A.1: Facility Specifications

The Tuscaloosa County Jail is located at 1600 26^th Avenue Tuscaloosa AL 35401
 

A. Scope of Work Overview:

The Tuscaloosa County Sheriff’s Office is requesting proposals for a Comprehensive Inmate Technology Services Package composed of an Inmate Telephone System (ITS), Inmate Video Visitation System (VVS), Inmate Digital Postal Mail Scanning Systems (DPMS), Inmate Electronic Messaging System (EMS), and Inmate Tablet Program.

To ensure optimal performance and support, the Proposer MUST serve as the prime contractor and be held solely responsible for the delivery, operation and maintenance of ALL Inmate Technology Services proposed throughout the contract term.

Additionally, to streamline facility operations and reduce facility staff burden, Proposer MUST provide, at no cost to the Tuscaloosa County Jail; a secure, single login web-based administrative platform that provides an unlimited number of authorized users with access to ALL administrative controls, reporting and investigative features/tools of the Proposer’s ITS, VVS, DPMS, EMS, Inmate Tablet Program. The web-based administrative platform MUST meet the following minimum requirements:

1. 1. Be readily accessible to authorized users via any PC with a modern browser and active Internet without the need to download additional software.
   2. Must provide tools to aid in the investigation or discovery of criminal activities by allowing investigators to easily check for any links between inmates and public individuals or other inmates using multi-path and multi-relation analysis.
   3. Multi-path/multi-relation analysis must be capable of detecting an indirect relationship between two inmates through a public individual using a combination of phone calls, video visitation visits and electronic messages.

Tuscaloosa County Jail requests each proposer to submit a proposal for these Inmate Technology Services at no cost to TCSO. Proposals are to include all internal and external connectivity, hardware, software, on-site training, software upgrades, technical service, cloud-based or hosted server storage, technical support, and maintenance fees.

All equipment installed within Tuscaloosa County Jail will remain the sole property of the Proposer. Any and all hardware, software, equipment, networking, cabling, etc. must be correctional grade and secure at all times.

B. Executive Summary:

Proposer shall provide an Executive Summary highlighting the firm’s background and experience. The Executive Summary shall include:

1. 1. The number of years in business, which includes the date the company was organized specifically for the purpose of providing the Inmate Technology Services requested.
   2. Demonstrate firm’s commitment to enhancing correctional facility safety, security and efficiency through the development and launch of innovative technologies and services.
   3. Professional qualification resumes for the individual(s) that will be involved in project installation, maintenance, and support.

C. Specifications/Scope of Work:

13031. specifications and scope of work contained in Sections C.1, C.2, C.3, and C.4, should be considered as the minimum standards for the vendor.  Should the vendor offer an additional service or more advanced hardware for no additional charge that should be noted in the proposal.  This note should include the manner in which the item exceeds the scope contained herein. 

Should additional services or hardware that exceeds the scope of work contained herein is available from the vendor for an additional or increase cost, vendor should note that as an optional specification and fully describe the performance of said item and how it exceeds the specifications contained herein. 

C.1 Specifications/Scope of Work – Inmate Telephone System (ITS):

