Request for Proposals: Commissary & Inmate Trust Accounting Services

Transcription

1 December 23, 2013 To: From: Re: Proposers Corleen Milhorn Contract Administrator Lane County Sheriff s Office Request for Proposals: Commissary & Inmate Trust Accounting Services ADDENDUM TWO A. CHANGES TO REQUEST FOR PROPOSAL 1. Page 3, under 1.0 INVITATION TO SUBMIT PROPOSALS Method of Submission of Proposals Proposals submitted in electronic form, including zip files, must be no larger than 25MB in size. Multiple s with multiple files will not be accepted. B. CLARIFICATIONS AND ADDITIONAL INFORMATION 1. The Pre-Proposal Meeting Attendee List (attached) 2. A number of questions were submitted both before and after the Pre-proposal meeting. A list of those questions is attached, along with the answers available at this time. The County will research answers to other questions, and if the requested information is available, unanswered questions may be addressed in a later addendum. Answers to all questions may not be possible. Questions regarding this Addendum must be submitted in writing and directed to Corleen Milhorn, Contract Administrator via at corleen.milhorn@co.lane.or.us

2 Lane County Sheriff's Office - Lane County Adult Corrections Attendee List - Request for Proposal Pre-Proposal Meeting - Friday, December 13, 2013 Name Title Company Telephone April Lee Sales & Marketing ABL Management, Inc. aprillee@ablmanagement.com Gerry Sargeant Account Executive Lattice Incorporated gsargeant@latticeincorporated.com Greg Chinn General Manager Western Washington Correctional Services Aramark chinn-greg@aramark.com Lonnie Nueberger Western Regional Sales Manager Consolidated Telecom, Inc. neubez@hotmail.com Ken McNiel Jeff Blodgett Senior Field Service Manager Western Regional Sales Engineer Washington State Office Global Tel*Link kmcniel@gtl.net GTL jeff.blodgett@gtl.net Jim Crouch Regional Account Manager IC Solutions Keefe Group Angelo Leber KCN Regional Manager Keefe Commissary Network Jake Watson Account Manager Keefe Commissary Network Darryl Hughes National Sales Director Legacy Inmate Communications jcrouch@icsolutions.com rfp@icsolutions.com aleber@keefegroup.com jwatson@keefegroup.com dhughes@legacyinmate.com x247 Doug Phelan IT Consultant & Analyst Phelan Consulting dt_phelan@yahoo.com Darrin Hays Account Manager Securus Technologies dhays@securustech.net Mark McLean Regional Sales Manager Swanson Services Corporation mjmclean@swansons.net Michael Anderson Telmate anderson@telmate.com

3 Q: Will Lane County consider third-party bids for Video Visitation or will the contract be awarded to a single vendor for combined services? A: Lane County will accept only complete Proposals from single vendors. If parties wish to subcontract work to another party, the relationship must be verifiable as to whether it meets the requirements of the RFP. Q: What is the first advertised date of the two solicitations: RFP for Commissary and Inmate Trust Accounting Services and RFP for Inmate Telephone and Video Visitation Services? A: The first advertised date of the two solicitations is Monday, December 2, Q: In the statement in the Inmate Telephone & Video Visitation Services RFP regarding the Pre-Proposal meeting being mandatory for all proposers, Attendance at the meeting is mandatory for all Proposers; Proposals will not be considered from any Proposer not represented by a bona fide representative in attendance at the meeting., what does bona fide mean? A: Bona fide means "in good faith;" without deceit. A "bona fide representative" is one that is actually representative of the company, whether an employee or not. Vendors have been told that they must send a representative because the vendor needs to understand the conditions affecting their proposal, such as: the locations where terminals and support systems may be placed, factors affecting wiring and installation, and access requirements None of these can be effectively described in writing. Nor will we allow photography. So, in order to be able to evaluate proposals, we need to know that all the conditions are understood by the vendors. A "bona fide representative" is therefore a person capable of performing this role to whom the vendor has delegated the authority to view these conditions on its behalf. If not an employee of the company, or a sales representative of the company (whether in their direct employ or not), then the person must be a person who reasonably could be given authority to perform this role on behalf of the company. In that case, a letter from the prospective vendor delegating to them this role would be acceptable. In no case, however, could a representative represent more than one vendor. Q: What is the current commissary commission percentage? Questions & Answers Page 1 of 8

