CHAMPAIGN COUNTY SHERIFF S OFFICE

Transcription

1 CHAMPAIGN COUNTY SHERIFF S OFFICE REQUEST FOR PROPOSAL: INMATE PHONE SYSTEM TO INCLUDE: Inmate Telephone Services, Video Visitation Services, Automated Phone Information System, Public Phones and Inmate Accounting System. Sealed Proposal Due Date: May 1, 2013

2 REQUEST FOR PROPOSAL: INMATE PHONE SYSTEM TO INCLUDE: Inmate Telephone Services, Video Visitation Services, Automated Phone Information System, Public Phones and Inmate Accounting System. On behalf of the Champaign County Sheriff s Office, I invite you to furnish a proposal in accordance with the Proposal Guidelines and Proposal Specifications for the services stated herein. Carefully read the attached documents and follow the procedures as outlined in order to be considered for award of contract for this project. All technical proposals are to be submitted as outlined. To be considered for the award of contract, proposals must be received on or before 4:00 PM (local time) May 1, Proposals are to be received at the following address: Champaign County Sheriff s Office Attn: Sheriff Dan Walsh 204 E. Main Street Urbana, Illinois T: (217) dwalsh@co.champaign.il.us Questions regarding the bid package are directed to Sheriff Dan Walsh at (217) Sincerely, Dan Walsh Dan Walsh Sheriff

3 NOTICE TO RESPONDERS PROPOSAL DATA PROPOSAL NUMBER: TITLE: Inmate Phone System to Include: Inmate Telephone Services, Video Visitation Services, Automated Phone Information System, Public Phones and Inmate Accounting System. CONTACT: SHERIFF DAN WALSH PHONE #: (217) FAX #: (217) PROPOSAL DUE DATE/TIME DUE DAY/DATE: May 1, 2013 TIME: MAILING ADDRESS: 4:00 PM Central Time Champaign County Sheriff s Office Attn: Sheriff Dan Walsh 204 E. Main Street Urbana, Illinois PROPOSAL OPENING Date: May 2, 2013 Time: 9:30 am Central Time Address: 204 E Main St Urbana, IL

4 NOTICE TO RESPONDERS AMENDMENTS Notice is hereby given that sealed proposals will be received in the Champaign County Sheriff s Office, Attn: Sheriff Dan Walsh, 204 E. Main Street, Urbana, Illinois until 4:00 PM. (local time) on: May 1, 2013 with the opening on May 2, 2013 at 9:30 am at 204 E Main St, Urbana, IL. The purpose of this RFP is to solicit responses from qualified individuals/vendors for the procurement of services and/or supplies as set forth herein. There may be one or more amendments to this proposal solicitation. If you desire to receive copies or notices of any such amendments, you must provide the information requested below to Champaign County Sheriff s Office. Please send this information to Teresa Schleinz via fax at (217) or by at dwalsh@co.champaign.il.us. Champaign County Sheriff s Office will send amendments only to those firms that timely complete and return this form via fax or provide the requested information by timely . RFP number Company name Mailing address Inmate Phone System to Include: Inmate Telephone Services, Video Visitation Services, Automated Phone Information System, Public Phones and Inmate Accounting System. Phone number Fax number Contact person address Send amendments by (check one): _ fax _ 2

5 REQUEST FOR PROPOSAL: PROPOSAL GUIDELINES 1. PROJECT SCOPE: The Champaign County Sheriff s Office has issued this Request for Proposal (RFP) for the sole purpose of obtaining responsive proposals from qualified individuals or firms to establish a service intensive contract, through competitive negotiation, for the procurement of services and/or supplies as set forth herein. Only vendors who have demonstrated the ability to provide inmate services, at competitive rates, with timely delivery of services, and abiding by correctional policies/procedures of government customers of comparable size will be considered for award of contract. The awarded Responder will be an independent contractor. The contractor is not, and will not be, an employee or agent of Champaign County or the Champaign County Sheriff s Office. 2. PRE-PROPOSAL TOUR: If you would like to tour the facilities you may contact Teresa Schleinz at (217) or tschleinz@co.champaign.il.us to arrange details. 3. CONTRACT PERIOD: It is intended that the contract period shall be June 1, 2013 May 31, 2016 or an equivalent period depending upon date of contract award. The Sheriff reserves the right to renew this contract for two (2) additional one (1) year periods. Contract extension is subject to acceptable performance by the contractor as determined by the Sheriff and at the Sheriff s discretion and option. At the end of any contract term, the Sheriff reserves the right to extend this contract for a period of one-hundred twenty (120) days for the purpose of getting a new contract in place. This contract shall be with the Champaign County Sheriff s Office, which may hereafter be referred to as Sheriff or Champaign County or County. 4. PROJECT TARGET DATES: The following projected timetable should be used as a working guide for planning purposes. Champaign County reserves the right to adjust this timetable as required during the course of the RFP process. Event Date Proposals Due May 1, 2013 Award of Contract June 7, 2013 Begin to Provide Service TBD 3

