request for proposal

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REQUEST FOR PROPOSAL INMATE TELEPHONE SYSTEM

RFP # 2015-52 DUE DATE: Tuesday, July 21, 2015 At 2:00 p.m. C.D.T. Brazos County Administration Building 200 S. Texas Ave., Ste. 352 Bryan, TX 77803 (979) 361-4294

TABLE OF CONTENTS Introduction .................................................................................................................................... 3 Definitions, Terms and Conditions ................................................................................................ 3 Special Provisions………………………………………………………………………...............5 Back Ground Information……………………………………………………………………... ...5 Evaluation Factors………………………………………………………………………………..7 Specifications ....... ……………………………………………………………..…………………7 Call Payment Options……….…………………………… ................................... ……………..20 Commission Checks / Account Support ...................................................................................... 22 RFP Required Responses……….… ...... ……………………………………………………......26 Proposal Schedule .. ……………………………………………………………..………………26 Pre-Proposal Conference……….… ...... ……………………………………………………......26 Telephone Locations .................................................................................................................... 27 Usage Reports……….… ....................... ……………………………………………………......28 Pricing and Commission Schedule….… ……………………………………………………......29 Certificationof Proposal ............................................................................................................... 30 Timeline Release of RFP 1st Advertisement 2nd Advertisement Pre-Proposal Meeting Question Deadline Proposal Deadline Anticipated Award

RFP # 2015-52

Friday, July 3, 2015 Friday, July 3, 2015 Friday, July 10, 2015 Tuesday, July 14, 2015 at 2:00 p.m. CDT Wednesday, July 15, 2015 at 5:00 p.m. CDT Tuesday, July 21, 2015 at 2:00 p.m. CDT August 2015

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INTRODUCTION Proposals are solicited from qualified Vendors for inmate payphone equipment, local exchange carrier service, and inter-exchange carrier service on an Automated Telephone System for the Brazos County Detention Center, Low-Risk Facility and Juvenile Detention Facility. It is the intent of this proposal to provide adequate monthly commissions to Brazos County; while keeping Inmate/User costs reasonable. Therefore, no prepaid commissions, minimum commissions, upfront bonuses, or incentives will be allowed. The term of contract shall be two years, commencing on the date of award and renewable annually at the option of Brazos County. A. TERMS AND CONDITIONS The following instructions apply to all proposals and become a part of terms and conditions of any proposal submitted to the Brazos County Purchasing Department, unless otherwise specified elsewhere in this proposal request. All Offerors are required to be informed of these Terms and Conditions, and those of Brazos County, and will be held responsible for having done so: 1. Definitions: In order to simplify the language throughout this proposal, the following definitions shall apply: a. b.

c.

d. e. f. g.

BRAZOS COUNTY - The government of Brazos County, Texas, and its authorized representatives. COMMISSIONERS' COURT - The elected officials of Brazos County, Texas, given the authority to exercise such powers and jurisdiction of all county business as conferred by the State Constitution and Laws. CONTRACT - An agreement between the County and a Supplier to furnish supplies and/or services over a designated period of time during which repeated purchases are made of the commodity specified. CONTRACTOR - The successful Offeror(s) of this proposal request. COUNTY - Same as Brazos County. OFFEROR – The Vendor submitting a proposal in response to this RFP. REVIEW COMMITTEE – A committee appointed by Commissioners Court to review and evaluate proposals.

2. Upon acceptance and approval by the Commissioners' Court, this proposal effects a working contract between Brazos County and the selected Offeror for the period designated. 3. Brazos County shall not be responsible for any verbal communication between any employee of the County and any potential Offeror. Only written specifications and written price quotations will be considered.

RFP # 2015-52

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4. The County reserves the right to accept or reject in part or in whole, any proposals submitted, and to waive any technicalities for the best interest of the County. 5. Brazos County reserves the right to reject any proposal that does not fully respond to each specified item. 6. Offeror must include Employer / Tax Identification Number. 7. Should there be a change in ownership or management of the selected Offeror; the contract shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions and prices. This contract is nontransferable. 8. Although the cost of services to be provided is an essential part of the Proposal, Brazos County is not obligated to award a contract on the sole basis of cost. 9. Proposals must show full firm name, mailing address and telephone number and be manually signed by an authorized sales or quotation representative of the Offeror. Firm name and authorized signature shall appear in each space provided. 10. In the event of a needed change in the specifications sent to Offerors, it is understood that all the foregoing terms shall apply to the addendum or addenda. The addendum shall be posted to the Online Bidding System at http://brazosbid.cstx.gov/. 11. It is our policy not to furnish proposal results over the phone. Proposal results will be posted on the Online Bidding System. 12. With the exception of interviews and other contacts initiated by Brazos County relevant to the selection process, Offerors, their employees or representatives are prohibited from contacting any official or employee of Brazos County, except the Purchasing Agent, in regard to this RFP. Any such contact will be grounds for rejection of the Offeror’s proposal. 13. Proposals must be received by the Purchasing Department prior to the date and time specified. Late proposals will not be accepted for any reason. Proposals will not be considered if submitted by telephone, fax or any other means of rapid dispatch, nor will a proposal be considered if submitted to any other person or department other than specifically instructed Purchasing Department. 14. The County may cancel this contract at any time for any reason, provided that a thirty day written notice is given. 15. It is the intent and purpose of Brazos County to solicit competitive responses through the RFP process. It shall be the Offeror’s responsibility to advise the County of any language, requirement or any combination thereof, that RFP # 2015-52

