Inmate Phone and Video Visitation

Agency: County of Cowlitz
State: Washington
Type of Government: State & Local
NAICS Category:
  • 512110 - Motion Picture and Video Production
Posted Date: May 22, 2020
Due Date: Jul 14, 2020
Solicitation No: 07-2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: 07-2020
Bid Title: Inmate Phone and Video Visitation
Category: Purchasing Services
Status: Open

Description:
The Cowlitz County Corrections Department is initiating this Request for
Proposals (RFP) to solicit proposals from qualified vendors to provide Inmate Phone and Video
The period of performance of any contract resulting from this RFP is tentatively scheduled to begin on
or about 09-01-2020 and to end on 09-01-2023. Amendments extending the period of performance, if
any, shall be at the sole discretion of the Cowlitz County.


All bids are due by July 14, 2020 prior to 11:00 AM. Faxed or e-mailed bids will not be accepted.

Publication Date/Time:
5/21/2020 11:00 am
Publication Information:
The Daily News, 5/20/2020 Edition
Closing Date/Time:
7/14/2020 11:00 am
Contact Person:
Captain Chris Moses
360-577-3094 ext. 2212
MosesC@co.cowlitz.wa.us
Related Documents:

Attachment Preview

COWLITZ COUNTY
Corrections Department
REQUEST FOR PROPOSALS (RFP)
NOTE: If you download this RFP from the County website located at
http://www.co.cowlitz.wa.us/bids.aspx you are responsible for sending your name,
address, e-mail address, and telephone number to the RFP Coordinator in order for
your organization to receive any RFP amendments or bidder questions/COUNTY
answers.
PROJECT TITLE: Inmate Phone and Video Visitation #07-2020
PROPOSAL DUE DATE: July 14, 2020 Prior to 11:00 A.M. Pacific Standard Time or
Pacific Daylight Time, Kelso, Washington, USA.
Faxed or E-mailed bids will not be accepted.
CONSULTANT ELIGIBILITY: This procurement is open to those consultants that satisfy
the minimum qualifications stated herein and that are available for work in Washington
State.
CONTENTS OF THE REQUEST FOR PROPOSALS:
1. Introduction
2. General Information for Consultants
3. Proposal Contents
4. Evaluation and Award
5. Exhibits
A. Certifications and Assurances
B. Personal Service Contract with General Terms and Conditions
TABLE OF CONTENTS
1. Introduction ..................................................................................................................................3
1.1 Purpose and Background ......................................................................................................3
1.2 Definitions .............................................................................................................................3
1.3 Project Specifications and Scope of Work..............................................................................3
1.4 Project Information ................................................................................................................4
1.5 Specifications and Requirements...........................................................................................4
1.6 Call Rating and Commission Accountability ...........................................................................5
1.7 Technical Requirements and Specifications...........................................................................6
1.8 Equipment.............................................................................................................................8
1.9 Video Visitation .....................................................................................................................8
1.10 Optional Services/Additional Technology.............................................................................11
1.11 Reference and Experience ..................................................................................................11
1.12 Commissions and Fees .......................................................................................................12
1.13 Transition Planning..............................................................................................................13
1.14 Minimum Qualifications .......................................................................................................13
1.15 Period of Performance.........................................................................................................14
1.16 Contracting with Former Washington Public Employees.......................................................14
1.17 ADA ....................................................................................................................................14
2. General Information for Consultants .........................................................................................14
2.1 RFP Coordinator..................................................................................................................14
2.2 Estimated Schedule of Procurement Activities......................................................................14
2.3 Pre-Proposal Conference ....................................................................................................15
2.4 Submission of Proposals .....................................................................................................15
2.5 Proprietary Information/Public Disclosure.............................................................................16
2.6 Revisions to the RFP...........................................................................................................16
2.7 Minority & Women-Owned Business Participation ................................................................16