0. 1. Proposer must provide, at no cost to Tuscaloosa County Jail, an ITS to the inmate population that processes collect, prepaid, pin debit and pre-approved free calls only. The ITS provided must be state- of-the art phones employing, at minimum, voice recognition and PIN number user identification.
   2. To streamline facility operations and reduce facility staff burden, Proposer’s ITS and all other required Inmate Technology Services must be administered by a single, web-based administrative platform as identified within the “A. Scope of Work Overview” section of this RFP.
   3. The Proposed must provide, at no cost to the TCSO non-coin, inmate telephone stations composed of durable equipment suitable for jail environments.
   4. Our facility currently has a UBIQUIT ROCKET AND NANO that services an annex jail housing unit (while the permanent jail addition is under construction) to provide connectivity for offender services. This would need to be provided in the same manner by the awarded vendor. The Jail Annex is directly across the street from the main facility. The Annex houses up to 230 of the total jail population.
   5. The ITS shall comply with the Americans with Disabilities Act (ADA) requirements to persons in wheelchairs and provide devices that are compatible with Video Relay Services.
   6. All inmate telephone devices must be FCC registered and the Proposer’s current FCC number must be provided as part of the proposal response.
   7. The ITS must prevent (call block) to following numbers:
      1. 911
      2. All 800 services
      3. All 900 services
      4. 411 numbers
      5. Directory assistance
      6. Local emergency numbers
   8. The ITS must be capable of identifying to Tuscaloosa County Jail which inmate is placing a call and which device/equipment the inmate is using. Additionally, the ITS shall provide Tuscaloosa County Jail the capability to monitor or record calls from multiple sites including remote locations.
   9. The ITS must have an alert system that identifies to the Tuscaloosa County Jail whenever a specific number is being called or a particular inmate is utilizing the system. The alert system is to include the capability to text message, email or call specific authorized users at predetermined phone numbers or email addresses.
   10. The ITS must have the capability to be programmed to block calls from certain identified inmates and calls to certain identified telephone numbers. Additionally, the ITS must have the capability to be programmed to limit the time an inmate may spend on any one call.
   11. The ITS must have the capability to be programmed to allow free calls to identified parties to include, but not limited to: attorneys, public defender’s office, Social Security Office, Tuscaloosa County Jail Investigations Unit, TIPS Hotline, Prison Rape Elimination Hotline; these calls must also be capable of having the preprogrammed time limit for calls removed, and the ability to designate if calls should be recorded or not.
   12. The ITS must have the capability to record and store all calls and inbound voicemail messages for a minimum of 1 year.  In addition, these recordings shall be in a digital file format easily downloadable and widely playable across various systems. (MP3 format as example).
   13. For security and fraud protection, the ITS must include patented software capable of detecting and prohibiting three-way calls that meets the following minimum requirements:
       1. Requires no additional software to function;
       2. Allow authorized facility staff to select one of the following actions to be performed upon detection of a 3-way call:
1. Disconnect call;
2. Take no action;
   13. 3. Allow authorized facility staff to enable or disable detection to allow for allowable called parties (lawyers, public defenders, etc…) to perform a 3-way call;
       4. Record and store detection details within the Call Detail Record (CDR).
   14. The ITS must have a prompt that identifies to the receiver that the call is from the Tuscaloosa County Jail to include the inmate’s name as previously recorded by the inmate. The prompt must alert both the inmate and called party that the call may be monitored or recorded except for privileged professional/attorney calls.
   15. The ITS must provide positive acceptance by the called party.
   16. The ITS must not allow inmate to listen to the status of the call in-progress for the acceptance and or denial by called party and must not allow inmate to communicate with the called party until the call has been accepted.
   17. The ITS must notify both the caller and the called party of call termination by voice prompting prior to the end of the call's pre-programmed time limit.
   18. The ITS must give Tuscaloosa County Jail the capability of taking an individual telephone, all telephones within a housing area, or the entire system out of service.
   19. The Proposer must provide a Customer Service number for the handling of questions, requests and complaints from the called party. The Proposer’s Customer Service agents must be employed/located within the United States.
   20. The ITS must have the capability to allow for local and long-distance free calls, limited to no less than 5 minutes in duration, from inmate phones located in Booking areas. These calls must also be recorded and maintained on the server for no less than 1 year. In addition, these recordings shall be in a digital file format easily downloadable and widely playable across various systems. (MP3 format as example).
   21. The Proposer must provide, at no cost to the Tuscaloosa County Jail, an interface between the ITS and the Tuscaloosa County Jail’s Jail Management System (JMS), to support:
       1. Automatic activation and deactivation of inmate PIN numbers; as inmates are booked and released from custody.
       2. Determination of inmate’s housing location within the facility.
   22. The ITS must be able to restrict calls made by an inmate when the call is not being placed from a phone located within the inmate’s current housing location.
   23. The ITS must have the capability to allow authorized facility staff to save, download, or email calls to removable portable devices via USB ports or DVD drives and be in a digital file format easily downloadable and widely playable across various systems. (MP3 format as example).
   24. The ITS must have the capability to set daily and weekly schedules for telephone activation and deactivation for “on/off” times.
   25. The ITS must have the capability to run administrative reports from a Tuscaloosa County Jail workstation; these reports include but are not limited to revenue/commission reports, inmate/account reports, and system reports.
   26. The Proposer must pay the Tuscaloosa County Jail the same monthly ITS commission on all call types.
   27. The ITS Commission rate shall be based on gross revenue to be defined as revenue on all call types from inmate non-coin phones.
   28. The ITS must be compatible/interfaced with the tablet devices to support all recording, monitoring and data feed functions. 
   29. Our facility currently has a UBIQUIT ROCKET AND NANO that services the annex building to provide connectivity for offender services. This would need to be provided in the same manner for whoever is the awarded vendor.

