ROCK COUNTY, WISCONSIN
REQUEST FOR PROPOSALS
INMATE TELEPHONE SERVICES
PUBLIC PAY TELEPHONE SERVICES
COUNTY OF ROCK
Proposals due in Rock County Purchasing Division by:
April 16, 2020 – 12:00 Noon (Local time)
Proposals received after this date and time shall be rejected.
Proposals must remain in effect the life of the contract.
Address Proposal to:
Jodi Millis, Purchasing Manager
Rock County Courthouse
51 S. Main Street
Janesville WI. 53545
***MARK SEALED ENVELOPE: #2020-24 INMATE TELEPHONE SERVICES
Rock County is soliciting sealed Proposals for Inmate Telephone Service for the Rock County
Jail and Public Pay Telephone Service for several Rock County facilities.
The resulting contract shall commence at signing/award and will terminate on December 31,
2025, with an option to renew for an additional three-year period, January 1, 2026, through
December 31, 2028.
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RIGHT WITH RESPECT TO PROPOSAL SUBMITTALS
Rock County reserves the right to accept or reject any or all proposals; to waive any technicality
or error in any proposals or part therein, and to accept the same or combinations, in whole or in
part, whichever is deemed to be in the best interest of Rock County.
The County further reserves the right, without prior notice, to supplement, amend or otherwise
modify this RFP or otherwise request additional information from any and or all respondents. By
submitting a proposal, the consultant thereby agrees that the County’s decision concerning any
submittal in any respect is final, binding and conclusive upon it for all purposes, and acknowledges
that the County in its sole and unqualified discretion may waive or deviate from the procedures
and/or time table outlined.
Contracts are awarded to the highest ranked, most qualified, responsible and responsive
Proposer on the basis of the Qualifications and Cost Proposal and full consideration of any or all
alternatives, as may be in the best interest of Rock County. In determining the award of
contract, Rock County shall consider the scope of the work involved, timeliness of delivery,
competency of Proposer, Proposer’s ability to render satisfactory service, and past
performance. If two or more Proposers submit identical Proposals, Rock County shall make
award to Proposer of its choice and such decision will be final.
Selection of the vendor shall be the responsibility of Rock County. The County reserves the right
to select one or more respondents that appear best qualified to provide the services desired and
then invite those respondents to appear at a designated time and place for an oral presentations
and/or interviews. The recommendation award shall be based upon the submission that
represents the most advantageous overall response for Rock County, all factors considered. In
this regard, Rock County reserves the right to accept other than the lowest cost proposal and to
reject any or all submittals under this RFP, if deemed in the best interest of the County.
Interested parties may schedule a tour of the Rock County Jail and Sheriff’s Office by contacting
Captain Kimberly Litsheim at 608-757-7907.
INSTRUCTIONS FOR PROPOSAL
The proposer is required to submit five (5) copies (one original marked as such and four
copies) of their proposal in a sealed envelope marked RFP #2020-24 to Jodi Millis, Purchasing
Division, 51 South Main, Janesville, WI 53545. All proposals must be received by 12:00 noon
(local time), April 16, 2020. Any proposal submitted after this date and time will be rejected. No
faxed or electronic Proposals will be accepted.
Vendors are responsible for ensuring that the above office receives their proposal before the
deadline. Proposal "packets" must be clearly labeled with vendor name, return address, proposal
title, date and the name of the vendor's primary contact for proposal questions.
Proposals shall be signed with name typed below signature. Where Proposer is a corporation,
Proposal must be signed with the legal name of the Corporation followed by the legal signature
of an officer authorized to bind the Corporation to contract.
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All questions concerning this Request for Proposal must be submitted in writing to
Jodi Millis. Questions must be received by 12:00 noon (local time), March 26, 2020. Questions
received after this date and time will not be answered. Questions may be e-mailed to
No verbal explanation or instructions will be given in regard to the meaning of the drawings or
specifications during the proposal period. Vendors shall bring inadequacies, omissions or
conflicts to Rock County’s attention in writing by the question cut-off date and time. If necessary,
answers to questions will be provided to all specification holders in the form of an addendum.
Addendum shall include a list of each question received and Rock County’s response.
All changes in or interpretations of the specifications prior to Proposal due date shall be made by
written addenda issued by the Owner to each recipient of the specifications on record. All addenda
will be issued no later than 72 hours prior to Proposal due date and time. All addenda or notice of
addenda shall be posted on Rock County’s website, www.co.rock.wi.us.
