COUNTY OF DANE DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd.

Madison, WI 53703-3345 608/266-4131

FAX 608/266-4425 TDD 608/266-4941

TRAVIS MYREN Director of Administration

CHARLES HICKLIN Controller

ADDENDUM #2

DATE: June 10, 2009

TO: All Prospective Proposers

SUBJECT: Request for Proposal # RFP #109038 Inmate Telephone System The following addendum becomes a part of the above referenced RFP. All other terms and conditions remain in effect, unchanged. A mandatory vendor conference was held at the, City County Bldg, 210 Martin Luther King Jr. Blvd, Room 315,Madison, WI, 53703, June 23,2009. The following individuals were present at the pre-proposal conference:

Name Affiliation Steve Kianey GTL Daniel G. Rehorst GTL Tim Voughn Securus /Evercom Bob Starr Jr Securus /Evercom Joe Garbe PCS Corey Murphy ITI Jan Roth ICS Gary Rasza Embarg August Schober Wisconsin State Payphones Duane Cutler Legacy Inmate Communications Rick Farmer Pinnacle Public Services, LLC Tim Kallio Allied Technologies Bob Wolf CC&N Inc Joanne Jensen CC&N Inc Mark Apodaca CC&N Inc Dane County Staff (Sheriff’s Office) Craig Vender Molen “ Laure Prieur “ Richelle Anhalt “ Jeffery Teuscher “ Pat Imhoff “ Scott Kuntz “

Marv Klang Dane County Information Management Francisco Silva Dane County Purchasing

The following is a listing of answers to questions received prior to the on-site/vendor conference. 1. Page 15, sect 5.2 - Will the County require all vendors, including the incumbent to provide all “new and unused” telephones, new system, and all other equipment described in this rfp? Yes. 2. Page 19, sect. 5.7 – The County is interested in lower rates and a “no commission offer”. Will the County remove the bold statement on the bottom of page 19 that allows for renegotiation with Dane County for commission percentage modification? No. 3. Page 20 sect. 5.8, 3rd bullet - Is the wording “local long distance a typo? Also, are there coin phones in this rfp? There are no coin phones in this RFP. The preferred method of indentifying call detail includes, local, intralata, interlata, and interstate. 4. Page 26, Attachment E – Is the call data correct? The debit calls represent 42% of the total calls, but only 15% of the total minutes. Also, the average debit call length is 3 minutes. Data provided was based on the Revenue Reports provided from our current provider. 5. Page 27, Debit/Debit Card – Under the Debit card graph, will the County insert “(Firm fixed Price” where it has been excluded? Yes. 6. Page 21 sect.6.1 - Would the County consider removing the $476,000. payment to further lower the calling rates? No. 7. Page 21, sect. 7.1 bullet 3 – Is the $39,166 payment supposed to equal 1/12 of the $476K? 476/12 = $37666.66 The payment should reflect one twelfth (1/12) of the total or a monthly amount of $39,666.67. 8. Page 19, sect 5.7 and 7.1 – Accounting Page 21 Payment Requirements For Cost Proposal #2, the County is requiring that commissions be paid by the 10th of the following month. Would the County consider changing that requirement to the 20th day of the following month to allow the winning vendor adequate time to process the commissions? Yes. 9. Page 31/32, - Attachment F - Forensic Audio Analysis Specifications –