C.2. Specifications/Scope of Work – Inmate Video Visitation System (VVS):

0. 1. To meet the unique safety and security of needs of the Tuscaloosa County Jail, Proposer’s VVS software must be specifically designed for use in a correctional environment and solely owned by the Proposer. Video meeting/conference software such as Skype, Google Meet or Zoom will not be accepted.
   2. To streamline facility operations and reduce facility staff burden, Proposer’s VVS and all other required Inmate Technology Services must be administered by a single vendor, web-based administrative platform as identified within the “A. Scope of Work Overview” section of this RFP.
   3. To maximize inmate access to VVS services, the Proposer’s proprietary VVS must function on both inmate kiosks and tablet devices. Inmate kiosks and tablet devices must be correctional-grade and provided, installed, supported and maintained by the Proposer at no cost to the Tuscaloosa County Jail. A VVS that requires the Tuscaloosa County Jail be held financially responsible for any aspect of the inmate kiosk and/or tablet provided whatsoever will not be accepted.
   4. To ensure optimal performance, Proposer must be the prime contractor. One vendor will be solely responsible for the delivery, operation and maintenance of the VVS throughout contract term.
   5. To support easy and quick use, Proposer’s VVS must be web browser-based allowing for full functionality within a common web browser (i.e. Chrome, Firefox, Safari, etc…).
   6. VVS must include a user-friendly web-based platform. This platform must meet the following minimum requirements:
      1. Provide ability for individuals to create a free public or professional user profile:
1. Provide authorized facility staff with the ability to configure identity verification requirements based upon user profile type (public or professional):
   1. 1. 1. Upload of user’s valid government photo ID;
         2. Upload of a self-shot user profile photo;
         3. Entry of user’s full name and current address;
         4. Entry of name and the user’s relationship to inmate they are seeking to schedule/participate in a video visitation session with.
      2. Incorporate automated scheduling and calendar modules that:
1. Provide a list of inmates eligible/available to participate in a video visitation session.
2. Automatically send a text message or email notification to public and professional users when a scheduled video visitation system has been cancelled.
   7. To help keep inmates and loved ones connected, Proposer’s VVS must support an option that allows inmates to initiate their own, unscheduled remote visitation sessions. The VVS must provide the facility with control over which inmates may initiate video visitation sessions and when such initiations may take place.
   8. To prevent the transmission of undesirable visual content, Proposer’s VVS must incorporate facial detection/content filtering software that meets the following minimum requirements:
      1. Ability to immediately and automatically block/black out the inmate and/or user’s background environment and body so that only human faces are visible throughout the video visitation session.
      2. The moment a human face is unable to be detected, the software must:
1. Immediately and automatically temporarily suspend the transmission of the inmate and/or public user’s video stream in which a human face is unable to be detected;
2. Immediately and automatically display a visual text notice on the inmate and/or public user’s monitor to alert user’s that a video stream has been suspended due to software’s inability to detect a human face.
3. Immediately and automatically resume the transmission of suspended inmate and/or public user’s video stream when software detects a human face (corrective action has been performed).
   8. 3. Be configurable to allow authorized facility staff to enable or disable the software in advance or in real-time based upon the name of a specific inmate, public user or both.
      4. Be configurable to allow authorized facility staff to enable or disable the software for specific user profile types (inmate, public and/or professional).
   9. VVS must encrypt all on-site and remote video visitation sessions while in progress as well as recordings at rest.
   10. VVS must be capable of High Definition (HD) video streaming.
   11. VVS must be capable of allowing inmate kiosks installed within housing units to display all scheduled visits.
   12. VVS must provide notification to public user/visitor and inmate that visitations are subject to monitoring and/or recording.
   13. VVS web-based administrative platform as identified within the “A. Scope of Work Overview” section of this RFP, must meet the following requirements:
       1. Allow authorized users to monitor all visits from both on-site and remote locations in real-time.
       2. VVS Recording and Playback Requirements:
1. Video visitation session recordings must be stored as a single file that contains both the inmate and visiting party audio and video feeds as well as other important visitation data such as the video endpoints used, session timer and date/time of the visit. Any messages displayed during the visitation must be recorded in the video call recording file as well.
2. Automatically prevent/disable all professional user profile video visitation sessions from being monitored by authorized facility staff or recorded.
3. Provide the capability to record and store all non-privileged remote video visitations in an encrypted format for a minimum of 1 year.
4. For ease of playback, all VVS video visitation session recordings must be saved in a common .MP4 format.
5. Provide authorized users with ability to transfer video visitation session recordings onto media storage device such as a USB thumb drive.
   13. 3. Provide the capability for authorized users to authorize and/or establish professional user profiles.
   14. VVS system must be capable of producing audit trails for system activity to include:
       1. Staff, inmate, and visitor log in/logoff dates and times.
       2. Event log that captures visitor name, inmate name, visitation date, visitation start time, visitation end time and visitation duration.
       3. Visitors that scheduled, modified, or cancelled a visit.
       4. Visitor IP addresses.
   15. The Proposer must pay the Tuscaloosa County Jail a monthly VVS commission on all revenue generating VVS sessions.
   16. VVS commission rate shall be based on gross revenue to be defined as per minute revenue generated for each VVS session. Proposer must not set any minimum VVS system usage requirements that must be met for the Tuscaloosa County Jail to be eligible to receive commissions.

