CHARLOTTE COUNTY SHERIFF’S
OFFICE
26601 AIRPORT ROAD
PUNTA GORDA, FLORIDA 33982
REQUEST FOR PROPOSAL
RFP# 15-002
FOR
INMATE VIDEO VISITATION SOLUTION
Request for Proposal Solicitations
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Charlotte County Sheriff’s Office
Detention Bureau
26601 Airport Road, Punta Gorda, Florida 33982
Phone (941) 833-6318 Fax (941) 833-6310
PROPOSAL NUMBER:
To:
From:
Subject:
Reference:
Date:
RFP # 15-002
All Prospective Proposers
Sheriff William Prummell
Solicitation Number RFP
Correctional Facility Video Visitation
Dear Potential Proposer:
The Charlotte County Sheriff’s Office, an Equal Employment Opportunity (EEO) employer does
hereby announce that is accepting written proposals from all qualified firms or individuals
interested in providing the services generally described herein and specified in the “Scope of
Services” section of the Request for Proposals (RFP) document. The successful Proposer shall
prove by their qualifications, experience, availability, approach and plan for the work that he/she
will best serve the overall needs of the Sheriff’s Office. The selection of the successful Proposer
shall be at the Sheriff’s discretion and shall be made in a prompt manner after receipt and
evaluation of all responses.
If you are interested in preparing a response to the RFP, please complete in the manner prescribed
with all the requirements set forth in this RFP document. Please note that your response is a binding
offer to perform in the manner you describe in the proposal response for a period not to exceed
one hundred eighty (180) days from the public opening date and time. Also please be aware that
under the competitive proposal process that stipulations set forth herein are fully binding on the
Proposer to the extent that you confirm acceptance by your signature on the Acceptance of
Conditions page.
All Proposers are advised that under Chapter 119 Florida Statutes, all responses are deemed
a public record and opened to public scrutiny as provided for in said statute.
We welcome your responses to this RFP. The Charlotte County Sheriff’s Office reserves the right
to reject any proposal found to be non-responsive, vague, non-conforming or irresponsible. The
Charlotte County Sheriff’s Office may withdrawal all or part of this proposal at any time to protect
its best interest. The desire of the Charlotte County Sheriff’s Office to pursue proposals shall in no
way obligate the Sheriff neither to compensate you for your efforts nor to execute a contract with
you. All proposers are asked to be thorough yet concise in their response. Failure to provide your
response in manner not prescribed herein may be grounds for disqualification.
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INSTRUCTIONS TO PROPOSERS
Included herein are General Terms and Provisions (Part A); the Special Terms and Conditions
(Part B); the Technical Specifications (Part C); the Service Specifications (part D); and the
Proposal Response (Part E), which together with all attachments, constitute the entire “Proposal
Package.” Said proposal package must be the basis upon which all proposals are offered and the
same (the entire proposal package) must be kept together and returned, intact by the time and at
the place herein specified. The Proposer must manually sign the General Terms and Provision
(Part A) and Proposal Response (part E). The Sworn Statement on Public Entity Crime must be
both signed and notarized.
When awarded, this proposal package will become part of the “Contract Document.” The
Proposers signature on the proposal constitutes Proposers agreement to the terms therein. READ
THE ENTIRE PROPOSAL CAREFULLY BEFORE SIGNING.
NOTICE TO PROPOSERS
WHEN SUBMITTING A SEALED PROPOSAL, ALL PROPOSALS SHOULD BE
CLEARLY MARKED AS A PROPOSAL DOCUMENT. THIS IDENTIFICATION
SHOULD INCLUDE THE PROPOSAL NUMBER, PROPOSAL TITLE AND DATE DUE
ON THE OUTSIDE OF THE ENVELOPE.
REQUET FOR PROPOSAL FOR INMATE VIDEO VISITATION
CHARLOTTE COUNTY SHERIFF’S OFFICE
PROPOSAL NUMBER
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TABLE OF CONTENTS
PART A
1.
GENERAL TERMS AND CONDITIONS
2.
SCHEDULE OF PROPOSAL
PART B
SPECIAL TERMS AND CONDITIONS
1.
General Requirements
2.
Scope
3.
Purpose
4.
Preparation and Submittal of Proposal
5.
Bond of Requirements
6.
Evaluation of Proposal
7.
Awards Method
8.
Contract Terms
9.
Exceptions to Proposal
10. Grievance to Proposal
11. Award Without Discussion
PART C
TECHNICAL SPECIFICATIONS
Specifications and Program Requirements
PART D
SERVICE SPECIFICATIONS
Vendor Service and Customer Service Requirements
PART 3
PROPOSAL RESPONSE FORMS
All required forms to be completed, including pricing forms of various options requested.
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CHARLOTTE COUNTY SHERIFF’S OFFICE
CORRECTIONS BUREAU
22601 Airport Road
Punta Gorda, Florida 33982
VENDOR_____________________________________________________________________
(Include your company name and address here)
Subject:
Request for Proposal # 15-002
Proposal Title:
Inmate Video Visitation System
CLOSING DATE AND TIME:
5:00 P.M., local time, Friday, February 6th, 2015
PLEASE NOTE:
The Charlotte County Sheriff’s Office is located in the
Eastern Time Zone
PLACE:
Charlotte County Jail
VIA U/S/ MAIL, COURIER OR HAND DELIVERED
Charlotte County Sheriff’s Office
Corrections Bureau
26601 Airport Road
Punta Gorda, Florida 33982
Proposals will be received until the time and date shown and will be read aloud
Immediately thereafter at the “Place” indicated above.
Proposers Conference: MANDATORY BIDDERS CONFERENCE
9:00 A.M., local time, Friday, January 16th, 2015
Charlotte County Jail Administrative conference room, 26601 Airport Road,
Punta Gorda, Florida 33982 for purposes of scheduling, it is anticipated that the
Facility Tour and Bidders Conference may require three hour to complete.
(This is an estimated time.)
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PART A – GENERAL TERMS AND PROVISIONS:
1.
Proposals
All proposals must be contained in a SEALED package addressed to: Lieutenant
Melissa Kilby, 26601 Airport Road, Punta Gorda, Florida 33982. Sealed proposals
must be received by add time and date. To prevent inadvertent opening, the proposal
package must be marked as a PROPOSAL DOCUMENT (including the proposal
number) on the package.
If our specifications, when included in our Request for Proposal, are not returned with
your proposal, and no specific reference is made to them in your proposal, it will be
assumed that all specifications will be met. When material, sketches, cuts, descriptive
literature, vendor’s or manufacturer’s specifications which accompany the proposal
contain information that can be construed or is intended to be a deviation from our
specifications, such deviations must be specifically referenced in your proposal
response.
2.
Vendor Responsibility
The responsibility for getting the proposal to the Sheriff’s Office on or before the
stated time and date will be solely and strictly the responsibility of the vendor. The
Sheriff will in no way be responsible for delays caused by the United States Postal
Service or a delay caused by any other occurrence, or any other method of delivery.
The vendor shall be responsible for reading very carefully and understanding
completely the requirements in the specifications. Proposals will not be accepted
after the time specified for receipt. Such proposals shall be returned to the vendor
unopened with the notation “This proposal was received after the time designated
for the receipts and opening of proposals.”
3.
Postponement of Date for Presentation and Opening of Proposals
The Sheriff reserves the right to postpone the date for receipts and opening of
proposals and will make a reasonable effort to give at least five (5) calendar days’
notice of any such postponement to each prospective Proposer.
4.