Under the “Key Features” section the “Turnkey” item discusses a repackaged, tested system. Will the County advise if the winning bidder is expected to pay for this service? Yes, the vendor is expected to pay for this service. This is a one time cost. The County’s goal is to take key conversations from jail and put them into a forensic setting. Audio may not always be as good as we want or need. This is a tool to help us solve crimes in the jail. Under the “Requirements” section, Item 2 discusses the audio training course. The course itself is free; however, a footnote states that travel, lodging, and meals are not included. Would the County clarify if the winning bidder is to provide this, and if so, would the county provide a firm dollar amount for this item so the vendors can take this cost into consideration for their bid? As indicated, training is included as part of the overall package resulting in no additional cost. The County will cover the travel, lodging and meal costs. Under the “Requirements” section, Item 3 recommends a tower system. However, Item 4 discusses requirements for a horizontal rack-mounted system. Will the County clarify which configuration (horizontal or tower) they wish? This is a complete system and items 3 and 4 reference different components of the system. One is a peripheral and it runs off of a tower PC. 10. Page 14/15, Tech Requirements – Under “Support Equipment, the winning vendor is required to provide computers, printers, modems, and software. Would the County provide an exact number of each category of support equipment? Current support equipment includes six stand alone PC work stations with printers. These PCs must have the capability to burn CDs/DVDs. In addition to a complete PC for the site administrator, the current support equipment includes (6) six stand-alone PC workstations with the capability to burn CDs/DVDs, They are located in the following locations: (1) City County Building, (3) Public Safety Building, (1) Ferris Center, and (1) at the Dane County Narcotic and Gangs Taskforce Office. Internet capability exists. The vendor is responsible for the cost of providing internet access. 11. Will the County consider requiring a bid bond and performance bond to insure the financial stability of the vendor submitting a proposal to this RFP? Will the County require the past two years’ Financial Report from each vendor submitting a proposal to this RFP? No. 12. Will the County consider any other added value services other than what is required in this RFP? If yes, how will the County evaluate these new added value services, such as Inmate Email, Video Visitation, Jail Management System, etc? No. The intent of this RFP is to reduce the cost to the inmates. On November 18, 2009 County Ordinance 25.11 (29) is scheduled to take effect. Under this ordinance the County shall not enter into any contract for telephone service for jail inmates that is intended to generate revenues in excess of the costs of providing service to jail inmates. This is intended to achieve the lowest possible cost for the inmate consistent with public safety. http://danedocs.countyofdane.com/webdocs/pdf/ordinances/ord025.pdf

13. The County provided twelve months worth of call detail in this RFP. Intra Cell revenue appears through June 2008 and is missing from July through December 2008. The local revenue is significantly higher for the last 6 months. Can you explain what happened to the Intra Cell revenue? The call detail provided by the current vendor included intra cell calls. Because it is the County’s intent is to provide the lowest possible cost to the parties, intra cell calls are charged at the local rate. The change took effect in July 2008 with intra cell calls being rolled into local detail. 14. The County is requiring 223 inmate telephones, 58 telephones more than currently in place. Will the County provide any conduit, or the pathway to run the cabling, if needed to install the additional telephones? Will the County identify how many telephones are currently in place at each of the three Correctional Facilities and the Court House and how many additional telephones are being requested at each? Is there any telephone cabling or connectivity between these buildings? The additional telephones reflect the addition of the visitation areas within the City County Building and the Public Safety Building. There are a total 29 visitation booths with a handset on each side. There are six (6) non-contact visitation booths in the Public Safety Building. The remaining visitation booths (23) are located in the City County Building. The intent of the increase is to include the visitation booths into the telephone system to give us better monitoring capabilities. There is connectivity between the facilities. Any additional cabling and conduit is the responsibility of the vendor. The current phone system has a total of 165 telephones in place. Adding 58 additional phones in visitation will increase this number to 223. Under the current system, there are seven (7) inmate telephones in the Court House, eighteen (18) at the Ferris Center, sixty-six (66) at the City County Building Jail, and seventy-four (74) at the Public Safety Building Jail. The total for all facilities combined is one hundred and sixty-five. 15. How many work stations are provided by current Inmate Service Provider? Are the 6 minimum PCs requested by the County to burn CDs in addition to these work stations? There are currently six PCs provided by the incumbent in additional to that provided for the on-site administrator.. Because each PC has the capability to burn CDs/DVD s, additional PC stations are not needed. 16. Can the County provide the area code and NNX at each of the three Correctional Facilities and the Court House? The are code for all three facilities is 608. The NNX number for the Public Safety Building is 284, for the other buildings it is either 266 or 267. 17. Under Auditing 5.8 reference is made to “pay phone coin usage, etc”. Will there be any Coin Payphones required by the County and if yes, how many and at what locations? Please strike pay phone coin usage. There are no pay coin phones associated with this RFP. 18. What County Agency receives the commission dollars from the Inmate Telephone Revenue? Current commission from the Inmate Telephone System goes to Dane County’s General Fund.