C.3. Specifications/Scope of Work – Inmate Tablet Program:

0. 1. Proposer must provide a turn-key Inmate Tablet Program. Tablet program must be administered through the same single source dashboard to administer Inmate ITS, VVS, EMS, Education and Tablet program. Proposer tablet program must offer the following minimum features/applications:
      1. Phone Call Application:
1. Tablet-based calls must be billed at the same rate as calls placed through hardwired/wall mounted telephones.
2. Tablet based calls must be subject to the same call safety, security, monitoring, recording and control functions/applications as hardwired/wall mounted telephones.
   1. 2. Video Visitation Application:
1. Tablet-based VVS sessions must be subject to the same safety, security, monitoring, recording and control features as a kiosk-based system.
2. For flexibility and mobility purposes, tablets must not require a docking station or charging cable to be used to participate in a video visitation session.
   1. 3. Digital Postal Mail System Access.
      4. Digital legal mail system with scanned copies of inmate legal postal mail.
1. Inmate access/use of tablets must be provided at no cost, with no monthly weekly or daily subscription fees and no per minute fees for access to legal documents, photographs, or electronic messages.
   1. 5. Messaging Application:
1. Family and Friends Messaging:
   1. 1. 1. Inmates must be able to exchange messages with family and friends at an affordable rate via smart phone, tablet, laptop or home PC, without the need to download any applications.
         2. Inmate, Family and Friend messages must be billed on a per message basis. To avoid excessive charges, messaging systems that charge a per minute access fee, or subscription-based offerings will not be accepted.
         3. For investigative purposes, all inmate, family and friend message exchanges must:
            1. automatically be saved in a keyword searchable database.
            2. provide keyword tracking in inmate digital general request, grievance request and medical request.
            3. database must be accessible to authorized facility staff by a secure, web-based administrative platform.
            4. Allow authorized facility to set alerts whenever a message is sent or received by specific inmate or public user.
            5. Allow authorized facility staff to set alerts whenever a message containing a single or multiple keywords is contained within a messag
2. Attorney Messaging:
   1. 5. 1. Inmate messaging application must include specialized Attorney Messaging feature to allow vetted attorneys to send confidential legal documents and exchange messages with inmates electronically. System must allow for legal document uploads and must allow inmate to apply a digital signature.
         2. Additional security measures are taken to ensure the privacy of attorney messages and digital legal documents and files. These measures must include:
            1. Information and correspondence must be exchanged and stored in an encrypted environment that is completely inaccessible to facility staff.
            2. To retrieve/view legal documents and exchange secure messages with their attorney, an inmate must first log in to a tablet or kiosk device by entering their facility assigned PIN and then enter their secondary private password to access the encrypted environment.
      6.  Law Library Application:
1. Must be provided to facility at no cost. 
2. Inmate access/use must be provided at no cost.
   1. 7. Education and Reentry Programs:
1. Inmate access/use must be provided at no cost.
   1. 8. Request and Grievances:
1. Must be provided to facility at no cost.
2. Inmate access/use must be provided at no cost.
   1. 1. Entertainment:
1. Must offer a wide variety of media choices including movies and tv series, Internet radio stations and video games.
2. Provide inmates with free and for pay access to eBooks.  
3. To limit excessive charges and various issues/liabilities associated with ownership and transference of media upon the individual’s release from custody, media must:
   1. 1. 1. 1. Be offered exclusively in a streaming format that is not capable of being stored within the tablet’s internal memory. Entertainment/media options that are download or subscription based will not be accepted.
            2. Be streamed at a low flat fixed rate per minute for standard content and a separate low flat fixed rate for premium content.
            3. Provide inmates with free access to eBooks and other content.
            4. Provide inmates with free access to religious books to include the Bible (KJV, NIV, NLT versions preferred), Quran, and the Torah.
4. Must provide authorized facility staff with complete control over what media/content is available to inmates.
   1. 10. Documents Viewer Application (Inmate Handbooks, Reentry manuals, etc.)
1. Inmate access/use must be provided at no cost.
   1. 11. Video Player Application (Facility Introduction, PREA, etc…)
1. Inmate access/use must be provided at no cost.
   2. To streamline facility operations and reduce facility staff burden, Proposer’s Inmate Tablet Program and all other required Inmate Technology Services must be administered by a single, web-based administrative platform as identified within the “A. Scope of Work Overview” section of this RFP.
   3. To meet unique safety and security needs, Proposer’s tablets must be a proprietary tablet specifically engineered/manufactured for use within a correctional facility.
   4. To provide inmates with equal access to tablet devices, Proposer must utilize a tablet distribution model in which tablet devices are provided to inmates at no cost.
      1. Proposer must state specific minimum inmate to tablet ratio to be provided.
      2. Proposer must confirm that additional tablet devices will be provided at no cost if inmate tablet usage exceeds 40% of available time in any housing unit.
      3. Proposer must provide the facility with a pool of spare tablet devices to allow for a damaged or inoperable device to be immediately replaced. 
   5. Proposer’s Inmate Tablet Program must meet the following technical requirements:
      1. Inmate tablet devices must be Wi-Fi enabled.
      2. Inmate tablet devices must be capable of being updated wirelessly in real time. All tablet device software updates must be provided at no cost.
      3. Inmate Tablet devices must be capable of being charged by an FCC approved, wall mountable charging station.
      4. Inmate Tablet devices must be equipped with an internal speaker as well as equipped with a 3.5mm jack to allow for the connection to a facility approved headphone/headset.
      5. For accountability purposes, Inmate Tablet devices must:
1. A deployment system that requires an inmate to enter credentials before being able to access any tablet or remove it from the charging base deployment system is preferred. Video camera equipped deployment system is preferred.
2. Tablet deployment system must not require officer assistance (e.g., passing out tablets, collecting tablets, etc.).
3. Tablet deployment system must be placed in general housing areas (i.e., pods, day rooms, etc.) with direct access by inmates with no officer assistance.  A system that prevents an inmate from taking more than one tablet from the deployment system is preferred.
4. Tablets must be enabled with a phone dialer to allow inmates to make phone calls through the inmate phone system.  All calls must be processed in the same way as if they originated from a standard wall phone.
5. The tablets must support video visitation.
6. The tablet system must have a filter that limits the viewing of nudity and lewd behavior on both inmate and visitor side for remote visitation.
7. Display terms and conditions to users the first time they login or for subsequent changes to the terms and conditions.
8. Provide capability of restricting inmate usage to the specific housing units to which the inmate is assigned.
   6. Inmate Tablet Program must meet the following security requirements:
      1. Provide the following security measures to harden the firmware on the tablets:
1. No option for inmates to change the settings;
2. All NFC, Bluetooth and Cellular wireless radio has been disabled, except for Wi-Fi;
3. Disable inmate’s ability to install and/or un-install apps;
4. Push authorized apps to the tablet devices through an app state management process;
5. Provide no access to third-party app stores
   1. 2. To ensure inmates cannot access the Internet, Proposer’s Inmate Tablet devices must feature an operating system that will only allow the device to connect to a secure network.
      3. Tablet device wireless network traffic must be routed through the Proposer’s network system with no exception and provide firewall, transparent proxy, DHCP, DNS and routing services for the tablets.
      4. Proposer must provide secure Internet Protocol communications by authenticating and encrypting each IP packet of a communication session.