6 5. QUOTE PERIOD: Proposals shall be good for one-hundred twenty (120) days. 6. PRICING: Fees are to be proposed F.O.B. Destination. The term F.O.B. Destination shall mean: services delivered to Champaign County sites. No separate charges, except those clearly identified in submitted proposal will be allowed. In case of error in extension, the unit price will prevail. Firms should understand that Champaign County will utilize available cost data to formulate its position on what is a fair and reasonable cost. The County shall utilize Federal, State, and local resources to assist in formulating its position. A. Fixed Fee: Pricing shall be guaranteed for the initial 36 month term of contract. Responder shall propose a fixed fee for these services, as outlined. All proposals must be comprehensive and complete for the services requested. Accepted proposal shall be contracted by the Champaign County Sheriff for the total of the submitted proposal. Champaign County will not be responsible for any additional charges above the accepted proposal unless additional services are negotiated and accepted by the Champaign County Sheriff by addendum to the original contract. B. Price Escalation: Only under dire economic circumstances will the County review contractor initiated request for an escalation in the project fee structure during the initial three year contract period. If the County and contractor mutually agree to extend the service contract for additional periods, the contractor shall provide a written revised fee proposal prior to the end of the contract. 7. SEALED PROPOSALS: Proposals must be submitted in a sealed envelope labeled SEALED PROPOSAL: Proposals not submitted in the proper format will be considered unqualified, unresponsive, and will not be considered for award of contract. A. Failure to provide detailed responses will result in the vendor being eliminated from award of contract consideration. B. The proposing party must sign in the firm or corporate name and must bear the original longhand signature of a principal legally authorized to sign contracts. The name of each person signing should be typed or printed below the signature. Both issues must be complied for the proposal to be valid. C. The individual signing the document for the proposing organization shall initial all erasures or corrections. Responders shall submit three (3) copies of the proposal. D. All variations to the stated specifications must be described in detail (free from ambiguity). E. All Responders must be appropriately licensed and authorized to conduct business within the State of Illinois. 4

7 F. The failure of a Responder to promptly supply information requested in this RFP or other information subsequently requested may result in the Responder being eliminated from consideration. G. Champaign County reserves the right to request clarifications or corrections to proposals. 8. SUBMISSION OF PROPOSALS & CLOSING DATE: Sealed proposals are due on or before but no later than 4:00 PM (local time) May 1, Champaign County will not accept any proposals received after said date. Sealed proposals are to be delivered: Champaign County Sheriff s Office Attn: Sheriff Dan Walsh 204 E. Main Street Urbana, Illinois A. Discussions may be conducted with Responders who submit proposals determined to have a reasonable likelihood of being selected for award. However, proposals may be accepted without such discussions. Therefore, all information requested and necessary for the County to evaluate this RFP should be included in your response. Using information received during this process, the County may modify its request and all who make offers will be given an opportunity to respond to any modified requests. B. All material submitted regarding this RFP becomes the property of the County and will only be returned to the vendor at the County's option. Any person may review responses after final selection and award have been made. C. The County will not be responsible for any expenses incurred by the Contractor in preparing and submitting proposals. All proposals shall provide a straightforward, concise delineation of your capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content. D. Responders who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. E. The contents of the proposal submitted by the successful contractor(s) and this RFP will become a part of any contract awarded as a result of these specifications, unless the final contract specifically excludes the proposal and/or this RFP. F. Responders at the time of submission of proposal for award consideration must include in their proposal package, all applicable contract documents in which 5

8 Champaign County and Proposer will use as an agreement. Submitted documents must reference all the requirements stated in this proposal and Proposer responses. 9. TRANSFER OF OWNERSHIP OR ASSIGNMENT of CONTRACT: Vendor may use disclosed sub-contractors; however, awarded vendor shall not transfer the resulting contract or performance of contract to another individual or firm; nor shall the awarded vendor change or sub contract any portion of the awarded contract, during the contract period without consent of the Sheriff. The terms and conditions of this contract shall be binding upon and shall inure to the benefit of the parties hereto and their respective successors and assigns. The Champaign County Sheriff reserves the right; to reject any or all proposals, waive any or all irregularities, and select the proposal which is in the best interest of Champaign County, Illinois. Champaign County retains the authority to eliminate any service features that are deemed too costly or unnecessary. The County may seek clarification from an offerror at any time and failure to respond promptly is cause for rejection. The County may require submission of best and final offers. 10. ACKNOWLEDGMENT OF INSURANCE REQUIREMENTS: By signing its proposal, Proposer acknowledges that it has read and understands the insurance requirements for the proposal. Proposer also understands that the evidence of required insurance must be submitted within fifteen (15) working days following notification of its offer being accepted; otherwise, Champaign County may rescind its acceptance of the Proposer s proposal. The insurance requirements are attached. 11. INQUIRIES: Prospective Responders may make inquiries concerning this RFP to obtain clarification of requirements and are strongly encouraged to do so. All inquiries should be via . Copies of questions and answers may be sent to all potential vendors. 12. GENERAL CONDITIONS: A. Champaign County requires all responder(s) to comply with the Equal Opportunity Affirmative Action and Fair Employment Practices regulations of the State of Illinois and federal government. B. Safety Data Sheets: Vendors must supply Safety Data Sheets on all applicable items. Changes to Safety Data sheets applicable to awarded responder must be provided to Champaign County for a period of five (5) years after award of proposal. C. Tax Exempt Status: Champaign County is exempt from federal excise and transportation taxes. Champaign County is also exempt from payment of Illinois Sales Tax - TAX EXEMPTION IDENTIFICATION NUMBER: E