2.8 Acceptance Period ..............................................................................................................17
2.9 Responsiveness..................................................................................................................17
2.10 Most Favorable Terms .........................................................................................................17
2.11 Contract and General Terms & Conditions ...........................................................................17
2.12 Costs to Propose.................................................................................................................17
2.13 No Obligation to Contract.....................................................................................................17
2.14 Rejection of Proposals.........................................................................................................18
2.15 Commitment of Funds..........................................................................................................18
2.16 Electronic Payment .............................................................................................................18
2.17 Insurance Coverage ............................................................................................................18
2.18 Cooperative Purchase .........................................................................................................20
3. Proposal Contents ......................................................................................................................20
3.1 Letter of Submittal ...............................................................................................................20
3.2 Technical Proposal ..............................................................................................................21
3.3 Management Proposal .........................................................................................................21
3.4 Response Items...................................................................................................................22
3.5 Cost Proposal ......................................................................................................................22
3.6 Reference and Experience ..................................................................................................23
4. Evaluation and Contract Award..................................................................................................23
4.1 Evaluation Procedure...........................................................................................................23
4.2 Evaluation Weighting and Scoring........................................................................................23
4.3 Oral Presentations may be Required....................................................................................24
4.4 Notification to Proposers ......................................................................................................24
4.5 Protest Procedure................................................................................................................24
5. RFP Exhibits ...............................................................................................................................25
Exhibit A Certifications and Assurances
Exhibit B Service Contract Format including General Terms and Conditions (GT&Cs)
1. INTRODUCTION
1.1. PURPOSE AND BACKGROUND
The Cowlitz County Corrections Department, hereafter called "County,” is initiating this Request for
Proposals (RFP) to solicit proposals from qualified vendors to provide Inmate Phone and Video
Visitation Services for the Cowlitz County Corrections Department.
The Cowlitz County Jail was built in 2006. The Jail has eight (8) main housing areas with a bed
capacity of 356 inmates. There is one direct supervision medical observation unit consisting of 32
beds, as well as a 3 member team of officers dedicated to this unit. Pre-trial inmates with charges
ranging from misdemeanors to Class A felonies are housed as well as sentenced inmates.
The ADP for 2019 was 264 inmates with 304 inmates as the highest population count for the year.
The Cowlitz County Corrections Department is governed by 3 elected Commissioners who appoint a
Director to oversee the department.
1.2. DEFINITIONS
Definitions for the purposes of this RFP include:
COUNTY COW LITZ is the COUNTY in the State of Washington that is issuing this RFP.
Apparent Successful Contractor The consultant selected as the entity to perform the anticipated
services, subject to completion of contract negotiations and execution of a written contract.
Consultant Individual or company interested in the RFP and that may or does submit a proposal in
order to attain a contract with the COUNTY.
Contractor Individual or company whose proposal has been accepted by the COUNTY and is
awarded a fully executed, written contract.
Proposal A formal offer submitted in response to this solicitation.
Proposer - Individual or company that submits a proposal in order to attain a contract with the
COUNTY.
Request for Proposals (RFP) Formal procurement document in which a service or need is
identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit
the consultant community to suggest various approaches to meet the need at a given price.
1.3. PROJECT SPECIFICATIONS AND SCOPE OF WORK
Cowlitz County is requesting proposals for a fully operational, flexible, secure and reliable inmate
telephone and Video Visitation system. The provision of inmate phone and video visitation service and
the quality and reliability of service are a high priority.