On-Line Documents
The Charlotte County Sheriff’s is publishing documents on its web page,
www.ccso.org for the convenience of vendors wanting to do business with the Sheriff
and to save tax dollars. This service is public record and the Sheriff is responsible
only for documents as published. Any modification or alterations to the original
document language may be cause for rejection of a proposal.
5.
Time for Consideration
Vendors warrant by virtue of proposing that the process quoted in their proposal will
be good for an evaluation period of sixty (60) calendar days from the date of proposal
opening unless otherwise stated. Vendors will not be allowed to withdraw or modify
their proposals after the opening time and date.
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The Charlotte County Sheriff’s Office requires that, at the conclusion of the selection
process, the contents of all proposals be placed in the public domain and be open to
inspection by interested parties.
6.
Prices
All proposals submitted must show the net proposal price after any and all discounts
allowable have been deducted. Price(s) offered are to be F.O.B. Destination. State
sales tax and federal excise taxes shall not be included as the Sheriff’s Office is taxexempt for materials sold directly to them. The Sheriff will issue exemption
certificates to the successful vendor when requested.
The Vendor’s attention is directed to the fact that the tax laws of the State of Florida,
including but not limited to Chapter 212. Florida Statute, apply to this proposal matter
and that all applicable taxes and fees shall be deemed to have been included in the
Vendor’s proposal as part of his material cost, when applicable.
7.
Proposal Errors
When errors are found in the extension of the proposal process, the unit price will
govern. Proposals having erasures or corrections must be initialed in ink by the
vendor.
8.
Proposal Obligation and Disposition
The contents of the proposal and any clarifications thereto submitted by the successful
vendor shall become part of the contractual obligation and incorporated by reference
into the ensuing contracts. All proposals become the property of the Charlotte County
Sheriff’s Office and will not be returned to the vendor.
9.
Laws, Statutes and Ordinances
The terms and conditions of the Request for Proposal and the resulting contract or
activities based upon the Request for Proposal shall be construed in accordance with
the laws, statutes and ordinances applicable to Charlotte County. Where State Statutes
and Regulations are referenced, they shall apply to this Request for Proposal and to
the resulting contract.
10.
Information and Descriptive Literature
Vendors must furnish all information requested in the proposal. If specified, each
vendor must submit cuts, sketches, descriptive literature and / or complete
specifications covering the products offered. Reference to literature submitted with
previous proposal will not satisfy the provision. Proposals which do not comply with
these requirements will be subject to rejection.
11.
Proposal Submittal Costs
Submittal of a proposal is solely at the cost of the vendor and the Sheriff’s Office in
no way is liable or obligates itself for any cost accrued to the vendor in coming up
with the submitted proposal.
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12.
Public Entity Crimes
Pursuant to Florida Statute 287.132-133 (1) (a), effective July 01, 1989, the Charlotte
County Sheriff, as a public entity, may not accept any proposal from, award and
contract to, or transact any business in excess of the threshold amount proved in
Section 287.017, F. S., for category two (currently $25,000) with any person or
affiliate on the convicted vendor list for a period of 36 months from the date that
person or affiliate was placed on the convicted vendor list unless that person or
affiliate has been removed from the list pursuant to Section 287.132 and 287.133
does note restrict your submission.
13.
No Proposal
If the receipt of this request for Proposal is not acknowledged, Vendor’s name may
be removed from the vendors’ mailing list.
14.
Compliance with Occupational Safety and Health Act
Vendor Certifies that all material, equipment, etc., contained in their proposal meets
all O.S.H.A. requirements.
15.
Acceptance and Rejection
The Sheriff of Charlotte County, Florida, reserves the right to reject any or all
proposals, for cause, to waive irregularities, if any, in any proposal or proposals which
in the judgment of the Sheriff is in the best interest of Charlotte County. The Sheriff
reserves the right to select the Vendor that will most meet the needs of the
Charlotte County Sheriff’s office, and the selection will not necessarily be made
solely on the cost as the proposal process utilized is not a competitive bid process.
Persons or entities submitting proposals which do not meet the mandatory
requirements will be considered in non-compliance and will be disqualified. After
evaluation of proposals and approval by the Sheriff’s Office, all vendors will be
notified of the selected vendor.
16.
Public Record
Any and all material submitted in response to this Request for Proposal will become
a public document pursuant to Section 119.07, Florida Statute. This includes material
which the respondent might consider to be confidential or trade secret. Any claim of
confidentiality is waived upon submission, effective after opening pursuant to Section
119.07, Florida Statute.
17.
Licenses, Permits, and Taxes
Proposer shall be responsible for all costs associated with obtaining all licenses,
permits, and taxes required to operate in the State of Florida. Also, Proposer shall
comply with all Federal, State, and local codes, laws, ordinances, regulations, and
other requirements at no cost to the Sheriff’s Office.
18.
Assignment
Proposer shall not assign the contract between the Sheriff’s Office and Proposer, in
whole or in part, to a third party without the written consent from the Sheriff’s Office.
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Upon the Sheriff Offices consent, any such purchaser, may assign any and all of the
right and responsibilities of the proposer. The Sheriff may assign any and all rights
and obligations hereunder without the consent but upon written notice thereof to the
other party (1) to an Affiliate; (2) pursuant to any sale or transfer of all or substantially
all of its business or assets; (3) to any merger or reorganization; or (4) as part of a
bona fide pledge to a third party lending institution of collateral of the assignor’s
rights hereunder. The parties acknowledge that proposer is an independent contractor.
Nothing in this RFP is intended nor shall be construed to create an agency
relationship, an employer / employee relationship or a joint venture relationship
among the parties.
19.
Default
The contract may be cancelled by the Sheriff’s Office in whole or in part by written
notice of default to the proposer upon no-performance or violation of the contract
terms. An award may be made to the next most compliant and responsible Proposer,
or articles specified may be purchased of the open market similar to those terminated.
Failure of the Proposer to deliver materials or services within ten (10) days as
described in the RFP, unless extended in writing by the Sheriff’s Office, shall
constitute contract default. Proposer shall be responsible for any cost difference
incurred by the Sheriff’s Office between the awarded contract amount and any new
proposer whose services may be used for the remainder of the contract period.
20.
Termination
The Sheriff, in his sole discretion, and with or without cause therefore, may terminate
the contract at any time by giving written notice of such termination and specifying
the effective days thereof, at least ninety (90) days before the effective date of such
termination. Upon receipt of written notice of contract termination, the parties hereto
shall mutually review, within thirty (30) days, all outstanding commitments and other
matters relative to the services contemplated in the RFP.
21.
Discrepancies
Should there be any discrepancy in the responses provided to the RFP and the
resulting Agreement, the terms and conditions contained in the Agreement and its
Amendment will prevail over the RFP, and the RFP will prevail over the responses to
the RFP.
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22.
Specifications are attached.
23.
General terms and provisions outlined above are acknowledged. Our proposal is
attached.
William Prummell, Sheriff
Charlotte County, Florida
Signature on File
By________________________________
Date______________________
Signed_____________________________
Company Officer
_____________________________
Company Name
NOTE: THIS MUST BE RETURNED WITH YOUR PROPOSAL AFTER COMPLETION OF
PARAGRAPH 23. EACH VENDOR PROPOSAL AND ANY CLARIFICATIONS TO THAT
PROPOSAL SHALL BE SIGNED BY AN OFFICER OF THE COMPANY OR A
DESGINATED AGENT EMPOWERED TO BIND THE FIRM IN CONTRACT. EXCEPTIONS
TO THE SPECIFICATIONS, IF ANY, NOTED ON THE SPECIFICATION PAGE OR ON THE
EXCEPTION FORM.