4. Specifications/Scope of Work – Inmate Digital Postal Mail System (DPMS):
   1. A complete Inmate Digital Postal Mail System (DPMS) is preferred. A DPMS that eliminates the introduction of dangerous narcotics and other contraband from entering the facility via both inmate personal and legal/privileged mail at no cost to the Tuscaloosa County Jail, inmates, or inmate’s family and friends.
   2. To streamline facility operations and reduce facility staff burden, Proposer’s DPMS and all other required Inmate Technology Services must be administered by a single, web-based administrative platform as identified within the “A. Scope of Work Overview” section of this RFP.
   3. To prevent staff exposure to dangerous narcotics, chemical or biological agents that may be contained within inmate personal mail, the Proposer’s DPMS must process inmate personal mail at an off-site processing center.
   4. At the processing center inmate personal mail shall be opened and scanned into a high-definition, full-color, digital .PDF file. For identification, tracking and investigative purposes, a unique identifier must be stamped to each electronic/digital copy of processed mail.
   5. DPMS must allow for all personal mail to be database searchable by unique identifier and various other information such as by keyword, inmate/recipient, sender, date received range, flagged, rejected, inmate of interest and/or housing area.
      1. Searchable database must be available to authorized users via the single, web-based administrative platform.
      2. Searchable database must allow authorized users to manage, add, browse and monitor processed inmate personal mail, including mail that has been deleted by an inmate on a kiosk or tablet device.
      3. To further assist with investigations, the Proposers DPMS must allow authorized users to set alerts to notify investigative staff when an inmate that is under investigation receives mail.
   6. DPMS must provide the following delivery options for processed inmate mail on a selective or global basis:
      1. Hold for facility review/approval prior to delivery.

1. During review, authorized Tuscaloosa County Jail staff must have the ability to accept or reject all or part of sender’s contents per mailing via the single, web-based administrative platform.

