Arlington County Government Sealed Solicitation
Title: 20-243-RFI Inmate Telecommunications System
Deadline: 5/20/2020 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: In Review
Solicitation Number: 20-243-RFI
Description:
Arlington County, Virginia, is soliciting information for: Inmate Telecommunications System with a priority on education programs for inmates at the Arlington County Detention Center. This is to gather information on reliable, cost effective inmate telecommunications services (ITS) which meets the requirements described in this RFI. No award will be made as a result of any response to this request and information submitted shall not be withdrawn. Any procurement by Arlington will be subject to a separate solicitation process and annual budget appropriation.
Documents:
| Documents as of 4/29/2020 |
|---|
| Inmate Telecommunications Services 20-243-RFI.29.1.pdf |
| Attachment Inmate Phone 20-.29.1.pdf |
Addition 1
Posted: 6/1/2020
Type of Addition: In Review
Question 1
Posted: 5/5/2020
Question: What is the average daily population of the Arlington County Jail?
Response: We have already responded to this question. Please see the public solicitation.
Question 2
Posted: 5/5/2020
Question: Please provide a copy of your current inmate communications contract including any addenda for inmate telephones, video visitation, and tablets.
Response: We have already responded to this question. Please see the public solicitation.
Question 3
Posted: 5/5/2020
Question: Please provide a list of your current inmate telephone rates, cost per minute or session of a remote video visitation session, and cost for tablet access?
Response: Since December 2019, we have seen a 30% reduction in our population. Much of this can be attributed to COVID-19 and the push to release certain inmates. Our current population is between 210 – 230. There is no way, at this time, to know if this trend will continue
Question 4
Posted: 5/5/2020
Question: How many inmate wall phones, cart phones, cordless phones, TTY Devices, inmate video visitation kiosks, public (lobby) video visitation kiosks, and inmate tablets are required by the facility?
Response: There is a Rider Agreement 19-182.
Question 5
Posted: 5/5/2020
Question: Please provide a breakdown of the current inmate phones by housing unit along with current pod population counts?
Response: The County does not have the requested information. As this is an RFI, the County is requesting such information and pricing from all vendors.
Question 6
Posted: 5/5/2020
Question: Please provide 12 months of call detail reporting for all call types from the current vendor.
Response: The County does not have the count of inmate wall phones, cart phones, cordless phones, TTY Devices, inmate video visitation kiosks, public (lobby) video visitation kiosks, or inmate tablets required by each facility. As this is an RFI, the County is requesting such information and pricing from all vendors.
Question 7
Posted: 5/5/2020
Question: Please provide 12 months of commission statements from the inmate telephone system, video visitation system,and tablets.
Response: The County does not have a breakdown of the current inmate phones by using unit along with current population counts. As this is an RFI, the County is requesting such information and pricing from all vendors.
Question 8
Posted: 5/5/2020
Question: Section 1.2.1.2 Entertainment - Television Programming - Would the County please clarify if this requirement refers to providing sound from the television in the day room over the tablets for inmates to listen to or provide access to television programming over the tablet independent of day room television?
Response: The County does not have 12 months of call detail reporting for all calls. As this is an RFI, the County is requesting such information and pricing from all vendors.
Question 9
Posted: 5/6/2020
Question: Under Section 6.3 Rate Requirements, # 6.3.1 states "Contractor must agree to provide the required calling rates....Does the County have specific rates for inmate phones, remote video visitation, or tablet usage that are required for the purposes of this RFI?
Response: We have already responded to this question. Please see the public solicitation.
Question 10
Posted: 5/13/2020
Question: Under IV. Response Requirements, 1. General, the County mentions submitting RFI using the form provided. A form was not provided with RFI. Can County please clarify this requirement?
Response: We have already responded to this question. Please see the public solicitation.
Question 11
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 3, II. Information for Offerors, Trade Secrets or Proprietary Information, The County states “… the Offeror must invoke VFOIA protection clearly and in writing on the Proposal Form for County review. The Response Form must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the material is confidential or proprietary.” Would the County please provide the Proposal Form for submission?
Response: As this is an RFI, the County is requesting such information from all vendors. If Arlington County decides to move forward with a solicitation the above language will be provided.
