Inmate Communication Services

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Posted Date: Mar 23, 2020
Due Date: May 15, 2020
Solicitation No: RFP 2020-0309-1
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RFP 2020-0309-1
  • Inmate Communication Services
  • Status: Open
  • Time Left:52 days
  • Closing: 5/15/20 5:00 PM
  • Issued: 3/23/20 10:30 AM
  • Last Amended:
  • Buyer:Jason Tuggle
  • jtuggle@swvrja.com
  • 276-739-3520

  • Issued By:Southwest Virginia Regional Jail Authority
  • Type:Request for Proposals (RFP)
  • Category:Non-Professional Services - Technology
  • Work Location: Abingdon Regional Jail Facility - Abingdon, VA 24210 Duffield Regional Jail Facility - Duffield, VA 24244 Haysi Regional Jail Facility - Haysi, VA 24256 Tazewell Regional Jail Facily - Tazewell, VA 24651
  • Web Address:
  • Pre-Bid Conference: 4/15/20 9:30 AM Pre-Proposal Conference
  • Open Responses:
  • Description:Southwest Virginia Regional Jail Authority invites responses to this Request for Proposals from qualified, experienced Vendors who can provide a comprehensive, reliable inmate communications solution including inmate telephones and video visitation which meet the requirements described in this RFP. Optional site evaluations will take place on April 15 and April 16. Please see the RFP documents for additional information.

Attachments
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RFP - Inmate Communication Services.pdf (743.39 KB) RFP 03/23/20 Solicitation

