less any issued
credits/adjustments) for the prior traffic month.
126.96.36.199.Commission shall be due the County upon the County’s purchase of pre-paid
cards from Vendor but shall be payable pursuant to County requirements
regarding commissions and reporting. Additionally, the County shall not be
liable for any of Vendor’s costs including, but not limited to, taxes, shipping
charges, network charges, insurance, interest, penalties, termination
payments, attorney fees, liquidated damages or any other Vendor costs.
Vendor shall indicate whether the proposed calling rates in Appendix D
include sales tax.
188.8.131.52.Calls to telephone numbers that appear on the free call list supplied by the
County shall not generate revenue for Vendor and shall not be
commissionable to the County. Only those numbers designated by the
County on the free call list shall be marked as “Free” in the inmate telephone
4.3.4.Vendor shall, at its own option, include a financial incentive offer in addition to the
commission proposal shown in Appendix D.
4.3.5.The Vendor shall, at its option, include an up-front Minimum Annual Guarantee
payment (“MAG Payment”) to be specified in Appendix D.
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4.3.6.The Vendor shall provide commission payments and traffic detail reports to the
County and/or its Designated Agent no later than the fifteenth (15th) day of the month
following the month of traffic. The County prefers commission payments be sent via
wire transfer. The County requires that traffic detail reports be sent via electronic
184.108.40.206.Traffic detail reports shall include a detailed breakdown of the traffic for all
collect, debit and pre-paid calls for each inmate telephone or inmate
telephone station at the Facilities. Traffic detail shall include, at a minimum,
each of the following items for each inmate telephone station broken down
by collect, debit and pre-paid call types: (a) Facility Name; (b) Facility
Identification Number; (c) Facility Street Address, City, State, and Zip Code;
(d) Automatic Number Identifier, or inmate telephone and/or inmate
telephone station port number; (e) Total Gross Local Revenue and
Commission per inmate telephone or inmate telephone station; (f) Total
Gross Intralata/Intrastate Revenue and Commission per inmate telephone or
inmate telephone station; (g) Total Gross Interlata/Intrastate Revenue and
Commission per inmate telephone or inmate telephone station; (h) Total
Gross Interlata/Interstate Revenue and Commission per inmate telephone or
inmate telephone station; (i) Total Gross International Revenue per inmate
telephone or inmate telephone station; (j) Commission Rate; (k) Total
Commission Amount (including, but not limited to, Local,
Intralata/Intrastate, Interlata/Intrastate, and Interlata/Interstate); (l) Period
Dates; (m) Total Minutes of use per inmate telephone or inmate telephone
station for each call type; (n) Total Number of Calls per inmate telephone
or inmate telephone station for each call type; (o) Total Debit Usage for
each call type; and (p) Total Pre-Paid Usage for each call type; (q) Total Pre-
Paid Card Purchases. Please provide a sample of how the Vendor will meet
220.127.116.11.Commission discrepancies must be resolved by Vendor within thirty (30)
days of receipt of notification of a discrepancy from the County or its
Designated Agent or such discrepancy is subject to late charges, as described
below and/or termination of the contract at the sole discretion of the County,
and/or any other legal course of action the County elects to pursue.
18.104.22.168.Commission payments, traffic detail reports, billing files, CDR reports
and/or reports not containing the required fields received by the County or its
Designated Agent after the due date are subject to late charges. The due date
for all payments and reporting is the fifteenth (15th) day of the month
following the month of traffic. Late charges for commission payments shall
be equal to five percent (5%) per month of the commission due. Late
charges for reporting shall be a fee of $750.00 per month for each report not
received by the fifteenth (15th) day of the month following the traffic month.
22.214.171.124.Vendor shall provide monthly system platform Call Detail Records (CDRs)
and billing files which shall be delivered to the County and/or its Designated
Agent no later than the fifteenth (15th) day of the month following the month
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126.96.36.199.The billing files shall contain all fields in the exact format and exact content
as those files prepared and submitted for billing to the called party. The
billing files shall be accompanied by a complete file map and complete field
legend. The billing files shall contain, but shall not be limited to, the
following fields: (a) Site ID; (b) Site Name; (c) Batch ID; (d) Row ID; (e)
From ANI; (f) To ANI; (g) Begin Time; (h) End Time; (i) Duration; (j) Call
Amount; (k) Type of Call; (l) Originating City; (m) Bill City; (n) Bill State;
(o) Traffic Period; and (p) Additional Charges and/or Fees (USF, billing
statement fees, etc).