19. Will the County provide a contact name and number for APPRISS/VINE? The County’s contact person at APPRISS/VINE is Joyce Boone at 502-561-1825 or e-mail jboone@appriss.com. 20. In Section 4.5.1 Mandatory #1 & 4.5.3 Mandatory #3 requires the vendor to fund the cost associated with each. Will the County allow the payment to be made directly to the County for each requirement? The current and preferred method is for the vendor to make the payment directly to the providers (APPRISS/VINE and Digital Audio Corporation). 21. The County is requiring references in the RFP. What is the minimum number of references that the County will require? Each submission must include a list of three client references identified by the company to include appropriate contact person names and title, agency (city, county, state, federal, etc.), location with address and telephone number as well as facsimile number and e-mail address (if in existence). A form is included within this RFP for this specific purpose and must be submitted with the proposal. While a comprehensive list of projects and clients is not required, under section 4.2, Organizational Capabilities, the vendor is required to describe their experience and capabilities of providing similar services. 22. The RFP states that multiple responses are allow. Can both financial offers appear in each response? Yes. The RFP requires that cost proposals be submitted in a separate envelope. Multiple responses may be submitted together. The previous questions were submitted prior to the vendor conference. The questions below were asked at the vendor conference held in room 315 of the City County Building on June 29, 2009 and the facility tours held immediately following the conference. The following is a list of the attendees present at the vendor conference. 23. Does the County have PC’s with the CD burners on the workstation and the Internet access? Most of the deputy work stations utilize access the County network and internet through Neoware net stations. Select work stations utilize PCs and have varying degrees of ability to burn CDs/DVDs. 24. What type of connectivity is there between buildings? There is network connectivity via T1 lines between facilities. We are also part of the fiber ring downtown. We have some fiber connectivity with the PSB and CCB using multi mode fiber. 25. Is the desire to have access to the phones via the network through CITRIX? What version of Citrix is used? Yes. We currently utilize CITRIX presentation server 4.5. Our current operating system is Windows 2003. 26. Who is your current commissary provider?

Swanson 27. Are the mandatory requirements in section 4.5 one time or annual fees? The Forensic Audio Analysis equipment is a one time fee. APPRIS/VINE and provision for indigent phone cards are an annual requirement. 28. Will you require on site administrator? Yes 29. What is the current call time limit? 30 minutes. 30. Is the cost of the APPRIS/VINE system and the indigent phone cards included in the $476,000 annually or $39,166 monthly indicated in section 7.1? No. these are separate items in addition to the $476,000 cost of administering an inmate phone system. 31. Intra cell calls are charged at the local rate. Is debit currently charged at $0.50 cents per minute across board? Yes. 32. Can we see the first 6 months of this year to see if the trend is the same? Yes. See the attached revenue reports. Please note that intra cell calls are designated as such in 2009, however, they are charged at the local rate. 33. Will you provide list of all vendors here today? Yes. See the table above. 34. Do you have a Job Description of the on-site administrator? Because the site administrator is the vendor’s employee, we do not have a current job description. However, the current site administrator’s duties include, but are not limited to maintaining the phone system, minor/routine repairs, overseeing problems with services, and coordinating with the vendor’s home office. The administrator also processes indigent phone cards, and debit cards for inmates, handles open records requests, copies calls to CDs/DVD’s, and assists with inmate grievances regarding phone issues. 35. Are the calls free to the State Public Defender’s Office? Yes. Calls to the State Public Defender’s Office and attorneys they contract with (30) are not monitored or recorded. There is also no charge associated with these calls. 36. What is the average length of these calls? The average length of the calls is not available. However, they are typically short in duration and are subject to the 30 minute call restriction.

