COUNTY OF ALAMEDA ADDENDUM No. 4 to RFP No. 901084 for Hosted, IP-Based Video Visitation Solution Specification Clarification/Modification and Recap of the Networking/Bidders Conferences Held on July 18, 2013 and July 19, 2013 This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportun ities.jsp . 1401 Lakeside Drive, Suite 907 Oakland, CA 94612 Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/ I:\PURCHASING\Contracting Opportunities\Purchasing\Inmate Video (901084)\Addendum4_HVVS.doc Rev 2012-11-02
Transcript
COUNTY OF ALAMEDAADDENDUM No. 4
to
RFP No. 901084
for
Hosted, IP-Based Video Visitation SolutionSpecification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on July 18, 2013 and July 19, 2013
This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP Addendum will also be posted on the GSA Contracting Opportunities website located at http://www.acgov.org/gsa/purchasing/bid_content/ContractOpportunities.jsp.
PLEASE NOTE: EXHIBIT A HAS BEEN DELETED IN ITS ENTIRETY AND REPLACE WITH A REVISED EXHIBIT A. BIDDERS MUST INCLUDE THE REVISED EXHIBIT A IN THEIR BID RESPONSE.
Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
1401 Lakeside Drive, Suite 907 Oakland, CA 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/
I:\PURCHASING\Contracting Opportunities\Purchasing\Inmate Video (901084)\Addendum4_HVVS.doc Rev 2012-11-02
County of Alameda, General Services Agency – PurchasingRFP No. 901084, Addendum No. 4
The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.
THE FOLLOWING CHANGES HAVE BEEN MADE TO SECTION II. CALENDAR OF EVENTS:
Page 5 of the RFP, Section E (SPECIFIC REQUIREMENTS), Paragraph one:
Contractor shall furnish, install and maintain video visitation equipment, hardware, software, and network components in accordance with provisions set forth in this section. All video visitation conducted remotely shall be charged to the end-user at a rate mutually agreed upon by the ACSO and the selected Contractor. At such time that the ACSO discontinues on-site visitation, the vendor will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule. All bids must be based on the following for both facilities; a ratio of one (1) system for every (10) inmate bed-space capacity which will be installed in the inmate pod areas, to include the Outpatient Housing Unit at the Santa Rita Jail, visiting areas for confidential attorney visits, Sandy Turner Educational Centers, the lobby areas, and the booking areas. Based on the inmate population, the ACSO desires to install the following number of HVVS units as follows; the Santa Rita Jail (SRJ): 455 HVVS units; and the Glenn E. Dyer Detention Facility (GEDDF): 190 HVVS units. The exact number of units to be installed at both facilities will be determined during the mandatory site visit contract negotiations. The HVVS’ shall be provided by the Bidder at no cost to the ACSO or the County. One unit in each bank of HVVS’, to include both the public and inmate systems, shall be handicap-accessible which includes capabilities for the hearing-impaired. All HVVS systems shall be capable of supporting the English and Spanish language. Ensuring that the HVVS proposed for the ACSO meet the technical requirements outlined in this Section of the RFP, the requirements are not intended to be all-inclusive, but shall be a guideline.
Page 30 of the RFP, Section H, (EVALUATION CRITERIA / SELECTION COMMITTEE), Item I:
I. Oral Presentation and Interview:The oral presentation by each bidder shall not exceed sixty (60) ninety (90) minutes in length. The oral interview will consist of standard questions asked of each of the bidders and specific questions regarding the specific proposal. The proposals may then be re-evaluated and re-scored based on the oral presentation and interview. 10 Points
Responses to Verbal Questions
Q1) Page 1 of Exhibit A, third paragraph states:Bidders shall not submit to the County a scanned, re-typed, word-processed, or otherwise recreated version of Exhibit A – Bid Response Packet or any other county-provided document
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Can The County clarify what this means?) The County does not want bidders to recreate the bid response packet on letterhead or
otherwise recreated in another format. All documents, including the bid form, must be submitted as is.
Q2) Page 39 of the RFP, Section U (RESPONSE FORMAT), Item 3 states:Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFP may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Please refer to the County’s website at: http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm for more information regarding Proprietary and Confidential Information policies.
Will County allow bidders to submit financial information in a sealed envelope marked “Confidential?”
) No, the County requires all submissions to be included in the bidder’s response. There is no need to mark financial statements proprietary or confidential as this information is redacted when information is requested by the public.
Q3) What year was the Santa Rita Jail built?) 1989
Q4) What is the ratio of inmate video visitation stations to visitor video visitation stations?) The on-site inmate to visitor ratio is unknown. The number of visitor stations and inmate
stations will be determined by the selected vendor and the ACSO/County. All proposals must be submitted using a ratio of one (1) video visitation unit per every ten (10) inmates.
