RFP-25-26-068-Inmate Telephone and Tablet Services (Re-Bid)

RFP-25-26-068 "Inmate Telephone and Tablet Services"
1.0 INTENT
2.0 SCOPE OF WORK
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 SPECIFICATIONS
5.0 PROPOSAL DOCUMENTS
6.0 EVALUATION AND AWARD
ATTACHMENTS
17.0.0 INTENT:
The purpose of this Request for Proposal (RFP) is to ensure an operational, secure and
reliable inmate telephone, tablet, and video visitation system designed to improve the
management and control of inmate telephone, tablet, and video visitation usage. The
objectives are to ensure inmate telephone, tablet, and video visitation usage is
appropriately restricted and monitored, while being provided at a reasonable cost;
telephone, tablet, and video harassment of victims and witnesses is prevented; staff time
required to administer the system is kept to a minimum and information is maximized.
NOT ONE EMPLOYEE OF THE FACILITY IS TO TOUCH ANY HARDWARE OR BE INVOLVED
IN ANY SERVICE-RELATED ACTIVITY. THAT IS THE SOLE PURPOSE OF THE ONSITE
TECHNICIAN. The Danville Adult Detention Center (ADC) is soliciting proposals from all
interested and qualified firms to install, operate, maintain and service an Inmate
Telephone, 1:1 Tablets, and Video Visitation System. ADC is seeking a single contractor
with end-to-end responsibility for inmate telephone, tablet, and video visitation services.
The prime telephone vendor is not permitted to subcontract out tablet services to any
third1 p.1a rtyS. uAbDmC isth ianlvl boeicaer (nso) rteos:p onsibility for any costs associated with the system.
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention :
Adult Detention Center
1.2 Deadline
Sealed Proposals shall be submitted no later than 4:00PM Tuesday May 12,2026
to: City of Danville
Purchasing Department
Attn.: Carol Henley
427 Patton Street, Room 304
Danville, VA 24541
Proposals will not be accepted both electronically and on paper. The bid with the latest time
stamp received prior to the due date and time will be evaluated for each Bidder.
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RFP-25-26-068 "Inmate Telephone and Tablet Services"
1.3 Mandatory Pre-bid Conference:
Mandatory-Pre-Proposal Meeting will be held, Tuesday April 14,2026 at 10:00AM
Adult Detention Center, 1000 South Boston Rd., Danville, VA 24540 or by
MS Teams at RFP-25-26-068-Pre-Bid
Meeting ID: 211 507 932 983 26
Passcode: Jb3cn7bb
1.4 Bid Inquiries: The last day for questions Email Carol Henley and Andrew
Shelton purchasing@danvilleva.gov and sheltat@danvilleva.gov
1.5 Bonds: None
1.6 Duration: Five (5) Year term with options to renew Four (4) additional One (1) year
term if agreed upon by both parties
1.7 Liquidated Damages: None
1.8 Owner's Representative: Andrew Shelton, sheltat@danvilleva.gov
1.9 Code: All work performed shall conform to the Virginia Uniform Building Code
1.10 Retainage/Escrow: None
2.0 SCOPE OF WORK
2.1 The Contractor shall provide inmate telephones (i.e., wall mounted
and portable) and 1:1 assigned tablets based on the Specifications found
in Section 4. The Contractor shall also provide one (1) TTY non-portable
telephone for the facility. The equipment shall be local, intraLATA and
interLATA service capable, with line concentration allowed, provided the
Contractor can guarantee 100% dial tone availability. The Contractor
shall recommend the total number of inmate phones needed based on
the statistics below.
Housing Unit Existing Phones/Wall Boxes
Unit A 6 Wall Boxes
Unit B 6 Wall Boxes
Unit C 6 Wall Boxes
Sickbay 1 Wall Box
North Hallway 2 Wall Boxes
Additional 1 Roll Away Unit; 1 Wall Box in Intake
Facility Total 21 Wall Boxes; 1 Roll aways; 1
Wall Box in Intake
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RFP-25-26-068 "Inmate Telephone and Tablet Services"
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor shall comply with the provisions of the following:
The City of Danville's "Standard Requirements & Instructions for Bidding",
Version 3.0, dated July 1, 2025. Copies may be obtained from the Purchasing
Office or by downloading from the City's website "Finance Department,
Purchasing Division.
3.2 Award:
A. The award will be made to the lowest responsible and responsive bidder, with
consideration given to completion time.
B. If a scoring matrix will be used in the evaluation, it will be shared in this
solicitation.
C. The City reserves the right to reject any or all offers and to waive informalities
and minor irregularities in offers received.
