Arlington County Government Sealed Solicitation
Title: 21-SRF-RFP-444: Inmate Telephone System, Video Visitation and Tablet Solution
Deadline: 3/15/2021 1:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 21-SRF-RFP-444
Description:
The intent of this
solicitation and resulting agreement is to obtain the services of a qualified contractor
to design, install, operate, implement, maintain, repair and support a
network-based Inmate Telephone System, Video Visitation and Tablet Solution (hereinafter
referred to as “ITS” or “System”) with a self-funding fee structure. At no cost to the County, the ITS is to
include all equipment, installation, software, hardware, infrastructure
including network, security, training, shipping, transportation and services
included in this RFP, including but not limited to inmate telephones, attorney
telephones, visitation scheduling, video visitation, investigative software,
tablets to provide education and entertainment options, hotlines, interfaces, training and 24/7/365 support. The
Contractor shall provide all parts and labor necessary to maintain System
availability of 99.9995%. The ITS shall
be installed at the Arlington County Criminal Justice Complex, which includes
the Arlington County Courthouse and Detention Facility located at 1425 and 1435
N Courthouse Road, Arlington, VA.
Pre-Bid Meeting Date: 2/19/2021 10:00 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.
Documents:
Addition 1
Posted: 2/18/2021
Type of Addition: Addendum 1
Overview: Please see Addendum #1 confirming that the Pre-Proposal conference shall be held on February 19, 2021, at 10 a.m. EST
Documents:
Addition 2
Posted: 2/19/2021
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for the Pre-Proposal Sign-In sheet and responses to questions received.
Documents:
Addition 3
Posted: 3/3/2021
Type of Addition: Addendum 3
Overview: Please see Addendum 3 for the County's response to questions received.
Documents:
Addition 4
Posted: 3/15/2021
Type of Addition: In Review
Question 1
Posted: 2/23/2021
Question: Section VII, Exhibit D – Please confirm if Exhibit D is to be completed and submitted with the proposal response by the proposal due date?
Response: Please see Addendum 3 for the County's response.
Question 2
Posted: 2/25/2021
Question: We would like to request six months of commission statements that reflect current call rates and call volumes, if possible, please?
Response: Please see Addendum 3 for the County's response.
Question 3
Posted: 2/25/2021
Question: What is the maximum size each document can be for upload onto the procurement website?
Response: Please see Addendum 3 for the County's response.
Question 4
Posted: 3/1/2021
Question: Could the County please clarify if they intend the resulting contract from this RFP to be a 7-year contract with 2 three-year renewals or a ten-year original term please?
Response: Please see Addendum 3 for the County's response.
Question 5
Posted: 3/1/2021
Question: Section I.B on RFP p. 15 requires assistance with FAFSA and Pell Grant applications for inmates. However, the U.S. Department of Education prohibits inmates from receiving federal student loans while incarcerated and sets limits on which inmates are eligible to receive Pell Grants. Therefore, how many inmates do you anticipate will require this administrative support for financial aid components? Also, since financial aid applications are typically submitted on an annual basis, we assume the primary responsibilities of this position year-round will comprise other tasks. Will the County please elaborate on its expectations for the non-financial aid related responsibilities of this position?
Response: Please see Addendum 3 for the County's response.
Question 6
Posted: 3/1/2021
Question: Table of Conformance – System Refreshment # 11.1 mandates that “Tablets must be refreshed every 2 years.” Does this requirement intend to mandate that every tablet be replaced every 2 years?
Response: Please see Addendum 3 for the County's response.
Question 7
Posted: 3/1/2021
Question: Table of Conformance – Quality of Service & Risks # 12.5 requires that Contractor provide a detailed description of risk mitigation and disaster recovery architecture for the ITS as well as continuity of operations plans, and # 12.10 requires Service Level Agreements. Which of these documents, if any, should be attached to the proposal versus provided upon installation?
Response: Please see Addendum 3 for the County's response.
Question 8
Posted: 3/1/2021
Question: The Fees, Payments, Invoices and Commissions requirements beginning on RFP p. 36 are not addressed anywhere in the Table of Conformance or the Financial Proposal. Will submission of a proposal suffice as indication that the vendor agrees to the requirements in this section, or should vendors note the agreement to (and/or any exceptions) in the proposal? If so, where should these requirements be addressed?
Response: Please see Addendum 3 for the County's response.