Q5) Does the County require video visitation units to perform other services in addition to video visitations?
) Yes Please see page 9 of the RFP Section E (SPECIFIC REQUIREMENTS), Item 1.k.(12) :1. Terms and Technical Specifications:
K. Ensuring HVVS’ are capable of:(12) Hosting software and hardware solutions for commissary,
court dates, inmate trust account balance, grievance forms, medical visits, emergency visits, classes, and sick call forms.
County of Alameda, General Services Agency – PurchasingRFP No. 901084, Addendum No. 4
Q6) Is there currently a multi-purpose video visitation system installed in a jail facility the size of Santa Rita in the United States?
) Bidders will have to conduct their own research.
Q7) What if a bidder responds saying that there is no multi-purpose video visitation system for a jail the size of Santa Rita?
) The County requires a multi-purpose video visitation system. If a bidder cannot provide a multi-purpose video visitation system, they will have to decide whether or not to bid.
Q8) Who is the current commissary vendor for the two jails? ) Trinity Service I.
Q9) When will the Trinity inmate commissary contract expire?) Trinity’s contract will expire in September of 2015.
Q10) If the winning bidder does not recoup the cost associated with the installation of the video visitation system, will the County allow other contracts (e.g., inmate commissary or phones) to subsidize the cost of installing this system?
) No.
Q11) Does the County have any evidence to provide bidders, showing that they will recoup their investment in the installation of the system?
A11) No.
Q12) Will the Sheriff’s Office restrict the cost of remote video visits to what the County is currently charging inmates for phone usage?
) No, however bidders will be bound to the cost provided on the bid form
Q13) Page 5 of the RFP, Section E (SPECIFIC REQUIREMENTS), first paragraph states:Contractor shall furnish, install, and maintain video visitation equipment, hardware, software, and network components in accordance with provisions set forth in this section. All video visitation conducted remotely shall be charged to the end-user at a rate mutually agreed upon by the ACSO and the selected Contractor. At such time that the ACSO discontinues on-site visitation, the vendor will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule. All bids must be based on the following for both facilities; a ratio of one (1) system for every (10) inmate bed-space capacity which will be installed in the inmate pod areas, to include the Outpatient Housing Unit at the Santa Rita Jail, visiting areas for confidential attorney visits, Sandy Turner Educational Centers, the lobby areas, and the booking areas.
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Will the County allow bidders to submit a proposal with a video visitation kiosk ratio higher than 1:10 as stated in the RFP?
) No, for bidding purposes, all bids must be based on a 1:10 ratio. The final number of units to be installed at both facilities will be determined by the selected vendor and the ACSO/County.
Q14) Can a primary contractor subcontract work for this contract?) Yes, as long as the work being performed by the subcontractor meets the requirements of
the RFP.
Q15) Page 34 of the RFP, Section P (AWARD), Item 4 states: The County reserves the right to award to a single or multiple contractors.
Is the County willing to change the above requirement to a single contractor?) No, the County reserves the right to award to a single or multiple contractors.
Q16) Will the County allow for a current service provider to offset revenues from a current contract to pay for the installation of the video visitation system?
) No.
Q17) Will the County allow the winning bidder to change the terms of their submitted proposal? For example, if the proposal states a 1:10 ratio for video visitation units, however, during contract negotiations, the vendor decides that it is not feasible and would like to change it to 1:25 – is this allowable?
) No. However, the final number of HVVS installed will be determined by the selected vendor and the ACSO/County. All proposals must be submitted with a ratio of one (1) video visitation unit for every ten (10) inmates.
Q18) Can a bidder put a clause in their proposal stating that if warranted, the vendor can install more systems than stated on the original submittal?
) No. The final number of HVVS installed will be determined by the selected vendor and the ACSO/County.
Q19) Is the Sheriff’s Office planning on offering inmates an incentive to use video visitation?) No.
Q20) In addition to the two (2) required visits, will the Sheriff’s Office allow unlimited remote video visits?
) Yes, that is the goal, however it may be unreasonable for inmates to have unlimited access to the system. The Sheriff’s Office will determine inmates’ usage of the system.
Q21) Where will the video visitation kiosks be located? ) The video visitation kiosks will be located outside of the inmate sleeping area.
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Q22) Can the County identify the amount of time inmates are out in the recreation area?) Inmates are out a minimum of five (5) hours per week.
Q23) Do inmates have regular schedules and if yes, what are they?) Inmates are out a minimum of five (5) hours per week. The only regular schedule for
inmates is inmate counts.
Q24) Currently, can inmates request or schedule phone calls during lockup time?) No. However the Sheriff’s Office may consider allowing inmates to schedule paid video
visits.
Q25) Can the County provide the current minimum number of hours that the inmates will be out of their cell, with the understanding that those numbers can be adjusted based upon evaluation?
) Yes. Inmates will be out a minimum of five (5) hours per week.
Q26) Do the other vendors (e.g., Trinity, GTL) know that they will be interfacing with the video visitation system and are they willing to comply?
) Not at this time. The appropriate interfacing language will be written into the contract.
Q27) Will there be a charge for the other systems interfacing with the video visitation system?) This has not been determined. Any interfacing fees charged will be determined between
the winning bidder and the vendor whose services will be interfacing with the HVVS.
Q28) What Jail Management System (JMS) does the County currently use?) The County currently uses Advanced Technology Information Management Systems
(ATIMS).
Q29) Will the County allow the winning bidder to limit the number of hours that inmates may use the video visitation kiosk for anything other than video visitation to non-peak times?
) The ACSO will work out the details of system usage with the selected vendor.
Q30) Can the vendor stipulate that there will be a minimum of eight (8) hours of video visiting capability available per terminal per day?
) The ACSO will work out system availability with the selected vendor.
Q31) Does the Sheriff’s Office currently require onsite visits to be scheduled?) Yes.
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Q32) Are the two (2) jails (Santa Rita Jail and Glenn E. Dyer Detention Facility) currently operating at full capacity?
) No.
Q33) Is the County currently overloaded with onsite visitations?) Yes. The exact number of visitors unable to reserve a visit through a phone reservation
is unknown. There are several phone calls a day from persons wanting to visit who were unable to make a reservation.
Q34) Will a bidder be penalized for not wanting to interface with other services (e.g., commissary, phone, etc.)?
) Yes, a bidder’s proposal will be evaluated based on the evaluation criteria in the RFP. If a bidder cannot comply or is not willing to comply with a requirement in the RFP it should be listed on page 18 of Exhibit A, Exceptions, Clarifications, Amendments page.
Q35) Will the County allow surface mount conduit?) Yes, as long as it’s security-covered.
Q36) Is the County planning on providing wireless audio headsets to the inmates for the television systems?
) No.
Q37) Where is the power and data source located in each pod?) During the mandatory walkthrough, power and data sources were shown in the
represented pods. The location of power and data sources will be identified for the remaining pods with the winning bidder.
Q38) What should a bidder do if they run out of room on the Exceptions, Clarifications, and Amendment Sheet?
) The fields on the Exceptions, Clarifications, and Amendment Sheet will expand when a bidder enters information. Bidders may also print additional pages as necessary.
Q39) If a vendor decides to bill a third party to use their equipment, should they list what the charges would be?
) The RFP does not require bidders to list fees that will be charged to a third party.
Q40) Will the County require video visitation system demonstrations during vendor interviews?) Yes.
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Q41) Can the County provide contact information for E-3 System?) The Account Manager for the County’s E-3 Contract is Don Barstow. Don can be reached
at 510-487-7393.
Q42) Can the County provide a spreadsheet of the housing units with descriptions such as which units are similar in layout, and the maximum inmate capacity for each pod?
) Yes, please see Exhibit H attached to this addendum.
Q43) Does the County have any privacy concerns about where the kiosks will be located? ) Yes. The selected vendor should be cognizant of the proximity of inmate showers and
that privileged communications may take place when they plan for kiosk placement.
Q44) Page 17 of the RFP, Section E (SPECIFIC REQUIREMENTS), Item 2.f states:2. Installation Requirements
(f) Provide an industrial scan for all penetrations through walls and roofs. Vendor shall be responsible for damage caused by the penetration of the walls and roofs.
Will E-3 be responsible for providing an industrial scan of all walls and roofs that will be penetrated during the installation of the video visitation system?
) No. Also, please note that it is not required for E-3 to be used in the installation of the video visitation system. Bidders shall use a cabling contractor of their choice. All roof and wall penetrations must be approved by the County’s General Services Agency.
Q45) What is the cost for GSA oversight on the installation of the system?) The Cost for oversight of the Alameda County General Services Agency – Technical
Services Department is $138.00 an hour.
Q46) Can the County provide the contractor that runs the conduit and the estimated cost to use their services?
) E-3 is the County’s current cabling and conduit contractor. However, the County is not requiring or recommending any one contractor to install conduit in either jail facility. Bidders must select their own contractor.
Q47) Page 20 of the RFP, Section E (SPECIFIC REQUIREMENTS), Item 3.l states:3. Operations and Maintenance
Vendor shall be required to meet, at a minimum, the following general maintenance and support requirements. l. Install additional video visitation stations and related equipment as
well as monitoring and recording equipment as needed, within 30 days of request, at no cost to the ACSO or to the County. This includes expansion of the existing facilities and any newly constructed facility.
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Can the County clarify this? Is the County expecting the installation to be no-cost even if the cause is due to vandalism?
) When possible, criminal charges will be filed against inmates who vandalize County property or other property affixed to County property. However, the County/ACSO will work with the winning bidder on an agreeable solution for the contract.