9 D. Recycle Policy: Champaign County encourages all to recycle and consider their impact upon the environment. E. Proposer Competency: To allow the County to evaluate the competency and financial responsibility of a proposer shall, when requested by the County, furnish the following information that shall be sworn to under oath: 1. Address and description of Proposer s plant and place of business. 2. Name and/or Articles of co-partnership of incorporation. 3. Itemized list of equipment available for use on the Responders awarded project. 4. Statement regarding any past, present, or pending litigation. 5. Such additional information as may be required that will satisfy the County that the Responder is adequately prepared in technical experience, or otherwise to fulfill the contract. 6. Documents to ensure that the Responder is in compliance with the current Fair Employment Practice requirement of the County. F. Disqualification of Responders: Any of the following may be considered sufficient for the disqualification of a Responder and the rejection of his/her proposal(s): 1. Evidence of collusion among Responders. 2. Lack of responsibility as revealed by either financial, technical experience statements, as submitted. 3. Lack of expertise and poor workmanship as shown by performance history. 4. Uncompleted work under other contracts that in the judgment of the County might hinder or prevent the prompt completion of additional work is awarded. 5. Being in arrears on existing contracts, in litigation with the County, or having defaulted on a previous contract. G. Termination of Agreement: Contractor may terminate contract by providing one hundred eighty (180) days written notification. The Sheriff reserves the right to terminate this contract, or any part of this contract, upon ninety (90) days written notice. In case of such termination, the Contractor shall be entitled to receive payment from the Sheriff for work completed to the termination date in accordance with the terms and conditions of this contract. In the event that this Contract is terminated due to Contractor s default, the Sheriff shall be entitled to purchase substitute items and/or services elsewhere and charge the Contractor with any or all losses incurred, including attorney s fees and expenses. H. Payments - Payment to contractor will be made in accordance with the Local Government Prompt Payment Act. (50 ILCS 505/1) I. Drug Free Workplace: The Contractor (whether an individual or company) agrees to provide a drug free workplace as provided for in Public Act J. Force Majeure: The County of Champaign shall not hold Contractor liable for an 7

10 extraordinary interruption of events, or damage of County property, by a natural cause that cannot be reasonably foreseen or prevented; i.e. droughts, floods, sever weather phenomena, etc. K. Investigation of Responders: The County will make such investigations as are necessary to determine the ability of the Contractor to fulfill Proposal requirements. The Contractor shall furnish such information as may be requested and shall be prepared to show completed installations of equipment, service and services similar to that included in this Proposal. It shall be at the sole discretion of the County to reject any Proposal if it is determined the Contractor does not fully demonstrate its ability to carry out the obligations of the contract. L. Law Governing: All State of Illinois and/or Federal Laws shall be hereby specifically made a part of this contract as set forth herein. M. Cancellation: The Sheriff reserves the right to cancel the whole or any part of this contract (1) upon ninety (90) day written notice, without cause, or (2) upon 30 day written notice due to failure by the Responder to carry out any obligation, term or condition of this contract. The Sheriff will issue written notice to the Responder for acting or failing to act as in any of the following: 1. The Responder fails to adequately perform the services set forth of this contract; 2. The Responder fails to complete the work required or to furnish the materials required within the time stipulated in the contract; 3. The Responder provides material that does not meet the specifications of this contract; 4. The Responder fails to progress in the performance of this contract and/or gives the County reason to believe that the Responder will not or cannot perform the requirements of the contract. 5. Upon receipt of the written notice of concern, the Responder shall have ten (10) days to provide a satisfactory, written response to the County. Failure on the part of the Responder to adequately address all issues of concern may result in the County resorting to any single or combination of the following remedies: 6. Cancel the contract; 7. Reserve all rights or claims of damage for breach or any covenants of the contract; N. Commencement of Work: The successful Responder must not commence any billable work prior to the County's execution of the contract (purchase order issuance) or until any required documents have been submitted. Work done prior to these circumstances shall be at the Responder's risk. O. Indemnification: The Contractor shall indemnify the County, agents, servants, employees and all elected officials of the County, and shall defend, save and hold the Indemnities harmless from and against any claim, suit, legal proceeding, judgment, decree, loss, cost, damage or expense (including, but not limited to, 8