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inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the Brazos County Purchasing Department no later than five (5) business days prior to the Proposal opening date. A review of such notification will be made. 16. This RFP process shall adhere to Texas Local Government Code, Chapter 262. All firms deemed to be qualified will be given fair and equal consideration, and discussions may be conducted with these entities. For the purpose of obtaining best and final offers, the proposals may be revised before awarding the contract. Oral negotiations shall be confirmed in writing prior to contract award. However, the contract may be awarded without presentations and conferences. B. SPECIAL PROVISIONS: 1. Questions and inquiries about this Request for Proposal should be directed to: log into http://brazosbid.cstx.gov, locate RFP 2015-52 INMATE TELEPHONE SERVICES, click QUESTIONS, enter the questions or information needed and SUBMIT. All questions must be submitted by July 15, 2015 in order to be answered before the RFP due date. 2. Fill out the proposal completely and return one (1) original and five (5) copies in an envelope/package clearly marked “Request for Proposal No. 2015-52” to the Brazos County Purchasing Office, Brazos County Administration Building, 200 South Texas Avenue, Suite 352, Bryan, Texas 77803-5327. 3. There is no expressed or implied obligation for Brazos County to reimburse responding service providers for any expenses incurred in preparing proposals in response to this request. Brazos County will not reimburse responding offerers for these expenses. 4. During the evaluation process, Brazos County reserves the right, in the best interest of the County, to request additional information or clarification from proposers, or to allow corrections of errors or omissions. Brazos County also reserves the right to have a meeting with Vendor(s) after proposals have been evaluated. 5. At the public opening, there will be no disclosure of contents to competing offerers, and proposals will be kept secret during the negotiation process. Except for trade secrets and confidential information which the vendor identifies as proprietary, all proposals will be open for public inspection after the contract has been awarded and executed. 6. The contract shall be awarded to the responsible Vendor whose proposal is determined to be the best evaluated offer resulting from negotiations, considering the relative importance of price and other factors set forth in this request for proposal. RFP # 2015-52

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7. All proposals reasonably susceptible to being selected will be given fair and equal consideration, and discussions may be conducted with these proposers. For the purpose of obtaining best & final offers, the proposals may be revised before awarding the contract. Oral negotiations must be confirmed in writing prior to contract award. However, a contract may be awarded without any negotiation of proposals. 8. Your response to this proposal should be clear and concise addressing all requirements listed above and any other factors not specifically mentioned which would be advantageous to Brazos County. 9. It is the responsibiliy of the Vendor to meet and obey all applicable Federal and State Licensing and certification requirements. This will be done at the Vendor’s expense, with no expense to the County. All applicable federal, state, and local laws, rules and regulations governing telecommunications service contracts will apply to the Contract throughout and deemed incorporated in the Contract. 10. The County will provide space and electric power for the inmate telephone system. The County will have no liability to Vendor for fraud, theft, casual damage or loss from whatever cause to Vendor’s equipment including, without limiting the foregoing, vandalism/damage inflicted by the inmates on the Inmate stations or Vendors system. In the event of repeated or excessive damage to stations or system equipment, Vendor shall have the right to request/negotiate equipment movement or removal. Such request must be agreed upon by the facility. 11. The County will unilaterally determine the locations as well as the need for future installations and disconnects. Successful Vendor will be responsible for all costs associated with the installation or disconnects throughout the term of the Contract. Vendor shall not be entitled to an adjustment in the quoted commission rate due to an increase or decrease in the number of stations during the term of the Contract. C. PRESENT COUNTY INMATE TELEPHONE SERVICE 1. Securus Technologies, Inc. is currently providing Inmate Telephone Service at the Brazos County facilities. In the past year, the average daily inmate population was 612. The current maximum capacity of the Brazos County Detention facilities is 1,087.

D. MISCELLANEOUS REQUIREMENTS 1. Each Vendor should enclose a copy of the terms and conditions of their standard Contract. RFP # 2015-52

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2.

Vendors should make every attempt to use technoligical terminology in their bid that is common to the industry and technology used by the County. Comparable terminology may be substituted where appropriate if Vendor provides clear and concise definitions.

3. Any material submitted by the Vendor that is considered confidential in nature must be clearly marked as such. Due to applicable laws and regulations concerning public documents, the County makes no representation that any such material will be kept confidential. E. EVALUATION FACTORS 1. After receipt of proposals, Brazos County will use the following criteria in the selection process: a. 20% Commission Rates b. 15% Total Cost to Inmates/Users c. 25% System Design, Performance, and Features d. 15% References e. 15% Response to RFP (clarity of Proposal) f. 10% Output Reports (samples must be attached) F. SPECIFICATIONS 1. RFP SUBMISSION - GENERAL a.

Each Vendor must prepare a written bid. All pages of the response must be numbered. RFP’s shall be formatted consistent with the specific sections and numbered paragraphs and must respond to each on an individual basis. Failure to address any item shall be interpreted as non-responsive. Vendors must respond to all paragraphs and submit the following: 1) 2) 3) 4) 5) 6) 7) 8)

b.

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Letter of Transmittal Vendor Qualifications Summary of Compliance with All RFP Specifications References Financial Statement Completed Schedule B Installation Plan Account Support Narrative

An authorized representative of the Vendor must sign each RFP response. Additionally, it should include the name(s) of the person(s) authorized to negotiate with the County.

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c.

Original and five (5) copies of the RFP response, written clearly and legibly, must be and submitted in a sealed envelope plainly marked on the outside “SEALED BID NO. 2015-52 - DO NOT OPEN WITH REGULAR MAIL.”

2. VENDOR QUALIFICATIONS a. Experience - Vendor shall be experienced in providing phone services to large customers with over 50 stations in one location and shall have an installed base of no less than 25 inmate telephone system installations. Response to this paragraph shall be a full capability statement, including, but not limited to the following: 1)

Years and nature of experience in telephone business.

2)

Certified financial statements. Vendor must show proof of profitability and financial stability.

3)

The vendor must include a description of all litigation in which a judgment was made against the vendor during the previous 2 years.

3. REFERENCES a. Vendor must provide a list of 5 current customer references that the County may contact, including postal address, telephone number and email address. IT IS NOT ACCEPTABLE TO RESPOND THAT VENDOR’S CUSTOMER REFERENCES ARE PROPRIETARY INFORMATION. Vendors are advised that references will be contacted without further consent or approval of the Vendor. b. In the event Vendor has, for any reason, failed to complete the full term of an inmate telephone contract, Vendor must describe in the reference section of its response such contracts including the name and address of the customer and the reason for the failure to complete the contract. 4. SUBCONTRACTORS a.

RFP # 2015-52

If any part of the work is or will be subcontracted, the Vendor shall provide the name and address of the subcontractor within the bid response. All subcontracted work will be bound by the same terms as contained in the Contract. Vendor will be held responsible for all work performed by the subcontractor.

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5. TECHNICAL REQUIREMENTS a.

The purpose and intent of this bid is for the provision of 93 existing fixed inmate telephones and 2 portable inmate telephones at the Brazos County Detention Center and Brazos County Juvenile Facility.

b.

Vendor shall propose equipment, local, intralata and interlata services. Vendor should propose a package including installation, maintenance and collections. Vendor must inspect each installation site and provide replacement telephones, enclosures and panels as needed.

6. SYSTEM CONFIGURATION a.

The inmate telephone system proposed by the Vendor shall be a turnkey, Non-Coin Telecommunications Service.

b.

The proposed inmate telephone system at the County Jail must be capable of completing station-to-station and/or person-to-person collect calls from inmates to both touch-tone and rotary dial telephones.

c.

The proposed inmate telephone system shall not require any electrical outlets at the actual telephone set locations.

d.

The system should have the capability of simultaneously recording all inmate calls 24 hours a day, 7 days a week.

7. INSTRUMENTS

RFP # 2015-52

a.

If the telephones are replaced, Vendor shall install new inmate stations made of heavy gauge steel construction with armored keypad and lexan type handset. All units shall be provided with a armored cord not more than 12 inches in length, which will withstand 800 pound of longitudinal tension. Each station shall be secured with special security type screws. Keyed locks shall not be acceptable. Telephones must be in full compliance with Americans with Disabilities Act (ADA). Vendor shall provide catalog cut sheet of proposed telephone instruments.

b.

Inmate telephone sets must be wall mounted, of stainless or equivalent tamper-resistant durable construction.

c.

2 portable inmate telephone sets must be provided at the County Jail complex. Page 9

8. ACCESS

9.

a.

The inmate telephone system must provide outgoing collect service with no access to other direct dialed or operator handled service except numbers which are requested in writing by the County Administrator. The system must be restricted to outgoing calls only, no incoming calls are allowed. Facility officials must retain the capability of turning off or blocking service to any telephone or group of telephones from a central location inside the facility.

b.

The system shall be designed so that Vendor can upload changes in rates, speech or programming via PC and Modem or other electronic medium.

c.

All telephones must be FCC registered and Contractor’s current FCC number shall be provided as part of the bid response. Vendor shall submit a detailed description of all specific features offered.

d.

The system proposed must be designed to use automated operations only. The system should provide clear voice prompts to complete calls without the use of an operator. Vendor must provide a clear description of all automated operator services that will be used for Inmate calls.

CALLING INSTRUCTIONS a.

10.

Each telephone will be equipped with a faceplate that includes calling instructions for the type of calls allowed. In addition, voice prompt instructions will be provided to the inmate in up to ten (10) languages chosen by the County. PROBLEM REPORTING CAPABILITIES

a.

11.

The proposed system should have automated problem reporting system that provides visual notification to the Vendor when issues arise. Vendor shall be required to fully describe those capabilities in response to this paragraph. Vendor shall notify the County of any failures immediately with an estimated restoration time. Vendor will provide updates every four hours until service is restored. CALL BLOCKING

a.

RFP # 2015-52

The system must be capable of blocking an unlimited number of individual numbers. Vendor shall state the method and quantity of telephone numbers the system can block. Page 10

12.

CALL BRANDING a.

All collect calls placed from the County Jail on inmate telephones must be capable of being identified to the called party as follows:

“This is a collect call from, ______________(Inmate speaks name or system plays inmate’s pre-recorded name) an inmate at the Brazos County Detention Center.” b.

The system should provide the called party with the ability to hear calling rates as they apply to the phone call they are receiving.

c.

In addition, the system must have the capability to inform the called party at selected intervals during the conversation that they are speaking with an inmate.

13.

ANSWER AND TERMINATION DETECTION a.

14.

The telephone system must record the method in which the call was accepted or denied. Further, the system must record the method in which the call was terminated. This information must be contained within the call detail records (CDR) and be included in call detail reports. CALL DETAIL REPORTS

a.

The inmate telephone system shall provide full call detail records for use in administrative and investigative purposes. The inmate telephone system memory should be capable of all call record detail for the length of the contract.

b.

The inmate telephone system shall provide remote access to full call detail records for use in administration and investigative purposes. Access must be controlled and allow authorized users to view records from any computer with Internet access.

c.

Call detail reports should be available to the County on a real time basis via the on-site terminal. The records shall provide the following minimum information on all outgoing calls: 1) 2) 3) 4)

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Time of day originated and terminated Station number originating call Number dialed Line or Trunk group and trunk number call route Page 11

5) 6) 7)

Duration of call in minutes and seconds Method of call termination Location of the station originating the call

d.

All call detail records must be collected and stored real time at a central, secure location, as well as the on-site PC.

e.

The proposed system must provide to facility personnel the following reports, displaying, and printing both real time and historical detail records based on the following criteria: 1) 2) 3) 4) 5) 6)

Called number and duration Specific date or range of dates All calls placed from a specific telephone or group of telephones Call history Cumulative call progress statistics Method of call acceptance or denial

f.

Samples of call detail reports must be provided.

g.

The inmate telephone system must be able to generate frequency reports including origination number, destination number, inmate PIN, and trunk identification number. All frequency reports must be available in chart format.

h.

The system must allow access for at least 25 users with unique passwords.

15.

CALL LENGTH CONTROL a.

16.