Q48) Is there a preferred contractor that runs cabling in the County jails?) No, however the County’s current cabling contractor is E-3 Systems.
Q49) Does the County expect all the power outlets to be hidden? ) Yes.
Q50) Will E-3 Systems provide information based on the information in the RFP?) No.
Q51) Does the County prefer category 6, copper, or wireless or fiber? ) The County requires Category 6 as a minimum for installations. The type of wiring to be
used in the installation on the video visitation system will be determined with the winning bidder.
Q52) When will the ATIMS systems be turned off?) The Advanced Technology Information Management System is never turned off.
Q53) How often does the County update inmate information?) Once every 24 hours.
Q54) Is the “Total Revenue” stated on the Net Revenue Form on page 10 of Exhibit A the cost of the system or the revenue the winning bidder is expected to pay the County?
) The total revenue column refers to the amount of money generated by the video visitation system. Please note the bid form has been revised and the total revenue column removed. Bidders must submit the revised bid form in their response.
Q55) The County specifies that they will not collect any revenue until the vendor recovers the cost of their investment from installing the system. Can County clarify what it means by “recover?” E.g., is County talking about recovered in net profit or recovered by the volume generated by the system?
) The County is referring to volume generated by the system. Once the initial investment of the system is recovered, the ACSO will begin to collect a commission.
Q56) Is E-3 Systems the contractor for wiring at the Glenn E. Dyer jail also? ) Yes.
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Q57) What is the official name of E-3? ) E-3 Systems
Q58) Can the County identify on the housing unit spreadsheet which units are closed? ) No, closed units can be reopened at any time. The ACSO/County requires the HVVS to be
installed in every housing unit, whether they are currently opened or closed.
Q59) What is the official name of the Glenn Dyer jail? ) Glenn E. Dyer Detention Facility.
Q60) Will the County require the winning bidder to install video visitation units in all housing units even if they are currently not populated?
) Yes.
Q61) Can the County verify that once a contract is awarded, the system must be completely installed in one facility before they can start on the other facility? Does this mean E-3 cannot start at the next facility until vendor is finished with the first facility?
) Yes, the County requires full installation at one facility before the contractor can begin work at the other facility. The County does not require vendors to use E-3 for cabling / conduit.
Responses to Written Questions
Q62) Can the County provide measurements for the locker and bench area of the Santa Rita Jail (Dublin) visitor lobby station configuration and provide the dimensions the bidders can use in each of the locations for the lobby kiosks?
) No. This information will be determined during contract negotiations.
Q63) Can the County provide photos of the lobby at both the Santa Rita Jail and Glenn E. Dyer detention facility?
) No.
Q64) Can the County provide a breakdown of each housing unit (and each individual Pod) with the following information?
1. Total bed capacity and whether this includes bunk beds or not2. Average daily population for each pod3. Desired number of terminals in each pod/housing unit per RFP terminal count
assumptions?a. Alternate desired location for each pod/housing unit (e.g., dining area for Glenn
E. Dyer as opposed to inside the pods themselves)4. Which housing units are identical to each other
) 1. The total inmate capacity per each housing unit has been added as Exhibit A.
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2. The County cannot provide this information.3. The desired number of terminals in each pod will be determined with the winning
bidder. Bidders must submit proposals based on a ratio of 1:10 (one video visitation unit per ten inmates).
4. Identical housing units can be determined by comparing the capacity number listed on Exhibit H.
Q65) Can the County ask E-3 to provide a comprehensive infrastructure quote using the number of stations as specified in the RFP and to designate the following?
1. Facility location2. Housing unit runs3. Pod runs
) The County does not require E-3 to run cabling, wires, or conduit. Bidders must contact a contractor of their choice.
Q66) Can the County extend the due date of proposals, due to the need for an infrastructure quote?
) No, the due date is September 24, 2013.
Q67) Can the County provide current visitation statistics for each facility based on a 90-day rolling average, broken down by social visitors vs. professional visitors?
) Yes. In May there were 5,349 adults who visited inmates at the jail who brought 1,042 children with them. Please see the visitation numbers below:
Social visits May June July AverageInmates 4284 4485 4021 4263Adults 5349 5726 4927 5334Juveniles 1042 1257 1051 1117
Professional Visits
May June July Average
Contact visits 268 222 288 259Non-contact visits
218 181 200 200
Q68) Will the County publish dates for live demonstrations to evaluate options? ) Video visitation demonstrations will take place during the vendor interview phase of
evaluations. Bidders will be notified at least one (1) week prior.
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Q69) Can the County provide a Word document version of the RFP so bidders can respond to it on-line?
) Bidders must submit their response in hard and soft copy as described in section T (SUBMITTAL OF BIDS), page 36 of the RFP. Bids cannot be responded to online. The current RFP on the County’s website is in Microsoft Word format.