11 reasonable attorney s and other costs and expenses incident to the investigation or the defense of any claim, suit or legal proceeding) arising from or growing out of the injury to or death of any person or the damage to any property (including, but not limited to, property of the Contractor) due to or resulting from or related to, the performance of the work by the Contractor, any Subcontractor or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be responsible or liable, except to the extent caused by the sole negligence of the County, its elected officials, officers, employees and agents. The obligations of the Contractor described in this Paragraph shall be construed broadly in favor of Indemnities and shall not be construed to negate, abridge or otherwise reduce any right or obligation of indemnity which would otherwise exist as to any party or person described in this Paragraph. In any and all claims against the County or any of their consultants, agents or employees by any employee of the Contractor, any Subcontractor, any person or organization directly or indirectly employed by any of them to perform or furnish any of the work or anyone for whose acts any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for Contractor or any such Subcontractor or other person or organization under workers or workmen s compensation acts, disability benefit acts or other employee benefit acts. P. Change in Ownership/Financial Viability Status: The Contractor shall notify Champaign County immediately of any change in its status resulting from any of the following: (a) vendor is acquired by another party; (b) vendor becomes insolvent; (c) vendor, voluntary or by operation law, becomes subject to the provisions of any chapter of the Bankruptcy Act; (d) vendor ceases to conduct its operations in normal course of business. Champaign County shall have the option to terminate its contract with the vendor immediately on written notice based on any such change in status. Q. Certification: The Contractor must certify as follows: I, (Name of Vendor), to the best of my information and belief, hereby certify the following in connection with my submission to the RFP : 1. That our corporation nor any of our corporate officers have been convicted of any of the following: a. Bid rigging as defined by 720 ILCS 5/33E-3 b. Bid rotating as defined by 720 ILCS 5/33E-4 c. Providing false statements on vendor applications as defined by 720 ILCS 5/33E-14 d. Bribery of an inspector employed by a contractor as defined by 720 ILCS 5/33E-8 e. Provision or attempting to provide a kickback as defined by 720 ILCS 5/33E-7 f. Bribery as defined by 720 ILCS 5/33E-1 9

12 2. That our corporation is not otherwise legally barred from contracting with Champaign County, Illinois. 3. That our corporation maintains workers compensation insurance for my employees. 4. That our corporation complies with the Prevailing Wage Act (820 ILCS 130/1 et. seq) if it is applicable to my business. 13. CRITERIA FOR SELECTION: The following criteria will be used for the evaluation of proposals. The criteria are not necessarily listed in any particular order. The Sheriff may request additional information from all proposers and further evaluate the selection criteria. A. Approach to the Project: 1. Describe in detail how you propose to achieve the objective of this RFP. 2. Specifically address the following areas: a. Hardware b. Software Security c. Features d. Data Storage Capability e. Report and Data Compilation Capability f. Monitoring and Recording Capability g. Service Maintenance Plan h. Training B. Corporate Experience: 1. General experience in ITS, VVS and IAS/Kiosk solutions. 2. Experience in providing ITS, VVS and IAS/Kiosk solutions in facilities with inmate populations in multiple facilities with populations similar to CCSO. 3. Corporate experience. 4. References. C. Contract Start-up/ Transition Plan: 1. Approach to start-up. 2. Organizational ability to start-up. 3. Detailed description of implementation plan (To include system testing.) 4. Detailed description of transition of services. 5. Include a detailed description of what problems might reasonably be expected (practical, structural, software compatibility, operational, etc.) through the design, install and initial operation of these systems and your suggestions as to how you and CCSO should handle these matters. D. Corporate Capability: 10

13 1. Financial ability to start-up and maintain contract requirements. Include audited financial statement for Responder Corporation for the past three (3) years. 2. Management (corporate) support for the project. E. Selection Interview: 1. An interview may be conducted during the selection process. 2. Selected firms will be notified in advance of date/time/place of interview. F. Costs of Services: The Sheriff desires to provide comprehensive services to and for the benefit of inmates as set forth in this RFP with the costs to be substantially borne by the inmate users of these services. The Sheriff also intends to provide these services in a reliable and high quality manner, but also as economically as is practical. In order to properly compare the economics of the responses from various vendors, please offer alternatives as follows: 1. The inmate costs for phone calls is sufficient to compensate the vendor for the total costs of all services, hardware, software and updates, necessary infrastructure and all other related expenses during the course of this agreements and any extensions thereof. 2. All costs as set forth in #1 above, except the Sheriff will provide, up to, $150, subsidy towards the labor to install infrastructure. (Please list in detail, the infrastructure you believe necessary for this project. Please indicate how this will impact the inmate costs.) 3. All costs as set forth in #1, except Sheriff will make the initial purchase of required hardware, up to $150, (Please give detailed list of equipment and itemized cost for such along with impact upon the inmate cost.) Vendor would then be required to repair and maintain all equipment and necessary software throughout the contract and extensions thereof. 4. As the Sheriff s Office wishes to minimize costs of these services to inmates and the Sheriff s Office as much as possible, in addition to the above three methods you are encouraged to propose alternatives for consideration. The Sheriff s Office recognizes that there are very substantial upfront costs of hardware and installation as well as ongoing costs of software and upgrades to maintain quality systems for the inmates. The additional alternatives may include: duration, upfront funding/system building methods and any other options to reduce costs to inmates/sheriff s Office and still provide quality services. 11

14 PROPOSAL SPECIFICATIONS 14. SCOPE: The Champaign County Sheriff seeks proposals from qualified proposers to provide the equipment and services herein requested. Throughout this request the term County refers to the Champaign County Sheriff. All requests, responses, inquiries and ultimate final negotiations will be conducted by the Sheriff, all subject to final agreement by the contractor (vendor) and the Sheriff. SECTION 1: INMATE TELEPHONE SERVICES (ITS) The Responder shall install an Inmate Telephone System to be used by the inmates in the Champaign County Jail, two facilities (Downtown and Satellite Jail). The ITS shall provide automated operator, collect call and pre-paid call capabilities. The ITS solution shall include all necessary telephone platforms, telephone instruments and all other equipment necessary to perform the functions and services described herein. The Responder must propose the number of telephones for the facility. Responder will provide telephones that are to be located in the common dayroom areas of each housing unit, the booking area (holding cell and common area) and may propose other areas within the Jail for additional telephones. NOTE: The current ITS at both downtown and satellite facilities includes approximately 17 phones downtown and 21 phones at the satellite. The Responder shall be required to plan, finance and implement phased integration and testing of all required equipment and software relative to the ITS solution without impacting the normal daily operation of the existing ITS or Sheriff s Office operations. The Responder will provide all materials, hardware, software, wiring, switching equipment, internet connection, labor, license, etc. to set up and operate all systems requested and will repair, replace, and update equipment and software during the course of the contract to maintain efficient operation of all systems at no cost to the County. These systems will be standalone, i.e. not part of the County network. The Responder shall describe in detail the approach to the project and why Responder proposes the specific ITS solution. The response should address the following areas: 1. Hardware (To include Dimensions/Warranty Information) 2. Software 3. Security Features 4. Data Storage Capability (Minimum 60 Days) 5. Report and Data Compilation Capability 12

15 6. Call Monitoring and Recording Capability 7. Service and Maintenance Plan 8. Installation/Cut Over/Transition Please note the following minimum specifications related to the ITS solution: 1. All equipment and telephones for the ITS will be state of the art, resistant to physical abuse, waterproof, and considered user friendly. 2. The ITS and telephone stations shall be sturdy, non-coin, vandal resistant and steel armored, composed of durable, tamper-free equipment suitable for a detention/corrections environment. The equipment must contain no removable parts. Cords shall be short enough to prevent hanging. 3. The ITS and telephones must maintain at least 95% operational rating during the contract, otherwise the Sheriff may cancel any contract. 4. Telephones are to be TTY and/or hearing aid compatible. 5. The Responder shall provide accommodations necessary to comply with the Americans with Disabilities Act (ADA) requirements, including but not limited to providing telephones which are accessible to persons with mobility impairments, persons who are hearing impaired and persons who are visually impaired. 6. The ITS solution must provide the commissary ordering capability reporting and querying method and capabilities which shall provide maximum flexibility interface with commissary/inmate accounting system. 7. The ITS solution must prevent 3-way calling, chain calling, 411 information services, calling 900 numbers and toll free calls. 8. The ITS solution shall allow recording and monitoring of all lines at one time. 9. The ITS solution shall store data for a minimum of 60 days. 10. The Sheriff s Office requests the Responder to support both debit and pre-paid applications at the jail. The applications must include, but not be limited to, the following: a. The debit/inmate based pre-paid application shall work with the ITS provided. b. The debit application shall interface with the proposed inmate balance account to the ITS account. c. The Responder shall provide information on how the ITS handles debit balances if an inmate is transferred from the custody of the Sheriff. d. The pre-paid application shall allow prepayment to a specific inmate s account or an inmate s personal account number (PIN) and shall be specific to an inmates PIN. e. Commissary funds tie-in to allow debits for phone usage, and provide inmate account balances. 11. The ITS solution shall include an automated, Multi-Lingual, phone information system to provide public and inmates with the following minimum information which can be modified to include more at a later date: a. Inmate specific charges, bond, and next court date b. Jail visitation hours and procedures c. Law enforcement and attorney by-pass 13

