Addition 1

Posted: 5/15/2024

Type of Addition: Addendum 1

Overview: I. Questions / Answers 

Deadline: 5/29/2024 3:00 PM

Solicitation #: RFP COR 53-24

Documents:

• Login to view documents

Addition 3

Posted: 7/15/2024

Type of Addition: Intent to Award (ITA) 7/12/24

Overview: MAG is $750,000.00

Amount: $750,000.00

Documents:

• Login to view documents

Question 2

Posted: 5/1/2024

Question: Do the Insurance Requirements need to be presented with the Proposal or at the time of the Award?

Response: The Insurance Requirements must be provided after the Intent to Award (ITA) is issued.

Question 4

Posted: 5/1/2024

Question: Please provide the average daily population for the last three months, broken down by month, if possible?

Response: May – 695, June – 685, July – 658, August – 658, September – 673, October – 687, November – 696, December – 679, January – 674, February – 707, March – 710, April – 704

Question 6

Posted: 5/1/2024

Question: RFP "Attachment B - Insurance Requirements," states: "A performance bond will be required in the amount of $100,000.00 of the estimated contract value. The performance bonds must be submitted with the signed agreement." If a vendor is proposing a solution in which all technologies and services will furnished, installed, maintained and support at no cost to the County, is the vendor still required to submit a performance bond?

Response: Yes

Question 8

Posted: 5/1/2024

Question: Will the County please provide a copies of Call Detail/Commission Summary Reports for the past three months which shows a breakdown of all ITS calls, minutes, commission rates and revenues?

Response: See Addendum 1.

Question 10

Posted: 5/1/2024

Question: Will the County please provide copies of Tablet/Kiosk Revenue/Commission Summary Reports for the past three months which shows a breakdown of tablet/kiosk service usage, service cost, revenue and commissions received from inmate electronic messaging (aka email), entertainment, tablets, video messaging, etc?

Response: See Addendum 1.

Question 12

Posted: 5/1/2024

Question: Will the County please detail all costs/fees associated with inmate tablet device rentals?

Response: In current contract - The current contract can be viewed at https://vrapp.vendorregistry.com/Contract/View/Contract?contractId=bfcc3dc6-9152-4820-9c58-660ab0228b00 on the Vendor Registry (VR) Website.

Question 14

Posted: 5/1/2024

Question: Will the County please confirm that vendors are required to pay the same commission amount for all ITS call payment options (premium, prepaid, debit and collect) and call types (local, interstate, intrastate, international, etc.)?

Response: Yes (see current contract) The current contract can be viewed at https://vrapp.vendorregistry.com/Contract/View/Contract?contractId=bfcc3dc6-9152-4820-9c58-660ab0228b00 on the Vendor Registry (VR) Website.

Question 16

Posted: 5/1/2024

Question: How many inmate tablet devices are currently available for inmate rental at the facility?

Response: Must be enough for each inmate to have one. Currently ADP runs 700-750.

Question 18

Posted: 5/1/2024

Question: How many officer tablet devices are currently available in the facility?

Response: Eight (8)

Question 20

Posted: 5/1/2024

Question: Is the inmate banking/trust account managed through the commissary system or the Jail Management System (JMS) or other system? If other, please specify.

Response: Commissary

Question 22

Posted: 5/1/2024

Question: Who is the County's current Jail Management System (JMS) provider?

Response: XJail

Question 24

Posted: 5/7/2024

Question: Will the County please provide current commission rates and historical revenue for the past 12 months for each of the following: a. Phone Calls b. Video Visitation c. Messages i. Text ii. Email iii. Other d. Entertainment e. Tablet Rental, if applicable

Response: See Addendum 1.

Question 26

Posted: 5/7/2024

Question: We have reviewed the current contract information on the County website, and it is unclear if the Minimum Annual Guarantee of $700,000 still applies or if it has been removed or adjusted to a different amount? Please confirm if A) a Minimum Annual Guarantee applies, B) What is the amount of the MAG for the current year, and C) Was the MAG for the most recent complete year met by the commissions paid?

Response: Yes, still applies. Has been met with commissions paid.

Question 28

Posted: 5/7/2024

Question: Does the current vendor provide full-time employees in similar roles required in the RFP?

Response: Yes.

Question 30

Posted: 5/9/2024

Question: Please provide several recent commission reports for the Jail, showing calls, minutes and revenue (or at minimum paid minutes).

Response: See Addendum 1.

Question 32

Posted: 5/9/2024

Question: Does the current vendor offer any alternate calling types, such as Advance Pay, PayNow or Text-to-Connect? If so, what are the rates and fees charged for these calls?

Response: Yes. Outlined in current contract - The current contract can be viewed at https://vrapp.vendorregistry.com/Contract/View/Contract?contractId=bfcc3dc6-9152-4820-9c58-660ab0228b00 on the Vendor Registry (VR) Website.