Question 12
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 5, IV Response Requirements, 7. Proposal Submittal Elements, “The County requests the following information to be submitted:” There is no information listed. Would the County please specify the information that they would like submitted?
Response: The RFI attached has listed all information to all vendors to respond to.
Question 13
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 7, V. Attachments and Forms, there are no forms provided. Does the County have any specific forms they wish the respondents to submit?
Response: As this is an RFI, Arlington County is requesting information from all vendors
Question 14
Posted: 5/13/2020
Question: It is our understanding that Average Daily Populations (ADPs) have dropped significantly due to COVID-19, early release, etc.; what is the County’s current ADP?
Response: We have already responded to this question. Please see the public solicitation.
Question 15
Posted: 5/13/2020
Question: Will the County please provide to all vendors the current monthly call volumes for 12 months, in an Excel spreadsheet if possible, broken out by the following. This information is critical to all vendors responding so that they can provide pricing for the requested services. Pricing is not standard from facility to facility and is dependent upon several factors.: a. revenue by call type (Debit, Prepaid and Collect), and b. by call route (local, IntraLata, InterLata, and Interstate)?
Response: We have already responded to this question. Please see the public solicitation.
Question 16
Posted: 5/13/2020
Question: Will the County please provide to all vendors current rates charged for inmate calling along with any Fees/Surcharges? This information is critical to providing an accurate response for the County. a. Please include any promotional/call now/instant pay call detail, if applicable.
Response: We have already responded to this question. Please see the public solicitation.
Question 17
Posted: 5/13/2020
Question: What commission percentage does Arlington County currently receive for inmate phones from its current vendor? This information should be received from the current vendor monthly. It is also critical for an accurate response. a. Can you please provide “Monthly Commission” or similar monthly activity reports that provide a breakdown of any of the following ITS information for the past (3) months (past (12) months preferred: i. Gross Revenue ii. Commission Rate iii. Commission Earned
Response: The County does not have the requested information. As this is an RFI, the County is requesting such information and pricing from all vendors.
Question 18
Posted: 5/13/2020
Question: So that each vendor can provide the most accurate quote/financial offer, can the County please provide a housing breakdown by housing unit, along with the current ADP for each housing unit, its respective maximum capacity, and classification?
Response: We have already responded to this question. Please see the public solicitation.
Question 19
Posted: 5/13/2020
Question: Can the County please provide Site Plans for the facility so that all vendors can design their wireless infrastructure effectively?
Response: As this is an RFI, if Arlington County decides to move forward the above information will be provided.
Question 20
Posted: 5/13/2020
Question: How many video visitation stations per Housing Unit does the County currently have?
Response: We have already responded to this question. Please see the public solicitation.
Question 21
Posted: 5/13/2020
Question: Per the County’s desire to have video visitation stations for family and friends, how many video visitation stations are currently present for their use?
Response: We have already responded to this question. Please see the public solicitation.
Question 22
Posted: 5/13/2020
Question: What commission percentage does the County currently receive on remote video visitation from the current vendor, if applicable?
Response: We have already responded to this question. Please see the public solicitation.
Question 23
Posted: 5/13/2020
Question: Would the County please provide the following breakdown of your current Visitations, for the past twelve months, for both in-person and remote? This information is critical for an accurate response. a. Onsite/in-person: i. Number of sessions; ii. Number of minutes; b. Total remote video visitation: i. Number of sessions; ii. Number of minutes; iii. Gross revenue; iv. Commission rate; v. Commission earned
Response: We have already responded to this question. Please see the public solicitation.
Question 24
Posted: 5/13/2020
Question: Is the County utilizing in-pod kiosks or another mechanism to provide secure messaging to inmates? a. If yes, is this service exclusive to the current vendor? Will the proposing vendor be permitted to provide messaging? What is the current messaging volume for the past twelve months?
Response: As this is an RFI, we would ask that any respondents work with the information provided with an understanding that more detailed information would be provided for a solicitation.
Question 25
Posted: 5/13/2020
Question: Does the County currently have a full-time or part-time Site Administrator Technician for the inmate phone or video visitation system?
Response: As this is an RFI, we would ask that any respondents work with the information provided with an understanding that more detailed information would be provided for a solicitation.
