**IMPORTANT NOTICE**

STRATEGIC SOURCING CONTRACT

  • Bid pricing must be completed online through Alameda CountyStrategic Sourcing Portal (Online Bid Process).
  • The following pages require signatures and must be scanned and uploaded to Alameda County Online Bid Process:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
  4. Must be signed by Bidder
  5. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No.901228

for

Inmate Telecommunications Consulting and Management

For complete information regarding this project, seeRFPposted ator contact the County representative listed below. Thank you for your interest!
Contact Person:Umiika Wright,Procurement & Contract Specialist
Phone Number: (510) 208-9607
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

May 14, 2014

through

Alameda County, GSA–Procurement & Support Services

Online Bid Process

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FORPROPOSALNo. 901228

SPECIFICATIONS, TERMS & CONDITIONS

For

Inmate Telecommunications Consulting and Management

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK

A.INTENT

B.BACKGROUND

C.VENDOR QUALIFICATIONS

D.SPECIFIC REQUIREMENTS

E.DELIVERABLES / REPORTS

II.CALENDAR OF EVENTS

F.NETWORKING / BIDDERS CONFERENCES

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

G.EVALUATION CRITERIA / SELECTION COMMITTEE

H.CONTRACT EVALUATION AND ASSESSMENT

I.NOTICE OF RECOMMENDATION TO AWARD

J.TERM / TERMINATION / RENEWAL

K.COMMISSION RATE

L.QUANTITIES

M.PRICING

N.AWARD

O.INVOICING

P.ACCOUNT MANAGER / SUPPORT STAFF

IV.INSTRUCTIONS TO BIDDERS

Q.COUNTY CONTACTS

R.SUBMITTAL OF BIDS

S.RESPONSE FORMAT

ATTACHMENTS

EXHIBIT A -BID RESPONSE PACKET

EXHIBIT B - INSURANCEREQUIREMENTS

EXHIBIT C - VENDOR BID LIST

Specifications, Terms & Conditions

for

Inmate Telecommunications Consulting and Management

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms, and conditions toseek product and service information from qualified and experienced Bidders to provide Inmate Telecommunications Consulting and Management (ITCM) to the Alameda County Sheriff’s Office’s (ACSO) for the Inmate Telephone System (ITS) for the adult inmate population at the Santa Rita Jail located in Dublin, California, and the Glenn Dyer Detention Facility located in Oakland, California.

The County intends to award a 3-year contract with two (2), one (1) year options to renew to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements. The proposal must include the implementation and maintenance services necessary to furnish the ITCM services.

The ACSO provides an ITS for the inmates housed in the two detention facilities. The current ITS, like other typical corrections applications, has special security requirements, and has a primary objective of controlling inmate telephone usage and limiting the use of telephones for illicit activity. A necessary part of the service is to ensure the safety and security of staff, inmates, and the public through the use of the current ITS technology.

The ITS platform is network-based. All aspects of the system are managed remotely by the current ITS contractor and other authorized persons. The ITS provides inmates with access to local toll (intraLATA), long distance toll (interLATA), and international calling. The ACSO currently manages the ITS with a vendor that is independent from the current ITS contractor.

B.BACKGROUND

Approximately sixty thousand (60,000) inmates are processed through the County’s detention and corrections facilities each year. The ACSO’s detention and corrections facilities are primarily accountable for the care, custody, and control of the inmates. The average daily population is approximate, and can average between 3,800 and 4,500 inmates housed in both facilities.

C.VENDOR QUALIFICATIONS

Vendors must be able to safely and securely provide specified services to meet the needs of the ACSO, for the purpose of ITCM services. Vendor’s minimum qualification criteria include, but are not limited to, the following:

  1. Due to the complex nature and security concerns of correctional facilities, Vendors must have at least five (5) years of recent experience providing and administering ITCM services to city, county, or state correctional customers.
  1. Vendor must be familiar with and will comply with all applicable laws and regulations regarding ITCM services.
  1. Bidder shall possess all permits, licenses and professional credentials necessary to perform services as specified under this RFP.

D.SPECIFIC REQUIREMENTS

The ACSO requires the ITCM contractor to provide ITS management services. The ITCM shall have the ability to provide the following management and consulting services for the ASCO:

  1. Independent and objective inmate telephone and technology service management, without any allegiance or obligation to any entity in business for the purpose of providing telecommunications services, telecommunications equipment, inmate technology services, or technology equipment.
  2. Assurance of a defined means of independently verifying any reports or other information provided by the ITS or other technology vendor to assure security of fiscal resources under the control of the ACSO.
  3. Reviews, monitors, and audits the rating, filtering, billing, and commissioning processes of the ACSO’s contracted ITS provider.
  4. Analysis of reports regarding call detail records [CDR] and call billing records [CBR]. Reports must be capable of full monthly and annual analysis.
  5. Assurance that inmate telephone calls are properly rated and billed on a consistent basis.
  6. Provides assurance that all commissions are properly calculated and collected in a timely manner.
  7. Identifies any abnormalities in billing patterns on a proactive basis. Interfaces with the ITS provider to resolve any billing errors.
  1. Provides oversight to assure that end-users are promptly reimbursed for any overcharges. Assurance that any commissions owed to the ACSO due to errors are collected.
  2. Responds to end-user problems that are unresolved by the ITS provider. Provides oversight to assure that the ITS provider and other technology vendors have adequate customer service systems for the application.
  3. Monitors contractual compliance of the ITS provider. Assures that the ITS provider fully implements all aspects of the contract. Acts on behalf of the ACSO to take corrective action when necessary.
  4. Assures that all contracted security systems and features are functioning and takes remedial action when necessary.
  5. Conducts regular audits of the ITS hardware and software to assure peak performance. Schedules any necessary maintenance through ACSO representatives.
  6. Provides for management of ITS user issues; including authorized inmate calling list management, system change management, and security management. Assures that all suspensions of call privileges are entered in a timely manner.
  7. Provides management of the inmate prepaid accounts, including the management of funds, and entry of credits into the system.
  8. Makes recommendations for optimization of processes with regard to all inmate technology services.
  9. Provides technical assistance in technical RFP development and analysis with regard to all inmate telephone and technology services.
  10. Maintains and validates hardware inventories, including during times of transition.
  11. Makes appropriate site visits.
  12. Monitors trends in current usage and in new technologies to assure up to date processes. Serves as the ACSO researcher of inmate technology.
  13. Maintains contacts with all major inmate technology vendors and provides the ACSO with independent analysis of products and services.
  1. Complies with all security requirements of the ACSO and the County. Provides staffing capable of passing a criminal background check.
  1. A qualified trained and certified staff dedicated to the sole purpose of ITCM services for the ACSO. The contractor will assign well-trained personnel to the ACSO account and not transfer or reassign said personnel without the express written agreement of the ACSO.
  1. Bidder’s employees entering the facilities must be able to pass, to the satisfaction of the ACSO, a security and background check performed by the ACSO. This provision shall also pertain to any small and/or emerging local business’ participation in this RFP.
  2. Provide an overview of company and general description of services provided. Provide a listing of all corporate affiliations.
  3. Provide a detailed description of services the ACSO will receive from the company, if awarded a contract.
  4. Describe the type of services and proposed methods the company will use to provide day-to-day ITCM services; including, call list management, billing resolutions, and prepaid funds management.
  5. Describe the processes and resources available for resolving a customer service concern.
  6. Describe the types of information the company will require for management purposes.
  7. Describe the types of reports that the company will provide.
  8. Describe how the company will perform reconciliation and auditing of reports and summaries; and/or review and evaluation of any other information provided by the ITS provider.
  9. Describe what services the company will provide during a transition between ITS providers, including installation oversight.
  10. With regard to each point listed in the scope section of this RFP, make an affirmative statement if the company agrees and complies. If the company response is anything other than that the company agrees and complies, provide a detailed explanation of the variance.
  11. A description of the vendor's qualifications and experience providing the requested or similar service, including resumes of personnel assigned to the project stating their education and work experience, shall be submitted with the bid.

E.DELIVERABLES/REPORTS

1.The contractor is responsible for providing a monthly reconciliation report on the contracted ITS.

2.The Bidder shall provide an organizational chart and have sufficient personnel to meet the deadlines specified in the RFP. The vendor must provide the following:

  1. Number of personnel, full- and part-time, assigned to this project by function and job title.
  2. Resources assigned to this project and the extent they are dedicated to other matters.

3.Provide an explanation of how long the company has been in the business of providing the type of services that are listed in this RFP.

4.Provide details regarding what additional information the ACSO will need to know about the company and the provision of services that may be beneficial.

5.Provide evidence of the company’s independence from any telecommunications provider, telecommunications hardware provider, or ITS provider. This may be in the form of an affidavit from the chief executive officer.

6.List three projects in which the company engaged in consultant services for an inmate calling system. Preference is experience on at least a statewide basis. In the event there is no state or government experience, please list private experiences.

7.Provide an anticipated date that the company could begin providing services.

II.CALENDAR OF EVENTS

EVENT / DATE/LOCATION
Request Issued / April 2, 2014
Written Questions Due / by 5:00 p.m. onApril 16, 2014
*Networking/Bidders Conference #1 / April 15, 2014 @ 2:00 p.m. / at:Santa Rita Jail
5325 Broder Blvd.
Media Room
Dublin, CA 94568
*Networking/Bidders Conference #2
(Online conference option enabled for remote participation) / April 16, 2014@ 10:00a.m. / at:General Services Agency
1401 Lakeside Dr.
9th Floor # 906
Oakland, CA 94612
OR remotely @
Addendum Issued / April 29, 2014
Response Due / May 14, 2014by2:00 p.m.
Evaluation Period / May 14 – May 28, 2014
Vendor Interviews / June 3, 2014
Board Letter Recommending Award Issued / June17, 2014
Board Consideration Award Date / June24, 2014
Contract Start Date / July 18, 2014

*Includes a tutorial of how to register and use Online Bid Process.

Note:Award and start dates are approximate.

F.NETWORKING / BIDDERS CONFERENCES

Networking/bidders conferences will be held to:

1.Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

2.Provide an opportunity for bidders to ask specific questions about the project and request RFPclarification.

3.Provide bidders an opportunity to view a site, receive documents, etc. necessary to respond to this RFP.

4.Provide the County with an opportunity to receive feedback regarding the project andRFP.

5.Provide the bidders with tutorials on how to register and use the Online Bid Process.

All questions will be addressed, and the list of attendees will be included, in an RFPAddendum following the networking/bidders conference(s).

Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

G.EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response, Financial Stability, and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in inmate telecommunications consulting and management services. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria,the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSA–Procurement & Support Services Department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points, including the possible fifty (50) pointsfor local and small, local and emerging, or local preference points(maximum 10% of final score).

The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.

If the two-stage approach is used, the three (3) bidders receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero to five-point scale range is defined as follows:

0 / Not Acceptable / Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.
1 / Poor / Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.
2 / Fair / Has a reasonable probability of success, however, some objectives may not be met.
3 / Average / Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.
4 / Above Average / Good / Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.
5 / Excellent / Exceptional / Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows: