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ESCAMBIA COUNTY FLORIDA
INVITATION TO BID
BIDDER'S CHECKLIST
INMATE PHONE SERVICE
SPECIFICATION PD 13-14.064
HOW TO SUBMIT YOUR BID
PLEASE REVIEW THIS DOCUMENT CAREFULLY. OFFERS THAT ARE ACCEPTED BY THE COUNTY ARE
BINDING CONTRACTS. INCOMPLETE BIDS ARE NOT ACCEPTABLE. ALL DOCUMENTS AND
SUBMITTALS SHALL BE RECEIVED BY THE OFFICE OF PURCHASING ON OR BEFORE DATE AND HOUR
FOR SPECIFIED FOR RECEIPT. LATE BIDS WILL BE RETURNED UNOPENED.
* Documents submitted with Bids are to be on the forms provided in the Invitation to Bid and photocopies of
other required documents
THE FOLLOWING DOCUMENTS SHALL BE RETURNED WITH BID:
SOLICITATION, OFFER AND AWARD FORM (IN DUPLICATE WITH ORIGINAL SIGNATURE)
BID FORMS (WITH ORIGINAL SIGNATURE) & (5) FIVE COPIES ON CD
BID SURETY (BOND, CHECK, ETC.)
THE FOLLOWING DOCUMENTS SHOULD BE RETURNED WITH BID
LETTER FROM INSURANCE CARRIER AS SPECIFIED IN THE "INSURANCE REQUIREMENTS"
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A), FLORIDA STATUTES, ON ENTITY CRIMES
DRUG-FREE WORKPLACE FORM
INFORMATION SHEET FOR TRANSACTIONS AND CONVEYANCES CORPORATE IDENTIFICATION
CERTIFICATE OF AUTHORITY TO DO BUSINESS FROM THE STATE OF FLORIDA
OCCUPATIONAL LICENSE
BEFORE YOU SUBMIT YOUR BID, HAVE YOU:
PLACED YOUR BID WITH ALL REQUIRED SUBMITTAL ITEMS IN A SEALED ENVELOPE CLEARLY MARKED FOR
SPECIFICATION NUMBER, PROJECT NAME, NAME OF BIDDER, AND DUE DATE AND TIME OF BID RECEIPT?
THE FOLLOWING SUBMITTALS ARE REQUIRED UPON NOTICE OF AWARD:
CERTIFICATE OF INSURANCE
HOW TO SUBMIT A NO BID
IF YOU DO NOT WISH TO BID AT THIS TIME, PLEASE REMOVE THE BIDDER SOLICITATION, OFFER AND AWARD
FORM FROM THE BID SOLICITATION PACKAGE AND ENTER NO BID IN THE "REASON FOR NO BID" BLOCK, YOUR
COMPANY'S NAME, ADDRESS, SIGNATURE, AND RETURN THE BIDDER SOLICITATION, OFFER AND AWARD FORM
IN A SEALED ENVELOPE. THIS WILL ENSURE YOUR COMPANY'S ACTIVE STATUS IN OUR BIDDER'S LIST.
THIS FORM IS FOR YOUR CONVENIENCE TO ASSIST IN FILLING OUT YOUR
BID ONLY.
DO NOT RETURN WITH YOUR BID
ESCAMBIA COUNTY
FLORIDA
INVITATION TO BIDDERS
INMATE PHONE SERVICE
SPECIFICATION NUMBER PD 13-14.064
BIDS WILL BE RECEIVED UNTIL: 3:00 p.m., CDT, Thursday, August 6, 2014
A Non-Mandatory Pre-Solicitation Conference will be held at the Office of Purchasing, 213 Palafox Place,
Pensacola, FL 32502, Conference Room 11.407 at 10:00 a.m., CDT, Wednesday, July 24, 2014. All Bidders
are encouraged to attend
Office of Purchasing, Room 11.101
213 Palafox Place, Pensacola, FL 32502
Matt Langley Bell III Building
Post Office Box 1591
Pensacola, FL 32591-1591
Board of County Commissioners
Lumon J. May, Chairman
Steven Barry, Vice Chairman
Wilson B. Robertson
Gene Valentino
Grover Robinson, IV
Procurement Assistance:
Joe Pillitary, CPPO, CPPB
Purchasing Coordinator
Office of Purchasing
2nd Floor, Matt Langley Bell, III Building
213 Palafox Place
Pensacola, FL 32502
Tel: (850) 595-4878
Fax: (850) 595-4807
Email: joe_pillitary@co.escambia.fl.us
Website: www.myescambia.com
Technical Assistance:
Whitney Lucas
Accountant
Corrections Department
2251 N. Palafox Street
Pensacola, FL 32501
Tel: (850) 417-4479
Fax: (850) 471-6571
Email wclucas@co.escambia.fl.us
SPECIAL ACCOMMODATIONS:
Any person requiring special accommodations to attend or participate, pursuant to the
Americans with Disabilities Act, should call the Office of Purchasing, (850) 595-4980 at least five
(5) working days prior to the solicitation opening.
NOTICE
It is the specific legislative intent of the Board of County Commissioners that NO CONTRACT under
this solicitation shall be formed between Escambia County and the awardee vendor until such time as
the contract is executed by the last party to the transaction.
NOTICE
In accordance with Sec. 46-110(e) of the Escambia Code of Ordinances, all bid solicitation documents
shall include the following notice to vendors of the local vendor preference policy:
Preference in purchase of commodities and services by means of competitive bid.
Except where federal or state law, or any other funding source, mandates to the contrary, Escambia
County may give preference to local businesses in the following manner:
Competitive bid (local price match option). Each formal competitive bid solicitation (i.e. sealed bids)
shall clearly identify how the price order of the bids received will be evaluated and determined.
When a qualified and responsive, non-local business submits the lowest price bid amount between
$50,000 and $249,999, and the bid submitted by one or more qualified and responsive local businesses is
within five percent (5%) of the price submitted by the non-local business, then the local business with
the apparent lowest bid offer (i.e.; the lowest local bidder) shall have the opportunity to submit an offer to
match the price(s) offered by the overall lowest, qualified and responsive non-local bidder.
When a qualified and responsive, non-local business submits the lowest price bid amount between
$250,000 and $999,999, and the bid submitted by one or more qualified and responsive local businesses is
within three percent (3%) of the price submitted by the non-local business, then the local business with
the apparent lowest bid offer (i.e.; the lowest local bidder) shall have the opportunity to submit an offer to
match the price(s) offered by the overall lowest, qualified and responsive non-local bidder.
When a qualified and responsive, non-local business submits the lowest price bid amount in excess of
$1,000,000, and the bid submitted by one or more qualified and responsive local businesses is within two
percent (2%) of the price submitted by the non-local business, then the local business with the apparent
lowest bid offer (i.e.; the lowest local bidder) shall have the opportunity to submit an offer to match the
price(s) offered by the overall lowest, qualified and responsive non-local bidder.
In such instances, staff shall first verify whether the lowest non-local bidder and the lowest local bidder
are in fact qualified and responsive bidders. Next, the purchasing department shall invite the lowest local
bidder in writing to submit a matching offer which shall be submitted in writing to the office of
purchasing within five (5) business days thereafter.
If the lowest local bidder does not respond or otherwise submits a written offer that does not fully match
the lowest bid from the lowest non-local bidder tendered previously then award shall be made to the
lowest overall qualified and responsive non-local bidder.
In the event a local bidder is awarded a contract pursuant to this section, any requests for change orders
increasing the cost of the project must be approved by the board of county commissioners.
INMATE PHONE SERVICE
PD 13-14.064
TABLE OF CONTENTS
Forms marked with an (* Asterisk) must be returned with Offer.
Forms marked with a (** Double Asterisk) should be returned with Offer.
Page
Solicitation, Offer and Award Form *
3
Bid Form *
4
Sworn Statement Pursuant to Section (287.133) (3)(a), Florida Statutes, on Entity Crimes **
7
Drug Free Workplace Form **
9
Information Sheet for Transactions
and Conveyances Corporation Identification **
10
List of General Terms and Conditions (Incorporated by Reference)
12
Special Terms and Conditions
14
Scope of Work
EXHIBIT A
SIGN AND RETURN THIS FORM WITH YOUR BIDS**
SOLICITATION, OFFER AND AWARD FORM
ESCAMBIA COUNTY FLORIDA
SUBMIT OFFERS TO:
Joe Pillitary
Purchasing Coordinator
Office of Purchasing, 2nd Floor, Room 11.101
213 Palafox Place, Pensacola, FL 32502
Post Office Box 1591, Pensacola, FL 32591-1591
Phone No: (850) 595-4878
Fax No: (850) 595-4807
Invitation to Bid
INMATE PHONE SERVICE
SOLICITATION NUMBER: PD 13-14.064
_________________________________________________________________
SOLICITATION
MAILING DATE: Monday, July 14, 2014
PRE-BID CONFERENCE: Non-Mandatory, Thursday, July 24, 2014 at 10:00a.m., CDT, 213 Palafox Place, Pensacola, FL 32502
OFFERS WILL BE RECEIVED UNTIL: Wednesday, August 6, 2014 at 3:00p.m., CDT and may not be withdrawn within _ 90_
days after such date and time.
POSTING OF SOLICITATION TABULATIONS
Solicitation tabulations with recommended awards will be posted for review by interested parties at the County Office of Purchasing and will remain posted for a period of two (2) business days.
Failure to file a protest in writing within two (2) business days after posting of the solicitation tabulation shall constitute a waiver of any protest relating to this solicitation. All protests must be
filed with the Office of Purchasing. They will be handled according to the Escambia County Purchasing Ordinance.
__________________________________________________________________
OFFER (SHALL BE COMPLETED BY OFFEROR)
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER:
TERMS OF PAYMENT:
_____________________________________________________________________________
______________________________
DELIVERY DATE WILL BE______DAYS AFTER RECIEPT OF PURCHASE ORDER.
VENDOR NAME:____________________________________________________
REASON FOR NO OFFER:
ADDRESS:__________________________________________________________
____________________________________
CITY, ST. & ZIP:____________________________________________________
PHONE NO.: (_____)_________________________________________________
BID BOND ATTACHED $____________
TOLL FREE NO.: (______)____________________________________________
FAX NO.: (_____)____________________________________________________
I certify that this offer is made without prior understanding, agreement, or connection, with any Corporation, firm or
person submitting an offer for the same materials, supplies, or equipment, and is in all respects fair and without
collusion or fraud. I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for
the offeror and that the offeror is in compliance with all requirements of the solicitation, including but not limited to
certification requirements. In submitting an offer to Escambia County Florida, the offeror agrees that if the offer is
accepted, the offeror will convey, sell, assign or transfer to Escambia County Florida all rights title and interest in and
to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of
Florida for price fixing relating to the particular commodities or services purchased or acquired by Escambia County
Florida. At the County’s discretion such assignment shall be made and become effective at the time the County
tenders final payment to the offeror
________________________________________________________
NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER
(TYPED OR PRINTED)
**________________________________________________________
SIGNATURE OF PERSON AUTHORIZED TO SIGN OFFER
(MANUAL)
**Failure to execute this Form binding the bidder/proposer's offer shall result in this bid/proposal being rejected as non-responsive.
__________________________________________________________________
AWARD
Upon certification of award the contract shall be signed by the President or Vice-President. Any other officer shall have permission to sign via a resolution approved by the Board of
Directors on behalf of the company. Awarded contractor shall submit a copy of the resolution together with the executed contract to the Office of Purchasing. The terms and
conditions of this solicitation and the bid response of the awarded contractor is incorporated by reference herein and made a part of this contract.