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SCHEDULE OF PROPOSAL PROCESS
The following is a schedule of events concerning the proposal process.
EVENT
DATE
RFP distribution / available on CCSO Web Site (www.ccso.org)
January 5, 2015
Questions due regarding RFP
January 23, 2015
Mandatory attendance of vendor conference and tour of jail facility
January 16, 2015
Proposal closing
February 6, 2015
Award Notification
February 20, 2015
Contract Negotiations Completed
Commence Services
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PART B- SPECIAL TERMS AND CONDITIONS
1.
GENERAL REQUIREMENTS
The purpose of these specifications is to solicit sealed proposals for the provision and
maintenance of an Inmate Video Visitation System for the Charlotte County Office’s
Detention Facility. The specifications set forth are for informational purposes and are
provided as a general description of the requirement. Proposer shall be responsible to
submit proposal(s) based upon their design that will accomplish the intended purpose as
set for the herein.
All questions about the meaning of intent of the Request for Proposal are to be directed, in
writing, to:
Lieutenant Melissa Kilby
Charlotte County Sheriff’s Office
Detention Bureau
26601 Airport Road
Punta Gorda, Florida 33982
Telephone: (941)-833-6300
Fax :( 941)-833-6310
E-Mail: [email protected]
Interpretations or clarifications considered necessary by the Charlotte County Sheriff’s
Office in response to such questions will be issued by addenda mailed or delivered to all
parties recorded by the Fiscal Bureau as having received the Request of Proposal.
Questions received less than ten (10) days prior to the date of the opening of proposals may
not be answered. Oral or other interpretations or clarifications will be without legal effect.
A tour of the jail facilities will be schedule following the proposal conference on 9:00
A.M., local time, Friday, January16th, 2015. Proposers will meet at the Jail which is located
at 22601 Airport Road, Punta Gorda Florida. The purpose of the conference will be to offer
all interested parties an opportunity to discuss the proposal process, conditions of the
Request for Proposal and to answer additional questions about the installation,
maintenance, and service requirements for the Inmate Video Visitation System. Attendance
is mandatory at the conference for any firms wishing to be considered. All questions to be
discussed at the conference shall be submitted in writing prior to the Proposers Conference.
Unofficial responses to verbal questions will be offered, however, any substantive
questions will be addressed officially in written response.
Any changes made to the Request for Proposal will be shared with all registered Proposers
within five (5) working calendar days following the conference. Any and all changes will
be addressed officially in writing.
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2. SCOPE
The Charlotte County Sheriff’s Office currently operate a multi-building jail facility on
one (1) location. Remote Visitation includes terminals in the jail facility and the Charlotte
County Court House. The Court House operates in one building at a separate location.
The scope of these specifications involves providing Inmate Video Visitation services at
the Charlotte County Jail and all surrounding buildings at 26601 Airport Road, Punta
Gorda, Florida 33982, as well as service to the Charlotte County Court House located at
350 East Marion Avenue Punta Gorda, Florida 33950
3. PURPOSE
A. This request for Proposal is to solicit detailed pricing, maintenance and service
proposals from those qualified vendors who present an acceptable proposal for
comprehensive operation of an Inmate Video Visitation System for the inmates at the
Charlotte County Jail.
B. To provide a fully responsive contract for the provision and maintenance of an inmate
video visitation system between the Charlotte County Sheriff’s Office and a qualified
inmate video visitation company.
4. PREPARATION AND SUBMITTAL OF PROPOSAL
A. All proposals shall be signed in ink by the authorized principles of the firm.
B. All attachments to the Request for Proposals requiring executing by the Proposer are
to be returned with the proposal.
C. Proposals are to be submitted in a sealed container. The face of the container shall
indicate the RFP name, number, time, and date of public opening.
D. Proposals must be received by the Charlotte County Sheriff’s Office Bureau of
Detention no later than the time and date shown on Part A, Section 1. Request for
extensions of this time and date will not be granted. Firms mailing their proposals
should allow for normal mail time to ensure receipt of their proposals prior to the time
and date fixed for the acceptance of the proposals. Proposals or unsolicited amendments
to proposals, received by the Charlotte County Sheriff’s Office after the acceptance
date will not be considered. Proposals will be publicly opened at the time and date
specified.
E. All proposals will be submitted in Four (4) copies on the forms proved in the document
and assembled, in page number order, to insure that each proposal is reviewed and
evaluated properly. The original copy will be marked as such on the front of the
document. If additional pages are required for further description, 8-1/2” x 11” sheets
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must be used. If a cover letter is provided, it shall be no longer than two (2) pages in
length and shall serve as an introduction to and summary of the proposal. DO NOT
DEVIATE FROM THIS FORMAT. Proposals should be as concise as possible
without omitting any necessary detail.
5.
BOND REQUIREMENTS
A. PROPOSAL SECURITY
Each proposal shall be accompanied be a proposal security made payable to the
Charlotte County Sheriff’s Office pledging that the Proposer will enter into a contract
with the Sheriff on the terms stated in his/her proposal and will furnish bonds as
described hereunder in the section of these specifications covering the faithful
performance of the contract and the payment of all obligations arising thereunder.
Should the Proposer refuse to enter into such contract or fail to furnish such bonds,
when required, the amount of the proposal security be forfeited to the Sheriff as
liquidated damages, not as a penalty.
The amount of the proposal security shall be $5,000 (five thousand dollars). Security
shall be a certified check, cashier’s check, treasurer’s check, bank draft, or proposal
bond issued by a surety company licensed to conduct business in the State of Florida.
Bonds shall be written on the surety company’s standard form, and the Attorney-In-Fact
who executes the bond on behalf of the surety company shall affix to the bond a certified
and current copy of his/her Power of Attorney, indicating the monetary limit of such
power.
The Sheriff will have the right to retain the proposal security of proposer to whom an
award is being considered until either the (a) Contract has been executed and bonds
have been furnished, or (b) the specified time has elapsed so that proposals may be
withdrawn, or (c) all proposals have been rejected
B. PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND
1) Bond Requirements:
The Sheriff shall, prior to the execution of the Contract, require the successful
Proposer to furnish a surety bond of fifty thousand ($50,000) covering the faithful
performance of the Contract and the payment of all obligations arising thereunder
in such form and amount as listed hereunder. Premiums for Bonds shall be paid by
the successful Proposer.
The Surety Company shall be licensed to transact surety business in Florida, shall
be certified to issue the total amount of the bond on any one risk, and shall be
otherwise acceptable to the Charlotte County Sheriff’s Office.
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2) Time of delivery and form of Bonds:
The successful Proposer shall deliver the required bonds to the sheriff no later than
the date of execution of the Contract.
A “Performance and Payment Bond” shall be in the amount of fifty thousand dollars
($50,000) in behalf of the Sheriff. The bonds shall be written on the Surety
Company’s standard form. In the event the successful Proposer files for bankruptcy
or reorganization under the bankruptcy laws of the United States, such filing is
prima facie evidence of the company’s insolvency and said performance bond is
hereby waived in favor of the Sheriff of Charlotte County.
The successful Proposer shall require the Attorney-In-Fact who executes the
required bonds of behalf of the Surety Company to affix to the bond a certified and
current copy of his/her Power of attorney, indicating monetary limit of such power.
6.