Question 26
Posted: 5/13/2020
Question: Will an Executive Summary be allowed if vendor wishes to provide?
Response: An Executive Summary be allowed.
Question 27
Posted: 5/13/2020
Question: Will Arlington County please provide a copy of the executed contract and all amendments for inmate phones and video visitation between Arlington County and the current phone vendor?
Response: The current Inmate Phone contract is a Rider Agreement NO. 19-182
Question 28
Posted: 5/13/2020
Question: Considering the scope of this RFI and number of communication products being requested, and the fact that there are only four business days between the submission of these questions and the due date of the RFI, we respectfully request that the County extend the due date of the RFI by two (2) weeks so that all vendors have the time needed to fully digest all questions and propose a solution that is the most advantageous offering to the County?
Response: This RFI was posted on April 29, 2020. Arlington County will continue with the closing date May 20, 2020. Arlington County will weigh the risks and competing interests surrounding appropriate time if the County decides to conduct an formal solicitation.
Posted: 6/1/2020
Type of Addition: In Review
Posted: 5/5/2020
Question: What is the average daily population of the Arlington County Jail?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/5/2020
Question: Please provide a copy of your current inmate communications contract including any addenda for inmate telephones, video visitation, and tablets.
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/5/2020
Question: Please provide a list of your current inmate telephone rates, cost per minute or session of a remote video visitation session, and cost for tablet access?
Response: Since December 2019, we have seen a 30% reduction in our population. Much of this can be attributed to COVID-19 and the push to release certain inmates. Our current population is between 210 – 230. There is no way, at this time, to know if this trend will continue
Posted: 5/5/2020
Question: How many inmate wall phones, cart phones, cordless phones, TTY Devices, inmate video visitation kiosks, public (lobby) video visitation kiosks, and inmate tablets are required by the facility?
Response: There is a Rider Agreement 19-182.
Posted: 5/5/2020
Question: Please provide a breakdown of the current inmate phones by housing unit along with current pod population counts?
Response: The County does not have the requested information. As this is an RFI, the County is requesting such information and pricing from all vendors.
Posted: 5/5/2020
Question: Please provide 12 months of call detail reporting for all call types from the current vendor.
Response: The County does not have the count of inmate wall phones, cart phones, cordless phones, TTY Devices, inmate video visitation kiosks, public (lobby) video visitation kiosks, or inmate tablets required by each facility. As this is an RFI, the County is requesting such information and pricing from all vendors.
Posted: 5/5/2020
Question: Please provide 12 months of commission statements from the inmate telephone system, video visitation system,and tablets.
Response: The County does not have a breakdown of the current inmate phones by using unit along with current population counts. As this is an RFI, the County is requesting such information and pricing from all vendors.
Posted: 5/5/2020
Question: Section 1.2.1.2 Entertainment - Television Programming - Would the County please clarify if this requirement refers to providing sound from the television in the day room over the tablets for inmates to listen to or provide access to television programming over the tablet independent of day room television?
Response: The County does not have 12 months of call detail reporting for all calls. As this is an RFI, the County is requesting such information and pricing from all vendors.
Posted: 5/6/2020
Question: Under Section 6.3 Rate Requirements, # 6.3.1 states "Contractor must agree to provide the required calling rates....Does the County have specific rates for inmate phones, remote video visitation, or tablet usage that are required for the purposes of this RFI?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Under IV. Response Requirements, 1. General, the County mentions submitting RFI using the form provided. A form was not provided with RFI. Can County please clarify this requirement?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 3, II. Information for Offerors, Trade Secrets or Proprietary Information, The County states “… the Offeror must invoke VFOIA protection clearly and in writing on the Proposal Form for County review. The Response Form must include at least the following: (1) the data or other materials sought to be protected and (2) specific reasons why the material is confidential or proprietary.” Would the County please provide the Proposal Form for submission?
Response: As this is an RFI, the County is requesting such information from all vendors. If Arlington County decides to move forward with a solicitation the above language will be provided.
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 5, IV Response Requirements, 7. Proposal Submittal Elements, “The County requests the following information to be submitted:” There is no information listed. Would the County please specify the information that they would like submitted?
Response: The RFI attached has listed all information to all vendors to respond to.