Proposer’s offering a proposal in response to this RFP shall be responsible to submit technical solutions
based on their programs that meet or exceed the goals and objectives set forth herein.
Page 3 of 47
1.4. PROJECT INFORMATION
See below for current quantities of equipment for each inmate pod/area in the
facility.
Inmate Capacity: 356
Average Daily Population: 264 (2019)
Current - Equipment
Standard inmate telephones
Quantity
20
Visitation
Booths(monitored/rec
orded)
17 (4 public side/13
inmate side)
Video Relay on all systems
VRS is required on all
systems
1.5. SPECIFICATIONS ANDREQUIREMENTS
a. Turnkey Installation Proposer shall be responsible for all costs associated with the inmate
telephone and video visitation 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.
b. Proposer is responsible for determining all wiring and software requirements as well as all costs
associated with the conversion of service from current inmate telephone and video visitation
system providers to the successful new service provider. Successful proposer shall coordinate
all details of switching out services with the current vendor if applicable.
c. Successful Contractor shall be responsible for maintenance support on a twenty-four (24) hour,
seven (7) day per week basis. Describe, in detail, your company’s service and maintenance
program. Include remote programming, diagnostics, downloading and trouble-shooting.
Describe how the phones/tablets/kiosks are polled, how often, and what information is gathered
during remote diagnostics.
d. Wherever Maintenanceis specified in this section, it shall mean Software and/or Hardware
and/or other telephone video visitation equipment Maintenance, Support and repair
and/or replacement requirements
e. All costs for maintenance, support, repair of all software and equipment will be borne by the
successful proposer, and will not be deducted from any commissions.
f. During the term of any contract awarded as a result of the RFP, successful proposer agrees to
provide maintenance to diagnose problems, determine proper solutions and provide:
i. The implementation of any required solutions, changes, modifications,
updates or other services which are necessary to allow the Software,
Hardware and anyother telephone and video visitation equipment to perform
in accordance with the specifications as set forth in the RFP
Page 4 of 47
ii. Upgrades to the Software and/or hardware to its required performance
standards as required in the RFP
iii. Telephone support shall be available to accept calls regarding maintenance
twenty-four (24) hours a day, seven (7) days a week. Describe the locationof your
technical services call center(s), and indicate whether, and under what
circumstances, a maintenance call from the facility will ever be answered by a
service representative located outside of the United States.
iv. Successful proposer shall respond onsite to a request for maintenance within
twenty four (24) hours after the initial notification.
g. Telephone support shall be available to accept calls from inmate call recipients (friends/family)
regarding customer service, billing, and prepaid account setup and funding twenty-four (24)
hours a day, seven (7) days a week. Describe the location of your customer service call
center(s), and indicate whether, and under what circumstances, a customer service call from
an inmate call recipient will ever be answered by a service representative located outside of
the United States.
h. Contractor shall maintain an open and cooperative relationship with the Corrections
Department staff and other County representatives.
i. Contractor shall be responsible for full, current and detailed knowledge of and compliance with,
the pertinent requirements of federal and W ashington state laws, their implementation of
regulations and guidelines promulgated there under as they pertain to the services requested
herein.
1.6. CALL RATING AND COMMISSION ACCOUNTABILITY
a. A copy of current rates shall be on file with the County. County must be notified, in writing, of
any proposed increases or decreases in the rates charged. County MUST approve
increases/decreases in rate(s) prior to any change.
b. Any change in Tariff (Increase or Decrease) which is not approved by the County in writing in
advance of the change shall be grounds for termination of the contract.
c. The commission offered to the County shall be based on total gross revenues, with no
deductions for fraud, bad debt, uncollectible, unbillable calls. No deduction shall be made for
any cost of providing the service described.
d. Commissions shall be paid on all call types: Collect, Direct Billed, Pre-Paid Collect, Advance
Pay, Debit and Debit Card.
e. Commissions shall be paid MONTHLY and shall be accompanied by an inmate telephone
commission and summary report which shall include, at a minimum, the following information:
Date of Report
Time Period Covered Total
Number Calls Total
Number Minutes
Total Gross Revenue (as defined above)
Such payment shall arrive no later than 45 days following the calendar month for which
Page 5 of 47

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

58--57 WPS SIPR Dynamic Deployable Comms Kit Active Contract Opportunity Notice ID FY20_57_WPS_0729

DEPT OF DEFENSE

Bid Due: 8/05/2020

09/30/20 Range Riders for Statewide Performance of Wolf Conflict Mitigation Ref #: 20-00013

State Government of Washington

Bid Due: 9/30/2020

58--DISA STEW-R DECTK Active Contract Opportunity Notice ID FY20_57_WPS_0730 Related Notice Department/Ind. Agency

DEPT OF DEFENSE

Bid Due: 8/05/2020

RFP Inmate Telephone System and Video Visitation System Thurston County Sheriff Corrections 7/29/2020

Thurston County

Bid Due: 8/18/2020