HomeMy WebLinkAbout120219_ca08 Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: David Fortino,Jail Superintendent ext. 743
DATE: December 2,2019
RE: REQUEST FOR PROPOSALS re: Jail Inmate Phone System; Proposals Accepted Until 10:00
a.m. on Thursday, December 19, 2019 in the Jefferson County Sheriff's Office, 79 Elkins Road,
Port Hadlock, WA
STATEMENT OF ISSUE:
Since 2013, Consolidated Telecom, Inc. ("CTEL Telecom")has been providing phone service for inmates at
the County jail. CTEL Telecom installed the phone system and inmates pay for its use, at no cost to the
County. A copy of the current CTEL Telecom contract is attached. The phone system must meet certain
requirements, including having notification ability as required by the DHS Prison Rape Elimination Act
(PREA);phone on/off controlled by central location(switchbox, computer, etc.); collect call capabilities; call
blocking capabilities: and, time,third-party and international call restrictions.
ANALYSIS:
A request for proposal for a new contract is required. A proposed bid is attached. After proposal submission is
complete and a vendor is selected, a contract will be provided to the Board of County Commissioners for
consideration.
FISCAL IMPACT:
This request has no fiscal impact.
RECOMMENDATION:
Approve the attached request for proposal.
REVIEWED BY:
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INMATE TELEPHONE AGREEMENT
Telephone (the"Agreement")is made as of the 1 byand between
This Inmate Agreement � �� k ?DI�,
Jefferson County Sheriff's Office and BOARD OF COUNTY COMMISSIONERS JEFFERSON COUNTY,WASHINGTON(collectively,
the"Customer") and Consolidated Telecom,Inc.("CTEL Telecom").
1. Utilization of Facility.The Customer,for and in consideration of the payment of the Commission(as hereinafter
defined)and the services to be provided by CTEL,grants CTEL the exclusive right and license to install and maintain an
. Inmate Telephone System and inter related hardware and software,inmate pay telephones and inter-related
equipment(collectively,the"Equipment")within all facilities owned,operated,or controlled by the customer during
the term of this agreement(collectively the"Facility"),upon the terms and conditions set forth in this Agreement.The
Customer covenants and agrees to make the Facility available to CTEL for complete installation and operation of the
Equipment as soon as possible after the date hereof.
During the term of this Agreement,CTEL shall have the right,from time to time,to replace any portions of the
Equipment installed at the Facility,or to increase or decrease the number of items of Equipment within the Facility as
is mutually agreed upon by the Customer and CTEL The Customer shall provide appropriate locations within the living
quarters and day rooms of the Facility for installation of the Equipment,to insure the inmates within the Facility have
ready access to the Equipment to allow maximum daily usage thereof.The Customer agrees not to take any action of
any kind that would adversely affect the inmates'accessibility to the Equipment and usage thereof,other than as
required for the security and operation of the Facility.
2. Compensation.In consideration of the right to install and operate the Equipment within the Facility,CTEL agrees to
pay the Customer 67.5%commission on all revenue based upon true gross or usage from utilization of the
Equipment through calls made by inmates within the Facility(the"Commission").Gross billable calls are defined as all
of the completed billable calls.The Commission shall be paid by CTEL to the Customer on a monthly basis,as set forth
in Section 3 below.(See section;item G for specific payment details).
3. Payment and Accounting.CTEL agrees to pay the Customer the Commission on a monthly basis,but in no event later
• than Sixty(601 days following the month in which revenue was generated from the Equipment during the term of this
Agreement.Each payment made by CTEL to the Customer will be accompanied by a report showing dates of
collection and amounts collected from each pay telephone comprising the Equipment.All commission payments shall
be final and binding upon the Customer unless written objection thereto is received by CTEL within thirty days of
mailing of the commission payment to Customer by CTEL.
4. Licenses.All Licenses required by any state,county,city or other governmental authority shall be secured by CTEL,at
its sole cost and expense.
5. Title to Equipment.During the term of this Agreement,the Equipment installed in the Facility pursuant to this
Agreement shall remain the sole and exclusive property of CTEL.
• 6. Maintenance and Repair.During the term of this Agreement,CTEL shall repair and maintain the Equipment in good
operating condition,including without limitation,furnishing all parts and labor,at its sole cost and expense.The costs
shall include repairs to Equipment caused by any misuses,destruction,damage,vandalism,criminal actions or facility
failures.CTEL will provide continuing and ongoing maintenance to the Equipment at its sole cost and expense,and all
such maintenance services will be conducted in a timely manner.The Customer shall permit employees or contractors
of CTEL reasonable access to the Facility at all times,in order to service,repair and maintain the Equipment.The
Customer shall notify CTEL in writing of any misuse,destruction,damage or vandalism to the Equipment,as soon as
practicable after ascertaining same.
7. Liability.In no event shall the Customer be liable for any damage or destruction to any item of Equipment.
Initiated by CTEL and Jefferson County Sheriff's Office Page 1 of 3
8. Term of Agreement.For the convenience of the Parties,the Agreement shall commence on the date of execution by
the Customer("Commencement Date"),and shall automatically terminate,unless renewed in accordance with the
terms hereof,at the end of the Customer's fiscal year during which this Agreement is commenced(the"Initial Term").
In addition to the Initial Term,the Customer shall have and is hereby granted a four(4)year Agreement.
Commencement Date to renew this Agreement for a term not to exceed one(1)fiscal year,all upon the same terms
. and conditions hereof,by either giving written notice of intent to renew,not less than ninety(90)days nor more than
one hundred twenty(120)days prior to the termination of this Agreement.
9. Event of default.Termination of Agreement.In the event either party defaults in the performance of any of its
obligations under this Agreement,the non-defaulting party shall give the defaulting party written notice of default
setting forth with specificity the nature of the event of default.In the event the defaulting party fails to cure such
event of default within thirty days from receipt of said notice of default,the non-defaulting party shall have the right
to terminate this Agreement and pursue all notice of default,the non-defaulting party shall have the right to
terminate this Agreement and pursue all other remedies available to the non-defaulting party,either at law or in
equity.If the performance of this Agreement or any obligation hereunder,is interfered with by reason of any
circumstances beyond the reasonable control of the parties,including without limitation,fire,explosion,riots,civil
unrest,power failures,injunctions,or acts of God,then the party affected shall be excused from such performance on
a day-to-day basis to the extent of such interference,provided the party so affected shall use reasonable efforts to
remove such cause of no-performance.In the event any governmental tariff or regulation prevents CTEL from
providing services,or such tariffs or regulations make continuation of this agreement impractical for economic
reasons or otherwise,then CTEL,at its sole discretion,may terminate this Agreement without liability.In the event of
a termination of this Agreement for any reason,the Customer agrees to allow CTEL access to the facility in order to
remove the Equipment.CTEL agrees to remove the Equipment within thirty days after termination of this Agreement.
10. Authority.Each party to this Agreement warrants and represents that they have the unrestricted right and requisite
authority to enter into and execute this Agreement,to bind the respective party,and to authorize the installation and
operation of the Equipment.
11. Miscellaneous.
A. Any notice to be given hereunder shall be in writing and shall be delivered by certified mail,postage prepaid,return
receipt requested,addressed to the respective addresses of the parties set forth below,and all such notices shall be
deemed received when delivered in the manner set forth above
Consolidated If to
so idated Telecom: Consolidated Telecom,Inc.
1320 Greenwav Dr.Suite#450
Irving,TX 75038
Tel:972-239-2182 Fax:972-239-2358
If to Customer: Jefferson County Jail
79 Elkins Road
Port Hadlock,WA 98339-9700
Tel:360-385-3831
Initiated by CTE and Jefferson County Sheriffs Office Page 2 of 3
B. This Agreement shall be constructed under and is enforceable under the laws of the State of Washington.
C. No waiver by either party of any event of default under this Agreement shall operate as a waiver of any subsequent
default under the terms of this Agreement.
D. If any provision of this Agreement is held to be invalid or unenforceable,the validity or enforceability of the other
provisions shall remain.
E. This Agreement shall be binding upon and inure to the benefit of CTEL and the Customer,and their respective
successors and assigns.
F. This Agreement may be executed in counterparts,each of which shall be fully effective as an original,and all of which
together shall constitute one and the same instrument.This Agreement constitutes the entire agreement of the
parties.The rights and obligations of the parties shall be determined solely from the terms of this Agreement and any
prior or contemporaneous oral agreements are superseded by and merged into this Agreement.This Agreement
cannot be varied or modified orally and can only be varied or modified by a written instrument signed by all parties.
G. In summary CTEL is pleased to offer the following:
> 67.5%commission on all revenue.
> $3,500 signing bonus.
> $3,500 in calling cards no charge or offset of commission to Facility.
> 9 Inmate telephones and 6 visitation phones.
Additional phones available if facility requests them.
All commissions based on true gross or usage.No deductions for bad debt or unbillables
The Parties agree to the terms and conditions of this contract and shall bind themselves effective upon execution of the
contract.
EXECUTED AS OF THE DATE AND YEAR FIRST ABOVE WRITTEN
CONSOLIDATED TELECOM,INC. BOARD OF COUNTY COMMISSIONERS OF
JEFFERSON COUNTY,WASHINGTON
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Initiated byCT CI nd Jefferson Coun Sheriffs Office P
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Publish: December 4 and 11, 2019
Bill: Jefferson County Sheriff
79 Elkins Road
Port Hadlock, WA 98339
REQUEST FOR PROPOSALS
Jefferson County is soliciting proposals from interested parties to provide Jail Phone Services
and associated equipment to the Jefferson County Sheriffs Office. Jefferson County is seeking a
PREA Jail Telephone System with at least 14 telephones. Proposals will be received at the
Jefferson County Sheriff's Office, 79 Elkins Road, Port Hadlock, WA 98339 until 10 a.m.,
Thursday, December 19, 2019 at which time they will be opened by Jail Superintendent David
Fortino.
The sealed proposals must be clearly marked on the outside of the envelope, "Bid Proposal -Jail
Phone Services."Address proposal to: Jefferson County Sheriffs Office, 79 Elkins Road, Port
Hadlock, Washington 98339 or hand deliver. Documents delivered to other offices and received
late will not be considered nor will ones received by facsimile or e-mail. Submittals made in an
incorrect format will not be considered.
An informational packet on preparing a proposal may be obtained on-line at
www.co.jefferson.wa.us. All bidding and related questions should be directed to David Fortino,
Jail Superintendent, (360) 360-385-3831 or dfortino(a�co.jefferson.wa.us, Monday through
Friday from 8:30 a.m. to 4:30 p.m.
Jefferson County will affirmatively ensure that in any contract entered into pursuant to this
advertisement, disadvantaged business enterprises as defined in Title VI of the Civil Rights Act
of 1964 at 49 CFR Part 23 will be afforded full opportunity to submit proposals in response to
this invitation and will not be discriminated against on the grounds of race, color, national origin,
or sex in consideration for an award.
ADOPTED THIS 2nd day of December, 2019
JEFFERSON COUNTY WASHINGTON
Board of County Commissioners
Kate Dean, Chair
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INFORMATION PACKET
Request for Proposals for Jail Phone Services
PROJECT SCOPE:
Jefferson County is soliciting proposals from qualified providers of Jail Phone Services and
associated equipment in the jail facility located at 79 Elkins Road, Port Hadlock, WA 98339.
BACKGROUND ON THIS PROJECT:
The County's current contract with Consolidated Telecom, Inc. The County is looking to replace
or upgrade Consolidated Telecom, Inc.'s current system.
The current system includes: 6 visitation phones,7 phones in the blocks and 1 phone in the holding
cell.
MINIMUM REQUIREMENTS:
1. At least 14 phones that meet the specifications in Paragraph 2, below.
2. All phones must:
a. Have notification ability as required by the DHS Prison Rape Elimination Act(PREA);
a. Be provided and installed at no cost to the County;
b. Have phone lines provided at no cost to the County;
c. Have all ongoing maintenance provided at no cost to the County;
d. Provide on-ongoing services to inmates the most reasonable cost per call, considering all
other minimum requirements;
e. Have short cord telephones with associated equipment with installation andmaintenance
(recessed handset and keypad);
f. Have Phone on/off controlled by central location(switchbox, computer,etc.);
g. Have collect call capabilities, including:
i. An outside collect call feature; and,
ii. The ability to adjust collect call rates, asnecessary; and,
h. Have call blocking capabilities, including:
i. Inbound call blocked capabilities; and,
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ii. The ability to block calls to a number/certain numbers if calls refused numerous times;
and,
i. Have time limit restriction capabilities, including call duration timing;
j. Allow for restriction of third party calls;
k. Have international calls restricted;
1. Have service dial blocking (e.g. 800, 411, 911,etc.);
m. Have an automated operator that is bilingual;
n. Have the option to playback and archive recorded conversations;
o. Have call recording capabilities with detailed call record byprisoner;
p. Have the option to have live monitoring call capabilities;
q. Have web based ability to playback and monitor live and recordedcalls;
r. Be hearing aid compatible; and,
s. Meet all ADA and FCC requirements.