Q70) Will the existing Polycom VSX 5000 unit in Interview Room 205A and Interview Room 1 at the Santa Rita Jail remain in place or will they be replaced with the accepted video visitation solution?
) This will be determined with the winning bidder.
Q71) Is it the intent of the County to maintain the counter in the recreation area of H3S at the Glenn E. Dyer Jail?
) This will be determined with the winning bidder.
Q72) Will existing display enclosures for both sites be maintained or can they be removed to create additional space for Video Visitation Units?
) This will be determined with the winning bidder.
Q73) Page 12 of Exhibit A (REQUIRED DOCUMENTATION AND SUBMITTALS), Number 3 (Exhibit A Bid Response Packet), Item (a) (Bidder Information and Acceptance) states:
(a) Every Bidder must select one choice under Item 10 of page 3 of Exhibit A and must fill out, submit a signed page 4 of Exhibit A.
Can the County provide page 3 of Exhibit A?) This requirement has been removed as it does not apply to this contract. Please see the
revised Exhibit A which is attached to this addendum.
Q74) Can the County clarify the Net Revenue Form on page 10 of Exhibit A? Is the form requesting the estimated commissions to be paid to the County or the estimated net revenue the video visitation system should produce?
) The Bid Form has been revised. This item is no longer located on the bid form.
Q75) Section III (COUNTY PROCEDURES, TERMS, AND CONDITIONS), Subsection I (CONTRACT EVALUATION AND ASSESSMENT), paragraph two states:
The County reserves the right to determine, at its sole discretion, whether:
1. Contractor has complied with all terms of this RFP; and
2. Any problems or potential problems with the proposed the equipment/system were evidenced which make it unlikely (even with possible modifications) that such equipment/system have met the County requirements.
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If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor will be notified of contract termination effective forty-five (45) days following notice.
Can the County redefine this specification as this is a no cost solution to the County and due to the cost of the vendor’s installation?
) No.
Q76) Section IV (INSTRUCTIONS TO BIDDERS), Subsection T (SUBMITTAL OF BIDS), Item 4 states:4. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS
SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.
If the bidder is not allowed to scan or use word processing, can the County describe the methods that they want the bidders to use to create both the hard and electronic copies of the proposal?
) Please fill out and submit the documents that are provided as is in hard and soft copy. Bidders may use word processing software
Q77) Section IV (INSTRUCTIONS TO BIDDERS), Subsection T (SUBMITTAL OF BIDS), Item 4 states:4. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS
SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.
Can the County what is meant by “qualify their bids”?) Bidders may not add any stipulations to pricing or refer to provisions not included in the
price quoted on the bid form itself.
Q78) Page 5 of Exhibit A (Bid Forms), 4th sentence states:No additional pricing incentives, pricing scales, or any other offers will be considered or evaluated. Please note: Submission of additional pricing pages, clarification pages, and/or pricing scales, or any documentation regarding pricing other than that submitted on the Bid form will result in the disqualification of bidder’s proposal.
Would the County consider revising these restrictions to allow the bidder to provide information that will assist the County to make a better informed decision?
) No.
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Q79) Can the County provide the number of HVVS units requested for each specific housing unit? For example: Housing unit XYZ hold a capacity of 96 inmates and the County is requesting 6 HVVS units to facilitate video visitation, commissary ordering, sick calls, remote medical visits, etc.
) The number of HVVS units will be decided with the winning bidder. All proposals must be submitted with a ratio of one (1) video visitation unit for every ten (10) inmates.
Q80) Can the County provide the estimated costs to have E-3 Systems to install the required conduit, network cabling, and power to the terminals based on the station counts released in the RFP?
) E-3 systems is not required to install conduit, network cabling, and power to the terminals. Bidders must contact a contractor of their choice.
Q81) Is E-3 Systems the required vendor to install new data and power or is it just a preference? If it is a requirement, can the County provide contact information for E-3 Systems?
) E-3 is not required to install new data. Contact information for E-3 has been provided in the answer to question 41.
Q82) Can the County provide the number of inmates that are out in the day rooms, with access to the HVVS units, during a typical hour block of recreation time? E.g., how many administrative segregated inmates are out at a given time together and for how long?
) No, the County cannot provide this information. However, only one administrative segregated inmate is allowed out at one time.
Q83) In areas such as East 24 where there are a larger number of inmates, are inmates typically let out into the day room all at one time or are they allowed out as a group based on the housing section separated by the “cages”?
) Inmates are let out all at once.
Q84) In areas such as East 24 where there are a larger number of inmates and in the event that all are not allowed out at any given time in the day room, or due to a lock down scenario, would the County be opposed to locating HVVS terminals inside the cages of the housing units?
) The County will not allow HVVS terminals to be located inside the cages.
Q85) Although the RFP does not specifically require the integration of commissary ordering, in the event that a vendor fulfills this future County request, would the County prefer that the HVVS terminals utilize the commissary vendor’s software for the purpose of seamless ordering, over having data exchanged between the systems?
) This will be decided with the selected vendor, the Commissary vendor, and the ACSO.
Q86) During the walkthrough, the DMARC was pointed out to the bidders but two larger conduits run upstairs to an unknown location. These pipes were labeled on the wall as “2 pipes to
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(No Location) [RJW] 2007.” Can the County provide more detail on where these conduits terminate are, as this will most likely be where the fiber provides point of presence is located?
) This will be determined when a vendor is selected.
Q87) Can the County provide a list of current and/or preferred internet providers and do these internet services to the outside world have to be purchased through GSA even if the successful bidder is paying for the service?
) No the County cannot provide a current or preferred list of internet providers. Internet services do not have to be purchased through the General Services Agency.
Q88) In the event that GSA requires the use of preferred internet providers, can the County provide estimated costs for circuit types including T-1 Internet Access, DS3 Internet Access, 10MB Ethernet over Copper Internet Access, and 10/20/30/50MB Fiber Internet Access?
) No.
RFP No. 901084, Addendum No. 4
Page 15
REVISED EXHIBIT ABID RESPONSE PACKET
RFP No. 901084 – Hosted, IP-Based Video Visitation Solution
To: The County of Alameda
From: (Official Name of Bidder)
AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (EXHIBIT A – BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES, PLUS FIVE (5) COPIES AND ONE (1) ELECTRONIC COPY OF THE BID IN PDF (with OCR preferred)
ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”
BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT
ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID
BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFP
BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL
IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFP, THEY MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE
Revised Exhibit A – Error: Reference source not found No. 901084Page 16
BIDDER INFORMATION AND ACCEPTANCE
1. The undersigned declares that the Bid Documents, including, without limitation, the RFP, Addenda, and Exhibits have been read.
2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFP No. 901084 – New Beginnings Fellowship Program.
3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.
4. The undersigned acknowledges receipt and acceptance of all addenda.
5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:
Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]
Iran Contracting Act (ICA) of 2010[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]
General Environmental Requirements[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]
First Source[http://acgov.org/auditor/sleb/sourceprogram.htm]
General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]
Proprietary and Confidential Information[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]
6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.
7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a
Revised Exhibit A – Error: Reference source not found No. 901084Page 17
contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.
8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.
9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFP. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFP.
Revised Exhibit A – Error: Reference source not found No. 901084Page 18
Official Name of Bidder:
Street Address Line 1:
Street Address Line 2:
City: State: Zip Code:
Webpage:
Type of Entity / Organizational Structure (check one):
Corporation Joint Venture
Limited Liability Partnership Partnership
Limited Liability Corporation Non-Profit / Church
Other:
Jurisdiction of Organization Structure:
Date of Organization Structure:
Federal Tax Identification Number:
Primary Contact Information:
Name / Title:
Telephone Number: Fax Number:
E-mail Address:
SIGNATURE:
Name and Title of Signer:
Dated this day of 20
Revised Exhibit A – Error: Reference source not found No. 901084Page 19
Bid Form (REVISED 9/9/13)COUNTY OF ALAMEDA
RFP No. 901084For a
Hosted, IP-Based Video Visitation Solution
Commission on gross revenue or per completed visit shall be submitted in the Bid Form as is. No alterations or changes of any kind are permitted. Bidder is not to submit alternate bid forms. Requested rate/cost, fee and commission information will be entered on the lines provided. No additional pricing incentives, pricing scales, or any other offers will be considered or evaluated. Please note: Submission of additional pricing pages, clarification pages, and/or pricing scales, or any documentation regarding pricing other than that submitted on the Bid form will result in the disqualification of bidder’s proposal.
Video Visitation Pricing
*Estimated Sessions per year
(A)
Cost Per Visit(B)
Year 1 Total Revenue(C)
(C) = (A) *( B)
Proposed Commission Rate (Expressed as a percentage)
to ACSO(D)
Proposed Commission to ACSO Year 1
(E)(E) = (C) * (D)
Bidder’s Proposed Cost Per visit 1,000,000 $ $ % $
If on-site visitation is discontinued, Bidder will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule.
*Quantity listed on the Bid Form is in addition to the required two free visits each week and is based on each inmate having five additional visits per week. The County or the ACSO does not guarantee this level of usage.
I. Bidder agrees that the commissions quoted are firm during the term of any contract awarded.
Revised Exhibit A –No. 901084Page 20
Bid Form (REVISED 9/9/13)
Video Visitation Pricing
*Estimated Sessions per year
(A)
Cost Per Visit(B)
Year 2 Total Revenue(C)
(C) = (A) *( B)
Proposed Commission Rate (Expressed as a percentage)
to ACSO(D)
Proposed Commission to ACSO Year 1
(E)(E) = (C) * (D)
Bidder’s Proposed Cost Per visit 1,000,000 $ $ % $
If on-site visitation is discontinued, Bidder will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule.