EVALUATION OF PROPOSALS
An Awards Committee will evaluate all proposals and make a recommendation to
the Sheriff of Charlotte County based on:
A. Areas of evaluation will include but not limited to the following:
1) Evidence that the appropriate licenses, permits, or other documents
required to operate in the State of Florida and Charlotte County have
been obtained by the Proposer or evidence that such documents can be
obtained in sufficient time to commence operations on TBA.
2) Bidder qualifications, time in business, financial stability, experience
in the provision and maintenance of inmate video visitation systems
with populations in excess of one thousand (1,000) inmates, and the
ability to commence operations within the parameters of the request.
3) Vendors ability to comply with all federal and state regulations.
B. Proposals which the Committee judges to be deficient in any of the above may
be rejected without further evaluation.
C. Proposals which the Committee judges to have satisfactorily complied with the
above minimum requirements will then be evaluated based on:
1) System Capability:
a) The Charlotte County Sheriff’s Office, is requesting proposals to
furnish all materials and labor for a completely installed and
functioning Inmate Video Visitation System for the Charlotte
County Sheriff’s Office Bureau of Detention The system shall
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include inmate stations and public visiting stations controlled via
an Operator Control/Reception Station, with touch screen user
interface integrated with an existing Jail Management System.
b) The system will consist of cameras, monitors,
microphones/handsets, audio-video switching system, enclosures
and all electrical, cabling, materials, labor and equipment and
services to complete a functioning Video Visitation System.
c) Vendor responses should provide identified options and future
expansion capabilities. Visitor equipment needs to be removable
for future off-site visitation relocation
d) This Request for Proposal is intended to obtain the best possible
Video Visitation System for the Charlotte County Sheriff’s Office
Jail Facility and Courthouse locations and by virtue of any
language, terminology or reference to a specific technology, does
not intend to limit alternate solutions or methods of achieving a
required result, nor is its intent to intentionally or unintentionally
create a proprietary situation.
7.
METHOD OF AWARD
The Charlotte County Sheriff’s Office reserves the right to award this contract to
the Proposer submitting the proposal that in the opinion of the Sheriff, best serves
the requirements of the Sheriff’s Office. The successful proposal will be determined
utilizing both price and evaluation criteria outlined in paragraph six (6) above. Once
each member of the Awards Committee have independently read and rated each
proposal to determine compliance with technical, service and administrative
requirements, a proposal evaluation matrix will be completed. A composite
evaluation will then be prepared which indicates the committee’s collective ranking
of the highest rated proposals in a descending order. At this point, the Awards
committee may conduct interviews with the top ranked firms they have determined
are technically and administratively compliant with our requirements. The Sheriff’s
Office intends to make a selection announcement no later than thirty (30) calendar
days after the closing date for proposals. Upon selection, the Sheriff’s Office will
issue a Letter of Intent to the Selected Contractor. Contract negotiations must be
completed no later than thirty (30) calendar days or the Sheriff’s Office may elect
to cancel the Letter of Intent and award the contract to the next most successful
Proposer.
8.
TERMS OF CONTRACT
A. The initial contract shall cover a forty eight (48) month period. Upon mutual
agreement, the contract may be renewed for two (2) additional two-year
extensions based upon negotiations of service delivery and costs. Changes in
the contractual provision or services to be furnished under the contract may be
16
made only in writing, and must be approved by the Sheriff and the agent of the
contractor. Should a decision be made to increase the scope of the contract, the
sheriff and the contractor will mutually agree, in writing, to an adjusted contract
price.
B. Hold Harmless Clause Proposals shall provide for the firm holding
harmless the Sheriff’s Office and the representatives thereof from all suits,
actions, or claims of any kind brought on account of any injuries or damages
sustained by any person or property in consequence of any neglect in
safeguarding contract work, or on account of any act or omission by the firm or
its employees, or from any claims or amounts arising or uncovered under any
law, by-law, ordinance, regulation or decree.
C. Insurance – the Awardees shall not commence any work in connection with
this contract until Proposer has obtained all the following types of insurance
and such insurance has been approved by the Charlotte County sheriff’s Office,
nor shall the Awardees allow any sub-contractor to commence work on his/her
sub-contract until all similar insurance required of the sub-contractor has been
so obtained and approved. All insurance policies shall be with insurers qualified
and doing business in the State of Florida. The sheriff must receive a thirty (30)
day written notice of non-renewal, cancellation or changes in the policies or
coverage outlined in this RFP.
Required Insurance
The Awardees shall take out and maintain during the life of the contract,
Worker’s Compensation Insurance for all of Proposer’s employees connected
with the work of this project and, in case any work is sublet, the Awardees shall
require the sub-contractor similarly to provide Worker’s Compensation
Insurance for all the latter’s employees unless such employees are covered by
the protection afforded by the Awardees. Such insurance shall comply fully
with the Florida Worker’s Compensation Law. In case any hazardous work
under this contact at the site of the project is not protected under the Worker’s
Compensation statute, the Awardees shall provide, and cause each subcontractor to provide adequate insurance, satisfactory to the Charlotte County
Sheriff’s Office, for the protection of Proposer employees not otherwise
protected.
Worker’s Compensation – vendor shall provide Worker’s Compensation
Insurance, on behalf of all employees who are to provide a service under this
contract, as required by Florida (LAS), Chapter 440, and Employers Liability
with limits of not less than $100,000 per employee per accident.
Commercial General Liability – Including but not limited to bodily injury,
property damage, contractual, products, completed operations, and personal
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injury with limits of not less than $300,000 combined single limit covering all
work performed under this contract.
Automobile Liability - Including bodily injury and property damage including
all vehicles owned, leased, hired and non-owned vehicles with limits of not less
than $300,000 combined single limit covering all work performed under this
contact.
Professional Liability – Including limits of not less than $1,000,000 for
professional services rendered in accordance with this contract. Proposer shall
maintain such insurance for at least two (2) years from the termination date of
this contract and during these two (2) years, Proposer shall use its best efforts
to ensure that there is no change of the retroactive date of this insurance
coverage. If there is a change that reduces or restricts the coverage carried
during the contract, Prosper shall notify the Sheriff’s Office in writing within
ten (10) days of the change.
D. Equal Employment Opportunity – the successful Proposer shall comply with
all provision of Federal, State, and local regulations to ensure that no employee
or applicant for employment is discriminated against because of race, religion,
color, sex, age handicap or national origin.
E. Warranty Against Contingent Fees – The successful Proposer will agree to
warrant that no person or selling agency has been employed or retained to solicit
this contract upon an agreement of understanding for commission, percentage,
brokerage or contingency, except bona fide employees or selling agents
maintained by the Proposer for the purpose of securing business.
F. Subcontracts - The Charlotte County Sheriff’s Office must approve, in
advance, all subcontracts entered into by the Proposer for the purpose of
completing the provisions of the contract. The Proposer will not sell, assign,
transfer, nor convey any of its rights except with the written consent of the
Sheriff or his designee.
G. Proposer Personnel – The Charlotte County Sheriff’s Office may request
replacement of any Proposer personnel believed unable to carry out the
responsibilities of the contract and shall approve all appointments to the
positions. All Proposer personnel will be subject to a security/background
check by the Officer of the Sheriff.
H. Proposer Cooperation – The successful Proposer shall, at all times observe
and comply with all Federal, State, and local municipal laws, ordinances, rules
and regulations in any way affecting the contract. The Proposer shall maintain
regular communications with the Commander of Corrections, or his designees,
and shall actively cooperate in all matters pertaining to this contract.