CONTRACTOR
ESCAMBIA COUNTY FLORIDA
Name and Title of Signer (Type or Print)
_______________________________________________________________________________
Name and Title of Signer (Type or Print)
________________________________________________________________________
Name of Contractor
_______________________________________________________________________________
By______________________________________________________________________
County Administrator
Date
By_____________________________________________________________________________
Signature of Person Authorized to Sign
Date
WITNESS _______________________________________________________________
Date
ATTEST:_______________________________________________________________________
Corporate Secretary
Date
WITNESS _______________________________________________________________
Date
[CORPORATE SEAL]
ATTEST:_______________________________________________________________________
Witness
Date
Awarded Date_____________________________________________________________
ATTEST:_______________________________________________________________________
Witness
Date
Effective Date_____________________________________________________________
3
BID FORM
Specification Number PD 13-14.064
INMATE PHONE SERVICE
Board of County Commissioners
Escambia County, Florida
Pensacola, Florida 32502
Date: ____________________
Commissioners:
In accordance with your “Invitation for Bids” and “Instructions to Bidders” for INMATE PHONE SERVICE
as described and listed in this Invitation for Bids, and subject to all conditions thereof, I, undersigned, hereby propose to
provide at the following price:
Payment
Type
Collect
Call Type
Collect
IntraLATA
Collect
InterLATA
Surcharge
Initial
Minute
Additiona
l Minute
15 Min
Call
Discount
% of total gross revenue paid to
Escambia County
Local
Collect
InterState
Collect
InterNational
Prepaid
Local
Prepaid
Prepaid
IntraLATA
InterLATA
Prepaid
InterState
Prepaid
InterNational
Debit
Local
Debit
IntraLATA
Debit
InterLATA
Debit
InterState
Debit
InterNational
CONTRACTOR REQUIREMENTS
Acknowledgment is hereby made of receipt of the following addenda issued during the bidding period:
Addendum No. ________
Date _______
Addendum No._______
Date_______
Addendum No. ________
Date _______
Addendum No._______
Date_______
(PLEASE TYPE INFORMATION BELOW)
SEAL IF BID IS BY CORPORATION
State of Florida Department of State Certificate of Authority
Document Number___________________________
Bidder:__________________________________
Occupational License No.______________________
By:______________________________________
Florida DBPR Contractor’s License, Certification and/or
Registration No._____________________________
Signature:_________________________________
Type of Contractor’s License, Certification and/or
Registration_________________________________
Expiration Date:______________________________
Terms of Payment
(Check one) Net 30 Days ___
2% 10th Prox___
Will your company accept Escambia County Purchasing
Title:_____________________________________
Address:__________________________________
_________________________________________
Person to contact concerning this bid:
_________________________________________
Phone/Toll Free/Fax #_______________________
_________________________________________
E-Mail Address:____________________________
Home Page Address:________________________
4
Page 1 of 2
Bid Form Continued
13-14.064
Page 2 of 2
Cards? Yes_____No______.
Person to contact for emergency service:
_________________________________________
Phone/Cell/Pager #:_________________________
________________________________________
Will your company accept Escambia County Direct
Payment Vouchers? Yes_____No______.
County Permits/Fees required for this project:
Person to contact for disaster service:
_________________________________________
Home Address:____________________________
____________________________
Home Phone/Cell/Pager #:___________________
_________________________________________
Permit
Cost
__________________________________________
__________________________________________
__________________________________________
__________________________________________
5
ESCAMBIA COUNTY , FLORIDA GENERAL TERMS and CONDITIONS
The following General Terms and Conditions are incorporated by reference and have the same
legal effect as if printed in its entirety.
A full textual copy of these conditions may be obtained by visiting the Office of Purchasing Home Page (see
Bid Information), by telephoning the Office of Purchasing at (850) 595-4980 or by Fax at (850)595-4805.
NOTE: Any and all Special Terms and Conditions and specifications referenced within the solicitation which
vary from these General Terms and Conditions shall have precedence. Submission of the Bidder/Proposal
Solicitation, Offer and Award Form and Bid/Proposal Form(s) in accordance with these General Terms and
Conditions and Special Terms and Conditions constitutes an offer from the offeror. If any or all parts of the
offer are accepted by Escambia County Florida, an authorized representative of the county shall affix his
signature hereto, and this shall then constitute a written agreement between parties. The conditions
incorporated herein become a part of the written agreement between the parties.
Bid Information See Home Page URL: http://www.myescambia.com
Click on ON-LINE SOLICITATIONS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
Sealed Solicitations
Execution of Solicitation
No Offer
Solicitation Opening
Prices, Terms and Payment
5.01
Taxes
5.02
Discounts
5.03
Mistakes
5.04
Condition and Packaging
5.05
Safety Standards
5.06
Invoicing and Payment
5.07
Annual Appropriations
Additional Terms and Conditions
Manufacturers’ Name and Approved Equivalents
Interpretations/Disputes
Conflict of Interest
9.01
County Procedure on Acceptance of Gifts
9.02
Contractors Required to Disclose any Gift Giving
9.03
Gratuities
Awards
Nonconformance to Contract Conditions
Inspection, Acceptance and Title
Governmental Restrictions
Legal Requirements
Patents and Royalties
Price Adjustments
Cancellation
Abnormal Quantities
Advertising
Assignment
Liability
Facilities
Distribution of Certification of Contract
11
ESCAMBIA COUNTY , FLORIDA GENERAL TERMS and CONDITIONS
The following General Terms and Conditions are incorporated by reference (continued).
24.
25.
26.
27.
28.
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
43.
44.
45.
46.
47.
48.
49.
50.
51.
The Successful Bidder(s) must Provide
Addition/deletion of Items
Ordering Instructions
Public Records
Delivery
Samples
Additional Quantities
Service and Warranty
Default
Equal Employment Opportunity
Florida Preference
Contractor Personnel
Award
Uniform Commercial Code
Contractual Agreement
Payment Terms/Discounts
Improper Invoice; Resolution of Disputes
Public Entity Crimes
Suspended and Debarred Vendors
Drug-Free Workplace Form
Information Sheet for Transactions and Conveyances
Copies
License and Certifications - For access to Certification/Registration Form for doing Business in
Florida go to the Department of State, Division of Corporations,
URL:http://ccfcorp.dos.state.fl.us/corpweb/inquiry/search.html
Execution of Contract
Purchase Order
No Contingent Fees
Solicitation Expenses
On-Line Auction Services
12
SPECIAL TERMS AND CONDITIONS
The Board of County Commissioners, Escambia County, Florida, invites your company to submit a
sealed offer on the item(s) as listed in this solicitation request.
All terms and conditions below are a part of this request, and no offer will be accepted unless all these
conditions have been complied with. The County reserves the right to waive informalities in any offer; to
reject any or all offers, in whole or in part, and/or to accept the offer(s) that in its judgment is from the
lowest and most responsible and responsive offeror(s).
Instructions to Offerors
1.
General Information
All offers to be considered shall be in the possession of the Office of Purchasing prior to the time
of the solicitation closing. Offers may be mailed to 213 Palafox Place, Room 11.101, Pensacola,
Florida 32502 or delivered to the Office of Purchasing, 2nd floor, Room 11.101, Matt Langley
Bell, III Bldg., 213 Palafox Place, Pensacola, Florida 32502, in a sealed envelope clearly marked:
Specification Number PD 13-14.064, INMATE PHONE SERVICE, Name of Submitting
Firm, Time and Date due.
Note: If you are using a courier service; Federal Express, Airborne, UPS, etc., you must
mark airbill and envelope or box with Specification Number and Project Name.
Regardless of the method of delivery, each offeror shall be responsible for his offer(s) being
delivered on time as the County assumes no responsibility for same. Offers offered or received
after the time set for solicitation closing will be rejected and returned unopened to the offeror(s).
The following policy will apply to all methods of source selection:
Conduct of Participants
After the issuance of any solicitation, all bidders/proposers/protestors or individuals acting on
their behalf are hereby prohibited from lobbying as defined herein or otherwise attempting to
persuade or influence any elected County officials, their agents or employees or any member of
the relevant selection committee at any time during the blackout period as defined herein;
provided, however, nothing herein shall prohibit bidders/proposers/protestors or individuals
acting on their behalf from communicating with the purchasing staff concerning a pending
solicitation unless otherwise provided for in the solicitation or unless otherwise directed by the
purchasing manager.
Definitions
Blackout period means the period between the time the bids/proposals for invitations for bid or
the request for proposal, or qualifications, or information, or requests for letters of interest, or the
invitation to negotiate, as applicable, are received at the Escambia County Office of Purchasing
and the time the Board awards the contract and any resulting bid protest is resolved or the
solicitation is otherwise canceled.
Lobbying means the attempt to influence the thinking of elected County officials, their agents or
employees or any member of the relevant Selection Committee for or against a specific cause
related to a pending solicitation for goods or services, in person, by mail, by facsimile, by
13
telephone, by electronic mail, or by any other means of communication.
SCOPE OF WORK SUMMARY: Please refer to Exhibit A
2.
Bid Surety
Each offer shall be accompanied by a bid bond, cashier's check or certified check in the amount
of $1000.
Checks or bonds are to be made payable to Escambia County, Florida. The amount of the bond
or check is the amount of liquidated damages agreed upon should the offeror fail or refuse to
enter into a contract with the County.
A County warrant in the amount of the bid check(s) of the successful offeror(s) will be returned
immediately after the offeror and the County are mutually bound by contract as evidenced by
signatures thereto by an authorized representative of both the offeror and the County, and/or the
offeror accepts the purchase order by signing the solicitation, offer and award form/acceptance
copy of same and returning to the County Purchasing department. Any unsuccessful offeror(s)
will have the amounts of his cashier's or certified check returned via county warrant promptly
after award.
All offerors agree that any interest earned on any bid surety while in possession of the County, or
its agents, shall be retained by the County.
3.
Procurement Questions
Procurement questions may be directed to Joe Pillitary, CPPO, CPPB, Purchasing Coordinator
(Telephone) (850) 595-4878, (Fax) (850) 595-4807. Technical questions may be directed to
Whitney Lucas, (Telephone) (850) 417-4479, (Fax) (850) 471-6571, no later than July 30, 2014.
4.
Bid Forms
This Solicitation contains a Solicitation, Offer and Award Form and Bid Form which shall be
submitted in a sealed envelope, in duplicate with Original signatures in indelible ink signed in the
proper spaces. Responses on vendor forms will not be accepted.
The Offerors Checklist included in this solicitation provides instructions to the offeror on the
documentation to be submitted during the procurement process.
5.
Pre-Solicitation Conference
A Non-Mandatory Pre-Solicitation Conference will be held at the Office of Purchasing, 213
Palafox Place, Pensacola, FL 32501 in Conference Room #11.407 on Thursday, July 24, 2014, at
10:00 a.m. CDT.
6.
Inspection of Facilities
It is the offeror's responsibility to become fully informed as to where items are to be installed
and/or the nature and extent of the work required and its relation to any other work in the area,
including possible interference from other site activities. Arrangements for offeror's inspection of
facilities and/or activity schedules may be secured from Whitney Lucas, phone (850) 417-4479.
Failure to visually inspect the facilities may be cause for disqualification of your offer.
7.
Compliance with Occupational Safety and Health
Offeror certifies that all material, equipment, etc., contained in his offer meets all Occupational
Safety and Health Administration (OSHA) requirements.
14
Offeror further certifies that, if he is the awarded vendor, and the material, equipment, etc.,
delivered is subsequently found to be deficient in any OSHA requirement in effect on date of
delivery, all costs necessary to bring the material, equipment, etc., into compliance with the
aforementioned requirements shall be borne by the vendor.
In compliance with Chapter 442, Florida Statutes, any item delivered under a contract resulting
from this solicitation shall be accompanied by a Material Safety Data Sheet (MSDS) The MSDS
shall include the following information.
8.
A.
The chemical name and the common name of the toxic substance.
B.
The hazards or other risks in the use of the toxic substance, including:
1.
The potential for fire, explosion, corrosiveness and reactivity;
2.
The known acute and chronic health effects of risks from exposure, including the
medical conditions which are generally recognized as being aggravated by the
exposure to the toxic substance; and
3.
The primary route of entry and symptoms of over exposure.
C.
The proper precautions, handling practices, necessary personal protective equipment and
other safety precautions in the use of or exposure to the toxic substances, including
appropriate emergency treatment in case of over exposure.
D.
The emergency procedure for spills, fire, disposal and first aid.
E.
A description in lay terms of the known specified potential health risks posed by the toxic
substance intended to alert any person reading this information.
F.
The year and month, if available, that the information was complied and the name,
address and emergency telephone number of the manufacturer responsible for preparing
the information.
Safety Regulations
Equipment shall meet all state and federal safety regulations for grounding of electrical
equipment.
9.
Codes and Regulations
The awarded vendor shall strictly comply with all federal, state and local building and safety
codes.
10.
Information and Descriptive Literature
Offerors shall furnish all information requested and in the space provided on the bid/proposal
form, if any. Furthermore, each offeror offering an alternate other than the brand(s) specified
shall submit with his offer, descriptive literature and/or complete specifications covering the
products offered. Reference to literature submitted with a previous offer will not satisfy this
provision. Offers which do not comply with these requirements shall be subject to rejection.
15
11.
Equipment/Service
The scope of these specifications is to insure the delivery of a complete unit ready for operation.
Omission of any essential detail from these specifications does not relieve the awarded vendor
from furnishing a complete unit.
All equipment shall be new, of current manufacturer in production at the time of solicitation
opening and carry standard warranties. The awarded vendor shall service all equipment prior to
delivery.
Offers will be considered only on equipment which can, on short notice, be serviced and
maintained by the successful offeror. At the time of solicitation opening, the offeror shall be an
authorized dealer, distributor, and/or representative of the manufacturer for the brand/model
being offered. For the purposes of this solicitation, dealer, distributor, and/or representative
means a firm or person that owns, operates, or maintains a store, warehouse, or other
establishment in which materials, supplies, parts, articles, or equipment of the general character
described in the specifications are bought, kept in stock and sold commercially or to the public in
the usual course of business. The offeror shall maintain a normal supply of repair parts and be
equipped with personnel and facilities to provide such service as necessary to keep the equipment
in operation with a minimum delay. Failure to meet these requirements, in the County's sole
opinion, may be cause for rejection.
Offeror shall indicate the nearest available location for replacement parts, how long parts will be
available on the market and the number of days to receive parts after receipt of order. The space
for this information is included on the bid/proposal form.
12.
Assembly and/or Placement
All items shall be completely assembled when delivered to Escambia County.
All items shall be completely assembled by the awarded vendor prior to acceptance by Escambia
County. Space will be provided by the County for on-site assembly by the awarded vendor. It
will be the responsibility of the awarded vendor to supply the necessary labor and materials for
the placement of all equipment as specified herein. Equipment is to be set-up, serviced, tested
and demonstrated at no charge to Escambia County.
13.
Warranty
The awarded vendor shall fully warrant all equipment furnished hereunder against defect in
materials and/or workmanship for a period of 1 year from date of delivery/acceptance by
Escambia County.
Should any defect in materials or workmanship, except ordinary wear and tear, appear during the
above stated warranty period, the awarded vendor shall repair or replace same at no cost to the
County, immediately upon written notice from the Purchasing Chief.
14.
Manuals
The following manuals, in the quantities indicated, shall be delivered with each piece of
equipment:
Operation manual
Parts manual
Repair manual
2 copies
2 copies
2 copies
16
15.
Protection of Property/Security
The awarded vendor shall provide all barricades and take all necessary precautions to protect
buildings and personnel.
All work shall be completed in every respect and accomplished in a professional manner and
awarded vendor shall provide for removal of all debris from county property.
The awarded vendor shall at all times guard against damage or loss to property of Escambia
County, or of other vendors or contractors, and shall be held responsible for replacing or repairing
any such loss or damage.
The County may withhold payment or make such deductions as deemed necessary to insure
reimbursement or replacement for loss or damage to property through negligence of the awarded
offeror or his agent.
The awarded vendor shall at all times guard against injury to Escambia County employees. The
vendor shall properly fence and secure the construction site(s) at all times, including evenings and
weekends.
The awarded vendor must, at all times, comply with State of Florida and Occupational Safety and
Health Administration (OSHA) safety regulations.
16.
Emergency Services
The contractor resulting from this solicitation is for services that are required during EMERGENCY
situations such as hurricanes, major fires, etc. Time is of the essence during these situations and
the vendor awarded this contract should be able to be contacted at any time, day or night.
The Bid Form provides for the emergency information to be supplied. Please be sure to include
all this information when returning your bid.
17.
Permits
The county and/or its contracted consultant(s) have conducted a review of required permits and
fees required to be purchased by the contractor from the county permitting agencies for this
specific project and they are listed on the bid/proposal form(s) to the best of our knowledge.
18.
Compliance with Governing Laws and Regulations
The offeror or contractor will be required to fully comply with all applicable federal, state, and
local regulations. The offeror should carefully review these requirements which are detailed in
this solicitation.
19.
Federal Compliance Certifications
To be considered, each offer must include an executed:
- Certification of offeror regarding Equal Employment Opportunity.
- Certification regarding Section 3 and Segregated Facilities
- Section 3 utilization plan
- Certification concerning Handicapped Accessibility
- Company Affirmative Action Plan
- Drug-Free Workplace Form
- Information Sheet
- Anti-Lobbying Certification
17
Contract Information
NOTICE
It is the specific legislative intent of the Board of County Commissioners that NO CONTRACT under
this solicitation shall be formed between Escambia County and the awardee vendor until such time as
the contract is executed by the last party to the transaction.
20.
Contract Term/Renewal/Termination
A.
The contract resulting from this Solicitation shall commence effective upon execution by
both parties and extend for a period of thirty-six (36) months. The contract may be
renewed for two (2) additional twelve (12) months periods, up to a maximum twenty-four
(24) months upon mutual agreement of both parties. If any such renewal results in
changes in the terms or conditions, such changes shall be reduced to writing as an
addendum to this contract and such addendum shall be executed by both parties and
approved by the Board of County Commissioners.
Renewal of the contract shall be subject to appropriation of funds by the Board of County
Commissioners.
B.
C.
21
The initiation County department(s) shall issue release (purchase) orders against the term
contract on an "as needed" basis.
The contract may be canceled by the awarded vendor, for good cause, upon ninety (90)
days prior written notice.
D.
The County retains the right to terminate the contract, with or without good cause, upon
thirty (30) days prior written notice.
E.
In the event of termination by either party as provided herein, the awarded vendor shall
be paid for services performed through the date of termination.
Contract Term/Renewal
The contract resulting from this solicitation shall commence effective upon execution by both
parties and extend for a period of thirty-six (36) months. The County may unilaterally renew the
contract for the periods specified on the bid form for twenty-four (24) months. An additional six
(6) months extension may also be unilaterally exercised at the County's discretion.
22.
Option to Extend the Term of the Contract
The County may unilaterally extend the term of this contract by written notice to the contractor at
least sixty (60) days before the expiration of any contract term. The exercise of the option shall
be for the period specified and for the prices listed on the bid/proposal form. All other terms and
conditions of the contract shall apply to the option periods. The total duration of this contract,
including the exercise of all options, shall not exceed 5.5 years.
23.
Interim Extension of Performance
After all options have been exercised, and it is determined that interim performance is required to
allow for the solicitation and award of a new contract, the County may unilaterally extend the
contract for a maximum period of six months. Pricing, delivery and all other terms and
conditions of the contract shall apply during this period.
18
24.
Pricing
All items sold to the county as a result of this award are subject to post sale audit adjustment. In
the event an audit indicates offeror has not honored quoted price lists and discounts, offeror will
be liable for any and all overage charges.
25.
Changes - Service Contracts
The County may at any time by issuance of an executed change order make changes within the
general scope of the contract in any of the following areas:
A.
Description of services to be performed.
B.
Time of performance (i.e., hours of the day, days of the week, etc.).
C.
Place of performance of the services.
If additional work or other changes are required in the areas described above, an offer will be
requested from the contractor. Upon negotiation of the offer, execution and receipt of the change
order, the contractor shall commence performance of the work as specified.
The contractor shall not commence the performance of additional work or other changes not
covered by this contract without an executed change order issued by the office of purchasing. If
the contractor performs additional work beyond the specific requirements of this contract without
an executed change order, it shall be at his own risk. The County assumes no responsibility for
any additional costs for work not specifically authorized by an executed change order.
26.
27.
Termination
A.
The contract may be canceled by the contractor, for good cause, upon ninety (90) days
prior written notice.
B.
The County retains the right to terminate the contract, with or without good cause, upon
thirty (30) days prior written notice.
C.
In the event of termination by either party as provided herein, the awarded vendor shall
be paid for services performed through the date of termination.
Qualification of Offerors
This solicitation shall be awarded to a responsible, responsive offeror, qualified by experience to
provide the work specified. The offeror shall submit the following information with his offer:
1. Experience record showing the offeror's training and experience in similar work.
2. List and brief description of similar work satisfactorily completed with location, dates of
contract, names and addresses of owners.
3. List of equipment and facilities available to do the work.
4. List of personnel, by name and title, contemplated to perform this work
Failure to submit the above requested information may be cause for rejection of your offer.
19
28.
Licenses, Certifications, Registrations
The offeror shall at any time of bid/proposal submission meet the license, certification,
registration and any other requirements of the State, County, City and/or any other agency of
authority with jurisdiction in such matters as necessary to perform the contractual services
requested in this solicitation.
Copies of such licenses, certifications, registrations and any other requirements should be
provided with the bid/proposal submission; and, the offeror shall provide follow-up evidence that
as the contractor they maintain such credentials throughout the period of agreement.
29.
Permits
Escambia County permit requirements have been researched and noted as required by law on the
bid/proposal form. Permits required by governmental agencies with jurisdiction in addition to or
in lieu of shall be the responsibility of the awarded vendor to research and obtain as required to
complete this contractual service. Permits are to be amortized into the bid/proposal offered with
no additional allowance. These permits shall be readily available for review by the Purchasing
Chief or his/her designee and the Construction Manager or his/her designee.
30.
Term of Offer
An offer shall constitute an irrevocable offer for a period of ninety (90) days from the solicitation
opening date or until the date of award, whichever is earlier, without forfeiting bid bond or check.
In the event that an award is not made by the county within ninety (90) days from the solicitation
opening date, the offeror may withdraw his offer or provide a written extension of his offer.
31.
Award
Award shall be made on an "all-or-none total" basis.
32.
Termination
The purchase order or contract will be subject to immediate termination if either product or
service does not comply with specifications as stated herein or fails to meet the county's
performance standards. In the event that any of the provisions of the contract are violated by
awarded vendor, Escambia County may serve written notice upon the awarded vendor of its
intention to terminate the contract. Such notice is to state the reason(s) for such intention to
terminate contract. The liability of the vendor for any and all such violation(s) shall not be
affected by any such termination and his surety, if any, shall be forfeited.
33.
Termination (Services)
The Contract Administrator shall notify the Office of Purchasing of unsatisfactory performance
and/or deficiencies in service that remain unresolved or recurring. The Office of Purchasing shall
notify the contractor, in writing, of such unresolved or recurring deficiencies within five (5)
working days of notification by the Contract Administrator.
Upon the third such written notification of unsatisfactory performance and/or deficiencies to the
contractor by the Office of Purchasing within a four (4) month period; or the sixth such
notification within any contract term, shall result in issuance of written notice of immediate
contract termination to the contractor by the Office of Purchasing. Such termination may also
result in suspension or debarment of the contractor.
34.
Termination (Public Records Request)
If the contractor refuses to allow public access to all documents, papers, letters, or other material
20
subject to the provisions of Chapter 119, Florida Statutes, and made or received by the contractor
in conjunction with this agreement then the county may, without prejudice to any right or remedy
and after giving the contractor and his surety, if any, seven (7) days written notice,
during which period contractor still fails to allow access, terminate the employment of the contractor
and take possession of the site and of all materials, equipment, tools, construction equipment and
machinery thereon, owned by the contractor, and may finish the project by whatever method it may
deem expedient. In such case, the contractor shall not be entitled to receive any further payment until
the project is finished. Reasonable terminal expenses incurred by the county may be deducted from
any payments left owing the contractor (excluding monies owed the contractor for subcontract work.)
35.
As Specified
All items delivered shall meet the specifications herein. Items delivered not as specified will be
returned at no expense by Escambia County. The County may return, for full credit, any unused
items received which fail to meet the County's performance standards.
36.
Quantity
Escambia County reserves the right to increase or decrease estimated quantities as
required. Estimated quantities are shown on the bid/proposal form.
It is understood by all offeror's that these are only estimated quantities and the county is not
obligated to purchase any minimum or maximum amount during the life of this contract.
Insurance Requirements
Standard Insurance Requirements and Certificates
This offer contains an extensive insurance requirement. Offerors are encouraged to review these
requirements with their insurance agents before submitting offers.
It is not necessary to have this level of insurance in effect at the time of submitting the offer.
A letter from the offeror's insurance carrier will be required as evidence that the offeror will be
able to obtain the levels of insurance as required by the contract and indicated on the Sample
Certificate of Insurance should your firm be awarded the contract.
County Insurance Required
The contractor shall procure and maintain the following described insurance, except for
coverages specifically waived by the County. Such policies shall be from insurers with a
minimum financial size of VII according to the latest edition of the AM Best Rating
Guide. An A or better Best Rating is "preferred"; however, other ratings if "Secure Best
Ratings" may be considered. Such policies shall provide coverages for any or all claims
which may arise out of, or result from, the services, work and operations carried out
pursuant to and under the requirements of the contract documents, whether such services,
work and operations be by the contractor, its employees, or by subcontractor(s), or
anyone employed by or under the supervision of any of them, or for whose acts any of
them may be legally liable.
The contractor shall require, and shall be responsible for assuring throughout the time the
agreement is in effect, that any and all of its subcontractors obtain and maintain until the
completion of that subcontractor’s work, such of the insurance coverages described
herein as are required by law to be provided on behalf of their employees and others.
21
The required insurance shall be obtained and written for not less than the limits of
liability specified hereinafter, or as required by law, whichever is greater.
These insurance requirements shall not limit the liability of the contractor.
The County does not represent these types or amounts of insurance to be sufficient or
adequate to protect the contractor’s interests or liabilities, but are merely minimums.
Except for workers compensation and professional liability, the contractor’s insurance
policies shall be endorsed to name Escambia County as an additional insured to the extent
of its interests arising from this agreement, contract or lease.
The contractor waives its right of recovery against the County, to the extent permitted by
its insurance policies.
The contractor assumes the full risk of and responsibility for any loss or damage
occurring to their equipment, components and monies.
The contractor’s deductibles/self-insured retentions shall be disclosed to the County and
may be disapproved by the County. They shall be reduced or eliminated at the option of
the County. The contractor is responsible for the amount of any deductible or selfinsured retention.
Insurance required of the contractor or any other insurance of the contractor shall be
considered primary, and insurance of the county, if any, shall be considered excess, as
may be applicable to claims obligations which arise out of this agreement, contract or
lease.
Workers Compensation Coverage
The contractor shall purchase and maintain workers compensation insurance for all
workers compensation obligations imposed by state law and with employers liability
limits of at least $100,000 each accident and $100,000 each employee/$500,000 policy
limit for disease, or a valid certificate of exemption issued by the state of Florida, or an
affidavit in accordance with the provisions of Florida Workers Compensation law.
Contractor shall also purchase any other coverages required by law for the benefit of
employees.
General, Automobile and Excess or Umbrella Liability Coverage
The contractor shall purchase and maintain coverage on forms no more restrictive than
the latest editions of the commercial general liability and business auto policies of the
insurance services office.
Minimum limits of $1,000,000 per occurrence for all liability must be provided, with
excess or umbrella insurance making up the difference, if any, between the policy limits
of underlying policies (including employers liability required in the workers
compensation coverage section) and the total amount of coverage required.
General Liability Coverage - Occurrence Form Required
Coverage A shall include bodily injury and property damage liability for premises,
operations, products and completed operations, independent contractors, contractual
liability covering this agreement, contract or lease, broad form property damage
coverages, and property damage resulting from explosion, collapse or underground
(x,c,u) exposures.
22
Coverage B shall include personal injury.
Coverage C, medical payments, is not required.
The contractor is required to continue to purchase products and completed operations
coverage, at least to satisfy this agreement, contract or lease, for a minimum of three
years beyond the County’s acceptance of renovation or construction projects.
Business Auto Liability Coverage
Business auto liability coverage is to include bodily injury and property damage arising
out of ownership, maintenance or use of any auto, including owned, nonowned and hired
automobiles and employee nonownership use.
Excess or Umbrella Liability Coverage
Umbrella liability insurance is preferred, but an excess liability equivalent may be
allowed. Whichever type of coverage is provided, it shall not be more restrictive than the
underlying insurance policy coverages. Umbrella coverage shall drop down to provide
coverage where the underlying limits are exhausted.
Evidence/Certificates of Insurance
Required insurance shall be documented in certificates of insurance. If and when
required by the County, certificates of insurance shall be accompanied by documentation
that is acceptable to the County establishing that the insurance agent and/or agency
issuing the certificate of insurance has been duly authorized, in writing, to do so by and
on behalf of each insurance company underwriting the insurance coverage(s) indicated on
each certificate of insurance.
New certificates of insurance are to be provided to the County at least 30 days prior to
coverage renewals. Failure of the contractor to provide the County with such renewal
certificates may be considered justification for the County to terminate this agreement,
contract or lease.
Certificates should contain the following additional information:
1.
Indicate that Escambia County is an additional insured on the general liability
policy.
2.
Include a reference to the project and the Office of Purchasing number.
3.
Disclose any self-insured retentions in excess of $1,000.
4.
Designate Escambia County as the certificate holder as follows:
Escambia County
Attention: Joe Pillitary, CPPO, CPPB
Office of Purchasing, Room 11.101
P.O. Box 1591
Pensacola, FL 32591-1591
Fax (850) 595-4807
5.
Indicate that the County shall be notified at least 30 days in advance of
cancellation.
Receipt of certificates or other documentation of insurance or policies or copies of
policies by the county, or by any of its representatives, which indicate less coverage than
required does not constitute a waiver of the contractor’s obligation to fulfill the insurance
23
requirements herein.
If requested by the County, the contractor shall furnish complete copies of the
contractor’s insurance policies, forms and endorsements, and/or such additional
information with respect to its insurance as may be requested.
For commercial general liability coverage the contractor shall, at the option of the
County, provide an indication of the amount of claims payments or reserves chargeable to
the aggregate amount of liability coverage.
37.
Indemnification
Contractor agrees to save harmless, indemnify, and defend County and Architect/Engineer and
their, agents, officers and employees from any and all claims, losses, penalties, interest,
demands, judgments, and costs of suit, including attorneys' fees and paralegals' fees, for any
expense, damage or liability incurred by any of them, whether for personal injury, death,
property damage, direct or consequential damages, or economic loss, including environmental
impairment, arising directly or indirectly on account of or in connection with the Work done by
Contractor under this Agreement or by any person, firm or corporation to whom any portion of
the Work is subcontracted by Contractor or resulting from the use by Contractor, or by any
one for whom Contractor is legally liable, of any materials, tools, machinery or other property
of County. County and Contractor agree the first $100.00 of the Contract Amount paid by
County to Contractor shall be given as separate consideration for this indemnification, and any
other indemnification of County by Contractor provided for within the Contract Documents, the
sufficiency of such separate consideration being acknowledged by Contractor by Contractor's
acceptance and execution of the Agreement. The Contractor's obligation shall not be limited
by, or in any way to, any insurance coverage or by any provision in or exclusion or omission
from any policy of insurance. The Contractor agrees to pay on behalf of Escambia County, as
well as provide a legal defense for the County, both of which will be done only if and when
requested by the County, for all claims made. Such payment on the behalf of the County shall
be in addition to any and all other legal remedies available to the County and shall not be
considered to be the County's exclusive remedy.
24
EXH IBI T A
BOARD OF COUNTY COMMISSION ERS
ESCAMBIA COUNTY, FLORIDA
Escambia County Corrections
PO eor. 17800
Pensaccla, Fl 32522
(850) 436-9170
(850)
~ 36-9167
Fax
www. myescarnbia com
Escambia County Corrections ; Inmate Phone Service , Scope of Work (SOW)
It is the responsibi lity of the contractor to provide continuous phone service fo r inmates who are
incarcerated in the Escambia County Jail. For the purpose of this scope, continuous means 365
days per year with the hours operation agreed to by customer and contractor. The Escambia
County Jail has two facilities , the Main Jail, and the Central Booking and Detention Facility.
Contractor agrees to provide the following forms of inmate phone services :
• Debit minutes
• Pre· paid minutes
• Interstate ca ll s
• Collect calls
The Contractor must comply with all Florida Model Jail Standards and accreditation requ irements set
for by the Florida Corrections Accreditation commission (FCAC).
Contractor provides all necessary equipment, both hardware and software that is needed to provide
telephone services to all inmates incarcerated in both jail facilities and the jail's booking area .
All equipment provided by contractor for use within inmate housing areas will be of acceptable
durability for the operational enviro nment.
Repai r and maintenance of equipment is the responsibility of the contractor.
Contractor agrees to mainta in all equipment, both hardware and software , in working order. Any
malfunctions in hardware or software are the responsibility of the contractor to rectify with in a
specified reasonable , stipulated time-frame.
Contractor will set rates within the legally authorized limits as specified by the Federal
Communications Commissi on and any other relevant regulatory agency.
Contractor agrees to operate w ith other venders utilized by Escambia County Corrections,
symbiotically if necessary.
Con tractor agrees to provide software for the purpose of mon itori ng all facets of inmate phone use, to
EXHIBIT A
include monitoring, accounting, recording and storage of data.
Contractor agrees to store inmate phone records in accordance to GS 2 records retention
requirements.
Contractor agrees to sell phone credits through the agency's commissary vender, both onsite and
through web-based sales.
BOARD OF COUNTY COMMISSIONERS
E5CAMBIA COUNTY, FLORIDA
OFFICE OF PURCHASING
213 PALAFOX PLACE, 2001 Floor
1'.0. BOX 1591
PENSACOLA, FL 3259 1- 1591
CLAUDIA SIr-.'IMQN S.
PI/r el/asing Manager
TELEPHONE (850)595 -1980
(SUNCOl'o.t) 695-NSO
cpro
TELEFAX (850)595-t805
httn ll"''''''',nwcscamhi<t.comlsolicil alion,
July 16, 2014
To: All Known Prospective Bidders
ADDENDUM NUMBER I:
Re:
Inmate Phone Senrice, Specification Number PD 13-14.064
Bidders:
We recently sent you an Invitation to Bid on the above mentioned specification.
This Addendum #1 provides for the following:
Please remove and replace Title Page to reflect datc error:
A No n-Mandatory Pre-Solicitation Conference wiJl be hdd at the Office of Purchasing, 213 Palafox Place,
Pensacola, FL 32502, Co nference Room 11.407 al 10:00 3.m., COT, Wed~, Thursd:n ', July 24 , 2014. All
Bidders are encouraged 10 attend
Thi s Addendum Number I is furnished to all known prospective bidders. Please sign and return
one copy of lhi s Addendum, with original signature, with your bid as an acknowledgemenl of
your having received same. You may photo copy for your record.
S IGNED:_~___________________
COMPANY: ___________________
CSll k
Addendum 1
13 -1 4.064
ESCAMBIA COUNTY
FLORIDA
INVITATION TO BIDDERS
INMATE PHONE SERVICE
SPECIFICATION NUMBER PD 13-14.064
BIDS WILL BE RECEIVED UNTIL: 3:00 p.m., CDT, Thursday, August 6, 2014
A Non-Mandatory Pre-Solicitation Conference will be held at the Office of Purchasing, 213 Palafox Place,
Pensacola, FL 32502, Conference Room 11.407 at 10:00 a.m., eDT, Wednesday, Thursday, July 24, 2014. All
Bidders are encouraged to attend
Office of Purchasing, Room 11.101
213 Palafox Place, Pensacola, FL 32502
Matt Langley Bell III Building
Post Office Box 1591
Pensacola, FL32591-1591
Board of County Commissioners
Lumon J. May, Chainnan
Steven Barry, Vice Chainnan
Wilson B. Robertson
Gene Valentino
Grover Robinson, IV
Procurement Assistance:
Joe Pillitary, CPPO, CPPB
Purchasing Coordinator
Office of Purchasing
2nd Floor, Matt Langley Bell, III Building
213 Palafox Place
Pensacola, FL 32502
Tel: (850) 595-4878
Fax: (850) 595-4807
Email: joepillitary@co.escambia.fl.us
Website: www.myescambia.com
Technical Assistance:
Whitney Lucas
Accountant
Corrections Department
2251 N. Palafox Street
Pensacola, FL 3250 I
Tel: (850) 417-4479
Fax: (850) 471-6571
Email: wclucas@co.escambia.fl.us
SPECIAL ACCOMMODATIONS:
Any person requiring special accommodations to attend or participate, pursuant to the
Americans with Disabilities Act, should call the Office of Purchasing, (850) 595-4980 at least
five (5) working days prior to the solicitation opening.
NOTICE
It is the specific legislative intent of the Board of County Commissioners that NO CONTRACT under
this solicitation shall be formed between Escambia County and the awardee vendor until such time as
the contract is executed by the last party to the transaction.
Addendum I
13-14.064
BOARO OF COUNTY COMMISSIONERS
ESCAMB IA COUNTY, flORIDA
OFFICE OF PURCHASING
213 PALAFOX PLACE, 2" Floor
P.O. BOX 1591
PENSo\COLA, fl32591 · 1591
TELEP HONE (850)595·4980
CLAUDIA SI MM ONS
Purchas ing Manager
(SU NCOM) 695·4980
TfLEfAX (850)595-4805
http://www.mye!cambia.com/ departm enI5/purch,uing
july 30, 2014
To :
All Known Prospective Bidders
ADDENDUM NUMBER 2:
Re: Inmate Phone Service, Specification Number PO 13-14.064
Bidders:
We rece ntly sent you an Invitatio n to Bid on the above mentioned specification.
Remove and Rep lace Bid Form with Corrected Bid Form Attached
1.
Page 1 t he first bullet under the heading " The Following Documents shall be returned with Bid"
has three fo rms being submitted in duplicate and the second bullet has bid form s being
submitted on S CDs. Howeve r there are no directions as to the number of copies and CDs for
the documents requested in " Th e Follow ing Doc uments Sh ould be Return ed with Bid" nor the
bullet for Bid Surety: Please cla ri fy the number of hard co pies. the number or original signatures
requ ired , and CD copies the County w ill receive of the complete respon se including all forms and
documents req uested. 1 original with signatures and 5 COs
2. As the wind ow for receiving questions is July 30th , and th e response is due August 6th , and no
deadline for response s back is given in th e sched ule, ve ndor requests an extensio n of two weeks
after answe rs to th e submitted questio ns have been sent to interested vendors to have enough
time to revise or expa nd on the proposa l response . No, adhering to schedule
3. How many phones do they cu rrently have? 129
4. Wi ll they be add ing any phones (need to know how many?) Not at this time
5. Can the county provide t he current charges for IS minute ca lls by Call Type? Please See
Escambia Call Rates 06·20·2012 Addendum
Pn)1ncnl
T""
Collect
Call Type
Surcharge
Initial
Minute
Add iliona
1 Minule
15Min
Call
"",1
Collect
lntr.lu\TA
Collect
lnterL\TA
Collect
InterState
Coll ect
InterNatinnal
Prepaid
Local
Prepaid
Intn L\TA
Prepaid
[me,u\TA
!'repaid
[nterSute
Addendum 2
13-14.064
Discount
% of tOla! gro~ n:vcnuc paid to
EscambiaCounl\'
Prepaid
Inlc,Nalional
Dc:bit
Local
Debit
lniraLATA
Dc:bil
inlcrLATA
Dc:bit
InterStatc
Dc:bil
IntcrNational
6. Can the County please provide the last 12 months of calls volume (reve nue and minutes) by
type? See attachment 07·01-13 Th ru 06-30-2014
7. What are the evaluation cr iteria for the county to determine a po tential new contractor? What
is most important t o the county in choosing a new co ntractor? Commission Rate Rece ived by
County
8. Do you want refe rences? Preferable but not required Florida county refe rences? Preferabl e but
not required If yes how many? 3 Preferable but not required
9. Do you wa nt a company that has been in bu siness for at least 5 years with a robu st clie nt list?
Preferable but not required
10. What qualifications are you looking for from an experience telecommunications company?
1)
In order to accurately evaluate the financia l aspects of this opportunity, it is necessary to
have historical call volume information . Please provide as much data as possible from
the following chart, or provide information as requested in #4 below. See Attached
Call Category
# of Calls
Per Month
# of Minutes
Per Month
Total Revenue
Per Month
LOCAL
INTRALATA
INTERLATA
INTERSTATE
International (Oebit)
Total
2)
0
0
0
In addilion, it is very helpful to have the rates currently being charged to called parties
under the current contract. Please provide the following data. See Attached
Call
Category
Surcharge or
Connect Fee
First
Minute
Add'i
Minute
Local
Intra LATA
Inter LATA
InterState
Addendum 2
13-14.064
ISSC
Per Call
Pay Phone
Surcharge
Current
Commission
%
3)
Please provide a copy of the current inmate phone service agreement(s). See Attached
4)
Please provide an average of monthly commissions received over the past year from the
current vendor and copies of commission statements (if available.) If possible, please
provide the current commission rate that is being paid to the county. See Attached
5)
Please confirm that the County requires commission to be paid on Gross completed call
revenue (Le. every answered and accepted phone call including collect, prepaid collect
and debit calls) with no deduction for unbillable or uncollectible calls or for any cost
associated with providing the described service. The county shall receive commission
based on Gross Billings for all Local, Intralata, Interlata , Interstate and International calls
placed by way of collect calling or charged to a debit or pre-paid account.
Gross Billings shall mean amounts billed to those who accept collect calls made
by inmates or amounts billed for calls placed by way of a prepaid account or a
debit account established for inmate telephone services. Gross Billings shall not
include tazes or fees assessed by government entities.
6)
Please confirm that the County would like to be made aware of all additional charges
that are non-commissionable and billed to the called party; Le. Billed Cost Recovery
Fee, etc. YES
7)
8)
Please provide the name of your Jail Management System. Smart Jail
Please provide the name of your Commissary Company. Trinity (this is also out for
bid)
9)
Please provide your current inmate daily population.
MONTH
JUL13
AUG13
SEP13
OCT13
NOV13
DEC13
ADP
1393
1376
1404
1389
1351
1354
MONTH
JAN14
FEB14
MAR14
APR14
MAY14
JUN14
ADP
1339
1320
1251
1271
1158
1141
10)
Please provide the number of phones the County will require for the facility( coinless,
payphones and TDDY). We currently have 75 telephones
11) Of the listed below which documents and or certificates are deemed necessary for bidding
the Inmate Telephones?
These Forms will NOT apply
Federal CORlpliaoee CeAifieaaoos
Ta be eaRsitierea, eaek after RlHst inelHae an eJteeHted:
Addendum 2
13-14.064
Ceftifieatien efsfterer regaffiing Bqual BlftplsymentOppsrtllnity.
Ceftifieatien regarding Seetisn 3 and Segregated Faeilities
Seetisn 3 utiliatien plan
Ceftifieatisn esneeming Handieapped Aeeessil:lility
Csmpllny "'ft.H:matiYe "'etisn Pllln
IHfeFlftatisn Sheet
On the Bid Form for Specifications, there are requests for the Florida OBPR Contractor's License and
Type of Contractor's License, Certification and or Registration. Per the State of Florida, only listed
professionals require a OBPR license. http://www.myfloridalicense.com/dbpr/services.html.
Additionally, specific to telecommunications in the state of Florida, a vendor that is licensed as a public
service/utility company does not require a license.
http://myf!oridalicense.custhelp.com/app/answers/detail/a id/1463/kwItelecommunications NA
Will the County remove these license requirements from the response or affirm that these licenses are
not applicable? YES
1. Will the County please confirm the bid response date? August 6, 2014 @ 3:00p.m.,
QQI
2. Is the bid solicitation just for commission, or is it also for products and features?
Commission (although we should maintain all our same features we have with the
current provider)
3. If the bid is also for products and features, will the County confirm you would like the
following enhanced features:
A. Voice Biometrics YES
B. Interactive Voice Response (IVR) for inmates friends and family to call for inmate
information: YES
I.
Release date
II.
Visitation hours, etc.
C. Remote access for authorized Users
D. Commissary ordering over the inmate phone system YES
E. Inmate kiosk for the purpose of but not limited to: YES, but these are going to
be provided by the commissary vendor
I.