D. The award will be made to the proposal conforming to the IFB and will be most
advantageous to the City.
3.3 Authority:
A. The Director of Purchasing as the designee of the City Manager has the sole
responsibility and authority for negotiating, placing, and when necessary modifying
each and every invitation to bid, purchase order or other award issued by the City
of Danville. In the discharge of these responsibilities, the Director of Purchasing
may be assisted by assigned buyers. No other City officer or employee is
authorized to order supplies or services, enter into purchase negotiations, or in any
way obligate the government of the City of Danville for any indebtedness. Any
purchases contrary to these provisions and authorities shall be void and the City
shall not be bound thereby.
B. This procurement process, including withdrawal of Proposals and appeal or protests,
is governed by the "PROCUREMENT CODE OF THE CITY OF DANVILLE,
VIRGINIA". Copies of the Procurement Code may be obtained by writing the City of
Danville Purchasing Department, 427 Patton St. Room 304, Danville, Virginia 24541
and by downloading from the City's website, Finance Department, Purchasing
Division. The City of Danville does not discriminate against faith-based organizations.
3.4 Method of Proposal Submission:
A. Proposals will not be accepted both electronically and on paper. Each must choose
only one method of submission to avoid any confusion or duplication of entries.
The latest dated and time stamped bid will be the only bid accepted and
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RFP-25-26-068 "Inmate Telephone and Tablet Services"
evaluated. No bid may be considered if received after the time shown on the title
page. The allowable methods for submitting are electronic and paper submission.
B. Paper Submission: Proposals must be written in ink or typewritten. Envelopes
must be sealed and marked in the lower left-hand corner RFP 25-26-068"Inmate
Telephone and Tablet Services" and submitted to the office indicated on the
title page.
C. Electronic Submission: Bidders who choose to submit their Proposals
electronically must ensure that they are registered on eVA at.
https://eva.virginia.gov Proposals can be found under the Business
Opportunities Tab > Virginia Business Opportunities (VBO).
Search RFP 25-26-068. When addenda are issued, suppliers that have
submitted an electronic response will have to RESUBMIT their response to the
latest version of the solicitation.
D. Bidders are expected to examine all instructions, specifications, drawings, sites,
installations, etc. Failure to do so will be at the Bidder's risk. Erasures or other
changes must be initialed by the person signing the bid.
E. SCC Number
Contractors organized as a stock or nonstock corporation, limited liability
company, business trust, or limited partnership or registered as a registered
limited liability partnership shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Virginia
Title 13.1 or Title 50 or as otherwise required by law. A Contactor organized or
authorized to transact business in the Commonwealth pursuant to Virginia Title
13.1 or Title 50 shall include in its bid or proposal the identification number
issued to it by the State Corporation Commission. Any bidder or offeror that is not
required to be authorized to transact business in the Commonwealth as a foreign
business entity under Title 13.1 or Title 50 or as otherwise required by law shall
include in its bid or proposal a statement describing why the bidder or offeror is
not required to be so authorized.
3.5 Bidder Eligibility:
A. Bidders are required to submit evidence that they have practical knowledge of the
particular work bid upon and that they have the financial resources to complete the
proposed work. Failure on the part of any Bidder to carry out previous contracts
satisfactorily, or lack of experience or equipment necessary for the satisfactory and
timely completion of this Project, may be deemed sufficient cause for
disqualification of said Bidder.
B. The Bidder must readily and independently document that the Bidder possesses
the experience, equipment and financial resources necessary for a timely and
professional completion of this project.
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RFP-25-26-068 "Inmate Telephone and Tablet Services"
C. Irregular Bid Proposals: Bid proposals shall be considered irregular for the
following reasons:
1. If the bid is on a form other than that furnished by the City, if the City's form is
altered, or if any part of the proposal form is detached.
2. If there are unauthorized additions, conditional or alternate pay items, or
irregularities of any kind which make the proposal incomplete, indefinite, or
otherwise ambiguous.
If the bid is not accompanied by the proposal guaranty specified by the City.
3.
D. Withdrawal of Bid Due to Error:
1. A bidder for a City construction contract, other than a contract for construction
or maintenance of public highways, may withdraw his bid from consideration,
if the price bid was substantially lower than the other Proposals due solely to a
mistake therein, provided the bid was submitted in good faith and the mistake
was a clerical mistake, as opposed to a judgment mistake, and was actually
due to an unintentional arithmetic error or an unintentional omission of a
quantity of work, labor, or material made directly in the compilation of the bid,
which unintentional arithmetic error or unintentional omission can be clearly
shown by objective evidence drawn from inspection of original work papers,
documents, and materials used in the preparation of the bid sought to be
withdrawn.