37. Is the On-site Administrator on your system? No, though he is given remote access to our Records Management System. 38. Reference to federal people / Immigration, do the inmates have access to Embassy’s or the ability to contact Immigration? No. We make embassy notifications. If they are here on an Immigration Hold and no local charges – we contact I.C.E. and make consular notification. Immigration officials do sometimes have a phone interview with someone that may be undocumented, these calls go through our phone system, not the inmate system. 39. Will County accept alternatives to biometric tech other than what is in the RFP? The intent of this option is to reduce fraud and assist in investigating other crimes within our jail. Other alternative that accomplish this objective will be considered, but reserve the right to reject any that are not suitable to our needs. 40. Is the on-site administrator position currently part-time and the responsibility of the current vendor? Yes. 41. Will one of the on-site administrator’s responsibilities be cabling, or handling jacks, etc.? As the administrator’s employee, the vendor will determine the vast majority of duties associated with this position. The overall objective of this position is to provide overall site management and act as a liaison between the Sheriff’s Office and the vendor. 42. Does this RFP require special phones for suicidal inmates? No. However, we wish to keep the cords as short as possible. 43. Do the wires home in on a Hub panel? Dane County’s IT is connected to Hub panels. Our current vendor has a separate system. The two are then connected to each other. The vendor is responsible for all the costs of setting up their system and networking it. 44. Integrating the phone system with our records management system (SUMMIT) has been difficult because the version of Citrix used by the County does not allow audio streaming. Who is responsible for the cost of integration? The cost of integrating with SUMMIT is the vendor’s responsibility. 45. Who is responsible for the cost of running any additional cable associated with this RFP? The cost of running cable is the responsibility of the vendor. 46. Are you considering tying the inmate phones to the inmate vending?

No. 47. The phone enclosures located in the Public Safety Building and the Ferris Center are the property of the County. Will the vendor be responsible for replacing these? The enclosure will remain and can be reused. The vendor would be responsible for new additional enclosures or the replacement of any of the existing ones.

Percent of Calls by Type

62%23%

5%10% 0%

Local Intra Lata Intrastate Interstate

The following is a listing of clarification answers to questions received up until July 6, 2009 48. The Inmate Telephone Service is not connected to a State of Wisconsin facility. What are the following specifications related to? The specifications below are for the Dane County information systems. 49. Page 18 - The following table identifies the technology standards at Dane County in a variety of areas that should be adhered to as part of any new technology deployment. This document is specific to the RFP for the Inmate Phone System. Technology Area Standard Desktop Hardware Compaq Desktop; IBM; Neoware Terminals; HP Terminals Server Hardware IBM Servers; HP Servers; HP Blade Rack (30p & 35P) Desktop Operating System

Windows 2000, Windows XP, Windows Vista

Server Operating System

Win 2K; Win 2003; Win 2003 32-bit and 64-bit; Windows 2008 64-bit; Unix; Linux

Network Operating System

Microsoft Windows 2003 Active Directory

Desktop Databases Microsoft Access Centralized Databases Microsoft SQL Server; Oracle; Sybase Email System Exchange 2000 Virus Scanning Software

Trend Micro OfficeScan v8

Internet Browser Internet Explorer 6 & 7 Remote Access Cisco VPN (Access Control System ACS for Radius

Authentication); Citrix Access Gateway with Safeword Tokens SAN Storage LeftHand NAS Storage EMC Firewall Checkpoint Proxy Server BlueCoat Proxy SG Firewall Load Balancing Alteon Load Balancing Commerce Server Microsoft Commerce Web Server Microsoft Internet Information Server (IIS) Terminal/Citrix Server Microsoft Terminal Server 2003, SP2; Citrix XenApp 4.5,

Rollup 3 in a load balanced farm Virtual Server VMWARE ESX 3.5 Handheld Devices BlackBerry Multimedia Player* Windows Media Player 6.4, 8.0, and 9.0 Codec* * Default Microsoft Codec. 50. Would the County allow another type of interface? The inmate phone system must have the ability to receive information from the existing Records Management System, using an interface that must comply with GJXDM (Global Justice XML Data Model) and the new NIEM (National Information Exchange Model) standards for data exchanges. No; it should comply with the above.