1. Accepted selections will be made available to inmates on a kiosk and tablet device.
2. Inmates must be notified when mail is rejected, including a standard or customized message explaining reason for rejection.
   6. 2. Automatically deliver without facility review.
   7. Access to processed inmate mail accounts on a kiosk or tablet must be password protected to prevent unauthorized access by other inmates.
   8. To allow inmates to clearly read smaller details contained within an electronic mail file, Proposer’s kiosk and tablet devices must provide a zoom-in/magnify feature.
   9. To ensure timely and efficient delivery of inmate personal mail, Proposer must guarantee all inmate personal mail will be processed and available electronically within 24 hours of receipt at the off-site processing center, six days per week (excluding federal holidays).
   10. To provide public users with assurance of mail delivery, the Proposer’s DPMS must provide a website to allow public users track the delivery status (received, approved or rejected) of the mail they send to inmates at no cost.
   11. DPMS must provide inmates with the option to access/download electronic copies of their processed mail upon release via a secure, password protected website at no cost. Electronic copies of processed mail must be available for access/download for at least 60 day after the individual’s release.
   12. Legal mail is protected by client/attorney privilege and inspection is not permitted. Criminals are aware of this and try to use legal mail to sneak narcotics and other contraband into a facility, specifically after an off-site personal mail processing system has been implemented. To ensure that all mail (personal and legal) is 100% contraband free, TCSO prefers the Proposer provide an on-site legal mail processing and delivery system that incorporates the following features/functions:
       1. A portable device that allows inmates to open, scan and process/print their privileged legal mail while in the presence of facility staff.
       2. Provide inmates with the option to mark scanned legal mail for secure electronic delivery, which is immediately accessible on kiosk or tablet device by entering secondary private password.

1. To preserve confidentiality, all legal mail delivered as well as secondary private password used to access legal mail delivered electronically must be stored on a separate encrypted server that is inaccessible by facility staff.
   1. 3. Provide inmates with the option to print a hard copy of the scanned legal mail document.
      4. Portable devices must feature a built-in paper shredder to allow inmates to destroy original hard copy of legal mail in the presence of staff and/or compartment to temporarily secure scanned legal mail hard copy prior to being placed in inmate’s property.

D. Network Infrastructure Security:

The Proposer will provide information to explain their process of protecting the underlying networking infrastructure by installing preventative measures to deny unauthorized access, modification, deletion, and theft of resources and data.

To minimize Tuscaloosa County Jail liability risk, Proposer must provide a detailed list of any/all security breaches that any of their proposed systems (ITS, VVS, EMS, DPMS, etc…) has been subject to. Details must include incident data, description of type and amount of data compromised and settlements and/or litigation that resulted from the breach.

E. Maintenance, Service and Support:

The successful Proposer shall provide maintenance support twenty-four (24) hours per day, seven (7) days per week.

Proposer must provide a detailed description of the company’s service and maintenance programs.

All costs for maintenance, support, repair of all software and equipment, and internal background investigations for Proposer’s employees, will be borne by the successful Proposer and will not be deducted from any commissions.

During the term of any contract awarded from this RFP, the successful proposer agrees to provide maintenance, diagnose problems, determine proper solutions, and provide the following:

1. 1. Implement any required solutions, changes, modifications, updates, or other services that are necessary to allow the software, hardware and any other telephone equipment to perform in accordance with the specifications as set forth in the RFP;

2. Upgrade the software and/or hardware to its required performance standards as required in the RFP;

3. Respond to telephone requests for maintenance within two (2) hours after the initial notification;

4. Provide an onsite dedicated system administrative technician 5 days a week to the Tuscaloosa County Jail for the duration of the contract.

F. Training Requirements:

The Proposer must provide end-user training for the Comprehensive Inmate Technology Services Package proposed. End-user training is to be provided on-site and at no cost to the Tuscaloosa County Jail on an as needed/requested basis. Proposer must provide a high-level overview describing the end-user training program to be provided.

G. Implementation Plan/Timeline:

Proposer’s must provide a high-level project implementation plan/timeline overview. This overview must include a time frame required for installation, utility coordination, training, cutover and testing. The proposed Comprehensive Inmate Technology Services Package must be installed in a manner and under a time frame designed to minimize disruption of the normal functioning of the facilities.

H. Cost Proposal/Financial Offer:

Proposer must provide a detailed breakdown and descriptions of all rates, fees, surcharges and commissions for the Comprehensive Inmate Technology Services Package composed of an Inmate Telephone System (ITS), Inmate Video Visitation System (VVS), Inmate Digital Postal Mail Scanning Systems (DPMS), Inmate Electronic Messaging System (EMS) and Inmate Tablet Program; or if applicable, any other fees charged to the public aside from the normal taxes, including any potential additional fees or charges to the remote visitor for optional features that the facility might choose from the Proposer. Any fees charged not disclosed in this response will be grounds for contract termination. ITS call rates shall not exceed FCC or state mandated per-minute rate caps.

I. Proposal Scoring and Evaluation Matrix:

An evaluation committee will examine all offers. Offers that do not conform to the instructions given or that do not address all the questions and/or services specified will be eliminated from consideration.

The Tuscaloosa County Jail may initiate discussions and negotiations with respondents. Additional information will be accepted during this period from respondents who responded to the original request. Respondents may NOT initiate discussions. The Tuscaloosa County Jail expects to conduct discussions with respondent’s personnel authorized to enter into contractual obligations.