Posted: 5/13/2020
Question: Inmate Telecommunications Services 20-243-RFI.29.1, page 7, V. Attachments and Forms, there are no forms provided. Does the County have any specific forms they wish the respondents to submit?
Response: As this is an RFI, Arlington County is requesting information from all vendors
Posted: 5/13/2020
Question: It is our understanding that Average Daily Populations (ADPs) have dropped significantly due to COVID-19, early release, etc.; what is the County’s current ADP?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Will the County please provide to all vendors the current monthly call volumes for 12 months, in an Excel spreadsheet if possible, broken out by the following. This information is critical to all vendors responding so that they can provide pricing for the requested services. Pricing is not standard from facility to facility and is dependent upon several factors.: a. revenue by call type (Debit, Prepaid and Collect), and b. by call route (local, IntraLata, InterLata, and Interstate)?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Will the County please provide to all vendors current rates charged for inmate calling along with any Fees/Surcharges? This information is critical to providing an accurate response for the County. a. Please include any promotional/call now/instant pay call detail, if applicable.
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: What commission percentage does Arlington County currently receive for inmate phones from its current vendor? This information should be received from the current vendor monthly. It is also critical for an accurate response. a. Can you please provide “Monthly Commission” or similar monthly activity reports that provide a breakdown of any of the following ITS information for the past (3) months (past (12) months preferred: i. Gross Revenue ii. Commission Rate iii. Commission Earned
Response: The County does not have the requested information. As this is an RFI, the County is requesting such information and pricing from all vendors.
Posted: 5/13/2020
Question: So that each vendor can provide the most accurate quote/financial offer, can the County please provide a housing breakdown by housing unit, along with the current ADP for each housing unit, its respective maximum capacity, and classification?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Can the County please provide Site Plans for the facility so that all vendors can design their wireless infrastructure effectively?
Response: As this is an RFI, if Arlington County decides to move forward the above information will be provided.
Posted: 5/13/2020
Question: How many video visitation stations per Housing Unit does the County currently have?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Per the County’s desire to have video visitation stations for family and friends, how many video visitation stations are currently present for their use?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: What commission percentage does the County currently receive on remote video visitation from the current vendor, if applicable?
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Would the County please provide the following breakdown of your current Visitations, for the past twelve months, for both in-person and remote? This information is critical for an accurate response. a. Onsite/in-person: i. Number of sessions; ii. Number of minutes; b. Total remote video visitation: i. Number of sessions; ii. Number of minutes; iii. Gross revenue; iv. Commission rate; v. Commission earned
Response: We have already responded to this question. Please see the public solicitation.
Posted: 5/13/2020
Question: Is the County utilizing in-pod kiosks or another mechanism to provide secure messaging to inmates? a. If yes, is this service exclusive to the current vendor? Will the proposing vendor be permitted to provide messaging? What is the current messaging volume for the past twelve months?
Response: As this is an RFI, we would ask that any respondents work with the information provided with an understanding that more detailed information would be provided for a solicitation.
Posted: 5/13/2020
Question: Does the County currently have a full-time or part-time Site Administrator Technician for the inmate phone or video visitation system?
Response: As this is an RFI, we would ask that any respondents work with the information provided with an understanding that more detailed information would be provided for a solicitation.
Posted: 5/13/2020
Question: Will an Executive Summary be allowed if vendor wishes to provide?
Response: An Executive Summary be allowed.
Posted: 5/13/2020
Question: Will Arlington County please provide a copy of the executed contract and all amendments for inmate phones and video visitation between Arlington County and the current phone vendor?
Response: The current Inmate Phone contract is a Rider Agreement NO. 19-182
Posted: 5/13/2020
Question: Considering the scope of this RFI and number of communication products being requested, and the fact that there are only four business days between the submission of these questions and the due date of the RFI, we respectfully request that the County extend the due date of the RFI by two (2) weeks so that all vendors have the time needed to fully digest all questions and propose a solution that is the most advantageous offering to the County?
Response: This RFI was posted on April 29, 2020. Arlington County will continue with the closing date May 20, 2020. Arlington County will weigh the risks and competing interests surrounding appropriate time if the County decides to conduct an formal solicitation.