188.8.131.52.The system platform CDRs shall contain all calls (both attempted and
completed) which originated from the Facilities for each day and each time
of the day for the period for which said raw CDRs are requested. The raw
CDRs shall contain the unedited data including all fields and all field
content. When requested, these records shall be accompanied by a complete
file map and complete file legend. The CDRs shall contain, but shall not be
limited to, the following fields: (a) Origination Number; (b) Dialed Number;
(c) Facility; (d) Facility Identifier; (e) Call Date; (f) Call Time; (g)
Termination Reason; (h) Termination Code; (i) Trunk; (j) Duration in
Seconds; (k) Call Amount; (l) Bill Type; (m) Station; (n) Completion Status;
(o) Inmate ID; (p) Call Type; (q) Validation Result.
4.4. Technical Requirements and Specifications
The following identifies the minimum requirements of the desired inmate telephone service:
4.4.1.The inmate telephone service shall be capable of providing all operational features and
system requirements applicable to all calls placed through the system, including local,
long distance, and international calling. The inmate telephone service shall also be
capable of providing all operational features and system requirements applicable to
visitation audio recording.
4.4.2.The inmate telephone service shall be capable of providing current technology and
web based equipment with stand-alone on site host or central processor. There must
be multi-level password security access with architecture that can be expandable to
allow future growth. Off-site or centralized systems are not acceptable.
4.4.3.Each call, having been identified as being placed through the Vendor’s inmate
telephone service, shall be delivered to the called party as a collect call, debit and/or
pre-paid call, if the debit and/or pre-paid application is in effect and chosen as the
means to place the call. The called party should be able to hear call process.
4.4.4.Telephone station equipment shall be powered by the telephone line and require no
additional power source. A power source will be available at the demarcation location.
4.4.5.Vendor agrees to install the quantity of telephones, enclosures and/or booths required
by the County as outlined in Section 4.6.5.
4.4.6.The inmate telephone service shall comply with all Federal Communication and/or
Utility Commissions regulations. The inmate telephone sets in all Facilities shall be
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stainless steel and shall be sturdy, non-coin, vandal resistant and steel armored; the
cord length for the inmate and visitation phones is specified in Section 4.6.5. In
addition, the telephone sets and shall be composed of durable, tamper-free equipment
suitable for a correctional/detention environment with placards containing dialing
instructions. The telephones must contain no removable parts. The inmate telephone
service shall post calling rates near inmate telephone sets.
4.4.7.The Vendor shall provide a sufficient number of telephone/trunk lines to the inmate
telephone service to allow inmates the opportunity to place calls 99.5% of the time.
4.4.8.After the dialing sequence, the inmate shall be put on-hold. The inmate shall not be
permitted to monitor the call progress and shall not be allowed to communicate with
the called party, until the call is positively accepted.
4.4.9.The Vendor shall provide telephone reception quality at least equal to the toll quality
offered to the general public and shall meet telecommunication industry standards for
service quality. All inmate telephones installed must have the ability to be “amplified”
or include volume controls to be set by the inmates. The Vendor shall accept the
County’s decision regarding whether the reception quality meets industry quality
4.4.10.Call acceptance by the called party shall be accomplished for all collect, debit and
pre-paid calls through caller confirmation (positive acceptance). Voice recognition is
not an acceptable method for positive call acceptance. The inmate telephone service
shall be able to recognize and distinguish standard or irregular busy signals, standard
or irregular ringing signals, answering machines, cellular telephones, pagers, operator
intercepts, quick disconnects, chain dialing, no voice from called party, etc. Vendor
shall provide information on how the proposed inmate telephone service will meet this
4.4.11.The inmate telephone service shall process calls on a selective multi-lingual basis and
have capabilities for English, Spanish, Hmong and Russian. The inmate must be able
to select the preferred language utilizing a simple code. Vendor shall indicate whether
the called party will be able to select the preferred language for call prompts. During
the call set up process, the inmate telephone service shall provide a pre-recorded
184.108.40.206.That the call is coming from a specific inmate at the Facility.
220.127.116.11.That the call “may be monitored and recorded.”
4.4.12.The inmate telephone service shall monitor the switch hook of the inmate telephones
and if the switch hook is depressed at any time, the call will be disconnected or an
internal dial tone should be activated to prevent fraud. Vendor must assume all
responsibility for fraud.
4.4.13.The inmate telephone service shall provide a recording at the beginning of all collect
calls clearly identifying the call as a collect call to the called party. This recording
must be free of any toll charges.