Question 34

Posted: 5/9/2024

Question: Please provide the commission percentage currently received on inmate telephone revenue.

Response: See Addendum 1. Commission reports attached, percentages outlined in current contract. - The current contract can be viewed at https://vrapp.vendorregistry.com/Contract/View/Contract?contractId=bfcc3dc6-9152-4820-9c58-660ab0228b00 on the Vendor Registry (VR) Website.

Question 36

Posted: 5/9/2024

Question: Does the County receive commissions on revenue generated by interstate calls today?

Response: Yes.

Question 38

Posted: 5/9/2024

Question: Do commissions from this contract go to the Inmate Welfare Fund, the Sheriff’s Office discretionary fund, or the County general fund?

Response: Inmate Welfare Fund

Question 40

Posted: 5/9/2024

Question: Please provide a breakdown of the inmate population, in percentages or actual numbers, by local, DOC, or other agency.

Response: We only have one location and are not State DOC.

Question 42

Posted: 5/9/2024

Question: What is the bed count of the facility?

Response: Rated for 594. ADP is 700-750

Question 44

Posted: 5/9/2024

Question: Commissary Integration – Please provide the name and contact information for the current commissary vendor.

Response: Oasis – Greg Webb – gwebb@oasiscommissar.com

Question 46

Posted: 5/9/2024

Question: In order to ensure a level playing field for all bidders, please confirm that the successful vendor must provide new equipment. Also, please verify that this applies to both new potential bidders and the incumbent provider.

Response: Yes, there will be new equipment required. If the incumbent provider is successful at procuring the bid, then they must ensure our current equipment is the latest available equipment their company offers.

Question 48

Posted: 5/9/2024

Question: How is commissary ordered today?

Response: Via phone.

Question 50

Posted: 5/9/2024

Question: Are calling cards being used today? If so, how are they purchased and given to the inmate? What denominations are available?

Response: No.

Question 52

Posted: 5/9/2024

Question: Do you currently have an inmate tablets program? If so: a. How many tablets does the County have today? b. Who is the tablet manufacturer? c. Do inmates share the tablets? How do they check them out? d. Exactly what services and applications are offered on the tablets? e. Are the tablets interfaced with the JMS and for what purpose?

Response: a. enough for ADP (700-750) b. Unknown c. no. they each have their own assigned tablet d. ebooks, radio, games, movies, forms, music, educational, facility notices, law library, text connect, emessages, photos, e. the tablets are not individually interfaced with the JMS. The inmate communications system is. This triggers the account to be opened/closed in the communications system when the inmate is booked/released, assigns the inmate PIN number used to access the call system, and triggers remaining debit funds to be transferred to commissary upon release from the facility.

Question 54

Posted: 5/9/2024

Question: What is the average number of inmate mail pieces received daily? Of these, what percentage are legal mail?

Response: 50-100 public mail. Legal mail will continue to be delivered to the inmate and not be scanned into the system.

Question 56

Posted: 5/9/2024

Question: Please provide the historical or estimated/projected call volumes that will be used in the evaluation of calling rates.

Response: See Addendum 1.

Question 58

Posted: 5/9/2024

Question: After the first round of questions is answered, will the County accept additional questions if clarification is needed for any of the County’s responses?

Response: Yes.

Question 60

Posted: 5/9/2024

Question: The current equipment counts in section 2.4 and the required equipment counts in section 3.57.2 are different. In fact, there are significantly fewer phones required than are currently in place according to these numbers. Please clarify, which section shows accurate required equipment quantities?

Response: The amounts in 2.4 are the current wall phones that are only for phone calls. In 3.57.2 we are requesting to have most of those units upgraded to kiosks which, in addition to phone calls, allow other types of activities such as video visitation, emessage, law library, grievance portal, etc.

Question 62

Posted: 5/9/2024

Question: To evaluate usage data and additional revenue potential, it is very helpful to have the rates currently being charged to end-users under the current contract. Please provide the following: Call Category – Rate for First Minute and for Each Additional Minute for each: • LOCAL – Collect • INTRALATA – Collect • INTERLATA – Collect • INTERSTATE – Collect • LOCAL – Debit • INTRALATA – Debit • INTERLATA – Debit • INTERSTATE – Debit • International – Debit • LOCAL – Prepaid Collect • INTRALATA – Prepaid Collect • INTERLATA – Prepaid Collect • INTERSTATE – Prepaid Collect Tablet Rates – Rate Charged and Cost Basis (flat rate or per-minute fee) for each: • Tablet Rental Fee • Movie Rental • TV Show Rental • Music • Games • Video Rentals • Video Purchases Video Visitation Rates • Per-Visit or Per-Minute Rate • Cost Basis (per visit or per-minute Messaging Rates – Rate Charged and Cost Basis (per message or per minute) for each: • Voicemail • Email/Text Message • Video Message

Response: In current contract. - The current contract can be viewed at https://vrapp.vendorregistry.com/Contract/View/Contract?contractId=bfcc3dc6-9152-4820-9c58-660ab0228b00 on the Vendor Registry (VR) Website.