TELEPHONE SYSTEM MAINTENANCE REQUIREMENTS
The vendor shall provide 24 hour, seven day a week direct telephone assistance and repair. This
shall not be an answering system or an automated phone system. Proposal should indicate the
response time associated with a service call.
Vendor shall be responsible for all costs associated with the inmate telephone system, including
purchase of equipment, installation, service, maintenance, voice network and transmission, data
network, and day-to-day operation.
The Countyshall have no responsibility for anycosts associated with the system.
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Vendor is responsible for determining all wiring and software requirements; costs associated with
the conversion of service from current inmate telephone system providers to the successful service
provider.
Successful vendor shall coordinate all details of switching out services with the County's current
service provider.
The telephone systems must be working to the satisfaction of the County within 24 hours of the
removal of the current systems.
All telephone rates must comply with federal and state guidelines.
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TENTATIVE SCHEDULE OF EVENTS:
RFP issued: December 3,2019
Pre-Proposal Meeting December 13, 2019
End of question period: December 17, 2019
2019 Proposals Due: December 19, 2019
Proposals evaluated: December 20, 2019
Decision to Award: January 6, 2020
Contract begins: January, 2020
PRE-PROPOSAL MEETING: A pre-proposal meeting will be held in the Sheriff's Office at
79 Elkins Road Port Hadlock, WA 98339 at 10:00 am on December 13, 2019. The purpose of the
meeting is to allow interested parties to walk through the jail facility and provide a
question/answer opportunity.
QUESTIONS REGARDING THIS RFP: All questions must be submitted in writing(email
will suffice)to the RFP coordinator. Questions and answers will be forwarded to all proposing
suppliers who provide contact information. In order to make information available to all
proposing suppliers, no questions will be entertained after December 17, 2019.
RFP COORDINATOR:
David Fortino,
Jail Superintendent
Jefferson County Sheriff's Office
79 Elkins Road,
Port Hadlock, WA 98339
Phone: (360) 360-385-3831
Email: dfortino(&,co.jefferson.wa.us
DISTRIBUTION OF RFP DOCUMENT: This RFP can be downloaded directly from the
Jefferson County's website at https://www.co.jefferson.wa.us.
PROPOSAL REVIEW AND SELECTION:
Proposals received in response to this RFP will be first evaluated by a review committee using the
scoring criteria below. Based on this initial review,the county may select or may invite the top two
or three top scoring firms to participate in an oral presentation.
Each proposal received in response to the RFP will be objectively evaluated and rated according to
a specified point system.
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A one hundred(100)point system will be used,weighted against the following criteria:
Compliance with RFP Requirements. 40
Cost. 40
Demonstrated Success in Implementing Similar Systems. 20
Total Points 100
The County will enter into contract negotiations with the highest scoring Proposer. Should the
County not reach a favorable agreement with the highest scoring Proposer, the County shall
suspend or terminate negotiations and commence negotiations with the second highest scoring
Proposer and so on until a favorable agreement is reached.
IMPLEMENTATION/KICK OFF MEETING: Once the contract is approved there will be an
initial meeting between the selected vendor and county staff to determine implementation plans.
SUBMITTAL OF PROPOSAL: Sealed proposals will be received until 10 a.m., Thursday,
December 19, 2019, at which time they will be opened. The sealed proposals must be clearly
marked on the outside of the envelope, "Bid Proposal - Jail Phone Services."Address proposal
to: Jefferson County Sheriffs Office, 79 Elkins Road, Port Hadlock, Washington 98339 or hand
deliver. Documents delivered to other offices and received late will not be considered nor will
ones received by facsimile or e-mail. Submittals made in an incorrect format will not be
considered.
CANCELLATION OF AWARD: Jefferson County reserves the right to cancel an award at any
time for any reason prior to awarding a contract. Jefferson County reserves the right to limit the
period of negotiation to sixty(60) days after which time funds may be unencumbered.