*Quantity listed on the Bid Form is in addition to the required two free visits each week and is based on each inmate having five additional visits per week. The County or the ACSO does not guarantee this level of usage.
II. Bidder agrees that the commissions quoted are firm during the term of any contract awarded.
Video Visitation Pricing
*Estimated Sessions per year
(A)
Cost Per Visit(B)
Year 3 Total Revenue(C)
(C) = (A) *( B)
Proposed Commission Rate (Expressed as a percentage)
to ACSO(D)
Proposed Commission to ACSO Year 1
(E)(E) = (C) * (D)
Bidder’s Proposed Cost Per visit 1,000,000 $ $ % $
If on-site visitation is discontinued, Bidder will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule.
*Quantity listed on the Bid Form is in addition to the required two free visits each week and is based on each inmate having five additional visits per week. The County does not guarantee this level of usage.
III. Bidder agrees that the commissions quoted are firm during the term of any contract awarded.
Bid Form (REVISED 9/9/13)
Revised Exhibit A –No. 901084Page 21
Video Visitation Pricing
*Estimated Sessions per year
(A)
Cost Per Visit(B)
Year 4 Total Revenue(C)
(C) = (A) *( B)
Proposed Commission Rate (Expressed as a percentage)
to ACSO(D)
Proposed Commission to ACSO Year 1
(E)(E) = (C) * (D)
Bidder’s Proposed Cost Per visit 1,000,000 $ $ % $
If on-site visitation is discontinued, Bidder will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule.
*Quantity listed on the Bid Form is in addition to the required two free visits each week and is based on each inmate having five additional visits per week. The County or the ACSO does not guarantee this level of usage.
IV. Bidder agrees that the commissions quoted are firm during the term of any contract awarded.
Video Visitation Pricing
*Estimated Sessions per year
(A)
Cost Per Visit(B)
Year 5 Total Revenue(C)
(C) = (A) *( B)
Proposed Commission Rate (Expressed as a percentage)
to ACSO(D)
Proposed Commission to ACSO Year 1
(E)(E) = (C) * (D)
Bidder’s Proposed Cost Per visit 1,000,000 $ $ % $
If on-site visitation is discontinued, Bidder will be required to provide two, no-cost, 30-minute visits per week, according to the Jails’ current visiting schedule.
*Quantity listed on the Bid Form is in addition to the required two free visits each week and is based on each inmate having five additional visits per week. The County or the ACSO does not guarantee this level of usage.
V. Bidder agrees that the commissions quoted are firm during the term of any contract awarded.
Revised Exhibit A –No. 901084Page 22
Bid Form (REVISED 9/9/13)
Commission Summary Sheet
Total Commission For Year 1 $
Total Commission For Year 2 $
Total Commission For Year 3 $
Total Commission For Year 4 $
Total Commission For Year 5 $
Total Five Year Commission $
Additional Fees – For Informational Purposes OnlyProvide Name and Description of Fee(s) Below Amount of Fee
Revised Exhibit A –No. 901084Page 23
REQUIRED DOCUMENTATION AND SUBMITTALS
All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).
1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal/quotation and their corresponding page numbers. Tabs should separate each of the individual sections.
2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and/or services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.
3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet.
(b) References:
(1) Bidders must use the templates on pages 20-21 of this Exhibit A – Bid Response Packet to provide references.
(2) Bidders are to provide a list of five (5) current and five (5) former clients. References must be satisfactory as deemed solely by County. References should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.
Bidders must verify the contact information for all references provided is current and valid.
Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.
(4) The County may contact some or all of the references provided in order to determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.
Revised Exhibit A –No. 901084Page 24
(c) Exceptions, Clarifications, Amendments:
(1) This shall include clarifications, exceptions and amendments, if any, to the RFP and associated Bid Documents, and shall be submitted with your bid response using the template on page 18 of this Exhibit A – Bid Response Packet.
(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.
4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFP. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:
(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;
(b) The role that the person will play in connection with the RFP;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.
(e) Include the name, title, and qualifications of the Bidder’s staff member who will have the overall responsibility for training?
5. Description of the Proposed Equipment/System: Bid response shall include a description of the proposed equipment/system, as it will be finally configured during the term of the contract. The description shall specify how the proposed equipment/system will meet or exceed the requirements of the County and shall explain any advantages that this proposed equipment/system would have over other possible equipment/systems. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the proposal. Finally, the description shall describe all product warranties provided by Bidder.
a. Provide a detailed quote for the cost of the entire Hosted, IP Based Video Visitation System including installation. Insert the total quote amount into the summary bid form found on page 10 of Exhibit A and subtract from total revenue. This quote will be approved upon award of contract.
b. Provide detailed information on the login process proposed to be used by the inmates to log on to the HVVS.
c. Provide detailed information regarding the heat load and power requirements for the proposed system.
d. Include information on mobile visiting units to support incapacitated inmates.e. Include a description of all necessary maintenance services to be included.