Facility officials shall be given total flexibility to limit the length of calls placed by inmates. The inmate shall be warned prior to disconnecting that the call time limit is about to expire. The system shall provide the ability to set such time limits at the pin and station level, as well as globally across the system. The current call length limit is 18 minutes.

CALL SUPERVISION a.

RFP # 2015-52

The inmate telephone system must provide line-monitoring capability via a line indicator at a central location with which facility personnel should have the ability to select any access line by Page 12

pressing a single button or issuing a simple keystroke command. Neither the called party nor the inmate should detect an audible indicator that would warn him/her that the line is being monitored. b.

All call monitoring should be available via the inmate telephone system workstation. No other equipment should be required.

c.

The inmate telephone system should allow users with the appropriate password level to terminate an inmate call in progress instantly from the PC workstation.

d.

System users with the appropriate password level should have the ability to break-in on a specific inmate call in progress and talk to both parties (the inmate and the called party).

e.

The system must accommodate at least 25 unique passwords.

17.

CALL VALIDATION a. All calls shall be validated on a real time basis to eliminate access to blocked or other unacceptable numbers. b. The system shall be designed to eliminate any and all access to a live operator.

18.

CONTROLLED ACCESS a.

The proposed inmate telephone system must provide facility officials with a means of controlling general access to telephone services. The system should provide a means to set telephones and groups of telephones in or out of service at predetermined times. Vendor shall describe in detail how this will be accomplished.

b.

Facility officials shall have the capability of shutting down all telephones in a cellblock or all telephones in the entire facility upon demand.

19.

FRAUD CONTROL a.

RFP # 2015-52

Aid in controlling fraudulent use of the telephone network shall be provided by interference with secondary call patterns, termination of calls if a second dial tone is detected, and prohibition of hook switch dialing.

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b.

The County will bear no responsibility for the loss of revenue as a result of fraudulent use of the telephone service. Fraudulent calls shall be the sole responsibility of the Vendor.

c.

The system shall have the capability to detect the dialing of additional DTMF’s following call connection. Upon detection, the system should play a warning message to the inmate and the called party.

d.

The system shall provide the ability to detect and flag three-way calls. Facility personnel should be provided with the ability to mark the call as a three-way call, disconnect the call, or both. The system should be capable of detecting secondary ring after connection of the call.

20.

INSPECTION, AUDIT AND MAINTENANCE OF REPORTS a.

The Vendor shall maintain books, records and documents in accordance with generally accepted accounting practices that sufficiently and properly reflect all gross revenues generated.

b.

The County or their representatives shall have reasonable access, for the purpose of examination, to any books, documents, papers and records of the Vendor as they may relate to this Contract.

c.

The County may cancel any resultant Contract for refusal by the Vendor to allow reasonable access to all documents, papers, or other materials originated or received by the Vendor in conjunction with this Contract. The County may cancel the Contract if examination of the material provided by the Vendor in conjunction with this Contract provides cause to terminate due to non-compliance or fraud.

21.

MAINTENANCE DIAGNOSTICS a.

The system software should be designed to interrogate the system to perform continuous self-test diagnostics without County Jail personnel intervention.

b.

When the system detects a problem, a visual notification should immediately be displayed to the support staff in the vendor’s maintenance center. In addition, the support staff should be notified automatically in the form of a high-priority e-mail.

c.

Vendor shall include with submitted bid clear, concise information describing the operation of the diagnostic system.

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22.

NETWORK ACCESS a.

Vendor shall describe how the network will be accessed to complete calls dialed by inmates (i.e. T-1 or switched access).

b.

Describe in detail the process a call would follow including voice prompts, validation process, and acceptance/denial process.

23.

INMATE PIN SYSTEM a.

The inmate telephone system must be capable of assigning a unique PIN for each inmate. Each PIN should be between six (6) and fifteen (15) digits in length. The system shall provide an automated PIN setup feature that allows an inmate to set up his own PIN record from a specified setup phone.

b.

Call duration, call velocity (# of calls allowed within a specified time frame), programmable free calls and phone usage periods can be programmable by individual inmate PIN.

c.

Each inmate PIN will have an associated call allow list that includes telephone numbers the inmate is permitted to call. The inmate telephone system will provide for automated registration of the destination numbers for each inmate allow list.

d.

Vendor shall provide additional identification methods for each caller to prevent PIN sharing and inmate fraud. This should include methods such as inmate cameras and fingerprinting technologies.

24. a.

HOT NUMBER ALERTS

The system shall allow an administrator to designate “Hot” PINS and “Hot” destination numbers. When the system detects that a call is being made using any of these pre-programmed “Hot” PINS or destination numbers, the system will automatically call destination numbers designated by the County. These designated numbers should include direct-dial desk phones, officer cell phones, home telephones, and pagers. Alerts to any type of phone should prompt the recipient for a security code, and, after receiving a proper code, conference them into the call. The recipient should be undetected by the inmate and called party; however, they should have the ability to disconnect the call or cut into the call and talk to each party. 25.

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MISCELLANEOUS TELEPHONE EQUIPMENT

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a.

26.

Vendor shall provide as part of this Contract all miscellaneous equipment such as computer, printer, modems and system software necessary to allow facility officials to query, display and print individual inmate telephone activity. Equipment shall be supplied with system software needed to interface with the Inmate Telephone System to perform such functions as traffic management, system administration, call blocking and maintenance diagnostics. System software shall be security level based and password protected. OPERATOR SERVICES AND VOICE PROMPTS

a.

Automated operator services provided by the inmate telephone system shall provide a minimum of four (4) languages and a maximum of ten (10) languages. At a minimum, these language options must include English and Spanish.

b.

If additional languages should be required, the system shall be capable of providing automated operator voice prompts in up to ten (10) languages at no extra cost to the County. Modification or addition of languages shall be made at no extra cost to the County.

c.

Any voice prompt required during the operation of the inmate telephone shall be clear and concise.

27.

UNINTERUPTED POWER SUPPLY (UPS) a.

28.