Question 64

Posted: 5/13/2024

Question: Q2 Re: Integrity of Proposal Documents. Could the County please define what is meant by “only in the spaces where a response is requested”? For example, in the Response Documents # 1-15, there are underlined blank spaces where we are to provide the response. However, throughout most of the documents, There are no underlined blank spaces. Most requirements have a single line between them and the following response. Can we add spaces there in order to provide the response? As an example of that, Requirement 3.62.15, we are instructed that we must ensure and state that all maintenance calls from the Department shall be answered by a “live” operator/service representative at all times. Can we insert the response and explanation there, or does the County want us to create an addendum for each of those answers? Because the RFP states: “Any modifications or alterations to the original proposal documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original proposal documents.” Because there is a risk of disqualification, please provide clarification on how we are to structure our response.

Response: You can provide your answers under each section.

Question 66

Posted: 5/13/2024

Question: Q4 Re Cover/Transmittal Letter and Executive Summary. We generally provide a Cover/Transmittal Letter and Executive Summary near the beginning of a proposal response. Should we add a Cover Letter and/or Executive Summary after the Acknowledgement Form, or would that be considered a modification or alteration to the original proposal documents?

Response: A cover letter is not considered a modification.

Question 68

Posted: 5/13/2024

Question: Q6 Preparation of Proposal – words and numbers. Pricing, rates, fees, etc, are normally included in tables to enhance clarity of the offering. Does the County require these amounts be in both words and numbers? Within a table, for example, should we show the price as: $0.55 per minute AND Fifty-Five cents per minute? Outside of pricing tables, if we are referencing, for example, number of employees or years of service, does the County require that those figures be presented in both works and numbers?

Response: Numbers only are acceptable.

Question 70

Posted: 5/13/2024

Question: Q8 Under the Addendum section, we are told that written addenda or modification shall be part of the RFP and that it will be issued five (5) days prior to the date and time of closing. The questions are being answered online at the Bid site. Are these considered binding as part of the RFP, and how would you like us to acknowledge them? (Response Document #6 provides space for an Addendum Number and date.)

Response: We will post an addendum after the question/answer period that will have all questions asked form vendors. The vendors are required to review and acknowledge that they received the addendums.

Question 72

Posted: 5/15/2024

Question: As a supplement to the question posed here, we would also provide a copy of our Master Services Agreement as an attachment, if the County would prefer that approach. Question Type: My Question Question submit date: 5/13/2024 7:26:27 AM Question: Q1 Re: No. 8 Contract for Services. To acknowledge exceptions to the Terms and Agreements of the standard agreement, would Okaloosa County prefer we list exceptions under this paragraph, or should we include a “redlined” copy of the Sample Agreement as an Attachment?

Response: We will be using our County approved agreement which is attached to the RFP.

Question 74

Posted: 5/15/2024

Question: Section 3.59, states system acceptance is 30 consecutive days post completion and testing with problem free within 60 days of the installation date, Will the County please confirm if all services are to be installed within 90 business days?

Response: Yes.

Question 76

Posted: 5/15/2024

Question: Section 3.3.1 Does the current vendor provide two technicians for the County today?

Response: Currently we are provided 1.5 onsite technicians.

Question 78

Posted: 5/15/2024

Question: Will the Count please confirm if construction services are included with the requirements of this RFP or is this a typo? Will the County please confirm what is meant by construction services?

Response: We will remove that, it was a typo on our end. See updated notice to respondents attached in Addendum 2.

Question 80

Posted: 5/15/2024

Question: Can the County clarify if the entire response needs to be returned, such as informational sections such as the letter on page 2 of the RFP document, 1. Introduction, 2. Background, 10 Appendix, 11. Evaluation Criteria and 12. Procurement Schedule?

Response: The response should include all necessary information to complete your proposal, all required forms, cost/ fee proposals and all answers to questions within the document. The vendor does not need to include the RFP information, background, appendix, and evaluation criteria and procurement schedule.

Question 82

Posted: 5/15/2024

Question: Will the County confirm the following outline and table of contents will be acceptable for responses? If not, can the County provide an outline? | Cover Letter | Executive Summary | Understanding of the Project | Scope of Work | Cost Proposal | Statement of Qualification | References | Personnel | Addenda | Attachments | Value-Added Options

Response: Yes that will be acceptable.