2. The bidder shall give notice in writing of his claim of the right to withdraw his bid
within two (2) business days after the conclusion of the bid opening procedure.
E. Disqualification of Bidder: A bidder shall be considered disqualified for any of the
following reasons:
1. Submitting more than one proposal from the same partnership, firm, or
corporation under the same or different name.
2. Evidence of collusion among bidders. Bidders participating in such collusion
shall be disqualified as bidders for any future work of the City until any such
participating bidder has been reinstated by the City as a qualified bidder.
3. If the bidder is considered to be in "default" for any reason.
3.6 Proposals Binding 90 Days:
Unless otherwise specified, all formal Proposals submitted shall be binding for ninety
(90) calendar days following bid-opening date.
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3.7 Cleanup:
A. The Contractor at all times shall keep the premises free from accumulation of
waste materials or rubbish caused by his operations. At the completion of the
work, he shall remove all his waste materials and rubbish from and about the
project as well as all his tools, construction equipment, machinery, and surplus
materials.
B. If the Contractor fails to clean up at the completion of the work, the City may do
so and the cost thereof shall be charged to the Contractor.
3.8 Control of Work:
A. On all questions relating to quantities, the acceptability of materials and
equipment, or work, and the interpretation of the Contract Documents, the
decision of the Project Manager are final and binding and shall be precedent to
any payment under the contract.
B. All work and material are subject to the inspection and approval of the Project
Manager. Any work done without proper inspection will be subject to rejection.
Inspection of the work shall not relieve the Contractor of the obligation to fulfill all
conditions of the contract. The Project Manager may require the Contractor to
remove from the work any employee, as the Project Manager may deem
incompetent, careless or insubordinate.
C. The Contractor and the Contractor's authorized agents shall have at least one staff
member on site that must be literate and fluent in the English language, because
of the necessity to read labels, job instructions and signs, as well as the need for
conversing with City project managers.
D. Conduct, courtesy, and respect: Contractors, Subcontractors, and their employees
shall exhibit professional and workmanlike behavior while on site. Engaging in
behavior that is rude, threatening, or offensive or use of profane or insulting
language is prohibited. Harassment of any kind, including sexual harassment, is
prohibited. Abusive, derogatory, obscene, or improper language, gestures,
remarks, or other disrespectful behavior will not be tolerated. Inappropriate or
aggressive conduct on City of Danville property, including roughhousing, fighting,
physical threats, destruction of property, vandalism, littering, or physical abuse, is
not permitted. Contractors, Subcontractors, and their employees may not
fraternize or socialize with City employees or building patrons during working
hours. Contractors, Subcontractors, and their employees are required to wear
appropriate work attire while on site. Articles of clothing cannot display offensive
or inappropriate language, symbols, or graphics. The City of Danville
representative reserves the right to decide if such clothing or actions are
inappropriate.
E. General Contractor shall provide the following statement and a list of all employees
and subcontractor employees that will be working on this project. The statement
and list of employees shall be on company letterhead with signature and date.
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"This is to certify that all employees that are scheduled to work on this project have
not been convicted of a felony in the past 7 years, can qualify for voting rights
reinstatement and are not on active parole or active probation. Workers with felony
convictions and do not qualify under special conditions will not be allowed access
to work site.
F. Certain items of work may be performed by forces of the City. The Contractor shall
cooperate fully in scheduling and coordinating with the Project Manager such that
no delay will result in the performance of such work. If the Contractor claims that
such work delays or causes additional costs, he shall make claims as provided in
Work Changes.
G. The City may award or may have awarded contracts to others for other work. The
Contractor shall cooperate fully with such other Contractors by scheduling his own
work with that to be performed under other Contracts as may be directed by the
City. The Contractor shall not commit or permit any act which will interfere with
the performance of work by any other Contractor as scheduled.
H. Neither the final certificate of payment nor any provision in the contract documents,
nor partial or entire occupancy of the premises by the City, shall constitute an
acceptance of work not done in accordance with the contract documents or relieve
the Contractor of liability in respect to any express warranties or responsibility for
faulty materials or workmanship. The Contractor shall remedy any defects in the
work and pay for any damage to other work resulting therefrom, which shall appear
within a period of one year from the date of final acceptance of work unless a
longer period is specified. The City will give notice of observed defects with
reasonable promptness.
3.9 Equal Employment:
During the performance of this contract, the Contractor agrees as follows:
A. The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, or national origin, except where religion, sex, or
national origin is a bona fide occupational qualification reasonably necessary to the
normal operation of the Contractor. The Contractor agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the
provisions for this non-discrimination clause.