Inmate complaints
II.
Commissary ordering
III.
Video Visitation
IV.
Medical requests
V.
Inmate email
VI.
Trust balance verification
VII.
Inmate texting. etc.
4. Will mUltiple offers be accepted? NO
5. Will the County require customer references, and if so will they be for facilities of the
same capacity and product I service requirements as Escambia today? Not Required,
but appreciated
6. Will the County require commission on interstate calling? See Bid Form
7. Will calling rates be required to remain the same? NO
8. Will the County state what fees will be allowed? NO
9. Will the County require all vendors to disclose their fees and calling rates for all calling
types and payment methods? YES
10. What is the evaluation criteria for the following: THIS IS A BID NOT A RFP
Addendum 2
13-14.064
11. The contract will be awarded to the vendor that will produce the largest revenue
for the county
THIS IS A BID NOT A RFP
A. How will the calling rates be scored?
B. How will the fees be scored?
c. How will commission be scored?
D. How will service and preventive maintenance be scored?
E. How will implementation be scored?
12. How will the County respond to the upcoming FCC changes in mandating rate and
commission compliance? This should be addressed by the vendor
•
What services are currently provided to Escambia? Video Visitations? YES Lobby Cash
Kiosks? YES Visitation Stations? YES (If so, how many?) 60
•
What is the current number of phones installed? 75
•
May I get a copy (via e-mail) of the current inmate phone service contract? Attached
•
Who is the current provider for the inmate phone system today? Centurvlink
•
Who is the current commissary provider for the County? Trinity
•
What is the average length of stay for an inmate? 34 days
•
Can the vendor offer more than one rate and commission plan for your consideration? Yes
•
Will the county require that we interface with the JMS provider? YES
provider? YES
•
If so, can you provide the name of the JMS system contact information for both the JMS and the
Commissary providers? JMS: Smart Jail. Commissary: Trinity (although this is out for bid
currently)
The commissary
Please provide the current Call Count & Minutes of Use for the last 6 months broken out in the
following: ATTACHED
Collect
Local
Intralata
Interlata
Interstate
International
Prel!aid
Local
Intralata
Interlata
Interstate
International
Debit
Local
Intralata
Interlata
Interstate
International
Free
Local
Intralata
Interlata
Interstate
International
Addendum 2
13-14.064
Please provide the rates and commissions for the following calls broken out in the follo wi ng:
ATIACHED
Collect
Loca l
Intra lata
Interlata
Interstate
International
Pre(;!aid
Local
Intra lata
Interlata
Interstate
International
Debit
Local
Intra lata
Interlata
In terstate
International
Page 20 to read
31.
Award
Award shall be made to the highest percentage of revenue to the County.
Th is Addendum Number 2 is furnished to all known prospective bidders. Please sign and return one
copy of this Addendum, with orig in al signature, with your bid as an acknow ledgement of your having
received same. You may photo copy for your record.
Sincerel~A
_
&
!!ta~,c~
Purchasing Coordinator
SIGNED: _ _ _ _ _ _ _ _ __
COMPANY: __________________
JP/lk
With Attachments
Addendum 2
13-14.064
BID FORM
Specification Number PD 13-14.064
INMATE PHONE SERVICE
Board of County Commissioners
Escambia County, Florida
Pensacola, Florida 32502
Date: _ _ _ _ _ _ _ __
Commissioners:
In accordance with your "Invitation for Bids" and "Instructions to Bidders" for INMATE PHONE SERVICE
as described and listed in this Invitation for Bids, and subject to all conditions thereof, I, undersigned, hereby
propose to proVI·de at the t;0 Iowmgm-Ice:
I·
.
Payment
Type
Collect
Collect
Collect
Collect
Collect
Prepaid
Prepaid
Prepaid
Prepaid
Prepaid
Debit
Debit
Debit
Debit
Debit
CalJType
Surcharge
Initial
Minute
Additiona
I Minute
IS Min
Call
Discount
% of total gross revenue paid to
Escambia County
Local
IntraLATA
InterLATA
InterState
InterNational
Local
IntraLATA
InterLATA
InterState
interNational
Local
IntraLATA
InterLATA
InterState
InterNational
Total Percent of revenue to county _ _ _ _%
CONTRACTOR REOUIREMENTS
Acknowledgment is hereby made of receipt of the following addenda issued during the bidding period:
Addendum No. ----
Date
Addendum No.
Date
----
---
Addendum No.,_ __
Date
Addendum No.,_ __
Date
'---
---
(PLEASE TYPE INFORMATION BELOW)
SEAL IF BID IS BY CORPORATION
State of Florida Department of State Certificate of Authority
Bidder: _ _ _ _ _ _ _ _ _ _ _ _ __
Document Number_ _ _ _ _ _ _ _ _ __
Occupational License No.,_ _ _ _ _ _ _ __
By:______________________
Florida DBPR Contractor's License, Certification and/or
Registration No.,_ _ _ _ _ _ _ _ _ _ __
Signature:,_ _ _ _ _ _ _ _ _ _ _ _ __
Title: _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Address:_ _ _ _ _ _ _ _ _ _ _ _ __
Type of Contractor's License, Certification and/or
Registration_ _ _ _ _ _ _ _ _ _ _ _ __
Expiration Date: _ _ _ _ _ _ _ _ _ _ _ __
Person to contact concerning this bid:
Phoneffoll FreelFax #_ _ _ _ _ _ _ _ __
Tenns of Payment
(Check one) Net 30 Days_
2% lOth Prox_
Will your company accept Escambia County Purchasing
E-Mail Address:,_ _ _ _ _ _ _ _ _ __
Home Page Address:, _ _ _ _ _--:::----:---:~
Page 1 of2
4
Addendum 2
13-14.064
Bid Form Continued
13-14.064
Page2of2
Cards? Yes_ _No_ _.
Person to contact for emergency service:
Will your company accept Escambia County Direct
Payment Vouchers? Yes_ _No,_ __
Phone/CelllPager #:,_ _ _ _ _ _ _ _ __
County PermitsIFees required for this project:
Person to contact for disaster service:
Home Address:,_ _ _ _ _ _ _ _ _ __
NA
Home Phone/CelllPager #:,_ _ _ _ _ _ __
Attached to bid you shall find a bid bond, cashier's check or certified check (circle one that applies) in the
amount of SIOOO.OO.
The Bidder agrees to fully complete all work included above within three (3) consecutive calendar days
from the date of Notice to Proceed. Liquidated damages of S1500.00 eacb day will be assessed for
eacb day tbat completion of tbe project is delayed. All work to be accomplished under this bid shall be
the responsibility of Bidder and failure of subcontractors to perform shall not relieve Bidder of any
liquidated damages. A Bid Bond in the amount ofSIOOO.OO of base bid is to be furnished by each Bidder.
Bidder further acknowledges that all of the work outlined above may not be required at the discretion of
Escambia County. The total will be subject to total funds available during the course of the work.
However, it is the intent of Escambia County at this time to substantially complete the listed work.
Names and addresses of proposed Subcontractors to be utilized for work on this project:
l.
2.
3.
Addendum 2
13-14.064
CONTRACCNBR Bill_TYPE
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambla
DEBIT
Escambia
DEBIT
Escambla
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
DEBIT
Escambia
COLLECT
Escambia
COLLECT
Escambia
COLLECT
Escambia
Escambia
COLLECT
COLLECT
Escambia
Escambia
COLLECT
COLLECT
Escambia
Escambia
COLLECT
COLLECT
Escambla
COUECT
Escambla
COLLECT
Escambia
COLLECT
Escambia
PREPAID
Escain bia
PREPAID
Escambia
PREPAID
Escambia
Escambla
PREPAID
_PREPAID
Escambla
' PREPAID
Escambia
Esca,mbla
PREPAID
PREPAID
Escambla
PREPAID'
Escambia
Escambia
PREPAID
PREPAID
Escambla
PREPAID'
Escambia
Escambla
PREPAID
PREPAID
Escambia
CAll_TYPE
ALASKA
CANADA
CARIBBEAN
HAWAII
INTER~TAINTERSTATE
INTER~TAINTRASTATE
INTERNATIONAL
INTRACELL
INTRA~TAINTERSTATE
INTRALATA INTRASTATE
LOCAL METERED
MEXICO
PUERTO RICO
US CARIBBEAN
ALASKA
CANADA
CARIBBEAN
HAWAII
INTERLATAINTERSTATE
INTER~TAINTRASTATE
INTERNATIONAL
INTRACELL
INTRA~TAINTERSTATE
INTRALATAINTRASTATE
LOCAL METERED
US CARIBBEAN
ALASKA
CANADA
CARIBBEAN
HAWAII
INTERLATAINTERSTATE
INTERLATAINTRASTATE
INTERNATIONAL
INTRACELL
INTRALATAINTERSTATE
INTRA~TAINTRASTATE
LOCAL METERED
MEXICO
PUERTO RICO
US CARIBBEAN
RATE
SURCHARGE
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
0.89
0.89
0.99
0.89
0.89
0.30
$ 0.99
$
$ 0.30
$ 0.30
$
$
$
$
$
$
$.