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I. Termination – The Charlotte County Sheriff’s Office may terminate the
contract resulting from this Request for Proposal at any time the Proposer fails
to carry out its provisions. The Sheriff’s Office shall give the Proposer notice
of such termination with stated reasons for the termination. If, after such notice
the Proposer fails to cure the conditions within the specified time period
contained in the notice, it shall be the discretion of the Sheriff’s Office to order
the Proposer to stop work immediately and leave the premises or to reinstate
the contract based upon corrective action. Either party may terminate the
agreement, without cause, upon giving the other party not less than one hundred
twenty (120) calendar day’s written notice of termination.
J. Failure to Perform – The service rendered under this contract will be critical
to the mandated responsibilities of the Sheriff. Therefore, the Proposer will
reimburse the Sheriff for all expenses incurred by the Charlotte County sheriff’s
Office in providing services which are the responsibility of the Proposer. Such
expenses shall be included in a separated remittance from the monthly
commission payment due to the Sheriff. In the event the agreement is
terminated prior to its expiration, all finished or unfinished documents, studies,
correspondence, reports and other product prepared by or for the contractor
under this agreement shall become the exclusive property of the Sheriff’s
Office. Notwithstanding the above, the Proposer shall not be relieved of liability
to the Sheriff for damage sustained by the Sheriff’s Office by virtue of any
breach of the agreement by the Proposer.
K. Immunity from Liability – The successful Proposer agrees to indemnify and
hold harmless the Sheriff, his agents, servants and employees from any and all
claims, actions, lawsuits, judgments or liabilities of any kind whatsoever
deriving from acts or omissions of the Proposer, its agents or sub-contractors.
The Proposer shall carry professional liability insurance with the limits set forth
in their proposal, evidenced by additional insured indorsement adding the
Sheriff’s Office and its officers and employees as additional insured.
L. Public Information – Neither the Proposer nor the Sheriff shall publish any
findings based on data obtained from the operation of a contract agreement
without the prior consent of the other party, whose written consent shall not be
unreasonably withheld.
M. Access to Management Information – The Sheriff shall have the complete
and unlimited right to access any and all information maintained by Proposer
which may be needed to insure compliance with the contract terms and
conditions, and to monitor contractual compliance. The Proposer shall make
available all records or data requested.
N. Permits and Licenses – All permits and licenses required by Federal, State,
local laws, rules, and regulations necessary for the implementation of the work
undertaken by the Proposer pursuant to the contract shall be served and paid
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from by the Proposer. It is the responsibility of the Proposer to have and
maintain the appropriate certificate(s) valid for work to be performed and valid
for the jurisdiction in which the work is to be performed for all persons working
on the job for whom a certificate is required.
9.
EXCEPTIONS TO PROPOSAL
All proposals must clearly and with specificity detail all deviations to the exact
requirements imposed upon the Proposer by (Part A) the General Terms and
Provisions, (Part B) the Special Terms and Conditions, (Part C) the Technical
Specifications, (Part D) Service Specifications, and (Part E) Response Forms. Such
deviations should be stated upon or appended thereto. Proposers are hereby advised
that the Office of the Sheriff, Charlotte County will only consider proposals that
meet the specifications and other requirements imposed upon them by this package.
In instances where an exception is stated upon the Response Forms (Part E), said
proposal will be subjected to rejection by the Office of the Sheriff, Charlotte County
in recognition of the fact that said proposal does not meet the exact requirements
imposed upon Proposer.
10.
GREIVANCE TO CONTRACT
Any complaint or grievance concerning a question of fact arising out of the RPF
process or performance of this contract, not otherwise disposed of by agreement,
shall be submitted in writing to the Vendor. If the Vendor is dissatisfied with the
remedies provided by the Commander, the Vendor may appeal, in writing to the
Sheriff of Charlotte County. The decision of the Sheriff shall be final.
11.
AWARD WITHOUT DISCUSSION
Vendors are hereby advised, although the RFP permits discussion and/ or
negotiations, the Sheriff’s Office expressly reserves the right to make an award
without holding any such discussions. Therefore, Vendors are cautioned to
construct its proposal as a complete and prepared offer to conduct services.
PART C – TECHNICAL SPECIFICATIONS
1.
BACKGROUND INFORMATION
A) THE CHARLOTTE COUTNY JAIL – The Jail has an authorized capacity of 960
beds and inmates are housed in 16 housing units, Intake, a Work Release Center. A
separate public Visitation building is located on the ground of the facility. The current
number, type, and location of inmate video visitation monitors are listed below:
Housing units
C1, C2, D1, D2, E1, E2, F1, F2-
Each housing unit has four (4) visitation monitors
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K1, K2, L1, and L2
Male Juvenile housing Female Juvenile housingInfirmaryWork Release MaleWork Release FemaleIntakeFront lobby72 hour hold
H- Pod 237
H- Pod 257
H- Pod 239
H- Pod 256
H- Pod
Court House
Visitation building
Visitation building
1 visitation monitor
1 visitation monitor
1 mobile visitation monitor
4 visitation monitors
4 visitation monitors
2 visitation monitors
2 visitation monitors
3 visitation monitors
1 visitation monitor
1 visitation monitor
2 visitation monitors
2 visitation monitors
3 mobile Visitation monitors
3 laptop visitation monitors
32 public visitation monitors
4 attorney visitation monitors
B) Expansion Project- There are plans to expand the facility. The expansion will include
an additional one hundred twenty (120) bed infirmary unit. The size and number of
areas is not determined at this time, as architectural approval has not been completed
at this time.
The successful bidder will provide, at no cost to the Sheriff, video visitation monitors
that shall allow the inmate population to visit within the unit.
1) CONTINUITY OF SERVICE
Continuity of service is a must with this contract. The Charlotte County Sheriff’s Office is
currently under contract, and an Inmate Video Visitation system is in place. Should a new
contractor be selected as a result of the RFP, a coordination team will be formed for a
smooth and orderly transition from the current system to the new system.
This team will consist of:
A. Three (3) trainers, one (1) network programmer, and one (1) administrative
member provided by the successful vendor.
B. The current Contractor.
C. One (1) onsite software support specialist provided by the Sheriff.
Minimal disruption of service is required for new installation. All exterior and
interior cable, wire, monitors, DVRs and conduit is owned by the Charlotte County
Sheriff’s Office and may be used by the successful contractor.
2) RESPONSIBILITES OF THE SHERIFF
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If you determine that additional equipment will be required prior to start up, that list shall
be included as part of your proposal on the proposal response form, the list and subsequent
cost of the equipment must be listed and expensed separately from the base contract price.
All system equipment installed within the Charlotte County facilities shall be the property
of the successful bidder.
3) PRICE
Successful bidder will provide at no cost to the Sheriff, an inmate video visitation system
to the inmate population. The system provided shall allow for a ratio of inmates to visitation
monitors of not more than 16 to 1.
4) PROPOSER QUALIFICATION
Proposals shall be considered only from firms who can clearly demonstrate to the Sheriff’s
Office a professional ability to perform the type of work specified within the Request for
Proposal. Proposers must be able to demonstrate adequate organization, facilities,
equipment, and personnel to ensure prompt and efficient service to the Sheriff. In the
determination of the evidence of responsibility and ability to perform the contract by the
proposer, the Sheriff reserves the right to investigate the financial condition, experience
record, personnel, equipment, facilities and organization of the proposer. The Sheriff shall
determine whether the evidence of responsibility and ability to perform is satisfactory, and
will make awards only when such evidence is deemed satisfactory. The Sheriff reserves
the right to reject a proposal when evidence indicates the inability to perform the contract
by a proposer. In addition, the following
5) SPECIFICATIONS AND PROGRAM REQUIREMENTS
The successful bidder will be expected to meet the following specifications and
requirements. This listing is intended to be a guideline and should not be considered as allinclusive. The successful bidder will provide comprehensive services that are legally
defensible and which meet all Federal, State, and local laws, statutes, and ordinances
governing such service.