16 d. Instructions for public to send inmate funds e. Facility directions and mailing address f. Commissary fund balance (inmate only) g. Debit card balance 12. The ITS solution shall include 24/7/365 technical support, on-site repair within 24 hours, and operator assistance 24/7 for inmates and to help with billing questions. 13. Any Call Center providing assistance or information to our inmates or their families must be physically based in the United States and a Statement or Certification of such must be provided. 14. The ITS solution shall allow for a maximum call duration, if so desired, and requires an individual inmate PIN. 15. The ITS solution shall allow for all calls to be digitally recorded with biometric voice analysis of both inmate and the other party to be available for investigators through the Internet with long term storage, remote access, cell phone and alerts to investigations with live monitoring by cell phone. Continuous voice identification for duration of call. 16. The ITS solution shall contain voice prompts to tell recipient that call is from Champaign County Jail; provide the opportunity to decline the call; instructions on how to block calls; and preliminary information as to how much a collect call will cost. 17. Champaign County will earn 0% commission. 18. The Responder must furnish a price per minute for all calls made within the continental United States with no per call surcharge using a debit card. 19. The Responder must furnish fixed surcharge for collect calls and your per minute charge (not including recipient s phone company charges). 20. The ITS solutions shall provide free calls controlled by staff for: book-ins, complimentary attorney calls, and mental health hotline. 21. The Responder shall provide initial staff training and additional training upon request. 22. Initial contract for 3 years with option to review for two additional 1 year periods. 23. The user acceptance testing, the Responder and CCSO shall mutually agree upon billing start date. 24. Informational pamphlets shall be available for inmates relative to the applicable feature and functionalities of the ITS, when requested by CCSO and at no cost to CCSO. SECTION 2: VIDEO VISITATION SERVICES (VVS) The Responder shall provide CCSO with a proposal for a fully functioning inmate video visitation system (VVS) for the Sheriff s Office, to include all necessary labor, equipment, materials, software, installation, configuration (hardware, software, and networking), documentation, testing, and training services. The VVS will allow the public to visit inmates from their home, as well as from a visitation center located within the Downtown and Satellite Jails, while being monitored and recorded by the Champaign County Sheriff s Office staff. Attorneys and other such 14

17 individuals who require private access to inmates will be able to do so through remote video visitation without being monitored or recorded. All recordings will remain the property of CCSO. The Responder must propose the number of video visitation stations for the facility. Responder will provide video visitation stations in each housing unit and may propose other areas within the Jails. NOTE: CCSO does not currently have any video visitation systems in place. The Responder shall be required to plan, finance and implement the phased integration and testing of all required equipment and software relative to the VVS solution without impacting the daily operation of the existing ITS or Sheriff s Office operations. The Responder shall describe in detail the approach to the project and why Responder proposes the specific VVS solution. The response should address the following areas: 1. Hardware (To Include Dimensions/Warranty Information) 2. Software 3. Security Features 4. Data Storage Capability (Minimum Required 60 Days) 5. Report and Data Compilation Capability 6. Video Monitoring and Recording Capability 7. Service and Maintenance Plan 8. Installation/Cut Over/Transition (To Include System Testing) 9. Training Please note the following minimum specifications related to the VVS solution: 1. All equipment for the VVS will be state of the art, resistant to physical abuse, waterproof, and considered user friendly. 2. The VVS stations shall be sturdy, vandal resistant and steel armored, composed of durable, tamper-free equipment suitable for a detention/corrections environment. The equipment must contain no removable parts. Cords shall be short enough to prevent hanging. 3. The VVS scheduling, user management and policy management must be web-based and allow for CCSO to administer visitation sessions and visitation operations based on the CCSO policies. 4. The VVS shall be browser based videoconference without visitors having to download any proprietary software on their computer to conduct the visit. 5. The VVS must assign a unique identification number to each inmate and user. 6. The VVS must have a Multi-lingual inmate interface (English and Spanish at a minimum) 7. The VVS shall provide a visual warning message to inform the visitor that the visit will be ending in ten (10) minutes. A count down clock should be visible for visitation participants to signal the end of the time allotted. 8. The VVS shall provide different levels of functionality to users based on their user 15

18 type. For example: a. Administrators: create/manage/edit users, schedules, etc. b. Users: create/manage/edit their own schedules c. Read-only user: can only view scheduled visits d. System will be permission based to allow different users to have access to different privileges in the system, as defined by CCSO. e. Web-based scheduling system must send an to the visitor when a visit is scheduled, modified or canceled. f. If a scheduled visit is canceled, the timeslot should become available for scheduling. g. Web-based scheduling system must assign a unique visitation identification number for every visit for reporting and tracking. h. System must use set durations of 20 and 40 minutes for each visit. i. Allow for professional visits to be scheduled for longer than thirty (30) minutes. 9. Each user will require a unique username and password that will dictate their level of functionality. 10. The VVS shall provide and audit trail of all system activity (i.e., user login times and locations, which users have scheduled/modified/canceled a visit, etc.) 11. The VVS shall allow for integration with, or data retrieval from, the CCSO Jail Management System (JMS) 12. The VVS shall automatically use the same inmate identification number as created by the JMS to identify the inmate on the video visitation system. 13. The VVS shall automatically cancel a visit if the inmate s status has changed to a designated status or the inmate has been released. 14. The VVS must allow authorized personnel must be able to quickly and easily schedule visitation sessions. 15. The VVS scheduling and management system must be able to communicate with the video hardware at the time of the scheduled visit so that the visitation session will automatically commence without staff involvement. 16. The VVS must allow for three (3) configurable setting for screen resolution and bandwidth requirements. 17. The VVS solution shall store data for a minimum of sixty (60) days. SECTION 3: INMATE ACCOUNTING SYSTEM (TO INCLUDE KIOSKS) The Responder will provide an automated inmate accounting/kiosk solution that is capable of (i) ordering commissary; (ii) booking cash/money management; (iii) filing inmate request and grievance forms; (iv) paying for telephone, video visitation and commissary services; and (v) viewing inmate information. The Responder must propose the number of kiosk stations for the facility. Responder will provide a solution to accomplish the listed objective related to inmate accounting. The locations for the kiosk stations shall minimally be placed in the inmate-housing unit and, Intake/Booking, Jail Visitor Lobbies. The Responder may propose other areas within the 16

19 Jail. NOTE: CCSO does not currently have any IAS/Kiosks within our facilities. The Responder shall be required to plan, finance and implement the phased integration and testing of all required equipment and software relative to the IAS/Kiosk solution without impacting the daily operation of the existing ITS or Sheriff s Office operations. The Responder shall describe in detail the approach to the project and why Responder proposes the specific IAS/Kiosk solution. The responses should address the following areas: 1. Hardware (To Include Dimensions/Warranty Information) 2. Software 3. Security Features 4. Data Storage Capability 5. Report and Data Compilation Capability 6. Video Monitoring and Recording Capability 7. Service and Maintenance Plan 8. Installation/Cut Over/Transition (To Include System Testing) 9. Training Please note the following minimum specifications related to the IAS/Kiosk solution: 1. Inmate housing Kiosk Functionality to include: a. Commissary Order Entry b. Account History c. Appointment Request Features d. Inmate Grievance/Medical Requests e. Ability to Post Facility and Inmate Information 2. The Responder must install the system, provide ongoing support and maintenance and a toll free 24-hour emergency line to minimize down time. The Responder must have an operating center/support staff within 6 hours response time to the facility center. The Responder will provide the hardware and will maintain same. 3. On demand by the CCSO and following contract termination, the Responder must provide all records pertaining to inmate accounts and commissary records to CCSO for the past ten (10) years from the termination of the contract in electronic format and media specified by CCSO. 4. Allow for inmate releases to be done by Check, Cash or Money Order, Cash, Cashier s Check, Credit or Debit Card, or a combination as determined by the facility. 5. Allow for the release of inmate funds to the inmate via Debit Card. Booking/Intake Kiosk/Cash Management System The Responder must describe your solution to offer the below listed functions and cost 17

20 associated with each function: 1. Ability to process cash and coin. 2. A change sorter/counter. 3. Ability to scan cash for counterfeit note validators. 4. The ability to track which CCSO staff member completed the transaction hour online reporting and access from remote sites. 6. The ability to search for a past transaction. 7. Not less than an every 24 hour EFT to our current banking partner. 8. Will you provide 24-hour support for this kiosk in the event the bill validator s malfunction or the unit reaches its storage capacity? If so, what will your response time be? Is there an additional service fee? 9. Device needs capability to print three copy receipts. Lobby Kiosk System 15. PROPOSAL: 1. The Responder must describe your solution to offer the below listed functions and cost associated with each function: a. The ability to process cash and coin. b. Ability to scan cash for counterfeit note validators. c. The ability to track which CCSO staff member completed the transaction. d. 24-hour online reporting and access from remote sites. e. The ability to easily search for a past transaction. f. Not less than an every 24-hour support for this kiosk in the event the bill validators malfunction or the unit reaches its storage capacity? If so, what will your response time be? Is there an additional service fee? g. Device needs capability to print three copy receipts. 2. The Responder must provide a standalone floor model Kiosk to the CCSO. 3. The proposal shall specify what look up information the Kiosk will be able to provide to the depositors to correctly identify inmates (e.g. Name, Inmate ID number). 4. The Responder must provide alternate service deposit methods for family and friends of inmates to post monies to inmate accounts. The following must be available: a. The Responder is responsible for all money deposited and guarantee of funds. 1) Phone: A call center using a number in which family and friends can use a credit card to deposit funds into an inmate s account. The call center must be bi-lingual (English & Spanish). 2) Internet: Designated website for family and friends to use a credit card or debit card to deposit funds direction into an inmate s account. A Proposal Format: This section outlines the County's strong preference for the proposal 18

21 format and information provided by the proposer. Any proposer not providing the required information, or not conforming to the format specified in all material respects, may be eliminated. The County strongly prefers concise responses to the information requested. The use of tables, graphics, and bulleted lists, where appropriate, is strongly encouraged. B Information Required From Responders: As set forth herein, you may offer additional or alternative options, but these should be clearly indicated and separate from the response to this request. C Cover Letter: Provide a cover letter prepared on the proposer's business stationery. The purpose of this letter is to transmit the proposals, so it should be brief. The letter should contain a statement that the proposer is responding to the County's RFP. Other items outlined in the cover letter include: 1. A statement that the attached proposal is complete as submitted; 2. A statement that all terms and conditions contained in the proposal are valid for 90 days from the proposal closing date; 3. The letter must be signed by a representative who is authorized to contractually obligate the proposer or consortium of Responders. 16. TECHNICAL PROPOSAL REQUIREMENTS: Your Proposal must include the following: A Basic Company Information 1. Company Name/address/Telephone/Fax Numbers/ Address 2. Contact Person. 3. Type of Organization. 4. Total Number of Staff 5. Underlying philosophy of your firm in providing the services requested. 6. Firms Financial Ability to Provide Services and Full Fill Project Contract. 7. Years in Business Providing Similar Services 8. Firm s Employee Training Programs 9. Firm s Policies (Administrative & Operational) that would be associated with this project. B Brief Company History C Summary of Firm s Relevant Experience: Limit references to a total of three (3). References must be of similar project scope. References must be currently under contract or a contract completed within the past five (5) years. 1. Contract Name/Location/Dollar Value/Owner Information. Brief contract description. Include Contact Person with Phone Number. 2. Start, Finish, or Anticipated Completion Date. 3. Description of All Services Provided. 4. Contract Monetary Value. 5. Average Daily Population of adult correctional facilities. 19

