COUNTY of KANE PURCHASING DEPARTMENT KANE COUNTY GOVERNMENT CENTER

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1 COUNTY of KANE PURCHASING DEPARTMENT KANE COUNTY GOVERNMENT CENTER Christopher Rossman 719 S. Batavia Ave., Bldg. A, 2 nd Floor Director of Purchasing Geneva, Illinois Telephone: (630) Fax: (630) January 19, 2012 ADDENDUM #2 RFP No. & Title: Detainee Phone Service The attention of bidders is called to the following changes, clarifications and/or additions/deletions to the original bid document and they shall be taken into account in preparing the Bid and shall be part of the contract documents. EXTENSION OF PROPOSAL DUE DATE CHANGE Please reference to proposal document, cover page, page 1 of Proposal Response Form, and page 16 of SOW and make the following changes. NEW SUBMISSION DATE & TIME: 4 p.m. Tuesday, February 7, 2012 The last day for all questioning is January, 26, CLARIFICATIONS Q. Is the current inmate phone system supplied by Securus, currently interfaced with the Jail Management System? Or are the inmates manually entered into both the Securus system and Jail management software? A. No, they are manually entered into both systems. Q. Is the current Jail software provider New World? Can you provide a contact name and number for this company? Will they be charging each provider an interface fee to link the inmate phone system to the jail management software? If so, what is the interface fee? A. Yes- New World. Contact name is Lisa Verbeeren at (248) Vendor would have to check with New World if what or any interface fee would be charged. Q. Is the current commissary provider Aramark? A. Yes Q. Is the current commissary provider interfaced with the current JMS or are inmates entered into both systems manually? A. No, but is currently in the process to be done.

2 Q. How do the inmates currently place their commissary orders? A. On a kiosk a. Is this handled by an on-site commissary person? A. Yes b. Are the orders placed through the phone system? A. No c. Are the order packed at another location and then sent to the jail or is inventory stored at the jail? A. Stored and packed at the jail. d. Who distributes the orders now, commissary provider or jail staff? A. Commissary provider Q. Is the current phone system interfaced with the commissary system giving the inmates the ability to make debit calls? A. No Q. Are there any kiosks currently in your lobby area? A. Yes a. How many kiosks are currently installed at this facility? A. Two b. Will the current machine allow inmates to deposit money to the commissary and pre-paid phone accounts? A. No c. Can friends or family member s set-up new phone accounts at the current kiosk? If not, would Kane County like to have this as an option? A. Yes, we do this. d. Does the current vendor empty the cash from this machine or does the Kane jail staff handle this process? A. Vendor e. What are the fees currently associated with each deposit type on this kiosk? (cash, credit cards, etc.) A. $5.00 f. Does the current vendor provide a kiosk in the intake area for the inmates to deposit during the booking process? A. No g. Please provide a breakdown of transactions for the current kiosk for the last 6-12 months? (number of transactions for commissary and phone accounts, and also how many transactions were cash or credit card). A. We do not have this breakdown. This is solely done by Touchpay. Q. Does your facility currently utilize calling cards: A. Yes If yes: a. What denominations are sold? A. $7, $12, and $22 cards. b. How much does the county currently pay for these calling cards? A. We do not pay for these but do collect a 35% commission. c. How many cards are sold each month? A. (last 12 months) $7 cards, $12 cards, and $22 cards e. Does Kane County sell and distribute these calling cards or is that handled by the commissary vendor? A. Commissary vendor f. If the commissary vendor sells and distributes the cards, do they receive a handling fee of any kind? A. Yes, $2 per card Q. How long are the current call times for the inmates? 15 minutes, 30 minutes, etc. A. 15 minutes Q. Please provide the last 12 months of revenue produced by the inmate telephone system. A. This is not the past 12 months, but 12 consecutive months in the past year and a half. (LEC billed collect, Prepaid collect, and Direct Billed Collect= $295, and calling card sales =$290,976 for 12 months). Q. Volume Control Requirement on "handset" can this be accomplished on phone keypad? A. Yes

3 Q. Is the current phone system supplied by Securus utilizing the continous voice biometrics feature? If so, are their additional charges for the families to cover the cost of this feature on each call? Or are there any additional charges being added for this feature to be utilized? A. No, we are not using voice biometrics currently. Q. Can the County please verify the call data that was provided in the RFP on page 13? Based upon the data provided and as mentioned in Addendum #1, the number of calls per inmate seems exceptionally high, while the minutes per call appear very low as compared to other County jails. Does the call data provided include both complete and incomplete call attempts? In order to clarify, can you please provide as much data as possible from the following chart for completed calls only? A. Please see the attachment for our past fiscal year. The attachment does not include information for calling cards. Calling cards generated $290,976 purchased from inmates and $14,465 purchased by the county for indigent inmates for a 12 month period. Call Category LOCAL Collect INTRALATA Collect INTERLATA Collect INTERSTATE Collect LOCAL Debit INTRALATA Debit INTERLATA Debit INTERSTATE - Debit International - Debit LOCAL PrePaid Collect INTRALATA PrePaid Collect INTERLATA PrePaid Collect INTERSTATE PrePaid Collect # of Calls Per Month # of Minutes Per Month Total Revenue Per Month In addition, can you please confirm the rates currently being charged to called parties under the current contract? Please provide the following information: Call Category Per Call Charge Per Minute Charge Other Charges LOCAL Collect INTRALATA Collect INTERLATA Collect INTERSTATE Collect LOCAL Debit INTRALATA Debit INTERLATA Debit INTERSTATE - Debit International - Debit LOCAL PrePaid Collect INTRALATA PrePaid Collect INTERLATA PrePaid Collect INTERSTATE PrePaid Collect

4 Q. Are debit calls included in the call data provided in response to above question? A. No Q. Please provide the average of monthly commissions received over the past year from the current vendor and copies of commission statements (if available.) A. See Attachment Q. Please provide the point schedule associated with each of the listed evaluation criteria that will be used to evaluate and compare proposals. Will multiple people be involved in scoring the proposals? If so, which departments will be involved (e.g., finance, procurement, investigative personnel, etc.)? A. The Sheriff and Purchasing Department will be involved in scoring the proposal. Evaluation points associated with criteria of selection are as follow: 25% qualification/experience, 30% technical offer/system and equipment/plan approach, 35% revenue/commission rate offer, and 10% for reference. Q. Does the current vendor offer prepaid debit phone cards or commissary-based debit calling to inmates? If so, how does the County receive commissions on these revenues? A. Yes, they are commissary based and we receive a 35% commission. Q. In lieu of debit cards, will the County consider a card-free inmate debit calling option, which will be faster, more efficient, and easier for the County to manage than physical debit cards? A. Yes, we would consider this option. Q. References: Please confirm that the bidder must be the Prime Contractor for each reference and, therefore, references where the bidder is a technology subcontractor (such as providing the call processing equipment through a subcontract with a separate inmate phones Prime Contractor) are not sufficient to meet this requirement. A. Bidder must be the Prime Contractor for phone service. Q. Does the County require that the proposed technology including the biometric solution proposed be installed and proven to work at other correctional facilities, and will this experience be part of the RFP scoring? We highly recommend requiring at least five references from similar-sized facilities where the proposed technologies have been installed and working for a minimum of one year. A. No Q. In the Estimated Calls and Minutes provided on SOW, page #1 the County provides information on Interactive Voice Response (IVR) calls and minutes. Can the County please clarify if this pertains to a public-facing or inmate-facing IVR? Please describe the exact functionality provided by this IVR, and clarify whether this service is required in the new inmate phone contract. If it is a public-facing IVR, how is this service funded? A. This service is not required in the new contract. Q. SOW, page #3, requirement #20 reads The site does not presently use conference calls, but the system shall be capable of utilizing this feature upon request. Per Addendum #1, the County states that it does not want detainees to be able to make conference calls. As such, will this requirement be omitted from the RFP? If not, can the County please clarify this requirement? A. Yes, conference call as stated on SOW, pages 3, requirement #20 shall be omitted from RFP.

5 Q. Will the County be retaining all the current 31 detainee/public visitation phones once the video visitation system is installed and fully operable? In the future, would the County consider reducing their visitation to video only? A. No, if video visitation is installed, we would not retain the visiting phones. Q. Are your visitation phones currently being monitored and recorded? A. Yes Q. The County s requirement on Sow, page #11, requirement #6 states that all video recordings must be stored and accessible for a period of at least 5 years. Will the selected vendor be required to supply 5 years of storage or will the County store these recordings on your Secure Area Network? If the vendor is required to provide 5 years of storage, it will significantly impact the cost of the system. Therefore would the County be willing to decrease this time period to a more customary timeframe for video visitation storage, such as six months? A. County would consider a more customary timeframe, but would like at least 1 year. Q. Can a vendor propose multiple options for the video visitation system within the same proposal? A. Yes Q. In order for vendors to be able to amortize the cost of the required technology, would the County consider lengthening the initial term of the contract? A. Yes Q. Will the County be supplying power, as well as network head end, for each video visitation unit or will this be the responsibility of the vendor? A. No, vendor would be responsible. Q. Will families be allowed to visit remotely (from home)? A. No, but would consider in the future. Q. Does the County require any free visits? A. They would all be free. Q. Does the facility have restrictions for the number of visits per inmate? A. 1 visit every 7 days. Q. Does the facility require the visitor to be on an approved list? If so, what are the policies to be added to the list? A. Yes, only immediate family or 1 significant other. Q. Proposal Response Form says The proposer shall return RFP with all documents, as well as literature, samples, etc. as required within the specifications. Does the County require that we return a complete copy of the RFP with our bid or should we return only those sections to which a response is required? A. No, vendor shall return only those sections to which a response is required Q. Section III Video Visitation System Will the video visitation system replace the existing 31 traditional visitation booths? Addendum 1 answer is No. A. Yes

6 Q. What is the connect fee and per minute rate currently being charged by Securus? A. Collect Calling Rates: Call Type SurCharge Per Minute (Per minute rate depends on time of date) Local $3.35 $0.25-$0.35 IntraState/IntraLATA $3.35 $0.25-$0.35 IntraState/InterLATA $3.35 $0.25-$0.35 InterState/IntraLATA $2.90 $0.25-$0.35 InterState/InterLATA $3.95 $0.89 Prepaid Calling Cards: All Domestic Call Types: $0.50/minute Q. Does that mean you are going to run both V.V and traditional visitation stations on sides, inmate and visitors? If so is the traditional visitation phones part of the bid as well? Meaning; do we have to replace the traditional phones hanging today? If video visitation is installed, it will take place of the visitation phones. A. The visitation phones would need to be operational until video visitation was installed and operational. If we do not go with video visitation, then we would stay with the visitation phones. The 62 visitation phones are included in the original 122 phones. Q. Will the visitation schedule change from the current Monday to Friday morning and afternoon sessions, and Sunday morning sessions? A. No, will remain the same. Q. What is the average number of visits during each of these visitation sessions? Monday: Tuesday: 11-7 Wednesday: 10-6 Thursday: Friday: Saturday: No Visits Sunday: First number = reservations Second number = completed visits Q. The visitation rules on the Kane County web site do not state the length of a visit. Please provide the average length of a visit. A. We have 15 minute, 30 minute and 45 minute visits depending on the inmate s classification status.

7 ATTACHMENT RFP ADDENDNUM 2 PHONE COMMISSION

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