Question 84

Posted: 5/15/2024

Question: Item 3.67.13; The ITS must average at least a monthly automation rate of seventy-five percent (75%). Eighty percent (80%) is preferred. Will the Department please clarify what is meant by monthly automation rate and how this apply to the inmate telephone system?

Response: This is in regards to the software and interfaces running with very little employee need to manage. In other words, the department doesn’t want a software that has the need of constant input, adjustment, management from employees. We are requesting an automated system that can essentially function independently.

Question 86

Posted: 5/15/2024

Question: Item 5.1.3; Certification from the Vendor that they have the ability to commence full operations within forty-five (45) days after notification of award. Will the Department please clarify if this time frame for implementation is in terms of 45 business days? Will the Department please revise to allow for a minimum of ninety (90) days to install the materials and services instead of forty-five (45), as forty-five days does not allow bidders sufficient time to properly complete the installation of the materials and services described in the RFP?

Response: Yes, we will allow for 90 calendar days to complete all installation needed.

Question 88

Posted: 5/15/2024

Question: Will the Department confirm where inmate tablets are to be physically distributed, (i.e. housing unit or intake)?

Response: They will be distributed at classification. That can be anywhere from 2-7 days after initial booking into the facility.

Question 90

Posted: 5/15/2024

Question: Will the Department please confirm if there are outlets for the charging carts in the housing units?

Response: Within the housing sections electrical outlet have been ran.

Question 92

Posted: 5/15/2024

Question: We respectfully request that the Department extend the bid submission date by two weeks from when the final vendor question responses will be provided. This would allow vendors to have an adequate opportunity to review answers to questions that are currently only known to the incumbent provider. The current schedule accepts questions until 05/20/24, which is only 6 business day(s) prior to when vendors will need to upload their proposals.

Response: The bid opening date has been revised to June 6, 2024 at 3:00 p.m. (CST).

Question 94

Posted: 5/15/2024

Question: Will the Department please provide the last 12 months commission/revenue reports for inmate phones, showing calls, minutes and revenue (or at minimum calls and minutes)? If reports are not available, please provide statistics showing the requested data broken down by call type (collect, prepaid, debit, etc.) and tariff type (local, intralata, interlata, interstate, international)?

Response: Attached in Addendum 1.

Question 96

Posted: 5/15/2024

Question: Will the Department please confirm how will results of the RFP will be provided once evaluations are complete and the intent to award and/or award has been made?

Response: We will email all vendors with the Intent to Award.

Question 98

Posted: 5/16/2024

Question: In the RFP requirements, the County states that “A state contractor license # for the State of Florida shall also be included on the proposal form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.” Section 489.101 states that the purpose of this statute is to regulate the “Construction Industry”. In Section 489.103, telecommunications companies are exempted from this requirement. Section 364.02 defines what a telecommunications company is. Does the County intend to require vendors as telecommunications companies to be licensed within the Construction industry in this RFP?

Response: No, they do not have a license within the Construction industry, however, they shall be licensed to do business in the state of Florida.

Question 100

Posted: 5/16/2024

Question: Given requirements in Response Document No. 14, Can the County confirm that this RFP is supported by Federal Grant Funds?

Response: No, grant funds are being uses, however the response document must be completed in the event federal funds are used in the future.

Question 102

Posted: 5/20/2024

Question: In reference to General Conditions; Section 21. COMPLIANCE WITH FLORIDA STATUTE 119.0701. Would the Department please confirm how vendors will be acting on behalf of Okaloosa County so that it is subject to Florida Statute 119.0701?

Response: The vendor shall follow all the items in Florida Statute 119.0701 with regards to all records for Okaloosa County.

Question 104

Posted: 5/20/2024

Question: In reference to Response Document 14 Grant Funded Clauses, Utilization of Minority and Women Firms (M/WBE), the Department states “All federally grant funded Contracts or Contracts which may use federal grant funds. Requirement: The proposer must take all necessary affirmative steps to assure that minority business, women’s enterprises, and labor surplus area firms are used when possible, in accordance with 2CFR 200.321. If subcontracts are to be let, prime proposer will require compliance by all sub-contractors. Prior to contract award, the proposer shall document efforts to utilize M/WBE firms including what firms were solicited as suppliers and/or subcontractors as applicable and submit this information with their bid submittal.” In reference to the Draft Contract, requirement 13. Subcontracting states “The Contractor is encouraged to seek minority and women business enterprises for participation in subcontracting opportunities.” Question 1: Can the Department clarify if this is applicable if services are provided at no cost to the Department? If the response to Question 1 is yes: Question 2: Is there a percentage or dollar amount for M/WBE firm usage for this solicitation? Question 3: Is there a form that is required to be returned for best efforts? Question 4: How will utilization be scored and evaluated?

Response: There is no goal or dollar amount for this RFP, therefore no form is required and it will not be scored and evaluated.