$
$
$
$
$
0.99
0.89
0.89
0.89
0.89
0.89
0.89
0.30
$ 0.30
$ 0.30
$ $ 0.89
$ ,0.89
$ 0.89
$
0.~9
$ 0.89
$ 0.89
$ 0.30
$ 0.99
$
$ 0~30
$ 0.30
$
' $99.00
'$ 0.89
$ 0.89
4.99
4.99
4.25
4.99
4.99
1.75
4.25
2.25
1.75
1.75
2.25
4.25
4.99
4.99
4.99
4.99
4.99
4.99
1.75
2.25
1.75
1.75
2.25
4.99
4;99
4;~9
4,25
4;99
4,99·
1.75
, 4.25
2.25
1.75
1.75
2;25
4.25
4.99
4.99
07/2112014 14:14 - Page I
~,,~
~4~~
CenturyL"In k•
Start_Time =
Revenue by Account Type
Site: Escambla Detention Center
07/011201300:00:00 End_Time = 06/30/201423:59:00
CbargeType
Tariff Type
Calls
Talk Secs
Billed Mlns
Revenue
Collect
Local
Intra Cell
Intra LATA
Intrastate
Interstate
Canadian
Caribbean
International
18516
0
133
867
2174
0
0
0
12416933
0
69504
574792
1169052
0
0
0
213419
0
1212
9880
20369
0
0
0
41661.00
0.00
596.35
4481.25
17978.90
0.00
0.00
0.00
21690
14230281
244880
64717.50
167021
71381
3690
3831
8959
0
0
0
131979089
56261667
2284848
2321419
5728714
0
0
0
2247491
957603
39382
39956
98510
0
0
0
375797.25
160607.25
18272.10
18691.05
51962.10
0.00
0.00
0.00
254882
198575737
3382942
625329.75
52728
20332
838
821
2253
0
I
26
41943416
16157058
448172
412325
1594550
0
898
15749
713263
274577
7778
7158
27251
0
15
269
118638.00
45747.00
3799.90
3584.15
9665.28
0.00
18.34
376.81
76999
60572168
1030311
181829.48
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0
0
0
0.00
0.0
353571
273378186
4658133
871876.73
100.0
Subtotal
Prepaid
Local
Intra Cell
Intra LATA
Intrastate
Interstate
Canadian
Caribbean
International
Subtotal
Debit
Local
Intra Cell
Intra LATA
Intrastate
Interstate
Canadian
Caribbean
International
Subtotal
Debit card
Subtotal
Grand Total
Local
Intra Cell
Intra LATA
Intrastate
Interstate
Canadian
Caribbean
International
Percent
7.4
71.7
20.9
Trunks by Host, Per-Trunk Detail
"
res Confidenl in l
Resu llS (or 1111 1losts
Order by I lost
Between 0712 11201'; and 07122120 14
Host
Trunk
Out-DiBled Calls
Accepted Calls
Percent Acc~pjed
escf1 03
310 1
60
IS
30.00%
escfl O)
3 102
51
11
21.57%
escflO3
3104
39
9
23.08%
escflO)
31 05
49
12
24.49%
esdl03
3106
24
4
16.67%
esdl0J
3109
52
18
34.62%
escflO3
31 i3
87
24
27.59%
esd103
3 117
55
11
20.00%
escflO3
3118
58
20
34.48%
escflO)
3122
35
12
34.29'l-~
escflO3
3124
1
0
0.00%
esenO)
320 1
27
8
29.6]%
escflO3
3202
2
0
0.00%
esc fl O)
3203
25
13
52.00%
escflO3
3204
22
3
13.64%
esc flO )
3205
44
43
97.73%
escfl O3
)206
37
33
89. 19%
esc fl O)
3207
35
35
100.00%
escflO)
)208
44
43
97.73%
19
750
328
43~~
esdl04
4 10 1
63
29
46.03%
cscfl04
4102
71
27
38.03%
escfl04
4 10)
72
20
27.78%
esc OM
4104
34
9
26.47%
escfl 04
4105
43
IS
34.88%
~ cn03
Totals
escfl 04
4106
23
12
52.17%
escfl04
4 107
33
11
33.33%
esc fl O4
4108
27
0
0.00%
escfl 04
4 109
36
12
33.33%
esc fl O4
41 12
40
13
32.50%
= " 04
4113
47
19
40.43%
cscfl04
41 19
27
12
44.44%
= " 04
4120
49
16
32.65%
escflO4
4122
58
22
37.9]%
escfl04
4124
59
16
27. 12%
esc flO4
420 1
20
5
25.00%
escfl04
4202
11
3
27.27%
escfl04
420)
2S
11
44.00"10
Cn::llcd: 0712 112014 14:07:48
Trunks by Host, Per-Trunk Detail
ICS Confide ntia l
Host
TrunK LQJIt,:.lliaJed Call,
Accepted Calls i Percent AcceDled
esefl04
4204
I
I
100.00%
csc fl04
4205
44
95.45%
esc fl 04
4206
49
"
47
95.92%
escfl04
4207
51
50
98.04%
cscfl 04
4208
51
48
94. 12%
23
922
459
49.78%
cscn04 Totals
Cre3lcd : 0712 11201414:07:48
'"
0712112014 14:44 - Page 1
~,r~
.
Call Counts by Trunk Number
Site: Escambla Detention Center
Start.Tlme = 0712112014 00:00 End.Tlme =07121/201423:59
";A~~ CenturyLmk"
Site Name
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EseambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EseambiaC
EseambiaC
EseambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
Trunk
Out-dialed Calls
Accepted Calls
Percent Accepted
1201
1202
1203
1204
1205
1206
1207
1208
1301
1302
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
1303
1304
1305
1306
1307
1308
1309
1310
1311
1312
1313
1314
1315
1316
1317
1318
1319
1320
1321
1322
1323
1324
2101
2102
2103
2104
2105
2106
2107
2108
2109
2110
2111
2112
2113
2114
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0712112014 14:44 - Page 2
~,,~
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Call Counts by Trunk Number
Site: Escambia Detention Center
Start_TIme = 071l11l014 00:00 End_Time = 07121/201423:59
CenturyL'In k•
Site Name
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
Escambia C
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
EscambiaC
Trunk
Out-dlaled Calls
Accepted Calls
Percent Accepted
2115
2116
2117
2118
2119
2120
2121
2122
2123
2124
2201
2202
2203
2204
2205
2206
2207
2208
3101
3102
0
0
0
0
0
0
0
0
0
0
0
0.00
0.00
0.00
0.00
0.00
0.00
3103
3104
3105
3106
3107
3108
3109
3110
3111
3112
3113
3114
3115
3116
3117
3118
3119
3120
3121
3122
3123
3124
3201
3202
3203
3204
0
0
0
0
0
0
0
0
0
0
0
0
56
51
0
38
49
22
0
0
51
0
0
0
83
0
0
0
54
57
0
0
0
34
0
1
26
2
24
21
0
0
0
0
0
0
0
0
0
0
0
0
0
17
11
0
8
12
4
0
0
17
0
0
0
23
0
0
0
10
20
0
0
0
11
0
0
8
0
12
3
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
30.36
21.57
0.00
21.05
24.49
18.18
0.00
0.00
33.33
0.00
0.00
0.00
27.71
0.00
0.00
0.00
18.52
35.09
0.00
0.00
0.00
32.35
0.00
0.00
30.77
0.00
50.00
14.29
0712112014 14:44 - Page 3
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Call Counts by Trunk Number
Site: Escambla Detention Center
Start_Time = 07/211201400:00 En(Tlme = 07/2112014 23:59
CenturyL"m k "
Site Name
Escambia C
EscambiaC
Trunk
39
32
3207
3208
4101
35
43
35
43
59
66
25
4103
EscambiaC
EscambiaC
EscambiaC
EscambiaC
4104
4105
4106
4107
Esc:ambia C
EscambiaC
4108
4109
4110
Esc:ambia C
4111
EscambiaC
4112
EscambiaC
4113
Esc:ambiaC
Esc:ambiaC
Esc:ambiaC
4114
4115
4116
EscambiaC
4117
4118
4119
Esc:ambiaC
4120
EscambiaC
4121
4122
EscambiaC
97.50
88.89
100.00
100.00
40
36
EscambiaC
Esc:ambia C
EscambiaC
Percent Accepted
3205
4102
Esc:ambia C
EscambiaC
Accepted Calls
3206
EscambiaC
Esc:ambiaC
EscambiaC
EscambiaC
EscambiaC
Out-dlaled Calls
4123
Esc:ambia C
4124
4201
EscambiaC
EscambiaC
4203
EscambiaC
4204
Esc:ambiaC
Esc:ambiaC
EscambiaC
4205
4206
4207
EscambiaC
4208
EscambiaC
9900
4202
72
34
42
22
25
27
34
0
0
40
47
0
0
0
0
0
27
49
0
55
0
59
19
11
25
1
42
47
45
47
0
26
20
9
14
II
9
0
11
0
0
13
19
0
0
0
0
0
12
16
0
21
0
16
5
3
11
1
40
45
44
44
0
44.07
37.88
27.78
26.47
33.33
50.00
36.00
0.00
32.35
0.00
0.00
32.50
40.43
0.00
0.00
0.00
0.00
0.00
44.44
32.65
0.00
38.18
0.00
27.12
26.32
27.27
44.00
100.00
95.24
95.74
97.78
93.62
0.00
AGREEMENT RELATING TO INMATE TELEPHONE SERVICES
This Agreement is made and entered Into this 5~ day of~ ,2013, by
and between Escambla County, a political subdivision of the State of Florida, by and through Its
Board of County Commissioners (hereinafter referred to as "County"), with administrative offices
located at 221 South Palafox Street. Pensacola, Aorida 32502, and Embarq Payphone
Services, Inc., dIb/a CenturyLink. a Florida for-profit corporation, authorized to do business in
the State of Rorida (hereinafter referred to as "Contractor"), whose principal address Is 100
CenturyUnk Drive, Monroe, LA 71203.
WITNESSETH:
WHEREAS, the County Is responsible for the operation of the Escambia County
Correctional System, to Include the Escambla County Central Booking and Detention FacUlty,
and the Main Jail Facility; and
WHEREAS, the County desires to provide Inmate telephone service to the Inmates in
the Escambla County Central Booking and Detention FeciDty, and the Main Jail FacIHty
(hereinafter referred to as "FaciBties,: and
WHEREAS, the County desires to enter Into an agreement with Contractor for the
provision of such services as specified herein.
NOW, THEREFORE, in consideration of the mutual terms and conditions, promises,
covenants and payments hereinafter set forth, the County and the Contractor agree as follows:
1.
Recitals. The recitals contained in the preamble of thts Agreement are declared to be
true and correct and are hereby Incorporated tnto this Agreement
2.
!mIn:. This Agreement shall commence as of the effective date and continue for a term
of three (3) years with the option to renew for two additional one (1) year terms. In no event
shall the term of this agreement exceed the duration of five (5) years from the date of
commencement
3.
Contractor's Scope of Services.
For the purpose of this agreement inmate telephone system shall (hereinafter referred to
as "ITS, mean a system of coin less telephones for use by Inmates for making collect calls or
calls charged to a debit or pre-paid account established for such inmate telephone services,
and coin operated telephones located In the non-confinement areas of the Facilities.
Without cost to the County, Contractor shall provide an ITS for all existing and future
Facilities operated by Escambia County. Contractor shall supply, at its sole expense, all labor,
materials, equipment, permits and licenses (where applicable) required to supply, install, repair
and maintain the ITS.
Without cost to the County, Contractor shall provide the following Value Added Services:
•
Regular software updates lo the ITS:
•
Annual cell phone assessments to detect Inmate cell phone use;
1
•
Voice messaging capabllfty to allow frlendslfamlly of Inmates to leave
volce messages for inmates; and
•
ITS Interface with the commissary vendor In order to allow Inmates to
place orders with the commissary and pay for calls on a per-call real time
basis with an Inmate commissary accounl
4.
Ucense.
County hereby grants un10 Contractor, subject to the conditIons stated
herein. an exclusive Hcanse to provide ITS services for the FaclUtles.
5.
Ucense Fee. In consideration for the right to provide ITS services. Contractor shall pay
County a license fee equal to sixty-six percent (66%) of Gross eOllngs. as defined hereIn. for all
Local, Intralata, Interlata. Interstate and International calls placed by way of collect calling or
charged to a debit or pre-paid account established for such Inmate telephone services.
Notwithstanding the above. County and Contractor agree 10 re-negotiate the ficanse fee In good
faith should regulatory rules (e.g. the establishment of rate caps by a federal or state regulatory
body) materially change throughout the course of the Agreemenl
For the purpose of this agreement, Gross SIDings shall mean amounts bDled to those
who accept collect calls made by Inmates or amounts billed for calls placed by way of a prepaid
account or a debit account established for Inmate telephone servlces. Gross Billings shall not
include taxes or fees assessed by government entitles.
In accordance with Contractor's General Exchange Tariff. Gross BillIngs shall not Include
calls by inmates to his or her appointed counsel with the Office of the PubUc Defender.
6.
Method of payment. Contractor shall submit invoices to County on a monthly basis.
Invoices shall reflect the call actJvlty. bWlng reports. and amount due and Owing to County with
appropriate supporting documentation. The license fee shaD be paid to County within sixty days
of the close of each month.
7.
Charges and programming of Phones.
The applicable rates and fees to be charged
for caRs made by Inmates using the ITS shall be In accordance with Option C of the Contractor's
proposal. attached hereto and Incorporated herein es Exhibit -AD.