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4.4.14.Vendor must indicate how much time is allowed for the inmate to record his/her
name when placing a call and how many times the system will play the message to the
called party prior to termination. The inmate telephone service shall have the
capability to configure the time allowed for the inmate to record his/her name.
4.4.15.Written dialing instructions in English, Spanish, Hmong and Russian must be
permanently and prominently displayed on or near each inmate telephone.
4.4.16.The Vendor shall subscribe to the LEC Line Information Screening Data Base
(LIDB). The Vendor shall query this database for each inmate call and process only
those calls which do not have Billed Number Screening (BNS). The Vendor must
assume all responsibilities for the cost and the accuracy of validation.
4.4.17.The inmate telephone service shall provide a recording back to the inmate which
details why a call was not completed. Please provide a list of the available recordings.
4.4.18.The inmate telephone service shall have the capability to allow a designated number
of free, local telephone calls per inmate. The County requires that the inmate telephone
service allow free local calls from each of the intake/booking inmate telephones.
18.104.22.168.The inmate telephone service shall be capable of allowing free local calls
with speed dials for certain numbers such as the Public Defender, Crime
4.4.19.Vendor’s ITS shall have the capability to be configured to allow the inmate to remain
muted while being able to hear the call progress (ex: ringing on the line, voicemail
4.4.20.The inmate telephone service shall have the capability to program a specific speed
dial code to selected numbers as determined by the County.
4.4.21.Vendor’s ITS must be able to recognize rotary telephones to ensure completion of all
4.4.22.Vendor must specify how international calls are processed and whether international
collect calls can be completed via the proposed inmate telephone service.
4.4.23.Vendor must specify the process for completing those calls that would normally be
blocked because of CLEC, cell phones and unbillable issues. Vendor shall also
identify the percentage of calls on an average basis they do not pass validation because
of CLEC, cell phones and unbillable issues.
4.4.24.The inmate telephone service shall, upon request by the County, provide specific
information for tracking inmate calling activities and calling patterns by individual
telephone numbers. The following reports shall be available for monitoring and billing
22.214.171.124.Monitoring reports that can be provided or sorted by any or all of the
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126.96.36.199.1.Daily statistical reports;
188.8.131.52.3.Originating number (mapped to specific location and
station at the Facilities);
184.108.40.206.5.Date of call;
220.127.116.11.6.Time of day;
18.104.22.168.7.Length of call;
22.214.171.124.8.Type of call;
126.96.36.199.10.Frequently called numbers (for all numbers called more
than 5 times in one day);
188.8.131.52.11.Common numbers called (for all numbers called by
more than one inmate);
184.108.40.206.12.Originating station (mapped to specific location at the
220.127.116.11.13.Bill type; and
18.104.22.168.14.Calls not passing validation.
22.214.171.124.Billing reports that can be provided or sorted by any or all of the following
126.96.36.199.1.Call detail report;
188.8.131.52.2.Amount charged per call;
184.108.40.206.6.Called party/number accepting report;
220.127.116.11.8.Separate facility totals and statistics;
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18.104.22.168.9.All Facility totals and statistics;
22.214.171.124.11.Calls by date;
126.96.36.199.12.Pre-paid card report;
188.8.131.52.13.Debit usage report;
184.108.40.206.14.Bill and call type distribution;
220.127.116.11.15.Time of day;
18.104.22.168.16.Length of a call; and
22.214.171.124.17.Calls being denied by validation
4.4.25.The inmate telephone service shall also provide the capability to customize reports in
a form mutually agreed upon by the County and/or its Designated Agent and Vendor.
4.4.26.The system platform CDRs shall be stored in a minimum of three (3) locations to
avoid any possibility of call detail records being lost.
4.4.27.The inmate telephone service shall store all call detail records, including all attempted
and completed calls at the Facilities for the life of the contract. The County shall have
access to all call detail records from all workstations and remote access computers,
based on the user’s access level.
4.4.28.The inmate telephone service shall have the capability to perform remote diagnostics
to the inmate telephone service to determine if a problem is with the telephone unit or
with the telephone line. Remote diagnostic tests shall be, at a maximum, run one time
each day on each telephone.
4.4.29.The inmate telephone service shall be capable of allowing multiple operators
simultaneous access while maintaining adequate security to prevent unauthorized use
4.4.30.The Vendor shall provide accommodations necessary to comply with Americans with
Disabilities Act (ADA) requirements including, but not limited to, providing
telephones which are accessible to persons in wheelchairs and providing systems that
are compatible with Telephone Devices for the Deaf (TDD).
126.96.36.199.Vendor shall provide the number of TDD telephones as specified in
188.8.131.52.Vendor must indicate how the TDD telephones work with the proposed
inmate telephone service.
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4.4.31.The inmate telephone service must offer the called party an option to receive a rate
quote during the call set-up process. The inmate telephone service must repeat the
options to the called party a minimum of two (2) times during the initial call process.
4.4.32.The inmate telephone service shall be capable of accommodating pro bono calls to
Consulates for all countries which may be required for ICE detainees. This option,
when requested by County, shall be provided at no cost to County.
4.4.33.Vendor shall have the capability to establish an informant line. Calls to the informant
line shall be free, provided at no cost to the County and shall be routed via the inmate
telephone service to a destination designated by the County.
4.4.34.Vendor shall work with the County on the implementation of a reporting line which
complies with the Prison Rape Elimination Act (PREA) of 2003. The PREA line shall
be set up at no cost to the County. At a minimum, Vendor shall:
184.108.40.206.Route free calls via the inmate telephone service to a destination provided
and designated by the County, which destination may be the same as that
used for the Facilities’ informant line.
220.127.116.11.Provide a telephone line at no cost to the County dedicated for the PREA
calls to which the calls will be routed as free.
4.4.35.At the County’s discretion, the inmate telephone service shall have the capability of
allowing free, recorded calls to the Correctional Health Services advice nurses to
facilitate the triage of medical complaints for nurse’s sick call at each facility. Vendor
shall designate a speed dial for the Correctional Health Services number and inmates
shall have the capability of dialing this number from any inmate telephone located
within the facilities. Vendor shall be prepared to accommodate telephone spacing
needs as requested by the County to ensure compliance with confidentiality concerns
regarding access to health services. The County shall provide Vendor with the location
of the inmate telephones which shall be relocated for spacing reasons.
4.4.36.The pre-paid and/or debit application shall work with the inmate telephone service
18.104.22.168.Personal Allowed Number (PAN) lists shall only be initially implemented
at the Probation Department’s Facilities. PANs may NOT be utilized at the
Sheriff’s Department Facilities.
22.214.171.124.The pre-paid and/or debit application shall allow for pre-payment to a
specific inmate’s account by an inmate or member of inmate’s
PAN/approved depositor list.
126.96.36.199.The inmate telephone service shall provide the inmate with the balance of
their debit and/or pre-paid account at the time of the call.
188.8.131.52.The pre-paid and/or debit application shall allow international calls.
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184.108.40.206.Vendor shall have the capability to configure the pre-paid cards for usage
outside of the Facilities. Vendor must provide detailed information on this
220.127.116.11.The pre-paid and/or debit application shall have the capability to terminate
a debit account and refund income to the inmate or participant on the
inmate’s PAN. Please describe Vendor’s process for meeting this
requirement. Under no circumstances will the Vendor be allowed to keep
any money deposited in a debit account or in a pre-paid collect account upon
termination of the contract between the County and Vendor. All monies
shall be returned to the individual inmate or end-user at the termination of
the account or six (6) months of no activity, whichever comes first.
18.104.22.168.The debit application shall have the capability to interface with the current
commissary system for ease of transferring money from the inmate’s trust
fund/commissary account to the inmate telephone service. The current
commissary provider is ARAMARK. Further, Vendor shall state whether
Vendor has an established interface with ARAMARK. If Vendor does not
have an established interface, Vendor is encouraged to contract ARAMARK
during the RFP process in preparation for meeting this requirement for the
initial implementation. It is the Vendor’s responsibility to create and
establish the interface with ARAMARK. The County shall not be
responsible for paying any amounts associated with the required interface.
22.214.171.124.Vendor shall provide information on how inmate telephone service handles
debit balances if an inmate is transferred from one County Facility to
4.4.37.Vendor must specify its validation process.
126.96.36.199.Please include whether the validation is done real-time or by batch.
188.8.131.52.Please specify Vendor’s process for unblocking a phone number which was
originally restricted for non-payment, to include the timeframe for removing
the restriction once the payment posts with the LEC.
4.4.38.Vendor must 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 for
the Facilities listed in Section 4.6.5. Failure to honestly and completely answer the
above questions may cause Vendor’s response to this RFP to be rejected.