Issue Request for Proposal
Addenda Issued by
Evaluation of Proposals
Governing Committee Approval
County Board Approval
04/16/2020 – 05/04/2020
After all Proposals have been reviewed, a recommendation shall be made to the appropriate
County governing committee. Approval by the Rock County Board of Supervisors may be
required prior to Award of Contract. Respondents not involved in the final selection process shall
be notified in writing. The above schedule is for informational purposes only and is in no way
binding upon Rock County
VENDOR SUPPLIED DOCUMENTATION AND MATERIALS
All vendor-supplied materials, including the vendor's proposal, become the property of Rock
County. We will work with vendors to meet their confidentiality requirements, provided that they
are within reason. All vendor confidential material must have each page clearly marked as
confidential. Rock County’s determination to treat matters as public or confidential under the
Wisconsin Open Records Law shall be final.
PROPOSAL AND PRESENTATION COSTS
Rock County shall not be liable in any way for any costs incurred by the offerors in the presentation
of their proposal in response to this Request for Proposal nor for the presentation of their proposal
and/or participation in any discussions or negotiations.
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COMPLIANCE WITH THE REQUEST FOR PROPOSAL
Proposals submitted must be in strict compliance with the Request for Proposal. Failure to comply
with all provisions on the RFP may result in disqualification. The County reserves the right to reject
any and all submittals or to waive minor defects or irregularities in the submittal. The County
further reserves the right, without prior notice, to supplement, amend or otherwise modify this RFP
or otherwise request additional information from any and or all respondents. By submitting a
proposal, the consultant thereby agrees that the County’s decision concerning any submittal in any
respect is final, binding and conclusive upon it for all purposes, and acknowledges that the County
in its sole and unqualified discretion may waive or deviate from the procedures and/or time table
Products and services that are not specifically addressed in this Request for Proposal, but which
are necessary to provide functional capabilities proposed by the offeror, must be included in the
REQUEST FOR CLARIFICATION
All requests by Rock County for clarification of proposals shall be in writing. Such requests shall
not alter the offeror’s pricing information contained in its cost proposal.
PROOF OF COMPETENCY OF PROPOSER
Any Proposer may be required to furnish evidence satisfactory to Rock County that the Proposer
and proposed subcontractors have sufficient means, expertise, financial ability, and experience in
the types of work proposed to assure completion of the Contract in a satisfactory manner.
MODIFICATION AND WITHDRAWAL
Proposals may not be modified after submittal. Proposers may withdraw their Proposal at any
time before Proposal due date and time, but may not resubmit them. No Proposal may be
withdrawn or modified after opening except where the award of Contracts has been delayed for
more than 45 days from the due date.
Rock County reserves the right to disqualify Proposals, before and after opening upon evidence
of collusion with the intent to defraud or other illegal practices upon the part of the Proposer.
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EVALUATION OF PROPOSAL AND AWARD
Award of the contract shall be made to the responsible vendor whose Proposal is determined to be
the highest evaluated offer resulting from review of written proposals, taking into consideration the
relative importance of the commission percentage and other factors as listed below:
References with other institutions similar in size to Rock County.
Ability to service Rock County as required including history of making timely
commission payments as required by these specifications
35% Proposed commission paid to Rock County.
Commission is to be based on gross revenue, which is defined as revenue on all
local and long distance calls originating from all coin and non-coin telephones
including calls for which payment cannot be collected from Rock County.
Rock County will not entertain proposals from vendors offering just one telephone
service (local calls only or long distance calls only).
30% Support, service and added services provided for Rock County.
Examples: call blocking, report generation etc.
10% Proposed product meets Rock County needs and requirements as well as future
needs through enhancements and upgrades.
CRITERIA FOR PROPOSAL EVALUATION
Proposals shall be evaluated using the following comprehensive set of criteria:
Has all requested information been provided?
Is vendor’s participation and responsibility clearly defined?
Is Rock County’s participation and responsibility clearly defined?
What are vendor’s service hours?
What is the vendor’s response time?
Has vendor addressed previous experience in providing this type of service or
Are the proposed equipment, accessories and services responsive to Rock County
Does the proposed equipment have a solid track record for this type of use?
Has the proposal addressed the type of support and repair service available?
Have installation procedures been defined?
Any other criteria that becomes relevant during review process.
Rock County reserves the right to negotiate with one or more offerors.
Award shall not be made to any Proposer in default of a Contract with Rock County, or to any
Proposer having as its agent or employee, any individual previously in default or guilty of
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