A. The vendor will provide all video visitation systems to the Charlotte County Court
House and Charlotte County Sheriff’s Office facilities at no cost to the County or to
the Sheriff’s Office and must include system installation, training, operation, and
maintenance of the system and its components.
B. The vendor will provide and install tamper-resistant and durable video visitation system
units suitable for a correctional environment.
C. The vendor will ensure that the video visitation system units do not include removable
parts.
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D. The vendor will ensure the video visitation system consists of hardware and software
designed to enable the Sheriff’s Office to initiate, control, record, retrieve, and monitor
video visitation sessions.
E. The vendor will ensure the video visitation system is capable of integrating with the
Sheriff’s Office Jail Management and Commissary system.
F. The vendor will ensure integration with any future Sheriff’s Office Jail Management
System, Commissary Services, the Court Information System, and the Inmate
Telephone System, at no cost to the Sheriff’s Office or to the County.
G. The vendor shall provide detailed information and take the lead on complying with the
specifications required for each interface. Currently an interface exists with Zuercher
Technologies that provides the information needed to meet our current requirements.
i. Interfacing shall include, but not be limited to,
information such as inmate movements and scheduling
conflicts.
ii. For example, a scheduling conflict arising from a court
appearance would be communicated back to the visitor
notifying them of the cancellation and the need to
reschedule.
H. The vendor will provide mobile visiting units to support incapacitated inmates or
inmates in lock down status.
I. The vendor will ensure the video visitation system is capable of:
(1)
Scheduling visits for a particular inmate, station, date, and
time.
(2)
Sending the general public an email notification confirming
the scheduled or canceled visit from the vendor’s hosted
email address.
a. Email will be housed on the vendor’s servers and
will be disseminated by the vendor’s circuits.
Sheriff’s Office and County circuits will not be used.
b. Inmate email may be addressed for future
deployment and would require additional
equipment/software.
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(3)
Requiring the general public to acknowledge and agree to
terms and conditions associated with the Sheriff’s Office
visitation policies.
(4)
Allowing for the general public to access the video visitation
system through a web-based software application, to
schedule a visit with an inmate on a specific date and time.
(5)
Allowing for general public to access - Kiosks in the
Visitation building to schedule a visit with an inmate on a
specific date and time.
(6)
Providing high-quality, stereo audio and broadcast-quality
video while meeting the industry’s quality standards.
(7)
Provide specific information for tracking inmate and visitor
activities by, at a minimum, the following criteria:
(8)
(a)
Inmate ID number;
(b)
Inmate name;
(c)
Visitor name;
(d)
Date and time of visit;
(e)
Inmate video visitation station;
(f)
Daily, weekly, and monthly visit statistics;
(g)
Housing Unit location; and
(h)
Disciplinary violations preventing visits from
occurring.
Capturing, storing, and querying of information regarding
the visitor to include, at a minimum:
(a)
First, middle, and last name;
(b)
Date of birth;
(c)
Social security number;
(d)
Gender;
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(e)
Ethnicity;
(f)
Driver’s license number, an identification card
number, or a Passport number;
(g)
Inmate visited;
(h)
Relationship to inmate;
(i)
Date of last visit;
(j)
Home address (physical address);
(k)
Email address; and
(l)
Telephone number.
(9)
The Sheriff’s Office must be able to shut down the video
visitation system at either the visitation building or in the
POD itself. Taking an individual video visitation station out
of service will not affect other video visitation stations.
(10)
Visitations will be limited based on Sheriff’s Office policy,
limiting the length of a visit, times of the day or week and a
maximum number of visits, per inmate, per any given period.
(11)
Provide a way to display scheduled visits to staff so they
know where or when an inmate needs to be available for a
pending visit.
(12)
Include an alert system that will detect visits by a particular
inmate or visitor.
J. The Vendor will ensure the Hosted Video Visitation Solution meets the following
requirements:
(1)
Camera Hardware shall:
(a)
Include shatterproof monitors;
(b)
Include detention-grade integrated
handsets. Handsets should be armored cord;
(c)
Have full-duplex audio;
(d)
Be powered by 110 volt alternating current;
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K. The vendor will ensure the Server Hardware shall:
(1)
Have server/storage with dual NIC cards capable of
supporting 10/100/1000 Mbps;
(2)
Have server/storage hardware rack mounted;
(3)
Incoming high speed circuits will be provided by the
vendor
(4)
All servers and associated equipment will be located in one
of two locations. Either IDF H or the equipment room in
the Visitation building.
a. A rack of equipment currently located in the
second floor warehouse area must be moved to IDF
H. Conduit exist for this purpose.
L. The vendor will ensure the Hardware to Secure the Equipment shall:
(1)
Have enclosures that are detention-grade metal with the
ability to access the camera and other equipment.
a. They must be of steel with no sharp corners.
b. Doors and panels must be locked and secured.
c. There must be no exposed cables or other
hardware that can be used as a weapon, such as
exposed hinges;
(2)
Have openings sealed with material for a secure unit.
a. The materials shall be scratch-resistant Lexan or
equivalent. The material shall be 1/8” thickness or
greater and break resistant;
(3)
Have access areas equipped with gaskets to prevent liquid
spills from entering the enclosures;
(4)
Be wall-mounted, or mounted on a mobile cart;
(5)
Allow for replacement in the field without the need to
remove the unit and return it to Global Tel Link for repair;
(6)
Not have openings in the enclosure that would allow access
to wiring and ventilation holes by an inmate;
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M. The vendor will ensure the recording Software shall include:
(1)
Have the capability of automatically recording audio and
video simultaneously. Recordings will automatically
commence with the activation of the visitation unit.
Designated attorney visitation units will not be recorded;
(2)
Have recording hardware and software that allows for a
specific visitation session to be searched and retrieved, with
the exception of privileged or confidential visits consistent
with Sheriff’s Office policies;
(3)
Have a recording system that is capable of concurrently
recording the maximum number of possible video visitation
sessions.
N. The vendor will ensure the Server Software shall:
(1)
Allow authorized users to search for and select any specific
visitation session which will be indexed by inmate, visitor,
consistent with CCSO policies;
(2)
Allow authorized users to stream video visitation sessions
of their choice to their desktop for viewing, burn a DVD,
and/or create a standard AVI or Mp4 file of the recorded
visitation session;
(3)
Maintain an audit trail to track the identity of CCSO
personnel that have viewed, burned or exported a copy of a
visit. Audit trails data shall minimally include
a. A user ID,
b. date/time stamp,
c. video session ID, and
d. Inmate booking number
(4)
Have a multi-lingual interface (English and Spanish at a
minimum);
(5)
Allow remote video visitation visitors to access the video
visitation system via internet connection, using a computer
or laptop;
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(6)
Provide video visitation systems, anti-virus protection and
hardware encryption for all visits.