B. The Contractor also shall not discriminate against any handicapped person in
violation of any state or federal law or regulation and shall also post in conspicuous
places, available to employees and applicants for employment, notices setting
forth the provisions of this additional non-discrimination clause.
C. The Contractor, in all solicitations or advertisements for employees placed by or
on behalf of the Contractor, will state that such contractor is an equal opportunity
employer.
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D. Notices, advertisements, and solicitations placed in accordance with Federal law,
rules or regulation shall be deemed sufficient for the purpose of meeting the
requirements of this section.
E. The Contractor will include the provisions of the foregoing paragraphs in every
subcontract or purchase order over $10,000 so that the provisions will be binding
upon each subcontractor or vendor.
F. The Contractor will otherwise comply with all other applicable provisions of local,
State, and Federal law.
3.10 Drug Free Workplace:
During the performance of this contract, the contractor agrees to:
A. Provide a drug-free workplace for the contractor's employees.
B. Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture,
sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the contractor's workplace and specifying the actions
that will be taken against employees for violations of such prohibition.
C. State in all solicitations or advertisements for employees placed by or on behalf
of the contractor that the contractor maintains a drug-free workplace.
D. Include the provisions of the foregoing clauses in every subcontract or purchase
order of or over $10,000, so that the provisions will be binding upon each
subcontractor or vendor. "Drug-free workplace" means a site for the performance
of work done in connection with a specific contract awarded to a contractor in
accordance with Chapter 43, the employees of whom are prohibited from
engaging in the unlawful manufacture, sale, distribution, dispensation,
possession or use of any controlled substance or marijuana during the
performance of the contract.
State law reference(s) - Authority, Code of Virginia
3.11 Guaranty: 2.2-4312.
A. The Contractor shall guarantee that all the materials used and all the work done
under the contract shall fully comply with the requirements of the plans and
specifications and the instructions of the City.
B. All expenses covering return or replacement of defective or improper equipment
or merchandise will be assumed by the Contractor. In no instance shall the
contractor refer the City to any distributor or manufacturer for settlement of any
claim arising from defective or improper equipment or merchandise. If the
Contractor shall fail to replace or repair any defective or improper equipment or
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merchandise within thirty (30) days from date of notice, the City may make the
necessary corrective arrangements and charge the cost to money due the
Contractor or bill the Contractor. The Contractor agrees to reimburse the City in
such instances. Samples of any warranties which will apply to the goods being
offered for sale shall be included as part of the bid.
C. Any defects in the completed work or failure of the construction to fully perform or
endure the service for which it is intended, which in the opinion of the City are
caused by or due to the use of materials, skill or workmanship not in compliance
with the said plans, specifications and instructions, that may appear in the work
within a period of twenty-four (24) months after acceptance by the City shall be
regarded as prima facie and conclusive evidence that the Contractor has failed to
comply with the said specifications, plans, and instructions. The Contractor in this
event shall at his own expense, at such time and in such manner as the Engineer
may direct, repair or take up and reconstruct any such defective work, in full
compliance with the original specifications, plans, and instructions. The repairs
required to be made by the Contractor shall extend only to making good an
inherent defect which become manifested in the materials and workmanship under
ordinary conditions and shall not be held to cover any breakage or damage caused
by improper use or by accident resulting from circumstances over which the
Contractor has no control.
3.12 Indemnification:
A. The Contractor shall indemnify, keep and save harmless the City, its agents,
officials and employees, against all injuries, deaths, loss, damages, claims, patent
claims, suits, liabilities, judgments, costs and expenses, which may in anywise
accrue against the City, its agents, officials and employees in consequence of the
granting of this contract or which may in anyway result therefrom, whether or not
it shall be alleged or determine that the act was caused through negligence or
omission of the Contractor or his employees, or of the subcontractor or their
employees, if any, and the Contractor shall, at their own expense, appear, defend
and pay all charges of attorneys and other expenses arising therefrom or incurred
in connection therewith, and, if any judgment shall be rendered against the City in
any such action, the Contractor shall, at his own expense, satisfy and discharge
the same. The Contractor expressly understands and agrees that any
performance bond or insurance protection required by this contract, or otherwise
provided by the Contractor, shall in no way limit the responsibility to indemnify,
keep and save harmless and defend the City, its agents, officials, and employees
as herein provided. The Contractor shall have charge and control of the entire
work until its completion and acceptance by the City.
B. The Contractor shall assume all risks and responsibilities for casualties of every
description in connection with the work, except that he shall not be held liable or
responsible for delays or damage to the work caused by acts of God, acts of Public
enemy, acts of Government, quarantine restrictions, general strikes through the
trade, or by freight embargoes not caused or participated in by the Contractor. The
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