4.5. System Security, Control and Investigative Features
The telephone system shall provide as a minimum the following security, control and
4.5.1.The inmate telephone service shall prohibit direct-dialed or incoming calls of any type.
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4.5.2.The inmate telephone service shall deny access to 800, 888, 877, 411, 555-1212, 900,
911, 950+1, 976 or 10-10xxx numbers/services. Allow the blocking of specific
telephone number such as victims, witnesses, judges, and county staff.
4.5.3.The inmate telephone service shall prohibit access to a live operator for any type of
4.5.4.The inmate telephone service shall prohibit access to "411" information service.
4.5.5.The inmate telephone service must be able to be shut down quickly and selectively.
The County must be able to shut down the inmate telephone service by cut-off
switches at several locations including, but not limited to:
184.108.40.206.1.At demarcation location
220.127.116.11.2.By central control (manual master cut-off for all phones)
18.104.22.168.3.By select housing units (manual cut-off switches in control stations for
22.214.171.124.4.Via workstation and/or remote access
4.5.6.The County prefers that Vendor’s inmate telephone service include voice biometric
technology. If Vendor’s RFP proposal will include voice biometrics, Vendor must
specifically include a section to provide an overview of the technology, detail on the
enrollment process associated with the voice biometric solution and Vendor shall also
indicate whether the voice biometric technology performs an initial verification and/or
continuous verification of the inmate’s voice. This feature must be an integrated part
of the ITS and must offer related analysis tools and capabilities. The County will not
be a “beta test site” for unproven technology. Vendor must provide references of
clients who are currently using this technology, including the size of the facilities. If
Vendor’s voice biometric technology utilizes continuous voice verification, the
references must include a facility where continuous voice verification has been in
service successfully for at least six (6) months.
4.5.7.The inmate telephone service shall be capable of taking an individual station out of
service without affecting other stations or units.
4.5.8.The inmate telephone service shall offer the option to record and monitor the visitation
booths those Facilities that opt to record inmate calls or visitation sessions.
4.5.9.The inmate telephone service shall prevent any inmate telephone from receiving any
incoming calls. The Vendor shall work with the local exchange carriers (LECs) to
ensure such control. Vendor shall provide a detailed explanation regarding the
information which is displayed on the called party’s caller ID each time a call from the
Facility is placed (ex: “unknown number,” B-1 ANI, etc.).
4.5.10.The inmate telephone service shall provide an integrated capability to monitor,
record, store and retrieve inmate phone conversations on a real time basis. Recordings
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must be stored on-line for the entire contract term with the option to archive to
electronic media such as a DVD or USB devices.
4.5.11.The inmate telephone service shall have a fraud prevention feature.
4.5.12.The recording playback function must be able to split inmate side of conversation
from called party side of conversation to play on separate speakers for more detailed
4.5.13.The inmate telephone service, upon detection of a three way call (call forwarding and
conference calls, etc.), shall have the capability to flag and/or terminate the call
immediately. Three-way calls shall be flagged in the call detail records as “three-way
126.96.36.199.Please indicate whether the inmate telephone service plays a message to the
inmate and/or the called party prior to terminating the call.
188.8.131.52.Please specify the method used by the Vendor to detect three-way calls.
4.5.14.The County prefers that the inmate telephone service has the capability to detect and
terminate Remote Call Forwarding calls. If Vendor’s inmate telephone service is
unable to detect Remote Call Forwarding, please provide the status of Vendor’s
research and development relative to detection of Remote Call Forwarding.
4.5.15.The inmate telephone service shall have the capability of answer detection.
4.5.16.The inmate telephone service shall be capable of denying certain telephone numbers
from inmate dialing.
4.5.17.Vendor shall provide the County with laser-jet printers and workstations, working
real-time with the inmate telephone service for monitoring, recording, and reporting.
The number of workstations and printers is specified in Section 4.6.5. The
workstations shall each include a CD/DVD burner. At the request of the County,
Vendor shall provide remote access to the inmate telephone service at no cost. The
provision of remote access shall allow the County the same features and
functionalities, permitted by the user’s level of access, available on the dedicated
workstation(s) supplied by Vendor. The inmate telephone service shall offer unlimited
secure and concurrent access with no degradation to service quality from any PC or
laptop with high speed internet connectivity. This remote access shall at a minimum
enable authorized users to view call records, generate reports, monitor live
conversations, and search/retrieve/play recorded calls. Remote access activity shall
not impair system functionality or performance in any way.
4.5.18.The inmate telephone service shall be capable of allowing calls to specified numbers
at specified times during the day.