51 Since the County will allow bidders to propose an alternative to voice biometrics and if the County accepts that alternative, will the County evaluate and score that alternative with the same weight as a voice biometric solution? The intent of this option is to reduce fraud and assist in investigating other crimes within our jail. Other alternative that accomplish this objective will be considered, but reserve the right to reject any that are not suitable to our needs. 52. At the Prebid meeting the County confirmed that there is connectivity between the buildings. Does the County own the current Pt to Pt T1’s or does the current Inmate Telephone Service Provider? T1’s utilized for telephone services are the responsibility of the vendor. 53. At the Prebid meeting the $476,000 required in one of the cost proposals was stated to be an amount the County requires for compensation for Administrative Costs associated with the Inmate Telephone Service and that 1/12 was stated as $39,667. Is this figure of $476,000 an annual requirement? Should this compensation be paid monthly in the amount of $39,667? Also, when does the 4% bump occur; during year 2 and 3 or only during a renewal period, year 4 and 5? The $476,000 is an annual cost with $39,667 due monthly. The intent of section 1.8 is that the 4% increase be assessed annually to include years 2 and 3 as well as 4 and 5. 54. At the Prebid, reference was made to the additional 58 telephones required will be for the 29 Visitation Booths. Also, reference was made to 6 booths being dedicated for no contact.

• Are those 6 booths for Attorney visits and should not be included in the phone count and should not be monitored nor recorded?

• Also, to clarify is there only 58 telephones in 29 Booths and the 6 non-contact Booths are not included in this count?

• At the Site Visit, it was determined that to connect the Visitation phones to the inmate telephone platform, it will be necessary to run new cable. Will the County provide the successful bidder with a pathway to run the cable or install conduit?

Attorney’s booths are not included as part of this RFP. They are not recorded or monitored. There are a total of twenty-nine (29) visitation booths included in this RFP. The six non-contact visitation booths mentioned as part of the site tour are included as part of the twenty-nine (29) visitation booths subject to this RFP. The remaining twenty-three (23) visitation booths are located on the sixth floor of the City County Building. Eight (8) are designated for female inmates and the remaining fifteen (15) are designated for male inmates. The intent in tying visitation to the telephone system is to improve our monitoring capabilities to ensure safety. Any additional cabling and conduit is the responsibility of the vendor. The County currently contracts with FiveStar Telecommunications. They are familiar with the county buildings. The County reserves the right to approve who is given access to run cable and install conduit. 55. At the Site Visit, it was disclosed that the County allows free local calls on the booking phones. Does the County limit the number of local calls an inmate is allowed to make from the Intake phones?

Generally local calls are restricted to one. However, the County reserves the right to increase this number in order to facilitate bail. Calls are typically very short in duration. They are subject to a 30 minute maximum call limit. 56. Can you give the number of inmate telephones per site? Under the current system, there are seven (7) inmate telephones in the Court House, eighteen (18) at the Ferris Center, sixty-six (66) at the City County Building Jail, and seventy-four (74) at the Public Safety Building Jail. The total for all facilities combined is one hundred and sixty-five (165). Please see the attached listing of inmate telephones by building. 57. Would the County provide the locations for each of the Visitation Phones (for monitoring/recording + the attorney booths) and the Inmate Telephones, per site? Attorney’s booths are not a part of this RFP. The visitation booths are located on the first floor of the Public Safety Building (6) and the on the sixth floor of the City County Building (8 for female inmates and 15 for male inmates). 58. Who provides the Point to Point T1’s between Facilities, the County or the Current Inmate Telephone Service Provider? The County provides T1’s for data exchange. T1’s utilized for telephone services are the responsibility of the vendor. 59. What is the current call rates placed via a prepaid calling cards? Prepaid collect calls are charged at the same rate as regular collect calls and debit card is charged at a flat rate of $0.50 per minute. 60. What are Spillman's technical and financial requirements for integration with the selected inmate telephone system? Will Spillman quote one integration fee for all ITS bidders? It is the vendor’s responsibility to establish a working relationship with Spillman. Information regarding the technical and financial requirements for integration may be obtained directly from them. 61. Regarding the $25,000 funding for the indigent phone card program - is this a one-time amount or an annual amount? This is an annual amount. Please acknowledge receipt of addendum(s) on the bottom of the Signature Affidavit when you submit your proposal. If you have any questions regarding this addendum, please contact me at 608/267-3523. Francisco Silva, CPPB Purchasing Agent