CONFLICT OF INTEREST: All proposals submitted must contain a statement disclosing or
denying any interest, financial or otherwise, that any employee or official of Jefferson County
may have in the proposing agency or proposed project.
CONSORTIUM OF AGENCIES: Any consortium of companies or agencies submitting a
proposal must certify that each company or agency of the consortium can meet the requirements
set forth in the RFP.
COST OF PROPOSAL & AWARD: The contract award will not be final until Jefferson
County and the prospective vendor have executed a contractual agreement. The contractual
agreement consists of the following parts: (a)the basic provisions and general terms and
conditions, (b)the special terms and conditions, (c)the project description and goals (Statement
of Work), and (d)the budget and payment terms. Jefferson County is not responsible for any
costs incurred prior to the effective date of the contract. Jefferson County reserves the right to
make an award without further negotiation of the proposal submitted. Therefore, the proposal
should be submitted in final form from a budgetary, technical, and programmatic standpoint.
DISPUTES: Jefferson County encourages the use of informal resolution to address complaints
or disputes arising over any actions in implementing the provisions of this RFP. Written
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complaints should be addressed to Jefferson County Board of Commissioners, P.O. Box 1220,
1820 Jefferson St., Port Townsend, Washington 98368.
DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS: It is the
policy of Jefferson County to require equal opportunity in employment and services, subject to
eligibility standards that may be required for a specific program. Jefferson County is an equal
opportunity employer and is committed to providing equal opportunity in employment and in
access to the provision of all county services. This commitment applies regardless of race, color,
religion, creed, sex, marital status, national origin, disability, age, veteran status, on-the-job
injury, or sexual orientation. Employment decisions are made without consideration of these or
any other factors that are prohibited by law. In compliance with department of Labor Regulations
implementing Section 504 of the Rehabilitation Act of 1973, as amended, no qualified
handicapped individual shall be discriminated against in admission or access to any program or
activity. The prospective vendor must agree to provide equal opportunity in the administration of
the contract.
LIMITATION: This RFP does not commit Jefferson County to award a contract, to pay any
costs incurred in the preparation of a response to this RFP, or to procure or contract for services
or supplies.
LATE PROPOSALS: A proposal received after the date and time indicated above will not be
accepted. No exceptions will be made.
ORAL PRESENTATIONS: An oral presentation may be required of those prospective vendors
whose proposals are under consideration. Prospective vendors may be informed that an oral
presentation is desired and will be notified of the date, time and location the oral presentation is
to be conducted.
OTHER AUDIT/MONITORING REQUIREMENTS: In addition, auditing or monitoring for
the following purposes will be conducted at the discretion of Jefferson County: fund
accountability; contract compliance; and program performance.
PRICE WARRANT: The proposal shall warrant that the costs quoted for services in response
to the RFP are not in excess of those which would be charged any other individual or entity for
the same services performed by the prospective vendor.
PROTESTS: Protests must be submitted to: Jefferson Board of County Commissioners, P.O.
Box 1220, 1820 Jefferson St., Port Townsend, Washington 98368.
REJECTION OF PROPOSALS: Jefferson Countyreserves the right to accept or anyor
g P reject
all proposals received as a result of this RFP, to negotiate with any or all prospective vendors on
modifications to proposals, to waive formalities, to postpone award, or to cancel in part or in its
entirety this RFP if it is in the best interest of Jefferson County to do so.
SUBCONTRACTING: No activities or services included as a part of this proposal may be
subcontracted to another organization, firm, or individual without the approval of Jefferson
County. Such intent to subcontract shall be clearly identified in the proposal. It is understood that
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the vendor is held responsible for the satisfactory accomplishment of the service or activities
included in a subcontract.
INDEPENDENT PRICE DETERMINATION: The prospective vendor guarantees that, in
connection with this proposal,the prices and/or cost data have been arrived at independently,
without consultation, communication, or agreement for the purpose of restricting competition.
This does not preclude or impede the formation of a consortium of companies and/or agencies
for purposes of engaging in jointly sponsored proposals.
ORAL PROPOSALS: ORAL proposals will not be considered.
Submittals made in an incorrect format will not be considered. Interested vendors are asked
to provide 1 copy of a proposal for County review.
Thank you for your interest in providing services to Jefferson County.
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