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HomeMy WebLinkAboutInformation Packet RFP Jail Inmate Phones System1 INFORMATION PACKET REQUEST FOR PROPOSALS JAIL INMATE PHONE SYSTEM 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 and maintenance (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, as necessary; and, h. Have call blocking capabilities, including: i. Inbound call blocked capabilities; and, 2 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; l. 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 by prisoner; p. Have the option to have live monitoring call capabilities; q. Have web based ability to playback and monitor live and recorded calls; 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 County shall have no responsibility for any costs associated with the system. 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. 3 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. 4 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 Sheriff’s 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 complaints should be addressed to Jefferson County Board of Commissioners, P.O. Box 1220, 1820 Jefferson St., Port Townsend, Washington 98368. 5 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 County reserves the right to accept or reject any or 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 the vendor is held responsible for the satisfactory accomplishment of the service or activities included in a subcontract. 6 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.