AUtnmate phones will be programmed to process coUect. debit and prepaid calls. only.
and calls charged to a third party and credit cards win not be permitted. Call charges will only
include the time form the point at whIch the called party accepts the call and win end when
either party retums the phone handset to the on-hook position or until either party attempts a
hook flash. There wlll be no charge to the called party for any setup Ume.
Fraudulent usage or expenses related to fraudulent use of the ITS by inmates will be the
sole responsibIlity of Contractor.
8.
Termination. This Agreement may be terminated for cause or convenience by the
County upon providing thirty (30) days written nollce to Contractor. This Agreement may be
terminated for cause by the Contractor upon providing ninety (90) days written noUce to the
County. In the event of termination by either party as provided herein. the County shall be paid
for materials purchased through the date of termInation.
2
9.
Maintenance. Without coat to the County, Contractor shall be responsible for the
maintenance and repair of the ITS. County allaU allow Contractor reasonable access to the
facilities during normal business hours to perfonn such maintenance and repair. Should the
County observe or receive reports of any malfunction or loss of service, County shall
immediately notify Contractor.
Contractor's fallure to property maintaIn the ITS to the reasonable satisfaction of County
shall constitute a breach of this agreement and grounds for termination. If the County believes
Contractor has failed to properly maintaIn the ITS and It gives Contractor noUce of such faRure,
Contractor shaD be given thirty (30) days after receipt of such notice to cure the breach. If
Contractor fails to cure the breach to the reasonable satisfaction of the County within thirty (30)
days, then the County may Immediately terminate this Agreemenl
10.
Loss. Damage. or Qestrucllon.
destruction of or to the ITS equIpment
County shall not be liable for any loss, damage, or
The ITS equipment Is subject to removal by Contractor In the event of theft. excessive
vandaflSm, fraudulent usage or governmental regulatory restrictions which prohibit or prevent
Contractor from complying with the terms of this Agreemenl
The Parties shaD cooperate and use tllelr best efforts to prevent fraudulent usage,
vandarlSm, or other damage to the ITS.
11.
OwnershIp of Property,
AU equipment, fixtures and supplies fumlshed by
Contractor shall remaIn the sole property of Contractor. Upon termination or expiration of the
agreement. County shalf allow Contractor reasonable access to the facilities during normal
business hours to remove such property.
12.
Indgmnfflcat!on. The Contractor agrees to save hannless, indemnify, and defend County
and its agents, officers and employees from any and all claims, BUIts, actions, damages,
liabilities, expenditures or causes of action of any kind, losses, penalties, Interest. demands,
judgments, and cost of suit. Including attorneys' fees and paralegals' fees, for any expense,
damage or llablflty incurred by any of them, whether for personal Injury, death, property
damage, direct or consequenUal damages, or economic loss, Including environmental
impairment, arfslng dIrectly Dr indirectly, on account of or In connection with the Contractor's
negligent. reckless, or IntenUonai wrongful misconduct in the performance of this Agreement or
by any person, firm, or corporation to whom any portion of the performance of this Agreement is
subcontracted to or used by the Contractor or by anyone for whom the Contractor Is legally
nable. The parties understand and agree that such Indemnffication by the Contractor relating to
any matter, which is the subject of thIs Agreement. shall extend throughout the term of this
Agreement and any statutes of limitation thereafter. The Contractor's obligation shall not be
limited by, or in any way to, any Insurance coverage or by any provision In or exclusion or
omission from any policy of Insurance. The Contractor agrees to pay on behalf of Escambla
County, as weD as provide a legal defense for the County, both of Which will be done only if and
when requested by the County, for atl claims relating to this Agreement. Such payment on the
behalf of the County shall be In addition to any and all other legal remedies available to the
County and shall not be considered to be the County's exclusive remedy.
13.
Insurance. The Contractor is required to carry the following Insurance:
(a)
Commercial General Uability with $1,000,000 minimum per occurrence, including
coverage parts of bodily Injury, property damage, broad form property damage, personal
injury,lndependent contractors, blanket contractualllablUty, and completed operations.
(b)
Business Automobile UablUty with $1,000,000 per occurrence minimum
combined single nmlls for all hired, owned, and non-owned vehicles.
(e)
Excess or Umbrella Uabnlty coverage.
(d)
Florida statutory workers' compensation and employers' liability with employer's
Dabllity limits of at least $100,000 each accident and 5100,000 each employeelS500,OOO
policy Umit for disease.
(e)
It is understood and agreed by the parties that in the event that the Contractor
consists of a JoInt venture, partnership, or other association of professional or business
firms. each such firm shan be required to Individually carry the above cited coverages.
(f)
Contractor agrees all liability coverage shall be through carriers admitted to do
business In the State of Ronda. Celtificates of Insurance shall be provided to the
County prior to commencement of work hereunder. Certificates shall reflect the
additional Insured status of Escambia County and shall provide for a minimum of thirty
(30) days notice of cancellation. Escambla County and the Board of County
Commissioners also shall be the certificate holders.
14.
Independent Contractor Status,
In the performance of this Agreement hereunder,
Contractor Is an Independent contractor. Contractor shall not hold Itself out as an employee,
agent or servant of the County; and Contractor shall not have the power or authority to bind the
County in any promise, agreement or representation, other than as speclflcally provided In thIs
Agreement or as may be expressly provided hereafter In writing by an authorized official of the
County.
15.
~ Any notice, payment or other communication under this Agreement required
hereunder or desired by the party giving such notice shan be given in writing and delivered by
hand or through the Instrumentallty of certlfled mall of the United States Postal Service or
private courier service, such as Federal Express. Unless otherwise notified in wriUng of a new
address, notice shaU be made to each party as follows:
To: Embarq Payphone Services, Inc.
AHenUon: Paul Cooper
Mailstop KSOPKJ0302·302
5454 West 11ot" Avenue
Overland Park, KS 66211
To: Escambla County
Attention: County Administrator
221 Palafox Place, Suite 420
Pensacols, Florida 32502
Rejection, or other refusal by the addressee to accept, or the inability of the courier
service or the United Slates Postal Service to deliver because of a changed address of which
no notice was given, Shall be deemed to be receipt of the notice sent Any party shall have the
right, from time to time, to change the address to which notices shall be sent by giving the other
party at least ten (10) days prior notice of the address change.
4
16
GovemlM Law. This Agreement shall be governed by and construed in accordance
with the laws of the State of Florida, and the partles stipulate that venue shall be In the County
of Escambia.
17.
Public Records. The Contractor acknowledges that this Agreement and any related
financlal records, audits. reports, plans correspDndence. and other documents may be subject
to disclosure to members of the pubDc pursuant to Chapter 119, Florida Statutes. In the event
the Contractor falls to abide by the provisions of Chapter 119, Florida Statutes, the County may.
without prejudice to any other right or remedy and after giving the Ucensee and It surety, If any.
seven days written notice, during which period the Ucensee stili fans to anow access to such
documents, terminate the contract of the Ucensee.
18.
EQtite Agreement. This Agreement contalns the entire agreement between the parties
and supersedes all prior oral or written agreements. Contractor acknowledges U1at It has not
relied upon any statement, representation. prior or contemporaneous written or oral promises.
agreements or warranties, except such as Bre expressed herein. The terms and condltions of
this Agreement can only be amended In writing upon mutual agreement of the parties.
19.
CompUance wjth laws. Contractor agrees to comply with all federal, state and local
laws, rules, poRcles, or guidelines related to the performance of this Agreement. Includlng but
not limited to the rules and regulations of the Federal Communications Commission and the
Florida PubDc Service CommiSSion.
20.
Confidentiality.
To the extant permlttad by law, the COntractor shall not use.
disclose or disseminate to any person, firm, corporation or entity any confidential information
related to the Escambla County Correctional System Including, but not limited to, security
system plans, building plans, computer systems, processes or data of any other kind.
Contractor acknowledges that a breach of this provision will cause Irreparable Injury to the
County for which County shan be enUlled to temporary and pannanentlnJunctiva relief. this
provision shaD remain In fuU force and effect and enforceable even after the expiration or
termination of this agreemenl
21.
Assignment of Agresmenl This Agreement, or any Interest herein, shall not be
assigned, transferred, or otherwise encumbered, under any circumstances. by Contractor
without the prior written consent of the County. However, the Agreement shall run with the
Escambia County Board of County Commissioners and its successors.
22.
MlsceUaneous. If any term or condlUon of this Agreement shaD be InvaUd or
unenforceable, the remainder of the terms and conditions of this Agreement shall remain In full
force and effect. This Agreement shall not be mDre strictly construed against either party hereto
by reason of the fact that one party may have drafted or prepared any or aD of the terms and
provisions hereof.
23.
Annual Appropriation. Pursuant to the requirements of Florida law and ArtIcle II of
Chapter 48, Escambla County Code of Ordinances, the County's performance and obligation to
fund this Agreement shall be contingent upon an annual appropriation by the Escambla County
Board of County Commissioners.
s
IN WITNESS WHEREOF. the parties hereto have made and executed this Agreement
on the respective dates under each signature: ESCAMBIA COUNTY through Hs BOARD OF
COUNTY COMMISSIONERS. signing by and through Its Chairman. aulhorized to execute same
by Board action on the ~ day of S~=kmb&c
.2013. and Embarq Payphona Services,
Inc., dIbIa Century link, signing by an through lis Director, duly authorized to execute same.
COUNTY:
BOARD
OF
COUNTY
COMMISSIONERS
ESCAMBIA COUNTY. FLORIDA
ATTEST: PAM CHILDERS
Clerk of the Circuit Court
Date:
9
J'5/ qO,?>
BCCApproved:
Cl.l-5/ C)o/3
CONTRACTOR:
EMBARQ PAYPHONE SERVICES. INC.
d/b/a CENTU~INK
--r~~
ATTEST:
By:
By:
Vall-n'tI..J.l1fiMIt,(fJk./Of,O
Corporate Secretary
(SEAL)
7
Paul Cooper, General Manager
Date:
1J~
6
08l23l2013
BOARD OF CO UNT Y COMMlSSJO. 'E RS
ESCAM BJ A CO UNT Y, FL ORIDA
OFFICE OF PURCHASING
213 I'f\ LAFOX PLACE. 2D.1 Floor
P.D.BOX 1591
PENSACOlA FL 32591 · 1591
TELE I'IIONE (850)59S4980
(SUNCml) 695-1980
ClAUDIA SIMMONS
I'urchasing .\follager
TELEFAX (850)5954 805
http://''''''\\ . my~''Scambia_comfdcp;lT1mcnlslpurchasing
July 31. 201 4
To:
All Known Prospecti ve Bidders
ADDE NDUM NUMBER 3:
Re:
Inmate Phone Service, Spec ification N umber PD \ 3- 14.064
Gen l\emen:
We recently senl you an Invilation to Bid on the above mentioned spec ifi cation.
Th is Addendum #3 provides
rOf
corrections to
Q & A's in Addendum 2:
Item 3: Q: How many phones do they ClilTClltl y hm'c?
A: Correct number is 75 al this time
Item 4: Q: W ill they be adding any phones (nced to know how many?)
A: Want to add 1610 P hase n - 1 in erich pod
Th is Addendum Number 3 is fmnished to all known prospective bidders . Please sign and return one copy o f this
Addend um. with original signat ure, with your bid as an acknowledgement of your having received it. Yo u may
photo copy for your record.
SinD:~'
il ~1f.:.~cPPO'
CPP
Pu rchasing Coordinator
SIGN ED: _ _ _ _ _ _ _ _ _ _ __
COMPANY: __________________
JFP/abh