Award of the Contract shall be made to the responsible Proposer whose offer is determined to be the best Comprehensive Inmate Technology Services Package with the best suited content and capabilities for the Tuscaloosa County Jail. This will be evaluated taking into consideration compliance with instructions, specifications, financial offer, and qualities of the respondents which best meets the needs of the Tuscaloosa County Jail in accordance with the following evaluation matrix:

The Tuscaloosa County Sheriff’s Office will be the ultimate and final decision maker for the scoring and awarding of this contract.  The Sheriff’s Office reserves the right to modify the scoring criteria at their discretion for any reason or reasons needed in order to best achieve the ultimate goals of this proposal.  Any changes in the scoring criteria will be clearly noticed on the Tuscaloosa County Sheriff’s Office prior to receiving proposals.  Further, the Tuscaloosa County Sheriff’s Office reserves the right to waive any incomplete portions of a proposal should the ultimate goals of the program warrant.  The Sheriff’s Office also reserves the right to reject any proposals for any reason, but will inform vendor of that rejection and the reasoning prior to scoring and awarding proposals. 

J. Required Forms:

Proposers shall detail any, and all exceptions or deviations from the RFP requirements in the table titled “Exceptions from Requirements/Specifications”. Any requirements listed in the RFP that cannot or will not be met or complied with in their entirety, or that require separate action, additional fees or charges, or additional consideration must be described in this section, Requirements not specifically identified in this section will be interpreted as the Respondents compliance to the RFP requirement.

217323474. additional services or hardware that exceeds the scope of work contained herein is available from the vendor for an additional or increase cost, vendor should note that as an optional specification and fully describe the performance of said item and how it exceeds the specifications contained herein.  This should be provided as an optional item and optional cost in the itemized proposal.  Where the vendor is unable to meet a particular technical specification and seeks to provide an alternative solution that will serve the same or a substantially similar performance, that should be noted clearly in the proposal and a full description should be included providing the reason for the inability to meet the particular technical item, the substitution, and a complete description of how the proposed item will serve the same or a substantially similar  purpose. 

K. Statement of Compliance:

Proposer shall detail any, and all exceptions or deviations from the RFP requirements in document titled “Exceptions from Requirements/Specifications.” Any requirements listed in the RFP that cannot or will not be met or complied with in their entirety, or that require separate action, additional fees or charges, or additional consideration must be described in this section, Requirements not specifically identified in this section will be interpreted as the Proposer’s compliance to the RFP requirement.

L. Addendum (if applicable):

1. 1. Any changes to the schedule of events or the solicitation shall be posted to the Tuscaloosa County Jail website and at www.tcsoal.org. It shall be the Proposer’s responsibility to check this website periodically and prior to proposal submission.
   2. Any addenda/addendum posted to the website must be printed, acknowledged and included in the Proposer’s proposal.

1000. Current Service and Commission Rates

ITS – 81%

Emessaging – 20%

Video Visitation – 20%

Tablet (premium content)- 20%

Premium Tablet Content-Price varies based on subscriptions and a la carte pricing.  New Releases are more than older releases

• Domestic rates are $0.21 per minute - 15 minute call $3.15

• International calling only to NANPA - rates are $0.21 per minute

International terminating costs are added to the international base rates

Call Type Desc                                   Duration In Min                Rate Per Session

Remote Attorney Video Session               20                           5.95

Remote Video Session                                  20                           5.95

Questions and answers

ICS Solutions questions

1. In order to provide our best possible offer, it is very important to have historical usage data for all revenue streams. This data is necessary to estimate costs as well as potential revenues. The current vendor has access to this information, so distributing the information to other vendors in a timely fashion will ensure a level playing field for all bidders. Please provide as much data as possible from the following table:  See provided reports

1. Please provide several recent commission reports for the Jail, showing calls, minutes and revenue (or at minimum paid minutes).   See provided reports/Contract outlines usage of current system

2. Please provide average monthly revenue data for any additional services offered under the current contract, such as voicemail, messaging, etc. See provided reports

3. 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? See provided reports

4. Please outline the fees that are being charged to end-users: See provided reports
   1. Bill Statement Fee
   2. PrePaid Account Funding Fee via Web
   3. PrePaid Account Funding Fee via IVR
   4. PrePaid Account Funding Fee via Live Operator
   5. Fees for Instant Pay Calls

5. Please provide a copy of all current contracts and amendments pertaining to all services under this RFP. See provided documents

6. Please provide the total average monthly commissions received for all services received over the past year from the current vendor. See provided reports

7. Does the County receive commissions on revenue generated by interstate calls today? See provided reports

8. Does the County require that proposals include commissions on interstate calls? See provided reports/contract

9. Do commissions from this contract go to the Inmate Welfare Fund, the Sheriff’s Office discretionary fund, or the County general fund? Not relevant for the purposes of this RFP

10. Will the County allow for a proposal to present multiple pricing options for the County’s consideration? Bid specifications and procedures are fully described in this RFP.