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Request for Proposal:
Inmate Communication Services
Southwest Virginia Regional Jail Authority
RFP No.: 2020-0309
Release Date:
03/23/2020
Proposal Due Date:
05/15/2020
RFP Contact:
Lisa Migues
lisa.migues@praeses.com
318-424-8125 ext. 3137
Associate Director – Correctional Services Division
Praeses, LLC
330 Marshall Street, Suite 800
Shreveport, LA 71101
Page 1 of 19
Table of Contents
INTRODUCTION ........................................................................................ 1-3
REQUEST FOR PROPOSAL..................................................................................................... 1-3
PROPOSAL INSTRUCTIONS, FORMAT, CONTENT AND SUBMISSION ............ 2-4
RFP FORMAT .................................................................................................................... 2-4
SCHEDULE OF EVENTS ......................................................................................................... 2-4
FORMAT REQUIREMENTS .................................................................................................... 2-5
SUBMISSION OF PROPOSAL .................................................................................................. 2-5
OPTIONAL SITE EVALUATION................................................................................................ 2-6
QUESTIONS OR COMMENTS ................................................................................................. 2-7
PROPOSAL EVALUATION AND SELECTION .................................................. 3-8
EVALUATION FACTORS ........................................................................................................ 3-8
CORE TECHNOLOGIES – INMATE COMMUNICATION SERVICES.................... 4-9
EQUIPMENT AND INSTALLATION REQUIREMENTS ..................................................................... 4-9
TECHNOLOGY FEATURES AND USER APPLICATIONS .................................................................. 4-9
SECURITY FEATURES ......................................................................................................... 4-11
MONITORING, RECORDING AND DATA REQUIREMENTS .......................................................... 4-12
ADDITIONAL TECHNOLOGY ................................................................................................ 4-13
FINANCIAL TRANSPARENCY..................................................................... 5-15
VENDOR INFORMATION..................................................................................................... 5-15
VALIDATION .................................................................................................................... 5-15
AVAILABLE OPTIONS ......................................................................................................... 5-15
END-USER PAYMENT OPTIONS........................................................................................... 5-16
VENDOR REFERENCES ....................................................................................................... 5-16
SERVICE .................................................................................................. 6-18
DISASTER RECOVERY PLAN................................................................................................. 6-18
VENDOR PERSONNEL ........................................................................................................ 6-18
CUSTOMER SERVICE ......................................................................................................... 6-19
MAINTENANCE ................................................................................................................ 6-19
Page 2 of 19
INTRODUCTION
Request for Proposal
1.1.1.
Southwest Virginia Regional Jail Authority (“Customer”) invites responses to this Request
for Proposal (RFP) from qualified, experienced Vendors who can provide a comprehensive,
reliable inmate communications solution including inmate telephones and video visitation
which meet the requirements described in this RFP. All of the required services shall be
supplied to the following Customer Facilities (“Facilities”).
Abingdon Regional Jail Facility
15205 Joe Derting Rd.
Abingdon, VA 24210
Haysi Regional Jail Facility
1550 Kiwanis Park Rd.
Haysi, VA 24256
Duffield Regional Jail Facility
1037 Boone Trail Rd.
Duffield, VA 24244
Tazewell Regional Jail Facility
115 Court Street
Tazewell, VA 24651
1.1.2.
Details about the required equipment and inmate population of each Facility can be found
in the Attachment 1, Section J (Facility Specifications). Customer is seeking an
experienced Vendor to provide, install and maintain various inmate communication
solutions inclusive of an inmate telephone system (ITS) and a video visitation solution (VVS)
at the Facilities. Vendor shall provide all inmate communication services to the inmates in
accordance with the requirements and provisions set forth in this RFP and to all of the
Facilities listed in Attachment 1, Section J (Facility Specifications).
1.1.3.
Customer may engage third party consultants both in the process of this procurement and
in the management of the day-to-day operations of the selected Vendor. If a consultant
or agent (“Designated Agent”) is engaged, Vendor will cooperate with the Designated
Agent as directed by Customer, including following instructions found in this RFP, and if
awarded, the operation of the ITS and VVS. Throughout this RFP, Customer shall be
deemed to include both Customer and the Customer’s Designated Agent or consultant, if
any.
Page 3 of 19
PROPOSAL INSTRUCTIONS, FORMAT, CONTENT AND SUBMISSION
RFP Format
2.1.1.
The RFP is inclusive of the following documents:
2.1.1.1. Main RFP Document (“Main RFP”). The Main RFP document provides
instructions for the RFP process. The RFP document also includes several
sections and numbered items where Vendor must provide additional
information or documentation.
2.1.1.2. Attachment 1 – Mandatory Requirements. Attachment 1, Sections B through
J includes mandatory specifications which must be met for Vendor to be
considered. Vendor shall indicate whether Vendor will comply with the
requirement, as written. Vendor shall specify “Read and Agree” or “Read and
Do Not Agree” in the VENDOR RESPONSE space. Items answered with “Read
and Do Not Agree” require a statement from the Vendor in the VENDOR
COMMENT space as to why the requirement cannot be met, and an explanation
of how the Vendor proposes to meet Customer’s needs without the required
item. All statements where Vendor responded with “Read and Do Not Agree”
must be listed in Attachment 1, Section L (Exceptions to RFP). Vendor
comments will be evaluated in accordance with Attachment 1, Section C
(Evaluation & Selection and Section C.1 (Evaluation Criteria).
2.1.1.2.1.
Section A - Vendor Instructions
2.1.1.2.2.
Section B - Instructions & Format
2.1.1.2.3.
Section B.1 - Proposal Order
2.1.1.2.4.
Section C - Evaluation & Selection
2.1.1.2.5.
Section C.1 - Evaluation Criteria
2.1.1.2.6.
Section D - General Conditions
2.1.1.2.7.
Section E - User Billing & Payments
2.1.1.2.8.
Section F - Customer Service
2.1.1.2.9.
Section G - General Installation Requirements
2.1.1.2.10.
Section H - ITS System Requirements
2.1.1.2.11.
Section I - VVS System Requirements
2.1.1.2.12.
Section J - Facility Specifications
2.1.1.2.13.
Section K - Rates, Fees and Revenue Share
2.1.1.2.14.
Section L - Exceptions to RFP
2.1.1.2.15.
Section M - Exceptions to Inmate Communications Agreement
Terms
2.1.1.2.16.
Section N - Receipt of Addenda
2.1.1.2.17.
Section O - Site Evaluation Registration Form
2.1.1.2.18.
Section P – State Corporation Commission Form
2.1.1.3. Attachment 2 – Agreement Terms. Vendor is required to review the standard
agreement in its entirety and indicate any exceptions in Attachment 1, Section
M (Exceptions to Agreement Terms), including an explanation of how the
Vendor proposes to meet Customer’s needs without the required item.
2.1.1.4. Customer shall create an agreement resulting from this RFP which shall
incorporate Attachment 1 – Mandatory Requirements, Attachment 2 –
Agreement Terms and Vendor’s RFP response (“Agreement”).
Schedule of Events
2.2.1. The following is Customer’s best estimate of the schedule of events (“Schedule of Events”).
Customer reserves the right to revise the Schedule of Events. Unless otherwise specified,
the times provided are Eastern Standard Time (EST).
Page 4 of 19
2.2.2. Proposals must be received no later than 5:00 p.m. EST on 05/15/2020 (“Proposal Due
Date”) at the location specified in Section 2.6 – Questions or Comments.
Table 1 - Schedule of Events
Event
Release of the RFP
Deadline for Site Evaluation Registration Forms
Optional Site Evaluation
Deadline for Written Questions from Vendors
Dissemination of Answers to Written Questions
Proposal Due Date
Date
03/23/2020
04/06/2020
04/15/2020 through
04/16/2020
04/24/2020
05/08/2020
05/15/2020
Format Requirements
2.3.1.
2.3.2.
2.3.3.
2.3.4.
2.3.5.
Vendor’s proposal shall follow the order specified in Attachment 1, Section B.1 (Proposal
Order). Vendor’s proposal shall include the original RFP language where specified. The
original text from each section and numbered requirement of the Main RFP document
shall be inserted into Vendor’s proposal document to be immediately followed by a
complete response provided by the Vendor.
Vendor’s proposal includes specified sections and numbered items in the Main RFP
document that require additional explanation. Vendor shall provide specific, concise
responses that fully address the question/information requested in that section. Include
only those exhibits and/or images that are clearly relevant to the specific section and
numbered item.
If Vendor is in full compliance with the RFP section or requirement number, Vendor’s
response shall be, “Read and Agree.”
Otherwise, Vendor’s response shall be, “Read and Do Not Agree” and considered an
exception (“Exception”). Exceptions to any section or numbered requirement must be
listed in Attachment 1, Section L (Exceptions to RFP).
Additional format requirements are provided in Attachment 1, Section B (RFP Instructions
& Format).
Submission of Proposal
2.4.1.
Vendor shall deliver 1 original copy, 4 paper copies, and 2 complete electronic copies to
the Southwest Virginia Regional Jail, Authority Account and Procurement office. Any
proprietary information shall be clearly identified in the proposal. One electronic copy
shall have proprietary information redacted. Proposals to Customer must be directed to:
Jason Tuggle, VCA
Accounting/Procurement
Southwest Virginia Regional Jail Authority
PO Box 279
Meadowview, VA 24361-0279
jtuggle@swvrja.com
Page 5 of 19

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