Question 9
Posted: 3/1/2021
Question: The Table of Conformance instructions note that additional information should be provided “where applicable and where requested,” and short responses may be provided in the “Comments” column and longer answers attached. Does each row require a comment, or is acceptable that some simple requirements may be answered with just a “C” Code?
Response: Please see Addendum 3 for the County's response.
Question 10
Posted: 3/1/2021
Question: Would the County like the Table of Conformance and Financial Proposal uploaded to Vendor Registry in their native Excel file format?
Response: Please see Addendum 3 for the County's response.
Question 11
Posted: 3/1/2021
Question: Is there any limit to the number of files or the size of each file that can be uploaded to Vendor Registry?
Response: Please see Addendum 3 for the County's response.
Question 12
Posted: 3/1/2021
Question: RFP p. 5, Section 8 requires an audited financial statement “if requested by the County.” We did not locate any request for financial statements in this RFP, except in the Sample Agreement where a financial statement would be required if a Contractor prefers to satisfy insurance requirements by self-insurance (p. 60). Please confirm that no financial statement is required with the proposal submission.
Response: Please see Addendum 3 for the County's response.
Question 13
Posted: 3/1/2021
Question: Attachment B; Tab Infrastructure, HW, SW, Reporting; Section 4.2.3 Tablets must have Radio-Frequency Identification (RFID) or other similar technology that enables tracking location of a tablet within the facility with a high degree of accuracy (within 2 feet). QUESTION: Please clarify the intent of this requirement. Is there a desire for a "heat map" of locations of tablets at any time, the ability to use a wanding device used in the housing areas or cells to detect and locate powered-down tablets, or something else?
Response: Please see Addendum 3 for the County's response.
Question 14
Posted: 3/1/2021
Question: RFP Pg. 18; Section V. Software Functionality and Services; A.1.f - Free visitation phones (for onsite visitation) QUESTION: Are visitation phone pairs for non-contact visitation currently wired to the ITS and being monitored and/or recorded by the ITS?
Response: Please see Addendum 3 for the County's response.
Question 15
Posted: 3/1/2021
Question: RFP Pg. 21; Section V. Software Functionality and Services; C.3 - If possible, the County may elect to have the ITS interface with the inmate medical system. Attachment B TAB Infrastructure, HW, SW, Reporting; Section 5.3 Interfaces with critical software; 5.3.3 - If possible, the County may elect to have the ITS interface with the inmate medical system. QUESTION: Please clarify the nature of the interface to the medical system and what information is to be passed over this interface? HIPAA regulations limit what information that our system can accept.
Response: Please see Addendum 3 for the County's response.
Question 16
Posted: 3/1/2021
Question: Pg. 28; Section V Software Functionality and Services; G.18 - The ITS must have the ability to alert a County investigator when: c. a call is completed (delayed notification). Attachment B; TAB Infrastructure, HW, SW, Reporting, Section 5.9 Monitoring and Investigations; 5.9.21.3- delayed notification QUESTION: Please clarify what is specifically meant by “completed (delayed notification)”, e.g. does this mean calls that were made to a specific number; “completed” means positively accepted? Also, what is the intent of this alert as a separate alert to b. call to a specific number is taking place live?
Response: Please see Addendum 3 for the County's response.
Question 17
Posted: 3/1/2021
Question: Pg. 15; Section V Scope of Services; A.5 The educational program(s) must allow asynchronous class structures with pre-recorded lectures to allow inmates to work on the degree program at their own pace/availability. QUESTION: Please clarify enrollment, is the County looking to have enrollment available for asynchronous class structure only or both live and self-paced?
Response: Please see Addendum 3 for the County's response.
Posted: 2/18/2021
Type of Addition: Addendum 1
Overview: Please see Addendum #1 confirming that the Pre-Proposal conference shall be held on February 19, 2021, at 10 a.m. EST
Documents:
Posted: 2/19/2021
Type of Addition: Addendum 2
Overview: Please see Addendum 2 for the Pre-Proposal Sign-In sheet and responses to questions received.
Documents:
Posted: 3/3/2021
Type of Addition: Addendum 3
Overview: Please see Addendum 3 for the County's response to questions received.
Documents:
Posted: 3/15/2021
Type of Addition: In Review
Posted: 2/23/2021
Question: Section VII, Exhibit D – Please confirm if Exhibit D is to be completed and submitted with the proposal response by the proposal due date?
Response: Please see Addendum 3 for the County's response.
Posted: 2/25/2021
Question: We would like to request six months of commission statements that reflect current call rates and call volumes, if possible, please?
Response: Please see Addendum 3 for the County's response.