Inmate Telephone Systems at the facility shall be provided with an uninterruptable power supply (UPS). The UPS shall prevent potential problems in the telecommunications system caused by power surges and spikes. SYSTEM INTEGRITY

a.

RFP # 2015-52

It shall be the responsibility of the Vendor to assure an operational system includand all interfaces with the regulated common carrier and the availability of required central office facilities. By submitting a bid, the Vendor agrees that: 1)

The Vendor is familiar with the local conditions under which this inmate telephone service system must perform.

2)

The Vendor possesses the capabilities, hardware, and personnel necessary to provide an efficient and successful inmate telephone service system.

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3)

29.

The Vendor agrees that he/she shall be solely responsible for all services proposed. Notwithstanding the details presented in this RFP, it is the responsibility of the Vendor to verify the completeness of the requirements and their suitability to meet the intent of this RFP. Any additional necessity for services required by the Vendor to meet these specifications shall be provided by the Vendor at no extra cost or decrease of commission to the County.

RECORDING REQUIREMENTS

The County requires the following recording features. The vendor is required to provide references for at least one such system currently operating with the required recording features, and having shown proper functionality for at least one year. The References are to include the customer name and address, dates that services are being provided, and a contact name and telephone number so that references may be contacted. a.

RFP # 2015-52

Call Recording: 1)

The County is looking for a recording system that is capable of performing as a “stand alone” system, with the ability to interface with any inmate telephone system.

2)

The inmate telephone system must provide a fully integrated recording component for use in recording inmate telephone calls. Telephone administration, conversation monitoring, and conversation recording and playback should all take place from a single workstation.

3)

The system should utilize current technology in hardware, specifically hard disk drive arrays for long and short-term storage. These arrays should be configured for maximum performance and redundancy.

4)

The system must utilize self-contained, hard drive call record storage. DAT tape and other recording methods are not acceptable. Call records must be easily archived and retrieved. This process must be simple as well as expedient. The recording system must store a minimum of ninety (90) days worth of recorded calls on-line for immediate retrieval without a change of storage media.

5)

For playback purposes, the recording system shall provide the facility personnel the ability to “group” recorded calls on the search screen based on station, and/or cellblock. Page 17

6)

The system shall provide the hardware and software to allow recorded calls to be transferred to a standard computer media such as USB drive for transport and replay on any computer with audio capabilities. The transferred record shall include the call record detail (time and date of the call).

7)

List available file formats for recorded calls.

8)

The Vendor shall be required to maintain call detail records available on line for duration of the contract, including renewals.

b.

Security Envelope: Recorded conversations stored in the system must provide security measures to ensure that they have not been tampered with. This security shall extend even to recordings that have been transferred to external media.

c.

Locking Calls: Via a workstation, the system must allow administrators to “lock” call recordings to ensure their retrieval beyond the on-line storage period (90 days). Once a call recording is locked, it must be available on-line until unlocked.

d.

Search and Play Parameters: Via the workstation, the system must allow administrators to search for calls completed and recorded during a specific time period, calls placed at a specific inmate telephone, calls placed to a specific destination number, calls containing pre-defined “keywords”, or calls made by phones assigned to a specific group.

e.

Keyword Search Capability: The system may have the ability to search call records for user designated “keywords”, such as drug lingo and escape conversations, to allow law enforcement personnel to quickly search all inmate conversations for any such “keyword”. This search shall allow the user to effectively reduce the total number of call files that have to be monitored to locate pertinent conversations. It shall also have the capability to take the researcher to the location in a conversation where the system thinks the word occurred. This should greatly reduce the amount of time required to retrieve valuable information. As speech recognition technology improves, development of this system should be updated and uploaded to existing systems. All additions, deletions and modifications should take effect immediately.

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f.

Live Monitoring/Remote Monitoring: The inmate recording system shall allow for live monitoring in real time, without any interference to existing recording operation. This feature should be available locally over the workstation PC’s speakers, as well as remotely to a telephone number specifically designated by the system administrator. Additionally, the County wishes to have the capability while monitoring, to conference into the call or terminate the call from the phone keypad. Monitoring shall not be detectable by the callers.

g.

Hot Number Alerts: The system shall allow an administrator to designate “Hot” PINs, or “Hot” destination numbers. When the system detects that a call is being made using any of these preprogrammed “Hot” PINs or destination numbers the system shall automatically call destination numbers designated by the County. The system shall be capable of calling facility personnel when a specific number is being called from the facility. The system shall allow system administrators to add or remove destination numbers from the hot list using an onsite workstation provided by the system vendor. When personnel receive an alert call from the system, they should be prompted for a security code and then immediately be able to monitor the call in progress.

h.

Reports: The inmate telephone system must provide system administrators with the capability to print reports directly from the search screen. After selecting parameters such as origination number, destination number, date, time, keywords, or group, the system must be able to provide a return a list of calls matching the criteria. The system shall allow this list to be printed in report format. Additionally, the County would like the ability to produce call count reports as well as frequency reports based on the above listed criteria.

i.

Attaching notes to Call Detail Records: System users must be able to attach a note document to any call record for the purposes of inclusion of information such as the case number or other pertinent information. This note should have the capability to be saved to disk and used in word processing programs such as Microsoft Word and still retain the formatting. In addition, the inmate telephone system should have the capability to conduct searches on the information contained within the notes, i.e. case number, inmate name, etc.

j.

User Password System: Security must be maintained by a multilevel password system based on user access requirements. These requirements should include, but no be limited to, access to inmate accounts, monitoring, call searching, etc. Those users with the

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administrator level password shall have the ability to set user access parameters for other users according to security requirements. k.

30.

User Log: As a security precaution, the system must provide a user log. Only those users with administrator level access should be able to review the user log. The log must include user access to the system, the time and date of each access, and the action taken during the user access. CALL PAYMENT OPTIONS - REQUIRED

a.