4 A: 36% Q: What were the total commissary sales for the past 12 months? A: $118, Q: What is the current commissary menu, including product pricing? A: See attached Commissary List Q: What is the current balance of the inmate trust fund? A: $22, Q: What is the current charge for the indigent kits? A: We pay $1.75 per kit; inmates are not charged. Q: How many indigent kits were provided in the last 12 months? A: 2,796 kits (at a cost of $4,893) Q: Is phone time sold through the commissary? A: Not at this time. Phone time is handled through our current Inmate Telephone vendor. Q: Please provide the address of the Community Corrections Center. A: 75 West 5 th Avenue, Eugene, OR Q: Will Lane County accept multiple offers from a single vendor? A: If a vendor is considering a tiered type of offer (i. e. for this population, the commission rate would be XX percentage, but for another level, the commission rate would be a XX percentage) then the proposal would be considered. If, however, a vendor is considering filing multiple offers to increase the likelihood of award, those proposals would not be considered. Q: For hard copy responses, how many originals/copies are required? Questions & Answers Page 2 of 8

5 A: A total of six (6) copies should be provided for hard copy responses to the RFP. Q: A handout with questions and answers was provided at the pre-bid meeting. Is this document an official Addendum, to be acknowledged in the RFP response? A: The Question & Answer hand-out that was distributed at the Friday, December 13 Mandatory Pre-Proposal meeting will be incorporated into Addendum Two which will be published on the Lane County Bid Page as part of the official Inmate Telephone & Video Visitation Services and the Commissary & Inmate Trust Accounting Services RFPs. It is the responsibility of the vendors to refer to the Lane County Bid Page for follow-up questions and answers. Q: Are there any early release programs that may have an effect on the current ADP levels? A: No. The ADP remains fairly consistent. It is anticipated that in mid-to-late 2014, the ADP will increase and then remain constant for a minimum of 4-5 years. Q: What is the average length of stay for an inmate? A: From 07/01/2011 to 06/30/2012, the average length of stay for an inmate was approximately 12 days. Since reopening jail beds, that has increased to approximately 21 days. Q: Can the vendor offer more than one rate and commission plan for your consideration? A: Yes. Tiered rates/commission proposals will be accepted. Q: In consideration of the integration required, please provide the contact information for your JMS provider. A: The current JMS provider is Executive Information Services, Inc. (EIS). The contact person is Justin Davis - Telephone: Justin@goeis.net Questions & Answers Page 3 of 8

6 Q: Please provide the current Call Count and Minutes of Use for the last 6 months broken out in the following manner: Collect Calls Collect Minutes Prepaid Calls Prepaid Minutes Debit Calls Debit Minutes Free Calls Free Minutes Local 1,620 9,623 20, , Intralata 186 1,305 3,137 41, Interlata , Interstate 145 1,284 1,692 15, International Q: Please provide the call rates and associated commissions for the following calls broken out in the following manner: Collect Call Rate Collect Call Commission Prepaid Call Rate Prepaid Call Commission Debit Call Rate Debit Call Commission Local $0.44 $2, $0.15 $27, Intralata $0.37 $ $0.25 $5, Interlata $1.47 $ $1.36 $5, Interstate $1.40 $ $1.62 $12, International $0.00 $0.00 $0.00 $ Q: Is the highlighted text an error? County is requesting: A list of three (3) references, preferably in Oregon, Washington, California, Idaho, or Nevada, where Proposer has provided inmate Commissary and Trust Accounting Services and include the following information for each reference: 1. Agency name and Contact person 2. Agency address 3. Agency phone and fax numbers 4. Description of services provided 5. Dates of services provided A: Yes, this is an error. See Addendum Two for correction. Questions & Answers Page 4 of 8