O. The vendor shall be required to meet, at a minimum, the following monitoring and
recording requirements. The vendor’s video visitation system shall be capable of:
(1)
Permitting full-monitoring and recording of all video
visitation sessions, from any video visitation station, within
the facility. The video visitation system shall have the
capability to automatically exclude attorney visitation
sessions;
(2)
Allow for authorized personnel or staff to interrupt the visit
and communicate directly with the inmate or visitor. The
audio shall be heard on the inmate and visitor monitors and
shall be included in the recording of the video visitation
visit;
(3)
Comprehensively record all audio and video visitation
sessions;
(4)
Include a file storage server and all, network switching
hardware, and digital recording equipment needed to record
and facilitate monitoring of all audio/video sessions, with
enough storage capacity to maintain all visitation sessions
for 365 days;
(5)
The control workstation shall have the capability to allow
administrative functions in connection with the video
visitation system, including, but not limited to:
(a)
Set user ID;
(b)
Set the user password;
(c)
Capture the user’s first, middle, and last name;
(d)
Allow for remotely managing, adjusting, and
diagnosing of hardware settings and connections;
(e)
Allow for live monitoring of all visits
simultaneously;
(f)
Manually terminate sessions;
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2.
(g)
Report status of all video visitation stations
(whether idle or offline);
(h)
Configure the type of video visitation station to
which an inmate has access such as attorney visit
stations.
(6)
Have the capability to copy the recorded sessions to a DVD
or other storage media;
(7)
Providing remote access by the County Court System or the
Sheriff’s Office at no additional cost to the County or to the
Sheriff’s Office. The provision of remote access shall allow
the Sheriff’s Office or County Court System the same
features and functionalities, permitted by the user’s level of
access, available in the visitation building;
a. Access for Court House personnel will be by
secure web site
(8)
Providing training for system orientation, administration,
reporting, and management functions.
Installation Requirements
a.
Providing all labor, equipment, supplies and materials necessary for
the completion of the installation at no cost to the Sheriff’s Office
or the County.
b.
Submit all plans to the Sheriff’s Office Detention staff and MIS
Division for approval, prior to installation of the system;
c.
Coordinate in site work and visitation down time with Detention
staff;
d.
Vendor will be responsible for all project management costs;
e.
Any new or future installation of cable must meet Charlotte
County’s Infrastructure Cabling Specifications:
f.
Installing all new wiring, cabling, conduit pathways and network
circuits at no cost to the Sheriff’s Office or to the County to
support the provision of the outlined services.
g.
All penetrations through walls and roofs. Must meet county fire
and building codes:
29
3.
h.
Performing all equipment and system adjustments, test, and
measurements as necessary to ensure system functionality. Testing
is the sole responsibility and cost of the vendor.
i.
Logically and permanently mark all components of the system so
they are easily identifiable by the Sheriff’s Office and the County.
Components may consist of, but not be limited to: switches,
connectors, jacks, receptacles, outlets, cables, and cable
terminations.
j.
Provide an uninterrupted power supply source to ensure there is no
loss of recorded sessions or real time data in the event of a power
failure.
k.
Maintain all cable related to the video visitation system, whether
reused or newly installed.
Operations and Maintenance
The vendor shall be required to meet, at a minimum, the following general
maintenance and support requirements.
a.
The vendor shall provide all necessary maintenance services.
b.
Ensuring that the video visitation system scheduling, is web-based
and allows for the County and the Sheriff’s Office to administer
visitation sessions and visitation operations based on Sheriff’s
Office policies.
c.
All scheduling of offsite video visitation sessions must be performed
on the vendor’s website.
d.
The video visitation system must be assembled from nonproprietary off-the-shelf computer components.
e.
Ensuring that the video visitation system units do not compromise
the Sheriff’s Office or the County’s local area network or security.
The video visitation system units are currently on a separate
network. The vendor shall ensure, at all times, inmates using the
video visitation system will have access only to video visitation and
not to the internet or the Sheriff’s Office or County intranets or local
area networks.
f.
Provide all repairs, technical support, disaster recovery, system
upgrades and patches, and any additional items relevant to
30
maintaining the video visitation system at no cost to the Sheriff’s
Office or the County.
g.
Provide the necessary labor, parts, materials, and transportation to
maintain all proposed on-site video visitation stations in good
working order. No charge shall be made to the Sheriff’s Office or to
the County for maintenance and repairs of the video visitation
system.
h.
Install additional video visitation stations and related equipment as
well as monitoring and recording equipment as needed, at no cost to
the Sheriff’s Office or to the County in the case of any expansion or
modification of the existing facilities.
i.
Initiate repairs or replacement by a qualified technician within four
(4) hours following notification of a service request or failure of the
video visitation system. The Sheriff’s Office shall be notified of
progress and or delays in progress until there is resolution of the
problem
j.
Response to major emergencies shall be available 24-hours a day,
7-days a week, 365 days a year throughout the term of the contract.
k.
Be responsible for the replacement of the video visitation system in
its entirety or its individual components, as necessary to maintain
operations, regardless of cause including, but not limited to:
i. Normal wear/use
ii. Inmate abuse
iii. Natural disaster
iv. Inmate Riot
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PART D- SERVICE SPECIFICATION
A. The Vendor will provide all maintenance and repairs to the system at no cost to
the Sheriff. All operational maintenance will be coordinated with the vendor
and Sheriff’s Office designated staff.
1) Vendor will provide telephone support 24 hours a day 7 days per week
including holidays.
2) Digital call service will be tested for quality on connectivity rates, data
unavailability, and automatic disconnect.
3) Weekly system maintenance will be conducted to perform checks and
preventive maintenance to ensure operation is at optimum efficiency.
Scheduled down time will be coordinated for tune up service.
4) Vendor will complete system upgrades, and maintain a history report of
change, testing completion, and acceptance of change for all applications.
5) System will provide the ability to produce audit reports by date/time of all
system changes.
6) Replacement parts for failed hardware components must be available within
24 hours. The Sheriff agrees to maintain space for onsite storage.
B. The Vendor will develop a mutually agreeable fault hierarchy rating system
and corresponding service time interval.
1) An escalation list will be provided notating contact numbers and work
order severity levels for service request.
2) The vendor will maintain a log that may be web-based to notate- call for
service, date initiated, cause and documented resolution.
3) Service representative will be onsite not later 24 hours after receipt of a
call for service to correct any malfunction or loss of service to the system.
4) A maximum of 4 hours will be allotted for telephone response for
catastrophic failures.
C. Vendor will provide a system administrator / customer technician to maintain
system.
1) Administrator will maintain and certify records and files.
2) Coordinate smooth operation of the inmate video visitation system.
32
3) Ensure inspection of all associated equipment weekly.
4) Schedule and monitor maintenance, upgrades, and testing.
5) Evaluate and report on the effectiveness of the system.
6) Recommend enhancements or modifications as necessary.
7) Take corrective action in regard to equipment replacement and repair
8) Conduct training as required for all upgrades, personnel changes, and
provide web based training as necessary.
9) Provide training aids for the inmate population for all upgrades and system
enhancements that will directly affect the operations of the video visitation
system.
10) Supervise the collection, storage and distribution of data as required. The
administrator will bring to the attention of Sheriff Staff immediately and
software failures, equipment failures, or untimely/ inaccurate data entry.
These included legal video visits recorded in error.
11) Testify in court and or deposition on the operation of the system.
D. Vendor swill maintain invoicing, billing, validation, collection services, fraud
control and carrier service
1) Commission will be on gross billing revenue monthly. This will include
detailed settlement reports.
2) Settlement reports and commission payment must arrive on an agreed
upon timeframe each month.
3) Assessed penalties will be required for failure to meet deadlines.
4) Commission, pre-paid funds, and refund processes will be invoiced
separately.
33
PART E – PROPOSAL RESPONSE FORMS
The undersigned understands that this Proposal must be signed in ink and that any unsigned
Proposal will be considered incomplete and subject to rejection be the Charlotte County Sheriff’s
Office.