Posted: 2/25/2021
Question: What is the maximum size each document can be for upload onto the procurement website?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Could the County please clarify if they intend the resulting contract from this RFP to be a 7-year contract with 2 three-year renewals or a ten-year original term please?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Section I.B on RFP p. 15 requires assistance with FAFSA and Pell Grant applications for inmates. However, the U.S. Department of Education prohibits inmates from receiving federal student loans while incarcerated and sets limits on which inmates are eligible to receive Pell Grants. Therefore, how many inmates do you anticipate will require this administrative support for financial aid components? Also, since financial aid applications are typically submitted on an annual basis, we assume the primary responsibilities of this position year-round will comprise other tasks. Will the County please elaborate on its expectations for the non-financial aid related responsibilities of this position?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Table of Conformance – System Refreshment # 11.1 mandates that “Tablets must be refreshed every 2 years.” Does this requirement intend to mandate that every tablet be replaced every 2 years?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Table of Conformance – Quality of Service & Risks # 12.5 requires that Contractor provide a detailed description of risk mitigation and disaster recovery architecture for the ITS as well as continuity of operations plans, and # 12.10 requires Service Level Agreements. Which of these documents, if any, should be attached to the proposal versus provided upon installation?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: The Fees, Payments, Invoices and Commissions requirements beginning on RFP p. 36 are not addressed anywhere in the Table of Conformance or the Financial Proposal. Will submission of a proposal suffice as indication that the vendor agrees to the requirements in this section, or should vendors note the agreement to (and/or any exceptions) in the proposal? If so, where should these requirements be addressed?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: The Table of Conformance instructions note that additional information should be provided “where applicable and where requested,” and short responses may be provided in the “Comments” column and longer answers attached. Does each row require a comment, or is acceptable that some simple requirements may be answered with just a “C” Code?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Would the County like the Table of Conformance and Financial Proposal uploaded to Vendor Registry in their native Excel file format?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Is there any limit to the number of files or the size of each file that can be uploaded to Vendor Registry?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: RFP p. 5, Section 8 requires an audited financial statement “if requested by the County.” We did not locate any request for financial statements in this RFP, except in the Sample Agreement where a financial statement would be required if a Contractor prefers to satisfy insurance requirements by self-insurance (p. 60). Please confirm that no financial statement is required with the proposal submission.
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Attachment B; Tab Infrastructure, HW, SW, Reporting; Section 4.2.3 Tablets must have Radio-Frequency Identification (RFID) or other similar technology that enables tracking location of a tablet within the facility with a high degree of accuracy (within 2 feet). QUESTION: Please clarify the intent of this requirement. Is there a desire for a "heat map" of locations of tablets at any time, the ability to use a wanding device used in the housing areas or cells to detect and locate powered-down tablets, or something else?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: RFP Pg. 18; Section V. Software Functionality and Services; A.1.f - Free visitation phones (for onsite visitation) QUESTION: Are visitation phone pairs for non-contact visitation currently wired to the ITS and being monitored and/or recorded by the ITS?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: RFP Pg. 21; Section V. Software Functionality and Services; C.3 - If possible, the County may elect to have the ITS interface with the inmate medical system. Attachment B TAB Infrastructure, HW, SW, Reporting; Section 5.3 Interfaces with critical software; 5.3.3 - If possible, the County may elect to have the ITS interface with the inmate medical system. QUESTION: Please clarify the nature of the interface to the medical system and what information is to be passed over this interface? HIPAA regulations limit what information that our system can accept.
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Pg. 28; Section V Software Functionality and Services; G.18 - The ITS must have the ability to alert a County investigator when: c. a call is completed (delayed notification). Attachment B; TAB Infrastructure, HW, SW, Reporting, Section 5.9 Monitoring and Investigations; 5.9.21.3- delayed notification QUESTION: Please clarify what is specifically meant by “completed (delayed notification)”, e.g. does this mean calls that were made to a specific number; “completed” means positively accepted? Also, what is the intent of this alert as a separate alert to b. call to a specific number is taking place live?
Response: Please see Addendum 3 for the County's response.
Posted: 3/1/2021
Question: Pg. 15; Section V Scope of Services; A.5 The educational program(s) must allow asynchronous class structures with pre-recorded lectures to allow inmates to work on the degree program at their own pace/availability. QUESTION: Please clarify enrollment, is the County looking to have enrollment available for asynchronous class structure only or both live and self-paced?
Response: Please see Addendum 3 for the County's response.