7 Q: Page 9, 3 rd paragraph, The County also desires to have the visiting area of the jail, equipped with eighteen (18) visiting stations, to be set up to assign visiting stations prior to the visit (or have some other method of determining the inmates on the recordings), allow monitoring of visits, and record visits. Please clarify this requirement? Q: Are you interested in replacing the existing visiting phones for a total of 36 visiting (face to face) phones? Q: Page 12, The system is required to have a security feature that allows inmates to access only their account, and identifies inmates that initiate phone calls. Is the county asking for voice biometrics? Q: Is the county interested in a PAN list? Q: Is the county interested in prepaid cards? Q: Is the county interested in having video stations for inmate s friends and families? If so, how many? Q: Type and number of mounting for inmate stations? Q: Number of mobile inmate stations? Q: How many concurrent internet visits does this location require? Q: How many office monitoring stations are required? Q: Does vendor have to supply office monitoring stations? Q: Is an ID card reader required? If so, how many? Q: Do you want a lobby kiosk for scheduling? If so, how many? Q: The industry standard for holding recorded visits is 90 days. Anything beyond that requires too much storage space. Will 90p days be acceptable to Lane County? Q: Is power available to the kiosks? Questions & Answers Page 5 of 8

8 Q: Will your payment window remain opened? If open, do you current charge fees? If so, what are the fees? Q: Please list all the interfaces required for the lobby and intake kiosks. Q: Is an ID reader required? Q: Is a camera required? Q: Is lobby access 24 hours available? Q: Are PIN debit deposits required? Q: Are bank/trust deposits required? Q: Are prepaid/collect deposits required? Q: Bond payments required? Q: Other type of payments required? Q: On the intake kiosks, are there cash/coin deposit limits? Q: Please list all requirements of lobby kiosk. Q: Does the county have any issues with armored car retrieval? Q: Please provide fees allowed for all services on the kiosks. Q: Please provide a copy of the current inmate phone service agreement(s). Q: Please provide a breakdown of the number of inmates per pod, and the Housing Unit Classification of each pod. Q: Please confirm the total number of inmate telephones currently in operation in both facilities, and the number of telephones required for the new contract. Q: Please provide a diagram of the current inmate phone locations by pod, plus locations where the County anticipates placing the booking kiosk and lobby kiosk. Questions & Answers Page 6 of 8

9 Q: Are the current visitation phones wired to the inmate telephone system? Are the phones monitored and recorded through the inmate telephone system or via another 3 stand-alone system? Q: Please provide the maximum duration of visits today. Will video visits have the same maximum length as across glass visits? Q: Please provide the current visitation schedule by classification. Also, does the County intend to extend visitation availability with remote visits? If yes, what hours will remote visitation be available? Q: How many across-glass visits does the County average monthly? Q: How many attorney visits does the County average monthly? Q: Is there fiber available between the two buildings that could be utilized for the video visitation system? Q: Please verify that all video visits will be remote visits only, and that no onsite visits will be completed through the video system. Q: For the video system, please provide information on which network closet supports each housing unit. Q: As we were unable to see these on the site tour, please provide photographs of the phone room (MPOP) and any cross-connect rooms on floors 2 and 3. Q: Can the County please provide clarification as to the number of inmate telephone shelf units that are currently being utilized? Will these units need to be replaced by the incoming vendor? Q: Requirement 6.2, A. # 15 states the following: The system must insure that inmate telephones cannot receive incoming calls. Note: In the event of emergency, it is desirable to have a means of overriding this feature allowing staff to call into an inmate housing area. Describe how your system can accommodate this. As mentioned at the beginning of the requirement, inmate telephones are typically not equipped to accept incoming calls and therefore do not have the capability of ringing. Would the ability to send messages to all inmates via the video visitation kiosk be acceptable to meet this requirement? Q: Will the County consider raising the spending limit? Q: Is the County open to the idea of having two different pod kiosks? (1 for phone and 1 for commissary) Questions & Answers Page 7 of 8

10 Q: Is the County open to the idea of doing commissary twice a week? Q: Is the County open to do snack packs to catch the sales from inmates that miss commissary delivery days? Q: Does the County prefer to have the lobby and booking cashier from the phone vendor, or would they be open to it being provided by the commissary provider? Q: Please clarify the County s spending limit the posted amount is different than the hand-out. Updated: 12/20/2013 Questions & Answers Page 8 of 8