22 D Financial/Legal 1. Provide a copy of Last Year-End Financial Statement or Letter from Accountant/Bank Firm s Financial Position. (This information will be kept strictly confidential). 2. State of Illinois Business License. 3. Provide Insurance Coverage Certification. 4. Provide Statement of Legal Actions pending or threatened against you relating to Current or Past Projects and any actions brought against you by a Sheriff, County, Department of Corrections or State within the last five (5) years. E Project Approach: 1. Describe your business philosophy and how you plan to approach this contract. 2. Describe proposed delivery of system & quality controls, including the residence of your technicians who will service this system, once installed. 17. SELECTION CRITERA: The Champaign County Sheriff intends to award this contract in whole to the lowest responsive and responsible responder that is in compliance with all specifications, terms and conditions contained herein. The Responder shall have specific experience supplying similar product, on a satisfactory basis, to other customers with a similar volume. The Champaign County Sheriff reserves the right to consider bid prices, the references and successful service history, financial capability, qualifications, value added services and other related factors in the award decision. The Champaign County Sheriff reserves the right to request additional information subsequent to the award date for evaluation proposed and to make modifications in the request. The County of Champaign reserves the right to reject any or all Proposals failing to meet the County's specifications or requirements and to waive technicalities. If in the County of Champaign Sheriff s opinion, the lowest Proposal is not the most responsible Proposal, considering value received for monies expended, the right is reserved to make awards as determined solely by the judgment of the County of Champaign Sheriff. In determining the lowest responsible contractor, the County shall take into consideration the qualities of the services supplied, their conformity with the specifications, and their suitability to the requirements of the County and the delivery terms. Intangible factors, such as the Responders reputation and past performance in executing the County contract, will also be weighed in executing County contracts. The Responders failure to meet the mandatory requirements will result in the disqualification of the Contractor's proposal from further considerations. Submission of a proposal confers no rights on the Responder to a selection or to a subsequent contract. This RFP process is for the County's benefit only and is intended to provide the County with competitive information to assist in selection of services. All decisions on compliance, evaluation, terms and conditions shall be made solely at the County's discretion and shall be made to favor the County. The County desires to obtain and provide to the inmate the services contained herein at the lowest per call and per minute cost to the inmate. However, the extent of services and 20

23 the reliability of the system and contractor are also important considerations. CHAMPAIGN COUNTY INSURANCE GUIDELINES 1. Binders/Certificates of Endorsements/Endorsements/Coverage Verification: All vendors submitting bids must provide binders or certificates of endorsement insurance forms as completed by authorized agent or broker. (Use our forms attached). Insurance coverage must be placed with an insurance company that has at least a Best A rating. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. Champaign County reserves the right to require complete, certified copies of all required insurance policies at any time. If sub RESPONDERS are to be utilized, vendors shall include them as insured s and shall furnish separate certificates of insurance and endorsements for each subcontractor. 2. Adjustments to Insurance Policy: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party, reduced in coverage or in limits except after twenty (20) days prior written notice by certified mail, return receipt requested, has been given to Champaign County. 3. Minimum Limits of Insurance: Vendors shall maintain each category of insurance and its corresponding minimums a. BROAD FORM COMPREHENSIVE GENERAL LIABILITY: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. Contractual Liability, Broad Form Property Damage, Products and Completed Operations Liability insurance is to be carried in sufficient aggregate value as to sufficiently cover this project. Policies are to contain the following provisions: 1. The Champaign County Sheriff and Champaign County, its officials and employees are to be covered as insured s as respects: liability arising out of activities performed by or on the behalf of the vendor; products and completed operations of the vendor, or all automobiles utilized by the vendor. The coverage shall contain no special limitations on the scope of protection afforded to Champaign County, its officials or employees. 2. The Champaign County Sheriff and the vendor s insurance coverage shall be primary insurance as respects Champaign County, its officials and employees. Any insurance issued to Champaign County, its officials or employees shall be in excess of that vendor s insurance and shall not contribute with it. 3. Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to Champaign county, its officials or employees. 2. The vendors insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer s liability. b. AUTOMOBILE LIABILITY INSURANCE: Contractor shall provide certificate of 21