4.5.19.The inmate telephone service shall be capable of limiting the length of a call,
providing the dial tone at certain times of the day and allowing a maximum number of
minutes or seconds per inmate, per month. The required call time limit is specified in
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4.5.20.The County is interested in an inmate messaging system or service. This system
would allow inmates to send short duration messages (voice mail) to called parties.
All messages are to be recorded and stored for investigative purposes within the call
processing system. The receiving called party may be charged a reasonable fee for
each message. Vendor shall provide detail on its voice mail technology to include but
not be limited to 1) required integration, 2) charge per voice mail, 3) method for
compensation to the County.
4.5.21.In all circumstances, the inmate telephone service shall limit the inmate to a single
call request. The inmate telephone service shall always require the inmate to
disconnect the call in progress and initiate another call.
4.5.22.The PIN application shall work with the inmate telephone service using all of the
features and functionalities described herein.
184.108.40.206.The inmate telephone service shall have the capability to assign and use
Personal Identification Number (PIN) management. The PIN is the inmate’s
X-Ref number which is generated by the JMS.
220.127.116.11.The County prefers that the inmate telephone service has the capability to
will integrate with the County’s analytical software. At the minimum the
system will need to integrate with the THREADS software provided by
Direct Hit Incorporated or any of its resellers. At a minimum, Vendor shall
export and FTP daily call detail reports, in a format specified by the County,
to be imported into THREADS.
18.104.22.168.The inmate telephone service shall have the capability to provide collect,
debit and pre-paid station-to-station calling utilizing a PIN.
22.214.171.124.The inmate telephone service shall have the capability to provide Personal
Allow Numbers Lists (PANs) associated with each PIN. These PANs shall
store a set quantity of allowed telephone numbers for each inmate.
126.96.36.199.Vendor shall indicate whether the proposed inmate telephone service
documents updates or history of PAN entries. (ex: time/date stamp, etc.).
188.8.131.52.Vendor shall indicate how attorney phone numbers are stored with the PAN
application and whether the attorney phone numbers count against the set
quantity of allowed telephone numbers for the individual inmate.
184.108.40.206.1.The inmate telephone service shall be capable, upon
request by the County, to provide specific information for
tracking inmate calling activities and calling patterns by
individual telephone numbers. At a minimum, the
following reports shall be available for monitoring
• PANs per inmate or identifying number;
• Calls by PIN or other identifying
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220.127.116.11.The inmate telephone service shall have the capability to interface with the
County’s booking/jail management system (JMS) so that the inmate PINs
will be automatically transferred, activated and deactivated in the inmate
telephone system based on the inmate’s custody status. The current JMS for
the Sheriff’s Department is Jail Information Management System (JIMS).
The case management system for the Probation Department is Juvenile
Probation Information Program (JPIP). It is the Vendor’s responsibility to
identify the requirements necessary to interface with JIMS and JPIP to
ensure Vendor will be able to meet the auto-PIN requirement upon
implementation. The County shall not be responsible for paying any amounts
associated with the required interface.
18.104.22.168.The PIN numbers shall be stored in a database that is accessible to
designated users, depending upon the user’s password level.
22.214.171.124.The inmate telephone service shall include, at a minimum, an alert system
that will detect and prohibit an attempted call made to a restricted number, an
attempted call using a restricted PIN, or an attempted call made from a
126.96.36.199.The inmate telephone service shall be capable of transferring inmate
information (ex: PINs, PANs, etc.) from one Facility to another without
requiring manual re-entry of the inmate’s information.
188.8.131.52.Once an inmate’s account has been activated in the inmate telephone
service, the inmate shall be allowed to place calls from any County Facility.
184.108.40.206.The inmate telephone service shall be capable of documenting the
date/time when an individual PIN entry was added or modified in the inmate
telephone service and document the user making the change.
4.5.23.The Vendor will provide for alerts via Short Message Service (SMS), email and
automated recording. The system will have notification capabilities to enable live
listening via mobile device without inmate knowledge.
4.5.24.Vendor’s application (a.k.a. user interface) shall at a minimum support:
220.127.116.11.The creation and deactivation of user accounts.
18.104.22.168.The creation and deactivation of inmate accounts.
22.214.171.124.The modification of which phones may be used by an inmate.
126.96.36.199.The ability to retrieve call detail data for a single inmate and date range.
188.8.131.52.The ability to retrieve call detail data for a single phone.
184.108.40.206.The ability to retrieve the recording for a single call.
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