Revised Exhibit A –No. 901084Page 25
f. Provide detailed information on the automatic-scheduler feature for the proposed HVVS. Additionally, explain how its system will prevent scheduling conflicts for visitation sessions.
g. Please include detailed information on the type of alerts available.
6. Description of the Proposed Services: Bid response shall include a description of the terms and conditions of services to be provided during the contract term including response times. The description shall contain a basis of estimate for services including its scheduled start and completion dates, the number of Bidder’s and County personnel involved, and the number of hours scheduled for such personnel. The description shall identify spare or replacement parts that will be required in performing maintenance services, the anticipated location(s) of such spare parts, and how quickly such parts shall be available for repairs. Finally, the description must:
a. Specify how the services in the bid response will meet the requirements of the County;
b. Explain any special resources, procedures or approaches that make the services of Bidder particularly advantageous to the County;
c. Identify any limitations or restrictions of Bidder in providing the services that the County should be aware of in evaluating its Response to this RFP.
d. Provide a sample of a video visitation detail reporting capabilities and provide sample reports with their response to this RFP.
7. Implementation Plan and Schedule: The bid response shall include an implementation plan and schedule. The plan for implementing the proposed equipment/system and services shall include a County Acceptance Test Plan (ATP). In addition, the plan shall include a detailed schedule indicating how Bidder will ensure adherence to the timetables set forth herein for the final equipment/system and/or services.
(a) Hosted, IP-Based Video Visitation Solution: The bid response shall include an implementation plan and schedule but not to exceed one year upon award notification. The plan shall include a detailed schedule for the final installation of all required video visitation equipment and related software and hardware.
(b) Delivery: The bid response will include confirmation that bidder will adhere to visitation schedule on Exhibit D.
8. Written Maintenance Agreement that Addresses the Following:
(a) Defective parts;(b) Software upgrades and patches;(c) Technical telephone support;
Revised Exhibit A –No. 901084Page 26
(d) Location of Contractor’s closest service center(s);(e) Name and contact information for Contractor’s Certified Support Personnel;(f) Source for hardware parts and approximate availability of ordered parts;(g) Any other support levels available to the ACSO or the County for the
maintenance of the HVVS; and(h) Bidder shall detail its process for how the camera will be re-focused automatically
and remotely. The ACSO prefers that cameras be re-focused no less frequently than monthly.
9. Evidence of Qualification Testing: Evidence that the proposed equipment/system has successfully completed the qualification test standard requirements defined in the RFP herein is required. Evidence shall include a statement from an Independent Testing Authority (ITA) that both the hardware elements and the software elements of the proposed equipment/system comply with the requirements of such standard. If the equipment/system described herein requires the addition of components or features not previously tested by the ITA, the County will determine, in its sole discretion, whether qualification testing of such components or features will be required prior to the award of a contract.
9. Financial Statements
(a) Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at 1-800-424-2495 or http://www.dnb.com/government/contractor-management-portal.html; OR
(b) Audited financial statements for the past three (3) years
RFP No. 901084 – Hosted, IP-Based Video Visitation Solution
Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 901084, and/or been issued a copy of this RFP. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.
This RFP/Q Addendum is being issued to all vendors on the Vendor Bid List; the following revised vendor list includes contact information for each vendor attendee at the Networking/Bidders Conferences.
RFP No. 901084 Hosted, IP Based Video VisitationBusiness Name Contact Name Contact
Phone Address City ST Email
AVI-SPL Darren Calhoun (925) 978-9193 5880 W. Las Positas Blvd. Pleasanton CA [email protected] Barbara Wilkinson
Stuller (925) 963-4578 5880 W. Las Positas Blvd., Ste. 39 Pleasanton CA [email protected]
Beach CA [email protected] Robert Avery (775) 690-8324 1565 Sharon Way Reno NV [email protected] IS Waylon Su (925) 226-3337 [email protected] IS Brandon Hardy (916) 367-3490 1916 Hunter Drive Rocklin CA [email protected] Technologies Greg Nicholson (801) 613-8647 13731 Mt. Cortina Way Riverton UT [email protected] Technologies Wayne Jackson (925) 753-5400 1883 Table Mountain Way Antioch CA [email protected] Communications Arnie Opdyke (916) 825-9744 3232 Mission Carmichail CA [email protected] Bob DeCamp (303) 271-9608 1904 Sage Dr. Golden CO [email protected]