Prepaid Calling - Inmates: The inmate telephone system must provide a prepaid calling option for inmates. Inmates should be able to purchase prepaid calling time via the facility’s commissary system. The prepaid system should allow for international calls and should not require any assistance from a third party. All prepaid calls should be subject to call restrictions such as blocking, velocity, call duration, etc.

b.

Prepaid Calling - Others: The inmate telephone system must provide a prepaid calling option for other parties on behalf of an inmate. Other parties should be able to purchase prepaid calling time for the inmate via web access or call center. The prepaid system should allow for international calls and should not require any assistance from a third party. All prepaid calls should be subject to call restrictions such as blocking, velocity, call duration, etc.

c.

Traditional Collect - Allows landline recipients to accept calls and payment is billed to recipients local telephone account. CALL PAYMENT OPTIONS – OPTIONAL

31. a.

Direct Bill Account: Allows recipients to set up account via web access or call center to arrange payment of collect calls to predetermined numbers, including mobile phones, subject to any imposed County call restrictions.

b.

Messaging: Allows inmates and recipients ability to place and receive PIN-controlled voice mail messages, subject to recording and monitoring capabilities.

c.

Text-Notification of Collect Call: Allows recipient to receive text message that inmate is placing a collect call to their mobile device and allows recipient to accept call via return text.

RFP # 2015-52

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Other – Vendors should describe other plans and payment options that may be available.

d.

32.

REQUIREMENT FOR JUVENILE DETENTION a.

33.

The Vendor shall provide eight (8) phones to be located at the Brazos County Juvenile Detention Center at no cost to Brazos County. The Brazos County Juvenile Detention Center has an average daily population of 30 juveniles. Each juvenile is allowed two (2) phone calls per week with a six (6) minute time duration equaling an estimated 240 calls per month and 1,440 minutes per month. Vendor will provide the service for each call at no cost to Brazos County, the juvenile or any other party.

AUTOMATED INFORMATION SERVICE (or EQUIVALENT) – REQUIRED a.

Vendor and/or their third party subcontractor shall provide the following services or their equivalents. Confirm and detail your proposed system’s capability to meet the following services:

b.

Securus currently provides Automated Information Services (AIS™) through their third party vendor Telerus. The AIS™ application automates internal inquiries from detainees and outside calls from friends and family members on one single platform. In addition, the application allows inmates’ friends and families the ability to open or fund a pre-paid telephone account as well as fund an inmate’s trust account. The application is accessed through a telephone IVR system that is available to all callers. Once facility staff has uploaded all required information, the system is able to automate information such as: 1) 2) 3) 4) 5) 6)

c.

RFP # 2015-52

Commissary balances (pending MIS system data flow) Charge information Court Appearance Dates, Times, Locations Bond Amounts, Types Projected Release Dates Visitation Eligibility Times

Automated Information Services is configurable to meet the specific needs of the facility. The standard option includes automation of inmate and facility information to constituents who call the existing main telephone number and to inmates at the County’s facility, County may also choose to add any of the following additional options:

Page 21

1) 2) 3) 4) d.

34.

Automation of inmate and facility information to constituents (standard) Automation of inmate and facility information to inmates (standard) Ability to open or fund a pre-paid telephone account Ability to fund an inmate trust account

The application provides all information automatically without staff intervention 24/7 from any standard day room or outside telephone with no new wiring required. Facility staff personnel must maintain information on the system. Customer shall be responsible for any/all integration fees incurred by its JMS/MIS system provider for AIS to receive inmate data.

ACCOUNT SUPPORT a.

Billing: All call records shall be downloaded daily directly to the billing company. Vendor must describe this process in detail in response to this paragraph, specifically how tampering with call records is addressed and eliminated.

b.

Commission Payable: The proposed commission payable shall be based on Vendor’s gross billings for all calls or fees placed on the Inmate Telephone System. Total gross billings shall for the purpose of this RFP be defined as total calls placed on or through the Inmate Telephone System, billed at the rates authorized under Vendor’s bid, as accepted by the County or as subsequently modified pursuant to the bid specifications. Call detail records must be provided pursuant to terms of this RFP herein for all calls placed on or through the Inmate Telephone System. All such calls must be billed in the manner outlined above. No deduction or credit shall be given for any expenses, allowances, bad debts, disconnects, or for billed calls which for any reason are not collected or which otherwise do not result in revenue to the Vendor. Vendors are cautioned that the commission payable to the County is based in the total gross billings as defined above with absolutely no deductions or credits given to Vendor. The commission quoted by each Vendor should be calculated accordingly.

c.

Audits: Commissions paid shall be auditable by the County at any time during the contract period, including all renewals, and for two years after expiration of the contract. If refunds are due the County, they shall be made in accordance with Texas PUC Substantive Rule 26, Subchapter B, which calls for refunds for “the entire period of the overbilling” plus interest as determined by the rule.

RFP # 2015-52

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d.

Tariffs: 1)

Vendor shall be required to respond to Schedule B, Proposed Pricing and Commission Schedule to calculate and project the commission payable to the County based on the typical month call type, volume and call length information provided in Schedule A.

2)

Response to this paragraph shall include a copy of Vendor’s current approved tariff schedules and predominant carrier schedule. Vendor shall include in this response a statement whether the tariff used to calculate projected revenue is State approved or pending approval and state any applicable time of day discounts intended to be used.

3)

Vendor shall calculate and project commission payable to the County requested in Schedule B based on a flat rate service tariffs for all local calls. Flat charge for local calls up to 18 minutes shall not exceed $3.85.

e.

Commission Checks: Commission checks shall be submitted to the County on a monthly basis, and shall be accompanied by a report which itemizes by facility, minutes of usage, number of calls, gross billings and commission for each telephone. Commission payments shall be made within forty-five (45) days after the closing of the billing cycle. Full documentation, including records of billing companies, shall be provided monthly detailing how the “gross billing” was determined.

f.