SUBJECT TO DEVIATIONS STATED BELOW, THE UNDERSIGNED, BY THE
SIGNATURE EVIDENCED, REPRESENTS THAT THE PROPOSER ACCEPTS THE TERMS,
CONDITIONS, MANDATES, AND OTHER PROVISIONS OF THE FOREGOING (PART a)
GENERAL TERNS AND PROVISION (PART B) THE SPECIAL TERMS AND CONDITIONS
(PART C) THE TECHNICAL SPECIFICATIONS (PART D) THE SERVICE
SPECIFICATIONS AND (PART E) FORMS FOR CORRECTIONAL FACILITY INMATE
PHONE SYSTEM, SAID DOCUMENTS BEING THE STRICT BASIS UPON WHICH THE
SAID PROPOSER MAKES THIS PROPOSAL.
***USE INK ONLY***
ALL THE FOLLOWING INFORMATION MUST BE HEREUPON GIVEN FOR
THIS PROPOSAL TO BE CONSIDERED BY
THE CHARLOTTE COUNTY SHERIFF’S OFFICE
EXCEPTIONS TO PROPOSAL: NOTES – ANY REPRESENTATION (BELOW) OR
EXCEPTION(S) MAY CUASE THIS PROPOSAL TO BE REJECTED BY TE CHARLOTTE
COUNTY SHERIFF’S OFFICE.
The following representation every deviation (itemized by number) to the foregoing Proposal to
wit:
PROPOSAL FOR CORRECTIONS FACILITY VIDEO VISITATION SYSTEM PROPOSAL #
34
LETTER OF INTENT
The undersigned acknowledges the General Terms and Provisions of the Proposal and intends to
respond to the Proposal for the Charlotte County Sheriff’s Office. We understand that any changes,
clarification and addenda to the Proposal will be promptly communicated to the individual
authorized below to receive this information.
Name
____________________________________________________________
Company name
____________________________________________________________
Address
____________________________________________________________
____________________________________________________________
____________________________________________________________
Telephone #
____________________________________________________________
Fax #
____________________________________________________________
Email
____________________________________________________________
Number of persons attending the Bidders conference ________________
NOTE: THIS FORM SHOULD BE RETURNED IF YOU PLAN ON ATTENDING THE
PROPOSAL CONFERENCE.
THIS FORM MAY BE SENT BY FAX TO 941-833-6310
35
Vendor Company Information
*** IMPORTANT NOTE TO BIDDERS***
PLEASE USE EACH OF THE ABOVE DESIGNATED FORMS FOR EACH OPTION
RELATING TO EACH CONTRACT YEAR PROJECTION
LIST ADDITIONAL EQUIPMENT REQUIRED PRIOR TO START UP: NOTE Price this
list our and deep it separated from the base contract annual price
1.
Include here an overview of your company indicating the background of your general
management and staff. Provide insight as to how you propose to begin your service to our facilities.
We would expect to see reference to prior experience in this field along with documentation of
staffing and personnel turnover (use back of page, or additional sheet(s) if necessary).
36
2. List Staffing Plan be Position and Shift. Include the hourly wage allocated for each position
listed in the staffing plan. Specify hours per shift (use back of page, or additional sheet(s) if
necessary).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. We require a copy of your audited financial statement from you most recent completed fiscal
year. Indicate by what state(s) you are licensed (use back or page, or addition sheet(s) if necessary).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
37
4. Indicate if you have any lawsuits pending and the nature of same. Describe all claims against
you which have been adjudicated in favor of the plaintiff or have been otherwise settled in the past
five (5) years. Describe all pending claims (use back of page, or additional sheet(s) if necessary).
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
38
Commission Statement
NOTARY REQUIRED
VENDOR NAME _______________________________________
The undersigned has carefully examined the proposal package and all conditions affecting the cost
of the services required by the Charlotte County Sheriff’s Office. The undersigned also understand
that any exception presented after the award may be cause for cancellation of award. We hereby
propose to furnish the services describe herein accordance with the proposal except as noted in the
Exceptions Addendum.
COMMISSION RATE TO PROPOSER________________________%
SIGNATURE OF VENDOR REPRESENTATIVE ____________________________________
PRINTED NAME AND
TITLE OF VENDOR REPRESENTATIVE__________________________________________
DATE______________________
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REFERENCE
Provide business reference on this form. Reference shall be facilities of comparable size currently
or previously under contract where same or similar service have been provided.
1. Firm Name
_________________________________________
Contact
_________________________________________
Title
_________________________________________
Mailing Address
_________________________________________
Phone
_________________________________________
Fax
_________________________________________
2. Firm Name
_________________________________________
Contact
_________________________________________
Title
_________________________________________
Mailing Address
_________________________________________
Phone
_________________________________________
Fax
_________________________________________
3. Firm Name
_________________________________________
Contact
_________________________________________
Title
_________________________________________
Mailing Address
_________________________________________
Phone
_________________________________________
Fax
_________________________________________
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DECLARATION: CORRECTIONAL FACILITY INMATE VIDEO VISITATION SYSTEM #
VENDOT: ______________________________________________
( ) Individual
( ) Partnership
( ) Corporation
Federal taxpayer identification: _____________________________
Fax Number:
_____________________________
Contact Person:
______________________________
Company has been in business under its present name since: _______
At this present time we understand all requirements and state that as a serious proposer we will
comply with all the stipulations included in the proposal package.
The above named Proposer affirms and declares:
1. That the Proposer is of lawful age and that no other person, firm or corporation has any interest
in this proposal or in the contract proposed to be entered into.
2. That this proposal is made without any understanding, agreement, or connection with any other
person, firm or corporation making a proposal for the same purpose, and is in all respect fair and
without collusion or fraud.
3. That the Proposer is not in arrears to Charlotte County or the Sheriff upon debt or contract and
is not a defaulter, as surety or otherwise, upon any obligation to the Sheriff;
4.
That no officer or employee or person shoes salary is payable in whole or in part from the
County Treasury is, shall be or become interested, directly or indirectly, surety or otherwise in this
proposal; in the performance of the contract; in the supplies, materials, equipment, and work or
labor to which they relate; or in any portion of the profits thereof.
The undersigned also agrees that this proposal shall remain open for an evaluation period of sixty
(60) calendar days following the opening of proposal.
Respectfully submitted,
By_______________________________________
(PLEASE PRINT)
Title______________________________________
Date______________________________________
Signature__________________________________
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STATEMENT OF NO PROPOSAL
NOTE: If you do not intend to respond to this requirement, please return this form
immediately to:
CHARLOTTE COUNTY SHERIFF’S OFFICE
DETENTION BUREAU
26601 AIRPORT ROAD
PUNTA GORDA, FLORIDA 33982
We, the undersigned, have declined to respond to your Proposal # for Inmate Video Visitation
System for the following reasons:
_____
Specifications geared toward one brand or manufacture only (explain below)
_____
Insufficient time to respond to the invitation for proposal
_____
Company does not offer this service
_____
Our work schedule would not permit us to perform
_____
Unable to meet Bond Requirements
_____
Specifications unclear (explain below)
_____
Remove our company from your vendor list
_____
Other (specify below)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
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We understand that if the “no proposal “ letter is not executed and returned, our name may be
deleted from the list of qualified vendors for the Charlotte County Sheriff’s Office
PLEASE PRINT:
COMPANY NAME___________________________________________
COMPANY OFFICER_________________________________________
TELEPHONE NUMBER_______________________________________
DATE______________________________________________________
SIGNATURE________________________________________________
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