11. Please provide a breakdown by housing unit of the inmate capacity in each. The inmate capacity for each cell block is necessary for determining network requirements and charging stations needed to support the tablets.

Annex

Unit 1 Female- 36

Unit 3 Female- 38

Unit 5 Males- 29

Unit 7 Males- 26

Unit 9 Males- 23

Unit 10 Workers- 31

Holding, Suicide and Medical Cells:

HC257: 8

HC253: 11

H227 – 3

H228 1

H244-2

H245-1

H246-1

H247-2

H259-3

POD A

8 DORMS WITH 8 CELLS WITH AN AVERAGE OF 30 INMATES PER DORM

POD B

8 DORMS WITH 8 CELLS WITH AN AVERAGE OF 30 INMATES PER DORM

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

42 OTHER AGENCY

1 – IMMIGRATION

643 – Tuscaloosa Co Sheriff’s Office

13. Please provide the average daily population for the last 12 months for each facility, broken down by month, if possible?

Actual Jail Population by Date, see breakdown of population by facility above

May 30, 2023 - 690

June 30, 2023 - 704

July 30, 2023 -  749

August 30, 2023 -  698

September 30, 2023 -  713

October 30, 2023 -  687

November 30, 2023 -  659

December 30, 2023 -  638

January 30, 2024 -  685

February 29, 2024 - 661

March 30, 2024 - 689

April 30, 2024 - 638

May 28, 2024 -  662

14. Is the inmate trust account managed through the commissary system or the Jail Management System or other system?  If other, please specify.

Commissary system

15. Please provide the name and contact information for the current deposits services vendor.

Turn Key

16. 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. Bid specifications and procedures are fully described in this RFP.
17. How is commissary ordered today?

On tablets

18. Does the current vendor provide debit calling? If so, how are debit accounts funded – e.g., through an inmate’s trust account, lobby kiosk, phone / website payments, etc.? Please list all available methods.

Lobby kiosk, online, cashiers check to Jail

19. Are calling cards being used today? If so, how are they purchased and given to the inmate? What denominations are available? See provided reports/contract
20. What limits does the County place, if any, on use of the services in this RFP –maximum number of onsite visits allowed per week (or other interval), remote visits per week, calls per week, minutes per call/visit, etc? See provided reports/contract

21. Mail scanning is a required service listed under Section 4 beginning on p. 13 of the RFP. What is the average number of inmate mail pieces received daily? Of these, what percentage are legal mail?
22. Section C.1 #4 on RFP p. 5 states, “Our facility currently has a UBIQUIT ROCKET AND NANO that services an annex jail housing unit (while the permanent jail addition is under construction) to provide connectivity for offender services.” Is this service working well? Do you find it reliable during thunderstorms? Not relevant for the purposes of this RFP

23. Section C.3 #ii.1 on RFP p. 11 states, “must allow inmate to apply a digital signature.” What is the context for this digital signature capability? How do you plan for this to be used? Not relevant for the purposes of this RFP

24. Please provide the historical or estimated/projected call volumes that will be used in the evaluation of calling rates. Not relevant for the purposes of this RFP

25. The evaluation criteria assign 25% to “Proposal/Financial Offer.” Of those 25 percentage points, how many points will be allocated to commissions paid to the County? How many points to rates and fees charged to inmates and public users? The evaluation process and procedure is fully described in RFP

26. What is the anticipated start date for this contract?

In RFP

27. What is the desired contract duration?

3 years

28. Some vendors provide alternate payment options, such as the ability to purchase a one-time phone call using a credit or debit card, without the necessity of setting up a prepaid account, and typically pay little to no commission on these calls. Will the County please confirm that vendors are required to pay the same commission amount for all calls, including premium, prepaid, debit and collect?

In RFP

29. 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?

The Sheriff’s Office reserves the right to answer additional questions should there appear to be a need to clarify, but in that context all vendors requesting notifications will be notified in a general manner and likely in the form of an amendment to the rfp. 

Questions from Tech Friends

• What type of network connectivity exists between the courthouse and the jail?

We do not have any Fiber available for outside vendors between the Jail and the courthouse.

• What strand of fiber is running across the street from the jail to the temporary housing unit?

We also do not have any extra fiber available between the Jail and the Temp Jail.

• Considering recent litigation cases concerning digitizing legal mail is the County wanting to still pursue that to fruition?

Yes

Questions from NCIC

Will the facility provide the last 6 months revenue statements from the current provider for calls, video visits, and messaging?

Provided in the reports sent to you. 

Will the facility provide the monthly ADP for the previous six months?

Provided in the reports send to you.