Narrative of Account Support: Vendor shall submit a detailed narrative describing Vendor’s currently existing account support staff, offices, equipment and software. If Vendor proposes to add additional account support in order to meet the specifications contained in this RFP, Vendor should describe specifically how its present account support would be supplemented.

35.

INSTALLATION, TRAINING, TESTING AND ACCEPTANCE a..

RFP # 2015-52

Implementation Plan: The County has an implementation team consisting of representatives of the County Commissioners Court Office, the County Jail, and Purchasing Department. Team members will be responsible for working with the Vendor to ensure proper handling of the bid, the award of the bid and subsequent implementation of the Inmate Telephone System. A designated team Page 23

member will be chosen Representative (CCR).

as

the

County

Communications

Vendor will cooperate fully with any scheduling requirements issued by the County. Vendor will be responsible for keeping the County and the CCR informed of their progress at all times. All software and hardware as proposed shall be installed and be fully operational per manufacturer’s specifications for such equipment within fortyfive (45) days after bid award. The County requires the vendor to supply all new equipment in order to minimize the downtime required for system changeover. b.

Liability: Vendor will be responsible for all equipment, material and supplies during installation. The County will not be liable for any loss or damage during the installation process. All sites shall be left in clean, working order at the end of each business day.

c.

Single Point of Contact: The Vendor shall appoint a single point of contact, a Project Manager, who will be accessible to the County and the CCR during the installation and who will be responsible for all coordination between the Vendor, the CCR, the facility representatives, and the TELCO representative.

d.

TELCO Coordination: The Vendor shall be responsible for all coordination with the local Telephone Company regarding installation and maintenance of lines. However, the Vendor is not to order, or place in service, any equipment or facility that would result in charges to the County, without prior written County authorization.

e.

Training: The Vendor shall provide training to make facility personnel familiar with the operation of the inmate telephone system and all auxiliary services at no extra cost to the County.

f.

Equipment Compatibility: Vendor shall be solely responsible for the compatibility of the offered equipment with any and all circuits and facilities as provided by the local telephone company and all other inter-exchange carriers to meet the requirements of these specifications.

g.

Existing Equipment Replacement: It is anticipated the one-for-one replacement of Inmate telephones in their current locations at the County Jail Complex can be accomplished without substantial disruption of service or damage to County property. Damages caused by the removal/reinstallation of equipment shall be repaired at the expense of the Vendor.

RFP # 2015-52

Page 24

h.

36.

Acceptance: The County reserves the right to test equipment and service for satisfactory performance for a period of thirty (30) days. After the test in the event that the equipment and/or service is not acceptable, the County will notify the Vendor in writing and give the Vendor thirty (30) days to bring the equipment and service to a satisfactory level. If the equipment and/or service remain unsatisfactory, the County reserves the right to terminate the Contract and change Vendors. The Vendor shall commit to providing service in the interim until the new Vendor can replace equipment, at which time the Contract becomes terminated. Vendor shall state compliance with this paragraph. MAINTENANCE AND ONGOING SUPPORT

a.

Maintenance Support: Vendor shall provide twenty-four (24) hour telephone access with local or toll free number for full maintenance support for all stations and will be responsible for providing coordination of repairs on local/intralata/interlata services. Vendor must comply initially as well as in future years with all applicable state and federal regulatory changes without cost to the County. Any and all repairs shall be performed at the Vendor’s expense during the term of the Contract. A record of downtime by telephone shall be retained as to the frequency, type and duration. Vendor’s response to this paragraph shall include a discussion of parts availability.

b.

Maintenance Response: Vendor must respond remotely within four (4) hours of notification. Vendor shall maintain status updates with the County personnel until issue is resolved.

c.

Maintenance Force Experience: Vendor shall designate in bid response whether maintenance is to be provided by Vendor personnel or by subcontractor. The experience level of the entire maintenance force shall be detailed. As a minimum, the maintenance force personnel shall have three years experience in the maintenance and repair of inmate and pay telephones.

37.

RFP REQUIRED RESPONSES a.

G.

All paragraphs of this RFP require a response of “agree” or “disagree” unless further information is requested. If you disagree, please provide an explanation and an alternative if applicable.

PROPOSAL SCHEDULE

RFP # 2015-52

Page 25

Proposal will be advertised for the first time:

Friday, July 3, 2015

Proposal will be advertised for the second time: Friday, July 10, 2015 Pre-Proposal Conference will be held on: Location:

Tuesday, July 14 at 2:00pm CDT 1835 Sandy Point Road Briefing Room 81 Bryan, Texas 77803

Proposals are Due for Opening no later than:

Tuesday, July 21 at 2:00pm CDT

H.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal Conference will be held for vendor information and a tour of the facility on Tuesday, July 14 at 2:00 pm CDT at the Brazos County Detention Center, 1835 Sandy Point Road, Briefing Room 81 Bryan, Texas 77803. This Conference will help with any questions that vendors might have about specific locations of the phones or the specifications of the bid. The staff entrance is located on Sandy Point Rd on the left. Vendors will need to meet an officer at the double doors located next to the sally port. If you need directions, please contact Leslie Contrares at 979-3614294. Please do not bring any bags, purses, cell phones, or weapons of any kind into the Brazos County Detention Center. You will be asked upon arrival if you have any of the above listed items on your person. If you do have any items you will be asked to leave them in your vehicle. The Brazos County Detention Center reserves the right to search each person coming into the facility if they feel it is a necessity. Each person will be required to provide proper identification along with a business card matching the name on the identification presented. All individuals coming into the Brazos County Detention Center will also be required to wear appropriate clothing as you may be around inmates during the tour. There will be officers with the tour at all times.

SCHEDULE A TELEPHONE LOCATIONS AND USAGE REPORT Location Brazos County Detention Center

RFP # 2015-52

No. Telephones 81

Page 26

Brazos County Juvenile

8

Low-Risk Facility

4

Notes: 1. Figures represent a statistical average of the past 12 months of usage. 2. Vendors will be provided statistics in Excel.

RFP # 2015-52

Page 27

Dest Zone

Annual Min

AVG MO

Call Type

Annual Count

AVG MO

Interlata/Interstate Total

63,095.9

5,258.0

Advanced Connect Count

6,050

504.2

Interlata/Intrastate Total

97,438.0

8,119.8

Advanced Connect Count

8,637

719.8

Intralata/Intrastate Total

12,054.9

1,004.6

Advanced Connect Count

916

76.3

Local Total

479,732.4

39,977.7

Advanced Connect Count

33,288

2,774.0

Interlata/Intrastate Total

51,075.5

4,256.3

AIS Count

37,995

3,166.3

Toll-Free Total

408,273.5

34,022.8

Commissary IVR Count

279,438

23,286.5

Interlata/Interstate Total

1,321.3

110.1

Direct Bill Count

159

13.3

Interlata/Intrastate Total

319.5

26.6

Direct Bill Count

51

4.3

Intralata/Intrastate Total

49.8

4.1

Direct Bill Count

9

0.8

24,321.8

2,026.8

Direct Bill Count

3,633

302.8

Interlata/Interstate Total

64.1

5.3

Free Call Count

15

1.3

Interlata/Intrastate Total

1,375.6

114.6

Free Call Count

317

26.4

Intralata/Intrastate Total

249.4

20.8

Free Call Count

54

4.5

241,844.4

20,153.7

Free Call Count

40,881

3,406.8

Local Total

Local Total Interlata/Interstate Total

-

-

Instant Pay Count

1,092

91.0

Interlata/Intrastate Total

-

-

Instant Pay Count

8,642

720.2

Intralata/Intrastate Total

-

-

Instant Pay Count

695

57.9

Local Total

-

-

Instant Pay Count

15,723

1,310.3

Interlata/Interstate Total

7.9

0.7

Instant Pay-Account Activator Count

2,139

178.3

Interlata/Intrastate Total

46.3

3.9

Instant Pay-Account Activator Count

15,653

1,304.4

Intralata/Intrastate Total

3.1

0.3

Instant Pay-Account Activator Count

726

60.5

Local Total

49.3

4.1

Instant Pay-Account Activator Count

22,600

1,883.3

Interlata/Interstate Total

8,061.4

671.8

Instant Pay-Pay Now Count

622

51.8

Interlata/Intrastate Total

70,801.6

5,900.1

Instant Pay-Pay Now Count

5,260

438.3

Intralata/Intrastate Total

3,657.5

304.8

Instant Pay-Pay Now Count

256

21.3

Local Total

73,679.2

6,139.9

Instant Pay-Pay Now Count

5,012

417.7

Interlata/Interstate Total

5,104.3

425.4

Instant Pay-Text2Connect Count

687

57.3

Interlata/Intrastate Total

56,253.0

4,687.8

Instant Pay-Text2Connect Count

7,350

612.5

Intralata/Intrastate Total

1,287.2

107.3

Instant Pay-Text2Connect Count

191

15.9

Local Total

64,350.3

5,362.5

Instant Pay-Text2Connect Count

7,854

654.5

Interlata/Interstate Total

33,693.4

2,807.8

Prepaid Calling Card Count

5,436

453.0

Interlata/Intrastate Total

142,790.3

11,899.2

Prepaid Calling Card Count

30,837

2,569.8

International Total

1,380.1

115.0

Prepaid Calling Card Count

272

22.7

Intralata/Intrastate Total

8,899.4

741.6

Prepaid Calling Card Count

2,010

167.5

224,721.0

18,726.8

Prepaid Calling Card Count

58,779

4,898.3

Local Total

RFP # 2015-52

Probono Count

39

Toll-Free Total

222.8

18.6

Third Party IVR Count

187

15.6

Local Total

74.2

6.2

Voice Mail Count

81

6.8

Grand Total

2,076,298.4

173,024.9

603,586

50,298.8

Grand Count

Page 28

SCHEDULE B PROPOSED PRICING AND COMMISSION SCHEDULE Please provide your proposed inmate calling rates for the following rate types. Include mileage bands where applicable. Type Station-to-Station:

Category Local Intrastate IntraLATA Intrastate InterLATA Interstate International

Per Minute None

Per Call $3.85

Provide your proposed commission offer to the County for the following call types. Also include your proposed commission offer for prepaid calls. Station-to-Station:

Local Intrastate IntraLATA Intrastate InterLATA Interstate International

List Additional Revenue Items and Rates

List Additional Revenue Items and Commissions to County:

Note: The County is interested in determining which bid is likely to result in the most revenue to the county, balanced with fair costs to Inmates and Users. The County reserves the right to consider the reasonableness of the quoted rates and to evaluate bids on the likely revenue to be produced and the expected quality of service, as opposed to basing its award solely on the quoted rates. Vendors are encouraged to provide a narrative summary explaining their reasons for their quoted rates. RFP # 2015-52

Page 29

I.

CERTIFICATION OF PROPOSAL

The undersigned affirms that they are duly authorized to execute this Submittal, that this Submittal has not been prepared in collusion with any other Firm, and that the contents of this Submittal have not been communicated to any other Firm prior to the official opening.

Signed By: _____________________________________________________________________ Title: __________________________________________________________________________ Typed Name: ___________________________________________________________________ Company Name: _________________________________________________________________ Phone No: ___________________________________ Fax No: _________________________ E-mail Address: _________________________________________________________________ Mailing Address: ________________________________________________________________ P. O. Box or Street City State Zip Employer/Tax Identification Number: _________________________________________________

CORPORATE SEAL IF SUBMITTED BY A CORPORATION END OF PROPOSAL REQUEST NO. 2015-52 By signing below, Brazos County agrees that this RFP 2015-52 will be awarded to the vendor whose name appears above and both parties agree to the terms and conditions contained herein. By: Brazos County Commissioner’s Court___________________________________________ Date___________________________________ Attest: Brazos County Clerk________________________________________________________

RFP # 2015-52

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